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Shipping & Tracking

Once a shipment is ready, mark it as shipped and track its journey to the customer.

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Transport Methods

MethodTypical UseTransit Time
Air FreightUrgent shipments, samples3-7 days
Sea FreightLarge production orders4-8 weeks
CourierSmall packages, documents1-5 days

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Setting Transport Method

Transport method is set when creating the shipment:
  1. Create new shipment
  2. Select Transport Method from dropdown
  3. Options: Air Freight, Sea Freight, Courier
To change transport method:
  • Shipment Detail → Edit → Update transport method

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Tracking Information

Location: Shipment Detail → Shipping tab

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Tracking Fields

FieldWhat to EnterExample
CarrierShipping companyDHL, FedEx, Maersk
Tracking NumberAWB or tracking reference1234567890
Ship DateActual dispatch date2026-01-15
Expected ArrivalEstimated delivery date2026-01-20
Actual ArrivalWhen customer received2026-01-19

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Entering Tracking Information

1

Go to Shipping tab

Shipment Detail → Shipping
2

Click Edit or enter fields

Fields may be inline editable
3

Enter carrier

Type carrier name
4

Enter tracking number

AWB or reference from carrier
5

Enter dates

Ship date and expected arrival
6

Save

Tracking information saved

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Marking as Shipped

When the shipment is dispatched, mark it as shipped.

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Prerequisites

Before marking shipped:
  • Status is “Ready to Ship”
  • All documents generated
  • Tracking information ready

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Steps to Mark Shipped

1

Verify status is Ready to Ship

Check status badge in header
2

Click Mark Shipped

Button in header area
3

Enter shipping details

Carrier, tracking number, ship date
4

Confirm

Click confirm to update status
What the system does:
  • Changes status to Shipped
  • Records ship date and time
  • Logs user who marked as shipped
  • Tracking info saved to shipment

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Required Fields for Mark Shipped

FieldRequired
CarrierYes
Tracking NumberYes
Ship DateYes
Expected ArrivalNo

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Delivery Confirmation

When the customer receives the goods, mark the shipment as delivered.

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Steps to Mark Delivered

1

Confirm customer received goods

Email, call, or tracking shows delivered
2

Click Mark Delivered

Button in header (when status is Shipped)
3

Enter actual arrival date

When customer received the shipment
4

Add notes (optional)

Any delivery notes
5

Confirm

Status changes to Delivered
What the system does:
  • Changes status to Delivered
  • Records delivery date
  • Marks shipment as complete
  • Logs in activity history

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Status Change History

Every status change is logged in the Shipping tab and Activity tab.

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History Display

ColumnDescription
Date/TimeWhen status changed
Previous StatusStatus before change
New StatusStatus after change
Changed ByUser who made the change
NotesAny notes added

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Viewing History

Location: Shipment Detail → Shipping tab (bottom section) Or: Shipment Detail → Activity tab (full history)

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Carriers Reference

Common carriers by transport method:

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Air Freight

CarrierTracking URL
DHLwww.dhl.com
FedExwww.fedex.com
UPSwww.ups.com
Emirates SkyCargoskycargo.com

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Sea Freight

CarrierTracking URL
Maerskwww.maersk.com
MSCwww.msc.com
CMA CGMwww.cma-cgm.com
Hapag-Lloydwww.hapag-lloyd.com

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Courier

CarrierTracking URL
DHL Expresswww.dhl.com
FedEx Expresswww.fedex.com
UPS Expresswww.ups.com
TNTwww.tnt.com

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Updating Tracking

If tracking information changes (e.g., new tracking number from carrier):
1

Go to Shipping tab

Shipment Detail → Shipping
2

Edit tracking fields

Update carrier or tracking number
3

Save

Changes saved
Tracking updates are only possible while shipment is in Shipped status. Once Delivered, tracking is locked.

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Common Scenarios

SituationAction
Shipment leaving todayMark Shipped → Enter tracking details
Received tracking from carrierShipping tab → Enter tracking number
Customer confirmed receiptMark Delivered → Enter arrival date
Tracking number changedShipping tab → Update tracking number
Need to check shipment historyActivity tab or Shipping tab history
Wrong carrier enteredShipping tab → Edit → Update carrier

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Troubleshooting

Cause: Shipment not in Ready to Ship status.Solution:
  1. Check current status
  2. Change status to Ready to Ship first
  3. Ensure all documents are generated
Cause: Shipment not in Shipped status.Solution: Mark as Shipped first, then Mark Delivered becomes available.
Cause: Shipment is in Delivered status (locked).Solution: Contact admin if tracking correction is needed on delivered shipment.
Cause: Clicked wrong button.Solution: Contact admin to revert status if needed. Status changes are logged and may need admin intervention to undo.
Cause: Field validation error or network issue.Solution:
  1. Check tracking number format
  2. Ensure no special characters
  3. Try refreshing page and re-entering
Cause: Shipment delayed in transit.Solution:
  1. Check tracking with carrier
  2. Update expected arrival date if known
  3. Contact carrier for status update

Shipment Detail

Full page reference

Complete Workflow

End-to-end shipment process

Documents

Export document management