Export Workflow Guide
This guide walks through the complete shipment process—from creating a new shipment to confirming delivery.Workflow Overview
Step 1: Create Shipment
Location: Sidebar → Exports → + New Shipment1
Click + New Shipment
Opens the new shipment form
2
Select shipment type
- Sample: Shipping samples only
- Production: Shipping production orders only
- Mixed: Both samples and production
3
Select customer
Choose from dropdown
4
Select transport method
- Air Freight
- Sea Freight
- Courier
5
Enter dates
- Planned ship date
- Expected delivery date
6
Add notes (optional)
Any special instructions
7
Click Create
Shipment is created in Draft status
Form Fields
| Field | Required | Description |
|---|---|---|
| Shipment Type | Yes | Sample / Production / Mixed |
| Customer | Yes | Select customer |
| Transport Method | Yes | Air / Sea / Courier |
| Ship Date | No | Planned dispatch date |
| Delivery Date | No | Target arrival date |
| Notes | No | Special instructions |
What the system does:
- Creates shipment record
- Assigns status: Draft
- Opens Shipment Detail page
Step 2: Add Items
Location: Shipment Detail → Items tab → Add Items1
Click Add Items
Opens item selection dialog
2
Choose item type
Sample or Production Order (based on shipment type)
3
Search for items
By reference number (SMP-/PRD-) or style name
4
Select items
Check items to include
5
Click Add
Items added to shipment
What You Can Add
| Shipment Type | Can Add |
|---|---|
| Sample | Samples only |
| Production | Production orders only |
| Mixed | Both samples and production orders |
Step 3: Change Status to Planning
Location: Shipment Detail → Header → Status dropdown1
Click current status badge
Opens status dropdown
2
Select Planning
Status changes to Planning
Changing to Planning status indicates you’re actively working on carton arrangements and preparation.
Step 4: Plan Cartons
Location: Shipment Detail → Cartons tab → Plan Cartons1
Go to Cartons tab
Click Cartons in tab bar
2
Click Add Carton
Create first carton
3
Set carton dimensions
Enter Length × Width × Height (cm)
4
Add items to carton
Drag items or use Add Items button
5
Repeat for all items
Create more cartons as needed
6
Check efficiency
Target 90%+ overall efficiency
Carton Fields
| Field | Description |
|---|---|
| Carton Number | Auto-assigned (1, 2, 3…) |
| Dimensions | L × W × H in cm |
| Max Weight | Weight limit in kg |
| Items | What’s packed inside |
Step 5: Generate Documents
Location: Shipment Detail → Documents tab1
Go to Documents tab
Click Documents in tab bar
2
Generate Packing List
Click Generate → Review → Download
3
Generate Commercial Invoice
Click Generate → Review → Download
4
Upload external documents
Certificate of Origin, Bill of Lading (if required)
Documents Checklist
| Document | Generated By | Required |
|---|---|---|
| Packing List | System | Yes |
| Commercial Invoice | System | Yes |
| Certificate of Origin | External | Depends on destination |
| Bill of Lading | Carrier | For sea freight |
Step 6: Mark Ready to Ship
Location: Shipment Detail → Header or Status dropdown1
Verify all items are added
Check Items tab
2
Verify cartons are planned
Check Cartons tab
3
Verify documents generated
Check Documents tab
4
Change status to Ready to Ship
Click status dropdown → Ready to Ship
Pre-Shipment Checklist
Before marking Ready to Ship, verify:- All items added to shipment
- All items assigned to cartons
- Carton efficiency is acceptable (90%+)
- Packing list generated
- Commercial invoice generated
- External documents uploaded (if required)
- Customer details correct
- Delivery date confirmed
Step 7: Ship and Add Tracking
Location: Shipment Detail → Mark Shipped button1
Click Mark Shipped
Opens shipping details form
2
Enter carrier
DHL, FedEx, Maersk, etc.
3
Enter tracking number
AWB or tracking reference
4
Enter ship date
Actual dispatch date
5
Confirm
Status changes to Shipped
Shipping Fields
| Field | Required | Description |
|---|---|---|
| Carrier | Yes | Shipping company |
| Tracking Number | Yes | AWB or reference |
| Ship Date | Yes | Actual dispatch date |
| Expected Arrival | No | Estimated delivery |
What the system does:
- Changes status to Shipped
- Logs shipping details
- Records timestamp and user
Step 8: Confirm Delivery
Location: Shipment Detail → Mark Delivered button1
Wait for delivery confirmation
Customer confirms receipt
2
Click Mark Delivered
Opens delivery confirmation
3
Enter actual arrival date
Date customer received goods
4
Confirm
Status changes to Delivered
What the system does:
- Changes status to Delivered
- Marks shipment as complete
- Logs delivery date
Common Scenarios
| Situation | Action |
|---|---|
| Need to add forgotten item | Items tab → Add Items (must be Draft or Planning status) |
| Item doesn’t fit in carton | Create new carton, reassign item |
| Need to change transport method | Edit button → Update transport method |
| Customer changed delivery date | Edit button → Update delivery date |
| Document shows wrong info | Check source items, regenerate document |
| Need to cancel shipment | Contact admin to change status |
| Shipment was returned | Create new shipment or contact admin |
Status Summary
| Status | What You Can Do | What’s Locked |
|---|---|---|
| Draft | Edit everything, add/remove items | Nothing |
| Planning | Edit details, plan cartons, add/remove items | Nothing |
| Ready to Ship | Generate documents, mark shipped | Items, cartons |
| Shipped | Add tracking updates, mark delivered | Most fields |
| Delivered | View only | Everything |
Troubleshooting
Can't change status to Ready to Ship
Can't change status to Ready to Ship
Cause: Missing items, cartons, or documents.Solution: Complete all required steps:
- Add at least one item
- Plan cartons for all items
- Generate required documents
Can't add items
Can't add items
Cause: Shipment status is Ready to Ship or later.Solution: Items can only be added in Draft or Planning. Contact admin if status needs to be reverted.
Item won't appear in search
Item won't appear in search
Cause: Item is already in another shipment, or doesn’t match shipment type.Solution:
- Check if item is in another shipment
- Verify shipment type allows this item type
Documents won't generate
Documents won't generate
Cause: Missing required information.Solution:
- Verify items have values/costs set
- Check cartons are planned
- Verify customer information is complete
Wrong carrier/tracking entered
Wrong carrier/tracking entered
Cause: Data entry error.Solution: Go to Shipping tab → Edit tracking details (if status allows) or contact admin.