# Shipment

<p class="doc-lead">A Shipment captures the transport documentation for a consignment of goods — the transport document type and number, dispatch date, transporter and vehicle details, package count, and the items being shipped. It links to the source sale or purchase document so you have a single record of how goods moved. A Shipment does not post to stock or accounts.</p>

<div class="doc-toc">
<p class="doc-toc-title">On this page</p>
<div class="doc-toc-section">
<span class="doc-toc-group-title">Getting started</span>
<div class="doc-toc-links">
<a href="#/inventory/shipment?id=overview">Overview &amp; List View</a>
<a href="#/inventory/shipment?id=quick-start">Quick Start</a>
</div>
</div>
<div class="doc-toc-section">
<span class="doc-toc-group-title">Form reference</span>
<div class="doc-toc-links">
<a href="#/inventory/shipment?id=header-fields">Header Fields</a>
<a href="#/inventory/shipment?id=doc-types">Transport Document Types</a>
<a href="#/inventory/shipment?id=item-lines">Item Lines</a>
</div>
</div>
<div class="doc-toc-section">
<span class="doc-toc-group-title">More</span>
<div class="doc-toc-links">
<a href="#/inventory/shipment?id=actions-status">Actions &amp; Status</a>
<a href="#/inventory/shipment?id=posting">Posting Behavior</a>
<a href="#/inventory/shipment?id=view-tabs">View Tabs &amp; Widgets</a>
<a href="#/inventory/shipment?id=best-practices">Best Practices</a>
<a href="#/inventory/shipment?id=faq">FAQ</a>
<a href="#/inventory/shipment?id=related">Related Topics</a>
</div>
</div>
</div>

<hr class="doc-section-divider">

<h2 id="overview">Overview &amp; List View</h2>

The Shipments list shows every shipment with its id, transport document type, transport document number and date, center, employee, dispatch date, and status. Use the quick filter tabs to switch between views, and Advanced Filters to narrow the list. From the list you can create a new shipment, open an existing one, edit a draft, or delete a draft.

<b>List columns</b>

| **Column** | **Shows** |
|------------|-----------|
| Id | Shipment reference number. |
| Transport Doc Type | Type of transport document (LR, AWB, B/L, and so on). |
| Transport Doc Number | Transport document number. |
| Transport Doc Date | Date on the transport document. |
| Center | Center the goods are dispatched from. |
| Employee | Employee handling the shipment. |
| Dispatch Date | Date the goods were dispatched. |
| Status | Current status of the shipment. |

<b>Quick filter tabs</b>

| **Tab** | **Shows** |
|---------|-----------|
| Default | All shipments except cancelled ones. |
| Approved | Shipments that have been approved. |
| Draft | Shipments saved but not yet approved. |
| Cancelled | Shipments that have been cancelled. |
| Closed | Shipments that have been closed. |

<b>Advanced Filters</b>

Id, Bill No, Center, Employee, Item, Notes, Status, Dispatch Date, and Created date.

<b>List row actions</b>

| **Action** | **Available when status is** |
|------------|------------------------------|
| Edit | Draft |
| Delete | Draft |
| View | All statuses |

<hr class="doc-section-divider">

<h2 id="quick-start">Quick Start — Create a Shipment</h2>

<h3>1. Navigate</h3>
Go to <b>Inventory → Shipments</b> from the left menu.

<h3>2. Create new shipment</h3>
Click <b>New</b> to open the shipment entry screen. A shipment can also be created from a <a href="#/inventory/goods-delivery-note">Delivery Note</a>, Sale Order, Purchase Order, <a href="#/inventory/goods-receipt-note">Receipt Note</a>, Sale Invoice, or Purchase Invoice.

<h3>3. Fill in details</h3>
<ul>
<li>Set the <b>Dispatch Date *</b>, and optionally the <b>Employee</b> and <b>Center</b>.</li>
<li>Choose the <b>Transport Doc Type *</b> and enter the document number, date, and amount.</li>
<li>Add transport details — transporter, vehicle, driver, and <b>Package Count</b>.</li>
<li>Add item lines for the goods being shipped.</li>
</ul>

<h3>4. Save</h3>
<ul>
<li><b>Save</b> — keeps the shipment as a <b>Draft</b>.</li>
<li><b>Save And Approve</b> — approves the shipment in one step.</li>
<li><b>Reset</b> / <b>Cancel</b> — clears or closes the form without saving.</li>
</ul>

<hr class="doc-section-divider">

<h2 id="header-fields">Header Fields Reference</h2>

<b>Shipment Info</b>

| **Field** | **Description** |
|-----------|-----------------|
| Dispatch Date * | Date and time the goods were dispatched. |
| Employee | Employee handling the shipment. |
| Center | Center the goods are dispatched from. |

<b>Transport Document</b>

| **Field** | **Description** |
|-----------|-----------------|
| Transport Doc Type * | Type of transport document. See <a href="#/inventory/shipment?id=doc-types">Transport Document Types</a>. |
| Transport Doc Number | Number printed on the transport document. |
| Transport Doc Date | Date on the transport document. |
| Transport Doc Amount | Freight or document amount. |

<b>Transport Details</b>

| **Field** | **Description** |
|-----------|-----------------|
| Transporter Name | Name of the transporter or carrier. |
| Vehicle Number | Vehicle registration. Shown for own-vehicle dispatch and lorry receipts. |
| Driver Name | Driver name. Shown for own-vehicle dispatch and lorry receipts. |
| Driver Contact | Driver contact number. Shown for own-vehicle dispatch and lorry receipts. |
| Package Count | Number of packages in the consignment. |

<b>Notes</b> — remarks about the shipment.

<hr class="doc-section-divider">

<h2 id="doc-types">Transport Document Types</h2>

| **Type** | **Use** |
|----------|---------|
| OWN-LR (Own Vehicle Dispatch Slip) | Goods dispatched on your own vehicle. |
| LR (Lorry Receipt – Road, Transporter) | Road transport via a transporter. |
| CN (Consignment Note – Rail/Road) | Rail or road consignment note. |
| AWB (Airway Bill – Air) | Air freight. |
| B/L (Bill of Lading – Sea) | Sea freight. |
| CTN (Courier) | Courier dispatch. |

Vehicle and driver fields appear for own-vehicle dispatch slips and lorry receipts; for other document types those fields are hidden.

<hr class="doc-section-divider">

<h2 id="item-lines">Item Lines — ITEMS</h2>

| **Column** | **Description** |
|------------|-----------------|
| Sl Num | Line serial number. Auto-numbered. |
| Item | Item being shipped. |
| Description | Optional line description. |
| Quantity | Quantity being shipped. |
| Unit | Unit of measure. Defaults from the item. |

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<h2 id="actions-status">Actions &amp; Status</h2>

<h3>View toolbar actions</h3>

| **Action** | **Description** | **Available when status is** |
|------------|-----------------|------------------------------|
| Approve | Finalizes the shipment. | Draft |
| Edit | Opens the shipment for editing. | Draft |
| Delete | Permanently removes the shipment. | Draft |
| Clone | Creates a copy of the shipment. | All (if permitted) |
| Print | Prints the shipment. | All |
| Export | Exports the shipment to a spreadsheet. | All |

<h3>More menu (⋮) actions</h3>

| **Action** | **Description** | **Available when status is** |
|------------|-----------------|------------------------------|
| Cancel | Cancels the shipment. | Approved, Closed |
| Add/Update Note | Adds or edits a note on the shipment. | All |

<h3>Statuses</h3>

| **Status** | **Description** |
|------------|-----------------|
| Draft | Saved but not yet approved. Can be edited or deleted. |
| Approved | Finalized shipment record. |
| Closed | Shipment is closed. |
| Cancelled | Shipment has been cancelled. |

<hr class="doc-section-divider">

<h2 id="posting">Posting Behavior</h2>

A Shipment is a documentation record. It does <b>not</b> post to inventory or to your accounts — no stock is moved and no journal is created. Stock movement and billing are handled by the linked source documents (delivery note, receipt note, sale or purchase invoice). The shipment captures how the goods physically moved and ties the transport paperwork to those documents.

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<h2 id="view-tabs">View Tabs &amp; Side Panels</h2>

When you open a shipment in full view, the right side shows tabbed panels. Click the expand icon on a tab to open the same data in a larger modal.

<h3>Top panel</h3>

| **Tab** | **What it shows** |
|---------|-------------------|
| Summary | Documents linked to this shipment — the sale order, purchase order, delivery note, receipt note, or invoice it was created from. |

<h3>Bottom panel</h3>

| **Tab** | **What it shows** |
|---------|-------------------|
| History | Activity log — who created, approved, edited, or cancelled the shipment and when. |
| Attachments | Files uploaded to this shipment. |

<hr class="doc-section-divider">

<h2 id="best-practices">Best Practices</h2>

<ul>
<li>Create the shipment from the source document (delivery note, invoice, or order) so item lines and references link automatically.</li>
<li>Pick the correct <b>Transport Doc Type</b> — vehicle and driver fields only appear for own-vehicle and lorry-receipt dispatches.</li>
<li>Record the <b>Package Count</b> and transport document number so the consignment can be tracked and reconciled on delivery.</li>
</ul>

<hr class="doc-section-divider">

<h2 id="faq">FAQ</h2>

<b>Does approving a shipment move stock?</b><br>
No. A Shipment is a transport record. Stock is moved by the linked delivery note, receipt note, or invoice.

<b>Why don't I see vehicle and driver fields?</b><br>
Those fields appear only for own-vehicle dispatch slips and lorry receipts. They are hidden for air, sea, courier, and consignment-note document types.

<b>Can I create one shipment for a purchase consignment?</b><br>
Yes. A shipment can be created from a purchase order, receipt note, or purchase invoice to document an inbound consignment.

<b>What is the difference between Shipment and Delivery Challan?</b><br>
Both document transport. <a href="#/inventory/delivery-challan">Delivery Challan</a> supports e-Way Bill and statutory transit formats. Shipment captures consignment and carrier details linked to GRN/DN.

<b>Why is my shipment report empty for a date range?</b><br>
The <a href="#/inventory/reports/shipment-item-wise">Shipment Item Wise</a> report allows about 12 months maximum. Widen or shift the period if no shipments exist.

<b>Which fields are required on shipment lines?</b><br>
Each line needs item, quantity, and unit. Serial selection applies when the item is serial-tracked.

<h2 id="related">Related Topics</h2>

<b>Related documentation</b>
<ul>
<li><a href="#/inventory/delivery-challan">Delivery Challan</a> — transit document and e-Way Bill for goods movement.</li>
<li><a href="#/inventory/goods-delivery-note">Delivery Note</a> — record goods leaving stock for a customer.</li>
<li><a href="#/inventory/goods-receipt-note">Goods Receipt Note</a> — record goods received into stock.</li>
<li><a href="#/inventory/loading-request">Loading Request</a> — prepare and verify goods for dispatch.</li>
</ul>