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How to Use Staging Locations and Process Internally Shipped Items

PATH: Projects > Project > Material tab

Use staging locations to track the physical location of equipment in your warehouse and manage internally shipped items for project-linked orders. This process allows you to recognize revenue on projects while keeping items physically in the warehouse until they are ready to ship.

Applies To

Project Managers, Warehouse Staff, Administrators

Prerequisites

• An active project with linked order items
• The COURIER general code must include an INTERNAL value (see Set Up the INTERNAL Courier Code below)
• PROJECT (View) permission to access the project form
• SHIP (Edit) permission to use the Ship Selected Item(s) extended menu action
• STAGINGLOC permission to access Inventory > Admin > Staging Locations and Staging Locations Q

The following extended menu actions on the Material tab do not require additional permissions beyond project access: Set Courier/Waybill, Set Ship Release Date, Clear Ship Release Date, Update Staging Location for Selected Items, and Print Packing Slip for Selected Item(s).

Overview

This workflow covers three areas:

• Staging Locations — Assign a physical warehouse location to project material items so your team knows where equipment is stored.
• Internally Shipped Items — Mark items as shipped for revenue recognition purposes while they remain physically in the warehouse.
• Ship Release Dates — Set a date that controls when items appear in the Ship Q, allowing the project manager to notify the warehouse when materials need to leave.

Set Up the INTERNAL Courier Code

Before processing internally shipped items, confirm that the COURIER general code includes an INTERNAL value.

1. Navigate to Maintenance > General Codes.
2. Open the COURIER general code.
3. In the Code Values grid, look for INTERNAL with the Active flag checked.
4. If the value does not exist, click the edit (pencil) button.
5. In the Code Values grid, click the add (+) button.
6. Enter the following:
   • Courier: INTERNAL
   • Service: leave blank
   • Active: checked
7. Click Save.

Create and Manage Staging Locations

PATH: Inventory > Admin > Staging Locations

The STAGINGLOC permission controls access to staging location administration. STAGINGLOC (View) is required to see the menu options. STAGINGLOC (Create) is required to add new locations, and STAGINGLOC (Edit) is required to modify existing ones.

1. Navigate to Inventory > Admin > Staging Locations.
2. Click the add (+) button to create a new staging location.
3. Enter the location name and details.
4. Click Save.

Use Inventory > Admin > Staging Locations Q to view all existing staging locations.

Assign a Staging Location to a Project

PATH: Projects > Project > Material tab

The staging location set at the project level is used as the default for order items linked to that project.

1. Navigate to Projects and open the project.
2. Select the Material tab.
3. Select the staging location from the Staging Loc. dropdown.

Update Staging Location for Individual Items

1. Navigate to Projects and open the project.
2. Select the Material tab.
3. Select the item(s) in the grid.
4. In the extended menu, click Update Staging Location for Selected Items.
5. Select the staging location from the dropdown.
6. Click Submit.

The staging location can also be set when receiving a PO item at Inventory > Work Queues > PO Receive Q > open PO item > Receive tab > Stage Loc. column.

Ship Items from the Project Material Tab

PATH: Projects > Project > Material tab

The SHIP (Edit) permission is required to see and use the Ship Selected Item(s) option in the extended menu.

1. Navigate to Projects and open the project.
2. Select the Material tab.
3. Select the item(s) to ship.
4. In the extended menu, click Ship Selected Item(s).

The selected items now have a status of SHIPPED.

Mark Shipped Items as Internally Shipped

After shipping items, mark them as internally shipped so they appear in the Warehouse WF Internally Shipped Items bucket while remaining physically in your warehouse.

1. Navigate to Projects and open the project.
2. Select the Material tab.
3. Select the shipped item(s).
4. In the extended menu, click Set Courier/Waybill. The Set Courier and Waybill window appears.
5. Select INTERNAL from the Courier dropdown.
6. Click Submit.

The items now appear in the Warehouse WF Internally Shipped Items bucket.

Set Ship Release Dates

Ship release dates control when items appear in the Ship Q and notify the warehouse when materials need to leave for the job site.

Set a Ship Release Date

1. Navigate to Projects and open the project.
2. Select the Material tab.
3. Select the item(s).
4. In the extended menu, click Set Ship Release Date. A confirmation window appears asking “Mark selected with ship release date?”
5. Click Yes. A date picker window appears.
6. Select the date the items need to leave the warehouse.
7. Click Okay.

The ship release date can also be set at Projects > Project > Ord/Inv tab > open order > Line Items tab > Details sub-tab > Ship Release field when in edit mode.

Clear a Ship Release Date

1. Navigate to Projects and open the project.
2. Select the Material tab.
3. Select the item(s).
4. In the extended menu, click Clear Ship Release Date.
5. Confirm the action when prompted.

Ship Release Date Rules and the Ship Q

The IGNOREBLANKSHIPRELDATEFORPROJECT configuration setting controls how items with blank ship release dates appear in Inventory > Work Queues > Ship Q. Contact Q360 Support to update this setting.

Monitor the Internally Shipped Items Bucket (Warehouse)

PATH: Warehouse WF > Internally Shipped Items

1. Navigate to the Warehouse WF.
2. Click the Internally Shipped Items bucket to open it.
3. Open the filter flyout tab on the left side of the window.
4. Set the Ship Release Date filter to view items scheduled for shipment. Remove the filter to view all items.

Physically Ship Internally Shipped Items (Warehouse)

When items are ready to leave the warehouse:

1. Navigate to the Warehouse WF.
2. Click the Internally Shipped Items bucket to open it.
3. Select the item(s) to ship.
4. In the extended menu, click Update Location of Selected Item(s). The Set Courier and Waybill window appears.
5. Select the appropriate courier from the Courier dropdown.
6. Enter the tracking number in the Waybill field, if applicable.
7. Click OK.

To include a packing slip with the shipment, select Print Packing Slip for Selected Item(s) from the extended menu and follow the prompts before completing the steps above.

Remove Items from the Internally Shipped Items Bucket

When materials arrive on site, clear the courier and waybill to remove them from the bucket:

1. Navigate to the Warehouse WF.
2. Click the Internally Shipped Items bucket.
3. Select the item(s) that have arrived on site.
4. In the extended menu, click Update Location of Selected Item(s). The Set Courier and Waybill window appears.
5. Leave the Courier dropdown blank (null).
6. Leave the Waybill field blank (null).
7. Click OK.

The items are removed from the Internally Shipped Items bucket and the staging location is cleared from the items on the project Material tab.

Permissions Reference

Results

• Items marked as internally shipped appear in the Warehouse WF Internally Shipped Items bucket.
• Ship release dates control visibility in the Ship Q, allowing project managers to coordinate shipping timelines with the warehouse.
• Physically shipping items with a real courier and waybill moves them out of the Internally Shipped Items bucket.
• Clearing the courier and waybill removes items from the bucket and clears the staging location.

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Set Up and Use Staging Locations