How to Use the Sales Order Fulfillment Worksheet (Pick, Pack and Ship) in QuickBooks Desktop Enterprise

Before you start

• You need QuickBooks Desktop Enterprise with Advanced Inventory. The worksheet is a Site Operations setting.
• Sales orders have to be on: Edit > Preferences > Sales & Customers > Company Preferences, then Enable Sales Order.
• The worksheet works from sales orders. Intuit says invoices and non-inventory orders don't show on the Dashboard.
• With multiple inventory sites on, each item needs a site before it can go on a pick list.
• To pick on a device, link a supported mobile barcode scanner or an Android phone. The phone can receive pick lists but can't scan barcodes.
• Without a device, you print pick lists and type the picked quantities back in.
• Each picker is set up as a vendor with Vendor Type set to Warehouse user. That option needs View Balance for the Vendor Center in the user's role.

Linking a device and adding pickers is covered in How to set up and use barcode scanning. For splitting one order across shipments, see How to handle backorders and partial shipments.

Step 1: Turn on the worksheet

1. 1Go to Edit > Preferences.
2. 2Select Items & Inventory, then the Company Preferences tab.
3. 3Select Advanced Inventory Settings, then the Site Operations tab.
4. 4Under Enable Worksheet, check Sales Order Fulfillment Worksheet.
5. 5To use a scanner, select Add on the same tab. QuickBooks shows a passcode to enter on the device.
6. 6Select OK, then open the worksheet from Customers > Sales Order Fulfillment Worksheet.

What each tab does

Intuit describes four workflows: Pick > Pack > Ship, Pick > Ship, Express pick-pack > Ship, or Ship only. Use the one that fits how your warehouse works. You can sort every Dashboard column to decide what to work on first.

Step 2: Create the pick list

1. 1On the Pick tab, check the sales order to pick, then select Next.
2. 2Review the items. QuickBooks preselects every item it can send for picking.
3. 3Items with no stock, items already on another open pick list and items with no site aren't selected. Assign a site to include an item.
4. 4Check TO FULFILL QTY. It starts at the open quantity or the quantity available at the site, whichever is smaller.
5. 5Check FULFILLABLE: green means all available at that site, orange partial, red none, and gray means no site is chosen.
6. 6If you track bins, set or confirm the BIN on each line.
7. 7Select Next, keep the default pick list name and choose the picker. You can add a note of up to 70 characters.
8. 8Select Create & Send to send it to linked devices, or Create & Print to print it. Intuit's Pick tab article calls these Send to Device and Print Picklist.
9. 9After Create & Send, the button changes to View Progress. Select it to open the pick list and follow the pick.

Step 3: Record what was picked

With a mobile scanner

1. 1The picker opens the app, selects their name, then the pick list.
2. 2They scan each item or type the quantity. A count like 2/4 means two of four picked.
3. 3On the Pick tab, an orange arrow shows that a pick list has an update.
4. 4Select the sales order, then Update sales order. QuickBooks flags exceptions such as a serial number mismatch or a wrong quantity.

Without a scanner

1. 1On the Pick tab, double-click the pick list.
2. 2Enter the quantity picked for each item.
3. 3Select Update sales order. The status changes to Picked or Partially picked.

A pick list's actions include View picklist, Print picklist and Print packing slip. Print packing slip appears only after the pick status is updated, and the slip reflects the most recent picked quantity. If a line comes up short, create another pick list later for the rest. QuickBooks keeps completed pick lists for 30 days.

Step 4: Pack the order

Once an order is Picked or Partially picked, select it on the Dashboard and choose Send for packing. The Pack tab holds the packing lists. If you don't pack as a separate step, go straight to shipping.

Or pick and pack in one pass

1. 1On the Dashboard, select the orders and choose Send for Exp pick-pack from the Action drop-down.
2. 2Choose a packer in the Packer column if you want, then select Send to device.
3. 3On the device, the worker scans the list, selects Create Package, then Done and Finish.
4. 4On the Express pick-pack tab, an orange flag marks a packed order. Select it, then Update Sales Order and OK.
5. 5The status changes to Packed or Partially Packed. It doesn't change on its own.

Without a scanner, double-click the sales order, set the pack status to Packed and select Add a package. Enter the package weight and dimensions, then select Update Sales order. The packing slip option shows once the packing list status is updated.

Step 5: Ship the order

1. 1On the Dashboard, select the order.
2. 2Choose Print shipping label or Mark as shipped.
3. 3To buy a label inside QuickBooks, choose Ship with Shipping Manager in the Action column, then Purchase Shipping Label.
4. 4When you're ready to bill, turn the sales order into an invoice.

Intuit's Shipping Manager article says the new Shipping Manager needs the latest version of QuickBooks Desktop 2024, and only the admin can set it up. Invoicing is covered in How to convert a sales order to an invoice.

Keep the worksheet clean

If you use the mobile app, orders that already shipped can sit as Picked, Partially picked or Packed for a long time. Intuit recommends marking them Complete.

1. 1Go to Customers > Sales Order Fulfillment Worksheet and open the Pick tab.
2. 2Find orders that aren't fully picked but have already shipped.
3. 3Select each one, then Update Sales order and Complete.
4. 4Repeat on the Pack and Express pick-pack tabs.

To remove the pick lists for a sales order, delete the sales order. Then open each of its pick lists with Actions > View Pick List and select Update Sales Order.

Common errors on the scanner

• Your passcode has expired: on the Site Operations tab, remove the device, then select Add to get a new passcode.
• There are no users assigned to this company file: add a picker as a Warehouse user vendor, and send a sales order for picking.
• The picker can't see the pick list: close and reopen the worksheet, scan an item from the list, or tap the app's sync icon.
• Quantity picked exceeds quantity assigned: edit the quantity on the item's screen.
• The item you scanned isn't in your picklist: check the product against the pick list line.

Where QuickBooks Desktop leaves the work to you

• The worksheet only shows orders already entered as sales orders. Orders still in email or on paper aren't there.
• Someone builds each pick list, chooses the picker and checks the site and bin on each line.
• Statuses don't always update on their own. Express pick-pack orders need Update Sales Order, and stale statuses need marking Complete.
• Short picks need a second pick list later.
• Someone still turns each sales order into an invoice.

How Logistify helps

Logistify doesn't pick, pack or ship, and it doesn't assign sites or bins. The Sales Order Service enters customer orders that arrive by email, PDF, WhatsApp, SMS, voicemail or paper into QuickBooks Desktop as sales orders. A person reviews the exceptions. Those sales orders are what the worksheet works from, and your team still sets the site and bin for each line.