***

title: Truck Check-In & Out
description: Master the vehicle movement lifecycle from arrival to dispatch.
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For clean Markdown of any page, append .md to the page URL. For a complete documentation index, see https://docs.esoapp.co.uk/guides/movements/packing-lists/llms.txt. For full documentation content, see https://docs.esoapp.co.uk/guides/movements/packing-lists/llms-full.txt.

# 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.

***

## The Movement Lifecycle

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

***

## 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.

***

## 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.

***

## 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**.

<Callout intent="success">
  **Inventory Impact:** Upon Check-Out, the inventory items associated with the Packing List are
  automatically updated to `in_transit` status.
</Callout>

***

## Troubleshooting

<AccordionGroup>
  <Accordion title="Check-Out button is disabled">
    Ensure you have uploaded the minimum number of photos required by your organization. Check the
    progress indicators in the wizard to see how many more are needed.
  </Accordion>

  <Accordion title="Incorrect Broker/Company listed">
    You can edit the Truck Company details in the Check-In modal. If the Broker is incorrect, you
    must update the Packing List details before proceeding to Check-In.
  </Accordion>

  <Accordion title="Reverting a Status">
    If a truck was checked out in error, users with the `packing_lists.revert` permission can move
    the status back one step to allow for corrections.
  </Accordion>
</AccordionGroup>