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Shipment processing

Purpose

This article explains how staff process a Shipment after it has been created, including invoicing, payment handling, driver assignment, tracking updates, and delivery completion.

Shipment processing is the stage where a shipment moves from creation to final delivery.

Who This Is For

  • Staff

  • Agents

  • Supervisors

Required Permissions

  • Logistics → Shipment → View

  • Logistics → Shipment → Edit

  • Logistics → Invoice → View

  • Logistics → Driver Assignment → Edit (if applicable)

When You Should Use This

Process a shipment after it has been created and is ready for billing and delivery.

You cannot fully process a shipment if:

  • Required information is missing

  • Invoice payment conditions are not satisfied

  • Shipment status blocks the action

What Happens Before This Step

Before shipment processing begins:

  • Shipment has been created

  • Shipping details are finalized

  • Pricing, taxes, and payment terms are applied automatically

Step-by-Step: Process a Shipment

Step 1: Review the Shipment

Go to Logistics → Shipping and open the shipment record.

Review:

  • Recipient and shipping details

  • Calculated charges

  • Current status

  • Assigned items (packages or consolidation)

(keep your existing screenshots here)

Step 2: Create or Review Invoice

If an invoice has not already been generated:

  • Select Create Invoice for the shipment

Important notes:

  • Invoice values are system-calculated

  • Charges cannot be manually edited

  • Payment terms are applied automatically

If an invoice already exists, review its status.

Step 3: Monitor Payment Status

After invoice creation:

  • Monitor whether payment is completed or approved

  • Shipment delivery actions may be blocked until payment requirements are met

Payment status directly controls when delivery can proceed.

Step 4: Assign Driver

Once payment conditions are satisfied:

  • Assign a Driver to the shipment

  • The assigned driver gains access to update delivery status

Only assigned drivers can perform delivery updates.

Step 5: Update Shipment Status

As the shipment progresses:

  • Update status (e.g. In Transit, Out for Delivery)

  • Status updates are recorded in tracking history

Tracking updates are visible to:

  • Staff and Admins

  • Customers (portal)

  • Public tracking (if enabled)

Step 6: Complete Delivery

After delivery:

  • Mark the shipment as Delivered

  • Capture proof of delivery if enabled

  • Shipment processing is completed

No further processing actions are available after delivery completion.

What Happens After This Step

After shipment processing is complete:

  • Shipment remains available for tracking history

  • Invoice and payment records are retained

  • Shipment data is included in reporting and audits

Important Rules to Know

  • Shipments always generate invoices

  • Payment status affects delivery availability

  • Status changes must follow system rules

  • Settings changes do not affect existing shipments

  • Visibility depends on Own vs Global permissions

Common Mistakes to Avoid

  • Assigning drivers before payment approval

  • Skipping required status updates

  • Expecting consolidation to replace shipment delivery

  • Attempting to modify charges manually

Related Articles

  • Create Shipment

  • Processing Locker Package

  • Staff Guide – Daily Logistics Workflow Overview

  • Admin Guide – Billing, Tracking & Reporting

  • Payment Terms Setting

Step 1. Create invoice for shipment to request payment from customer

Go to Shipping menu -> select a shipment and select.

 


 

Or go to shipment detail -> select Action and select Create invoice


If the shipment is created from an invoice, just perform the invoice payment step (if the invoice has not been paid yet).

Step 2. The system redirects to the invoice creation page, shipment tracking and total cost will be displayed in the item section. Select online payment method so that customer can pay by themselves and click Save to update invoice

⇒ Result: Customers will also see this Invoice in their portal.

Step 3. Customer self-pays or staff creates payment to perform next function such as Track Shipment and Delivery.

Step 4. Go back to the Shipping menu, assign the shipment to the driver. From the package list, select


Or go to shipment detail → select Action → select Assign Driver

Step 5. Select the driver to assign and click Update

⇒ Result: The system will send email and web notification to the driver.

And driver can see this package in his/her account

Step 6. Create shipment tracking for the shipment to record the current location of the shipment. This function is for staff and drivers. One shipment can create multiple shipment tracking. 

Go to shipment detail -> select Action -> select Shipment Tracking

Step 7. Fill in the information in the Shipment Tracking form and click Save

The system will send email to the customer when there is a new shipment tracking.

The shipment's status will be updated and recorded in Tracking History and User Action History.

Step 8. Create delivery for the shipment, this is the final step of the delivery process - marking the shipment as successfully delivered. This function is for staff and drivers

Go to shipment detail -> select Action -> select Delivery The Shipment

Step 9. In the Delivery Shipment page, sign and enter information in the required fields --> then select Save


⇒ Result: The system will send email to the customer after successfully creating delivery the shipment. And the shipment status changes to Delivered

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