Truck Check-In & Out

The movement of inventory is managed through the Packing List workflow. This process ensures that every truck leaving your facility is documented with driver details, cargo photos, and signed paperwork.

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The Movement Lifecycle

Every movement follows a strict status progression: Created → Packing → Shipped (In Transit) → Delivered → Closed

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1. Truck Check-In (Arrival)

When a vehicle arrives to collect a shipment, you must transition the Packing List from Created to Packing.

1. Navigate to Movements and select a Packing List with the Created status.
2. Click Check-In Truck.
3. Enter Vehicle Details:
   • Truck Number: The license plate or fleet ID of the vehicle.
   • Truck Company: The carrier or brokerage name.
   • Driver Email (Optional): Providing this allows the system to send a digital copy of the BOL to the driver.
4. Verification: The system will display a Pickup Warning if the truck has arrived earlier or later than the scheduled window.
5. Timestamp: The Checked-In At time defaults to now but can be adjusted manually if logging a past arrival.

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2. Loading & Documentation

Once checked in, the list is in Packing status. This is when the physical loading occurs.

Photo Requirements

To meet compliance standards, you may be required to upload a specific number of photos before checking out.

• DOT Number: Photo of the driver’s door.
• Load Security: Photos of the left, right, and rear of the loaded trailer.
• Visual Indicators: In the Check-Out Wizard, prompts will turn Green once the minimum photo requirement is met.

Supporting Documents

Upload signed copies of the Bill of Lading (BOL) or Packing List.

• Format: Files must be .pdf or .doc.
• Tip: You can download the system-generated Packing List as a PDF, have the driver sign it on your tablet, and re-upload it instantly.

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3. Truck Check-Out (Dispatch)

The Check-Out Wizard is a multi-step process to finalize the shipment.

Step A: Attachments

Select Choose File to either upload existing images or use your device’s camera to take photos in real-time. Click Upload Files to commit them to the record.

Step B: Recording Exceptions (Damages/Shortages)

If items were damaged during loading or if there is a shortage:

1. Check the “Record exceptions (damage, loss, etc)” box.
2. Select the specific Inventory Item.
3. Choose the Exception Type (e.g., Damaged, Missing).
4. Enter the Quantity affected and add descriptive notes.

Step C: Finalization

1. Verify the Check-out date & time.
2. Click Confirm Check-Out.

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Troubleshooting