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Export Documents

Export documents are required for shipping goods internationally. The system can generate some documents automatically, while others need to be uploaded from external sources.

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Document Types

DocumentGenerated ByRequired For
Packing ListSystem (automatic)All shipments
Commercial InvoiceSystem (automatic)All shipments
Certificate of OriginExternal (upload)Certain destinations
Bill of LadingCarrier (upload)Sea freight

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Where to Find Documents

Location: Shipment Detail → Documents tab

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Documents Tab Layout

ColumnDescription
Document NameType of document
StatusGenerated / Not Generated / Uploaded
DateWhen generated or uploaded
ActionsGenerate, Download, Print, Delete

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Packing List

The packing list details what’s in each carton.

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What’s Included

SectionInformation
HeaderShipment reference, date, customer
Carton DetailsCarton numbers, dimensions, weights
Item ListItems per carton with quantities
TotalsTotal cartons, total weight, total pieces

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Generating Packing List

1

Go to Documents tab

Shipment Detail → Documents
2

Click Generate

Next to Packing List
3

Preview opens

Review the generated document
4

Download or Print

Save PDF or send to printer
Cartons must be planned before generating packing list. If Cartons tab is empty, you’ll see an error.

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Packing List Fields

FieldSource
ShipperCompany details (system settings)
ConsigneeCustomer name and address
Carton CountFrom carton planning
Gross WeightSum of all carton weights
Net WeightGross minus tare weight
Item DetailsFrom shipment items

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Commercial Invoice

The commercial invoice is the official document for customs declaring the value of goods.

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What’s Included

SectionInformation
HeaderInvoice number, date, parties
Seller/BuyerCompany and customer details
Item LinesDescription, quantity, unit price, total
TotalsSubtotal, any charges, grand total
TermsFOB/CIF, payment terms
DeclarationStandard export declaration text

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Generating Commercial Invoice

1

Go to Documents tab

Shipment Detail → Documents
2

Click Generate

Next to Commercial Invoice
3

Review preview

Check values and details
4

Download or Print

Save or print the invoice

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Invoice Fields and Sources

FieldSource
Invoice NumberAuto-generated
Invoice DateGeneration date
SellerCompany details (system settings)
BuyerCustomer details
Item DescriptionFrom sample/production order
QuantityFrom shipment items
Unit PriceFrom landed cost
Total ValueCalculated
CurrencyGBP (default)
IncotermsFOB / CIF from shipment
Values pulled from source recordsThe system pulls prices from the landed costs of samples and production orders. If values look wrong, check the source records first.

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Editing Invoice Values

Invoice values come from source records. To change:
  1. Go to source sample or production order
  2. Update landed cost values
  3. Return to shipment
  4. Regenerate commercial invoice

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Certificate of Origin

Certificate of Origin (CO) proves where goods were manufactured. This document is typically obtained externally.

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When Required

DestinationTypically Required
EU countriesYes
USASometimes
Middle EastOften
AsiaVaries by country

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How to Obtain

  1. Apply through Chamber of Commerce
  2. Or use approved CO issuing body
  3. Submit required documents and fees
  4. Receive stamped certificate

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Uploading Certificate of Origin

1

Go to Documents tab

Shipment Detail → Documents
2

Find Certificate of Origin row

Shows “Not Uploaded” if empty
3

Click Upload

Opens file selector
4

Select file

PDF or image of the certificate
5

Confirm upload

Document appears in list

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Supported Formats

FormatAccepted
PDFYes
JPG/JPEGYes
PNGYes

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Bill of Lading

Bill of Lading (B/L) is the shipping contract issued by the carrier, primarily for sea freight.

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When Required

TransportBill of Lading
Sea FreightYes (always)
Air FreightAir Waybill instead
CourierTracking document instead

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How to Obtain

  1. Carrier issues B/L after goods are loaded
  2. Received from shipping agent or freight forwarder
  3. Usually PDF or scanned document

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Uploading Bill of Lading

1

Go to Documents tab

Shipment Detail → Documents
2

Find Bill of Lading row

Shows “Not Uploaded” if empty
3

Click Upload

Opens file selector
4

Select file

PDF of the B/L
5

Confirm upload

Document appears in list

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Download and Print Options

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Downloading Documents

1

Find document in list

Documents tab
2

Click Download

Download button or icon
3

Save file

PDF saves to your device

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Printing Documents

1

Find document in list

Documents tab
2

Click Print

Print button or icon
3

Print dialog opens

Select printer and print

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Bulk Download

To download all documents at once:
  1. Click Download All (if available)
  2. Or download each individually

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Regenerating Documents

If source data changes, you may need to regenerate documents.
1

Go to Documents tab

Shipment Detail → Documents
2

Delete existing document

Click Delete on the document
3

Click Generate

Creates new document with updated data
Regenerating replaces the previous version. Download the old version first if you need to keep it.

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Common Scenarios

SituationAction
Need packing listDocuments tab → Generate (Packing List)
Need commercial invoiceDocuments tab → Generate (Commercial Invoice)
Have Certificate of OriginDocuments tab → Upload (Certificate of Origin)
Received Bill of LadingDocuments tab → Upload (Bill of Lading)
Invoice shows wrong valueUpdate source record, regenerate invoice
Need to reprint documentDocuments tab → Print
Customer needs documents emailedDownload → Attach to email

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Troubleshooting

Cause: No cartons planned, or no items in shipment.Solution:
  1. Go to Items tab and add items
  2. Go to Cartons tab and plan cartons
  3. Try generating again
Cause: Landed costs not set correctly on source records.Solution:
  1. Click on item reference to open source record
  2. Check and update landed cost values
  3. Return to shipment and regenerate invoice
Cause: File too large or unsupported format.Solution:
  1. Check file size (usually max 10MB)
  2. Convert to PDF if using unsupported format
  3. Try again
Cause: Browser blocking download or popup.Solution:
  1. Check browser download settings
  2. Allow popups for this site
  3. Try different browser
Cause: Shipment missing required information.Solution: Check that shipment has:
  • Items added
  • Cartons planned (for packing list)
  • Customer information complete
Cause: System settings need updating.Solution: Contact admin to update company details in system settings.

Shipment Detail

Full page reference

Carton Planning

Planning cartons for packing list

Shipping

Tracking and delivery