> ## Documentation Index
> Fetch the complete documentation index at: https://help.macleather.co.uk/llms.txt
> Use this file to discover all available pages before exploring further.

# Export Documents

> Guide to generating and managing export documents in Mac Leather Dashboard

# 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.

***

## Document Types

| Document              | Generated By       | Required For         |
| --------------------- | ------------------ | -------------------- |
| Packing List          | System (automatic) | All shipments        |
| Commercial Invoice    | System (automatic) | All shipments        |
| Certificate of Origin | External (upload)  | Certain destinations |
| Bill of Lading        | Carrier (upload)   | Sea freight          |

***

## Where to Find Documents

**Location:** Shipment Detail → **Documents** tab

### Documents Tab Layout

| Column        | Description                          |
| ------------- | ------------------------------------ |
| Document Name | Type of document                     |
| Status        | Generated / Not Generated / Uploaded |
| Date          | When generated or uploaded           |
| Actions       | Generate, Download, Print, Delete    |

***

## Packing List

The packing list details what's in each carton.

### What's Included

| Section        | Information                               |
| -------------- | ----------------------------------------- |
| Header         | Shipment reference, date, customer        |
| Carton Details | Carton numbers, dimensions, weights       |
| Item List      | Items per carton with quantities          |
| Totals         | Total cartons, total weight, total pieces |

### Generating Packing List

<Steps>
  <Step title="Go to Documents tab">
    Shipment Detail → Documents
  </Step>

  <Step title="Click Generate">
    Next to Packing List
  </Step>

  <Step title="Preview opens">
    Review the generated document
  </Step>

  <Step title="Download or Print">
    Save PDF or send to printer
  </Step>
</Steps>

<Warning>
  Cartons must be planned before generating packing list. If Cartons tab is empty, you'll see an error.
</Warning>

### Packing List Fields

| Field        | Source                            |
| ------------ | --------------------------------- |
| Shipper      | Company details (system settings) |
| Consignee    | Customer name and address         |
| Carton Count | From carton planning              |
| Gross Weight | Sum of all carton weights         |
| Net Weight   | Gross minus tare weight           |
| Item Details | From shipment items               |

***

## Commercial Invoice

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

### What's Included

| Section      | Information                              |
| ------------ | ---------------------------------------- |
| Header       | Invoice number, date, parties            |
| Seller/Buyer | Company and customer details             |
| Item Lines   | Description, quantity, unit price, total |
| Totals       | Subtotal, any charges, grand total       |
| Terms        | FOB/CIF, payment terms                   |
| Declaration  | Standard export declaration text         |

### Generating Commercial Invoice

<Steps>
  <Step title="Go to Documents tab">
    Shipment Detail → Documents
  </Step>

  <Step title="Click Generate">
    Next to Commercial Invoice
  </Step>

  <Step title="Review preview">
    Check values and details
  </Step>

  <Step title="Download or Print">
    Save or print the invoice
  </Step>
</Steps>

### Invoice Fields and Sources

| Field            | Source                            |
| ---------------- | --------------------------------- |
| Invoice Number   | Auto-generated                    |
| Invoice Date     | Generation date                   |
| Seller           | Company details (system settings) |
| Buyer            | Customer details                  |
| Item Description | From sample/production order      |
| Quantity         | From shipment items               |
| Unit Price       | From landed cost                  |
| Total Value      | Calculated                        |
| Currency         | GBP (default)                     |
| Incoterms        | FOB / CIF from shipment           |

<Info>
  **Values pulled from source records**

  The system pulls prices from the landed costs of samples and production orders. If values look wrong, check the source records first.
</Info>

### 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

***

## Certificate of Origin

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

### When Required

| Destination  | Typically Required |
| ------------ | ------------------ |
| EU countries | Yes                |
| USA          | Sometimes          |
| Middle East  | Often              |
| Asia         | Varies by country  |

### 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

### Uploading Certificate of Origin

<Steps>
  <Step title="Go to Documents tab">
    Shipment Detail → Documents
  </Step>

  <Step title="Find Certificate of Origin row">
    Shows "Not Uploaded" if empty
  </Step>

  <Step title="Click Upload">
    Opens file selector
  </Step>

  <Step title="Select file">
    PDF or image of the certificate
  </Step>

  <Step title="Confirm upload">
    Document appears in list
  </Step>
</Steps>

### Supported Formats

| Format   | Accepted |
| -------- | -------- |
| PDF      | Yes      |
| JPG/JPEG | Yes      |
| PNG      | Yes      |

***

## Bill of Lading

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

### When Required

| Transport   | Bill of Lading            |
| ----------- | ------------------------- |
| Sea Freight | Yes (always)              |
| Air Freight | Air Waybill instead       |
| Courier     | Tracking document instead |

### 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

### Uploading Bill of Lading

<Steps>
  <Step title="Go to Documents tab">
    Shipment Detail → Documents
  </Step>

  <Step title="Find Bill of Lading row">
    Shows "Not Uploaded" if empty
  </Step>

  <Step title="Click Upload">
    Opens file selector
  </Step>

  <Step title="Select file">
    PDF of the B/L
  </Step>

  <Step title="Confirm upload">
    Document appears in list
  </Step>
</Steps>

***

## Download and Print Options

### Downloading Documents

<Steps>
  <Step title="Find document in list">
    Documents tab
  </Step>

  <Step title="Click Download">
    Download button or icon
  </Step>

  <Step title="Save file">
    PDF saves to your device
  </Step>
</Steps>

### Printing Documents

<Steps>
  <Step title="Find document in list">
    Documents tab
  </Step>

  <Step title="Click Print">
    Print button or icon
  </Step>

  <Step title="Print dialog opens">
    Select printer and print
  </Step>
</Steps>

### Bulk Download

To download all documents at once:

1. Click **Download All** (if available)
2. Or download each individually

***

## Regenerating Documents

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

<Steps>
  <Step title="Go to Documents tab">
    Shipment Detail → Documents
  </Step>

  <Step title="Delete existing document">
    Click Delete on the document
  </Step>

  <Step title="Click Generate">
    Creates new document with updated data
  </Step>
</Steps>

<Warning>
  Regenerating replaces the previous version. Download the old version first if you need to keep it.
</Warning>

***

## Common Scenarios

| Situation                        | Action                                         |
| -------------------------------- | ---------------------------------------------- |
| Need packing list                | Documents tab → Generate (Packing List)        |
| Need commercial invoice          | Documents tab → Generate (Commercial Invoice)  |
| Have Certificate of Origin       | Documents tab → Upload (Certificate of Origin) |
| Received Bill of Lading          | Documents tab → Upload (Bill of Lading)        |
| Invoice shows wrong value        | Update source record, regenerate invoice       |
| Need to reprint document         | Documents tab → Print                          |
| Customer needs documents emailed | Download → Attach to email                     |

***

## Troubleshooting

<AccordionGroup>
  <Accordion title="Can't generate packing list">
    **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
  </Accordion>

  <Accordion title="Commercial invoice shows wrong values">
    **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
  </Accordion>

  <Accordion title="Upload fails">
    **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
  </Accordion>

  <Accordion title="Document won't download">
    **Cause:** Browser blocking download or popup.

    **Solution:**

    1. Check browser download settings
    2. Allow popups for this site
    3. Try different browser
  </Accordion>

  <Accordion title="Generate button disabled">
    **Cause:** Shipment missing required information.

    **Solution:** Check that shipment has:

    * Items added
    * Cartons planned (for packing list)
    * Customer information complete
  </Accordion>

  <Accordion title="Wrong company details on documents">
    **Cause:** System settings need updating.

    **Solution:** Contact admin to update company details in system settings.
  </Accordion>
</AccordionGroup>

***

## Related Guides

<CardGroup cols={2}>
  <Card title="Shipment Detail" icon="rectangle-list" href="/exports/shipment-detail">
    Full page reference
  </Card>

  <Card title="Carton Planning" icon="box" href="/exports/carton-planning">
    Planning cartons for packing list
  </Card>

  <Card title="Shipping" icon="truck" href="/exports/shipping">
    Tracking and delivery
  </Card>
</CardGroup>