MovementsPacking Lists

Packing Lists

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A Packing List is a document that groups one or more inventory items together for a specific pickup and delivery. It tracks the full journey from preparation through to final delivery and proof-of-delivery (POD).

Packing list code

Every packing list is automatically assigned a unique code when it is created. The code is derived from its project: {PROJECT_CODE}-{NNNN}, where NNNN is a zero-padded sequence number per project (e.g. EU-Q2-0001, EU-Q2-0002, …).

Lifecycle statuses

Packing lists move through a defined set of statuses:

created → packing → shipped → delivered → closed
StatusMeaning
createdThe packing list has been created but packing has not yet started. Items can still be added or removed.
packingItems are being picked and packed. Edits are still allowed.
shippedThe list has been finalised and the goods have left the warehouse. No further item edits are allowed.
deliveredGoods have been delivered to the destination.
closedThe movement is fully complete.

You can revert a packing list one step backwards if you need to correct a mistake. All status changes are recorded in an audit log.

Creating a packing list

  1. Navigate to Movements → Packing Lists and click New Packing List.
  2. Select the project this packing list belongs to.
  3. Optionally set a scheduled pickup date.
  4. Save — the packing list is created with status created and assigned its code.

Adding inventory items

While the packing list is in created or packing status you can add items:

  1. Open the packing list detail page.
  2. Click Add Item and search for an inventory item within the same project.
  3. Enter the quantity to include.
  4. If the item has barcodes, you can select specific barcode IDs to include (serialised tracking). The system validates that:
  • The requested quantity does not exceed available on-hand stock.
  • No barcode is assigned to two packing lists simultaneously.

Check-in

When the truck arrives at the warehouse:

  1. Click Check In to record the truck’s arrival, including truck number, company, and driver email.

Finalising a shipment

Click Ship to move the packing list from packing to shipped. This records the check-out timestamp and prevents further item edits. Photo requirement: Your organisation can require a minimum number of checkout photos before finalisation is allowed. This is configured in Settings → General.

Delivery

When the truck arrives at the destination:

  1. Once goods are confirmed received, click Deliver to advance the status to delivered and record the delivery timestamp.

Proof of Delivery (POD)

Attachments on a packing list can be categorised as general or pod. The POD status (pending, awaiting, provided) tracks whether a proof-of-delivery document has been uploaded. Upload PDFs or images via the Attachments tab on the packing list detail page.

Truck broker assignment

A packing list can be assigned to a Truck Broker company. Once assigned:

  • Users with the truck broker role who are linked to that company can see the packing list.
  • The broker assignment is visible on the packing list detail and in the movements list.

Audit history

Every status change is recorded automatically with the user, timestamp, and (for reversions) the reason. Click View History on the packing list detail page to see the full audit trail.

Attachments

You can attach photos, PDFs, and other files to a packing list. Up to 10 files can be uploaded at once. Files are stored securely and can be downloaded individually or in bulk (bulk download returns a ZIP archive).

The packing lists page supports filtering by:

  • Status
  • Project
  • Client
  • Free-text search (packing list code or project name/code)
  • Custom inventory field value (e.g. filter to packing lists containing items where colour = red)