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Export Workflow Guide

This guide walks through the complete shipment process—from creating a new shipment to confirming delivery.

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Workflow Overview

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Step 1: Create Shipment

Location: Sidebar → Exports → + New Shipment
1

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

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Form Fields

What the system does:
  • Creates shipment record
  • Assigns status: Draft
  • Opens Shipment Detail page

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Step 2: Add Items

Location: Shipment Detail → Items tab → Add Items
1

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

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What You Can Add

Each item can only be in one shipment. If an item is already in another shipment, it won’t appear in the search results.

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Step 3: Change Status to Planning

Location: Shipment Detail → Header → Status dropdown
1

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.

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Step 4: Plan Cartons

Location: Shipment Detail → Cartons tab → Plan Cartons
1

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

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Carton Fields

See Carton Planning Guide for detailed instructions.

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Step 5: Generate Documents

Location: Shipment Detail → Documents tab
1

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)

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Documents Checklist

See Documents Guide for document details.

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Step 6: Mark Ready to Ship

Location: Shipment Detail → Header or Status dropdown
1

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

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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

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Step 7: Ship and Add Tracking

Location: Shipment Detail → Mark Shipped button
1

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

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Shipping Fields

What the system does:
  • Changes status to Shipped
  • Logs shipping details
  • Records timestamp and user

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Step 8: Confirm Delivery

Location: Shipment Detail → Mark Delivered button
1

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

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Common Scenarios

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Status Summary

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Troubleshooting

Cause: Missing items, cartons, or documents.Solution: Complete all required steps:
  1. Add at least one item
  2. Plan cartons for all items
  3. Generate required documents
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.
Cause: Item is already in another shipment, or doesn’t match shipment type.Solution:
  1. Check if item is in another shipment
  2. Verify shipment type allows this item type
Cause: Missing required information.Solution:
  1. Verify items have values/costs set
  2. Check cartons are planned
  3. Verify customer information is complete
Cause: Data entry error.Solution: Go to Shipping tab → Edit tracking details (if status allows) or contact admin.

Shipment Detail Page

Full page reference

Carton Planning

Detailed carton guide

Documents

Document generation

Shipping

Tracking and delivery