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Shipment Management

Shipment Management in Dispatch provides complete visibility and control over individual shipments from creation through delivery.

Shipment Overview​

What is a Shipment?​

A shipment represents:

  • A physical package or group of packages
  • Moving from origin to destination
  • Assigned to a specific carrier
  • With tracking capabilities

Shipment Dashboard​

Access the shipment overview to see:

  • Total shipments by status
  • Recent activity
  • Exceptions requiring attention
  • Performance metrics

Viewing Shipments​

Shipment List​

Navigate to Shipments to view:

  • All shipments in a searchable list
  • Status indicators
  • Key details at a glance
  • Quick actions

Filtering Options​

Filter shipments by:

  • Status - In transit, delivered, exception, etc.
  • Date Range - Collection or delivery date
  • Customer - Shipments for specific customers
  • Carrier - Shipments by carrier

Search shipments by:

  • Tracking number
  • Order reference
  • Customer name
  • Waybill number

Pagination​

Navigate large shipment lists:

  • Configure page size
  • Move between pages
  • See total count

Creating Shipments​

From Orders​

Create shipments from existing orders:

  1. Open the order
  2. Click "Create Shipment"
  3. Configure shipment details
  4. Generate tracking

Direct Creation​

Create standalone shipments:

  1. Go to Shipments > Create
  2. Enter shipment details:
    • Sender information
    • Recipient information
    • Package details
  3. Assign carrier
  4. Generate shipment

Shipment Details​

When creating, specify:

Package Information​

  • Dimensions (length, width, height)
  • Weight
  • Number of pieces
  • Package type

Delivery Information​

  • Collection address
  • Delivery address
  • Required delivery date
  • Special instructions

Service Options​

  • Service level
  • Signature required
  • Insurance value
  • Special handling

Shipment Status​

Status Types​

Shipments move through statuses:

StatusDescription
CreatedShipment generated, awaiting pickup
CollectedPicked up by carrier
In TransitMoving through carrier network
Out for DeliveryOn vehicle for delivery
DeliveredSuccessfully delivered
ExceptionIssue requiring attention
ReturnedReturned to sender
CancelledShipment cancelled

Tracking Activity​

View shipment activity trail:

  • Timestamp of each event
  • Location (where available)
  • Status updates
  • Carrier scan events

Traces​

Access detailed shipment traces:

  1. Open shipment details
  2. Go to Traces tab
  3. View complete event history
  4. See carrier-provided updates

Updating Shipments​

Editing Shipment Details​

Modify shipment information:

  1. Open the shipment
  2. Click "Edit"
  3. Update allowed fields
  4. Save changes

What Can Be Edited​

Depending on status:

  • Delivery instructions
  • Contact information
  • Reference numbers
  • Some package details

Edit Restrictions​

Limited editing when:

  • Shipment is in transit
  • Labels are already printed
  • Carrier has received package

Managing Shipment Dates​

Collection Date​

Set or update collection date:

  1. Open shipment
  2. Edit collection date field
  3. Save changes

Delivery Date​

View and manage delivery dates:

  • Expected delivery date (estimated)
  • Required delivery date (if specified)
  • Actual delivery date (after completion)

Bulk Date Updates​

Update dates for multiple shipments:

  1. Select shipments
  2. Choose "Update Dates"
  3. Set new dates
  4. Apply to selected

Unassigned Shipments​

Viewing Unassigned​

Find shipments without dispatch assignment:

  1. Go to Shipments > Unassigned
  2. View all shipments not in a dispatch
  3. Assign to dispatches as needed

Assigning to Dispatch​

Move unassigned shipments to a dispatch:

  1. Select shipments
  2. Click "Assign to Dispatch"
  3. Select or create dispatch
  4. Confirm assignment

Deleting Shipments​

Single Deletion​

Delete an individual shipment:

  1. Open shipment details
  2. Click "Delete"
  3. Confirm deletion

Bulk Deletion​

Delete multiple shipments:

  1. Select shipments from list
  2. Click "Delete Selected"
  3. Confirm deletion

Deletion Considerations​

Before deleting:

  • Tracking stops immediately
  • Historical data removed
  • Related order status may be affected
  • Consider cancelling instead

Shipment Documents​

Labels​

Generate and manage shipping labels:

  • Download labels after creation
  • Reprint if needed
  • Multiple label formats available

Waybills​

Access waybill documents:

  • View waybill information
  • Download for printing
  • Preview before printing

Exception Handling​

What Are Exceptions?​

Exceptions are issues during delivery:

  • Failed delivery attempt
  • Address problems
  • Damaged package
  • Recipient unavailable

Viewing Exceptions​

Identify shipments with problems:

  1. Filter by "Exception" status
  2. Review exception details
  3. Take appropriate action

Resolving Exceptions​

To resolve:

  1. Open the shipment
  2. Review the exception type
  3. Take corrective action:
    • Update delivery instructions
    • Contact customer
    • Reschedule delivery
    • Arrange return
  4. Update status when resolved

Performance Metrics​

Shipment Analytics​

Track shipment performance:

  • On-time delivery rate
  • Exception frequency
  • Average transit time
  • Carrier performance comparison

Overview Dashboard​

View aggregate shipment data:

  • Shipments by status
  • Volume trends
  • Performance indicators

Best Practices​

Creating Shipments​

  1. Complete information - Include all required details
  2. Verify addresses - Ensure accuracy before shipping
  3. Appropriate service - Match service level to need
  4. Package properly - Protect contents

Tracking Shipments​

  1. Monitor actively - Watch for exceptions
  2. Communicate proactively - Update customers
  3. Address issues quickly - Don't let problems linger
  4. Document everything - Keep records

Managing Volume​

  1. Use filters effectively - Focus on priority shipments
  2. Batch operations - Process similar shipments together
  3. Automate where possible - Use workflows
  4. Review regularly - Don't let shipments get stuck