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Why Track Shipment Details

When you record and update shipment information on a PO, you gain:

• A clear audit trail of what was shipped, by whom, using which shipping service, and when.
• Better visibility into supplier performance—tracking carriers, tracking numbers, duties, etc.
• Accurate documentation: shipment info appears in the PO PDF
• Enhanced inventory and receipt workflows

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Step-by-Step: How to Add or Edit Shipment Details

• Select the Purchase Order
  • Navigate to Purchase Orders in the app and find the PO you’ve received new shipping information for, with a status of Open or Partially Fulfilled (i.e., goods still to be received or shipped).
  • Click Update Shipment Info on the right side of the PO’s row.

• If No Shipment Exists Yet
  • The interface will show a message saying “No shipments created yet for this purchase order. Create shipments to see and manage them here.”

• Click New Shipment to open the form.
• Fill in the requested information (all values are optional):
  • Shipping Company
  • Tracking Number
  • Taxes/Duties (if applicable)
  • Other (for internal notes, etc.)
• Save the new shipment. Once saved, the shipment details will be included in the downloadable PO PDF.

• After creating a shipment, shipments will now appear in a table instead of the empty shipments message.
• More shipments can still be created by clicking New Shipment.

• To Update an Existing Shipment
  • Find the shipment row in the table for that PO and click Edit.
  • Update any fields (tracking number changed, duty adjustment recorded, carrier changed) and click Update Shipment.
  • The changes instantly reflect in new PO PDFs and the shipment history.

• To Delete a Shipment Entry
  • Click Delete on the shipment you want to remove.
  • Confirm the deletion in the modal dialog.
  • Deleted shipments will no longer appear on the PO or its PDF and your internal records will remain accurate.

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Important Effects & Considerations

• If the PO is a direct shipment or to a non-inventory location, the shipment details still matter for tracking but receiving the order will still not impact stock counts.
• The carrier/tracking information helps in supplier follow-up and ensures you can identify missing or delayed shipments early.
• The tax/duty field may be important for landed cost calculations or when international shipments involve extra import charges.

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Best Practices & Tips

• Record shipment info as soon as it’s known — don’t wait until all items arrive. Early tracking helps in case of delays or missing items.
• Use consistent naming for carriers and addresses.
• Review the PO PDF after adding or editing shipments — ensure that shipment details appear where you expect them.
• Use internal notes effectively — e.g., “Split shipment – rest of items due next week.” These notes help your team and suppliers align on expectations.
• Keep an audit trail — do not delete shipments just because they’re erroneous; use notes or edit instead unless you are absolutely sure it should be removed.

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