Shipping Documents Management
Complete guide for creating and managing shipping documents
Overview
Creating Shipping Documents
Create shipping documents. When creating shipping documents, Commercial Invoice and Packing List are generated together. You can easily create by linking from an Export Order (PI) or start from scratch.
Pre-Input Checklist
Required Data Registration
Please verify the following data is registered in the system before creating shipping documents.
Consignee Selection
Only companies pre-registered in Data Management > Entity Information can be selected as consignees.
Product Selection
Only products pre-registered in Data Management > Product Information can be added to shipping documents.
Port Selection
Only ports and airports pre-registered in Basic Data > Port Information can be selected as loading/discharge ports.
Currency Selection
Only currencies pre-registered in Basic Data > Currency Information can be used in shipping documents.
Header Input Fields
Document Identification and Order Connection
The header section contains essential document identification information, export order connection options, and transaction party details.
Create with Connection
Select an issued Export Order (PI) to easily create shipping documents by referencing buyer, product, quantity, and terms information.
Create New
Create shipping documents from scratch without Export Order connection. All information must be entered manually.
Document Number
Document number is automatically generated by the system. Users can modify if needed.
Document Date
Select and enter the date of document issuance.
Reference Number
Enter the reference document number if applicable.
Consignee
Select the consignee who will receive the cargo. Only companies pre-registered in Data Management > Entity Information can be selected.
Notify Party
Select the party to be notified upon cargo arrival.
Currency
Select the currency to be used in shipping documents. Only currencies pre-registered in Basic Data > Currency Information can be selected.
Payment & Delivery Terms
Transaction Terms Setup
Set up payment terms and delivery conditions.
Payment Type
Select from TT, LC, DA/DP, or Other payment methods.
Payment Description
Auto-generated payment terms description based on selected type. Can be modified by user.
Payment Type Reference
Direct bank wire transfer. Fast and simple, commonly used for trusted buyers or after establishing credit.
Bank-guaranteed payment document. Provides highest security for exporters in international trade.
Documentary collection where documents are released upon buyer's acceptance or payment at the bank.
Custom payment arrangements. Specify the terms in the payment description field.
Delivery Terms (Incoterms)
Select the Incoterms delivery condition (e.g., FOB, CIF, EXW, DDP) that defines responsibility and risk transfer.
Delivery Destination
Enter the delivery location associated with the selected Incoterms condition.
Loading Port
Select the port where goods will be loaded for export. Only ports registered in Basic Data > Port can be selected.
Discharge Port
Select the destination port where goods will be unloaded. Only ports registered in Basic Data > Port can be selected.
Shipping Information
Shipment Details
Enter shipping schedule and transportation details.
Shipment Date
Select and enter the shipment date.
ETD (Estimated Time of Departure)
Select and enter the estimated departure date.
ETA (Estimated Time of Arrival)
Select and enter the estimated arrival date.
Vessel Name
Enter the vessel name.
Voyage Number
Enter the voyage number.
Item Detail Input
Product and Price Information
Enter detailed information for items being shipped.
Product Selection
Select a product. Only products pre-registered in Data Management > Product Information can be selected.
Quantity / Unit Price
Enter the product quantity and unit price. Total amount is calculated automatically.
Packing Quantity / Type
Enter the packing quantity and type (box, pallet, etc.) for the item.
Net Weight (KG) / Gross Weight (KG)
Enter the net weight and gross weight of the item in kilograms.
HS Code
Enter the HS Code for this item.
Add New Item
Click to add another product line to the document.
Additional Information
Supplementary Shipping Info
Enter additional information for the shipped cargo.
Marks & Numbers
Enter shipping marks for cargo identification.
Container Information
Enter container number, seal number, and other container-related information.
Bank Information
Enter bank information and L/C number for letter of credit transactions.
Notes
Additional Document Information
Add additional notes, special conditions, or remarks to display on the shipping documents.
Notes
Enter any additional notes, terms, or conditions that should appear on the document.
Shipping Documents Account Page
Managing Created Shipping Documents
After creating shipping documents, you will be directed to the account page where you can view details, manage document status, and track related documents. The account page consists of Document Header and Information/Other Documents tabs.
Status Options
Click the menu button (⋮) in the upper right corner to access the following actions:
Generate a PDF version of the shipping documents for printing or email attachment.
Send File
Send the PDF shipping documents directly via email.
Update
Modify shipping document details and save changes.
Copy
Create a new shipping document by copying this document's information.
Delete
Permanently delete this shipping document from the system.
Create new income transaction vouchers through the Payment Processing button.
View the list of created transaction vouchers and check their details.
View sales analysis charts related to this shipment.