Shipments - Operations

In this help document, you’ll learn all the actions you can perform on the shipments module in your organization.

The actions you can perform on shipments are classified into:

Management Actions

The management actions let you manage the lifecycle of a shipments after they are created, helping you maintain accurate and up-to-date records.

Mark as Delivered

You can update the status of your shipments manually by marking them as delivered. Here’s how:

Go to Inventory on the left sidebar.
Click Pack and Ship in the top module bar and select Shipments from the dropdown.
Select the shipment you want to mark as delivered.
Click Mark as Delivered and select Mark as Delivered from the dropdown.

In the Update Shipment Status pop-up,

The status will be auto-populated as Delivered.
Click + Add Notes regarding the shipment delivery if needed.
Enter the date and time of your delivery.
Check Send an email to the customer when the status gets updated box to notify your customer regarding the delivery.
Click Update.

Update Shipment Status

Here’s how you can update the status of a shipment:

Go to Inventory on the left sidebar.
Click Pack and Ship in the top module bar and select Shipments from the dropdown.
Select the shipment you want to update the status for.
Click Mark as Delivered and select Update Shipment Status from the dropdown.

In the Update Shipment Status pop-up,

Select the status of your shipments from the dropdown.
Click + Add Notes regarding the shipment delivery if needed.
Enter the date and time of your delivery.
Click Update.

Mark as Undelivered

You can mark a delivered shipment as undelivered. Here’s how:

Go to Inventory on the left sidebar.
Click Pack and Ship in the top module bar and select Shipments from the dropdown.
Select the shipment you want to mark as undelivered.
Click More icon at the top of the shipment details and select Mark as Undelivered.
Click Proceed to confirm.

Delete Shipments

Go to Inventory on the left sidebar.
Click Pack and Ship in the top module bar and select Shipments from the dropdown.
Select the shipment you want to delete.
Click More icon at the top of the shipment details and select Delete Shipment.
Click Delete to confirm.

Warning: Deletion is a permanent action. You cannot retrieve a shipment once you delete it.

List View Actions

The list view actions let you organize and customize how shipments are displayed, making it easier to find and review the information you need.

Sort By - Shipments

Here’s how you can sort the list of shipments according to the required fields:

Go to Inventory on the left sidebar.
Click Pack and Ship in the top module bar and select Shipments from the dropdown.
Click More icon on top of the page.
Hover over Sort by and click the field on which you want the shipments to be sorted.
The sorting can be done based on ascending or descending order (indicated by the arrow).
Click the field again to change the sorting order.

Refresh List - Shipments

You can refresh the list view of your shipments to retain the original view. Here’s how:

Go to Inventory on the left sidebar.
Click Pack and Ship in the top module bar and select Shipments from the dropdown.
Click More icon on top of the page.
Click Refresh List.

Rearrange Columns

In Shipments, you can choose the fields to be displayed in the list view. You can also rearrange the columns or fields. Here’s how:

Go to Inventory on the left sidebar.
Click Pack and Ship in the top module bar and select Shipments from the dropdown.
Click the Customize icon on the left side of the list view page.
Click Customize Columns.
Select the fields that you want to display.
Drag and drop to rearrange the order of columns.
Click Save.

Clip Text and Wrap Text

Here’s how you can organise the text displayed under each field in the list view page.

Go to Inventory on the left sidebar.
Click Pack and Ship in the top module bar and select Shipments from the dropdown.
Click Clip Text to let the field details flow beyond the columns.
Click Wrap Text to fold and make field details visible inside the available column space.

Filters - Types

You can use filters to segregate carrier and manual Shipments. Here’s how:

Go to Inventory on the left sidebar.
Click Pack and Ship in the top module bar and select Shipments from the dropdown.
Click Types dropdown and the type of shipments to be displayed in the list view.

Statuses of Shipments

These are the statuses a shipment undergoes in Zoho ERP:

Status	Description
Shipped	This status is set when goods are dispatched from your warehouse.
In Transit	This status indicates the shipment is moving through the delivery network like movement between hubs.
Out For Delivery	This status is applied when the shipment is assigned to a delivery agent for final delivery.
Failed Delivery Attempt	This status appears when delivery could not be completed.
Customs Clearance	This status is used when the shipment is under customs inspection.
Ready for Pickup	This status means the shipment has arrived at a pickup location.
Delayed	This status indicates the shipment did not meet the expected delivery timeline.
Delivered	This status confirms successful delivery to the customer.
Delivered to PO	This status means delivery was completed at a Post Office.
White Glove Delivery	The shipment is delivered with additional services like unboxing, assembly, and installation.
Delivered from Pickup Point	This status indicates the customer collected the shipment themselves from the pickup point.

The share actions let you use Shipments information outside Zoho ERP or share it with vendors when required.

Customise PDF Template

You can change and edit the template of a shipment PDF. Here’s how:

Go to Inventory on the left sidebar.
Click Pack and Ship in the top module bar and select Shipments from the dropdown.
Select the shipment pdf you wish to customise.
Hover over the right of the shipment pdf and click Customize.
Select Change Template from the dropdown to choose a template of your choice.
Select Edit Template to make changes in the existing template.
Click Proceed to confirm the customisations made in your PDF.

Attach Files

Here’s how you can attach files to your shipment:

Go to Inventory on the left sidebar.
Click Pack and Ship in the top module bar and select Shipments from the dropdown.
Select the shipment for which you want to add comments.
Click the Upload files icon.
Click the dropdown near Upload your Files.

You can attach a maximum of 5 files, each of 10 MB to your shipment from:

Desktop: Upload files from your system.
Documents: Upload from the Documents folder in Zoho ERP.

Export Shipments

You can export shipments in Zoho ERP in the CSV, XLS or XLSX format. Here’s how:

Go to Inventory on the left sidebar.
Click Pack and Ship in the top module bar and select Shipments from the dropdown.
Select the List View.
Click the More icon.
Select Export Shipments from the dropdown.
Enter a File Protection Password and choose the required information like required shipments, file format, batch numbers and serial numbers.
Click Export.

Send Email

Here’s how you can send an email to your customer to notify them the shipments created:

Go to Inventory on the left sidebar.
Click Pack and Ship in the top module bar and select Shipments from the dropdown.
Select the shipment you want to send an email for.
Verify the details and click Send.

Other Actions

Other actions include additional options that support reviewing, and maintaining records in this module.

Add Comments

You can add internal comments to your Shipments. Here’s how:

Go to Inventory on the left sidebar.
Click Pack and Ship in the top module bar and select Shipments from the dropdown.
Select the shipment for which you want to add comments.
Click the Comments and History icon.
Type in your comment and click Add Comment.
Click the Trash icon near the added comment to delete it.