Fill in Shipment Detailed Information

Requirements

This guide requires the following applications:

Once the shipment exists, operations staff should review and complete every mandatory field so bookings, cost tracking, and customer updates stay accurate throughout the transport journey.

Access Shipment

Quickly open the shipment record you need to update using either of the following entry points.

From Sales Order

  1. Open confirmed sales order

  2. Click Shipment button in top corner

  3. System opens automatically created shipment

Access shipment from order

Directly From Menu

  1. Access Freight Forwarder > Operations > Shipments

  2. Find and open shipment needing information input

Access shipment from menu

Populate Basic & Schedule Data

On the shipment form, review and complete the core data points below so downstream processes remain accurate.

General Information

  • Shipment Number: Shipment identification code (automatically created if configured)

  • Customer: Customer requesting service (already from sales order)

  • Responsible: Operations staff responsible for tracking this shipment

Shipment general information

Transport Information

  • Transport Type: Select Single-modal or Multi-modal

  • Route: Transport route (already from sales order)

  • Transport Mode: Sea, Air, or Land

  • Carrier: Select carrier performing transport (if already determined)

Location and Schedule Information

  • Origin: Origin point (already from route)

  • Destination: Destination point (already from route)

  • POL (Port/Airport of Loading): Port of Loading - loading port or departure airport

  • POD (Port/Airport of Discharge): Port of Discharge - discharge port or arrival airport

Estimated schedule:

  • ETD (Estimated Time of Departure): Estimated departure date/time

  • ETA (Estimated Time of Arrival): Estimated arrival date/time

  • Cutoff: Final deadline to deliver cargo to port/warehouse

Shipment location and schedule information

Important

Note about ETD and Cutoff

Cutoff is usually earlier than ETD by 1-2 days (for sea transport) or a few hours (for air transport). Ensure cargo arrives at port/warehouse before cutoff to catch the voyage.

Example: FCL export from Hai Phong to Los Angeles

  • Origin / POL: Dinh Vu Port (Hai Phong, Vietnam)

  • Destination / POD: Port of Los Angeles (USA) Cutoff: 10/11/2025 13:00

  • ETD: 12/11/2025 13:00

  • ETA: 28/12/2025 13:45

  • Carrier: Evergreen

  • Transport Mode: Sea – Single leg

Shipment Example

Configure Cargo Details

Use the Cargo tab to describe goods at the level of depth your customer or carrier requires.

Cargo input methods

Method 1: Quick Note Entry

Suitable when needing quick input of overview information:

  1. Access Cargo tab in shipment form

  2. Enter cargo description in Cargo Note Details field

Example: “10 cartons of garments, total 500kg, 5 CBM”

Quick note entry for cargo

Tip

Advantages:

  • Quick input

  • No complex structure needed

  • Suitable for simple cargo

Disadvantages:

  • Cannot track each package in detail

  • Difficult to calculate automatically

  • Cannot create detailed reports

Method 2: Structured Entry

Suitable when needing detailed and accurate management:

Step 1: Add packages (packages/containers)

  1. Access Cargo tab in shipment form

  2. Packages section - Click Add a line

  3. Fill in information for each package:

    • Package Type: Package type (Container 20ft, 40ft, Pallet, Carton…)

    • Quantity: Number of packages

    • Gross Weight: Total weight including packaging (kg)

    • Net Weight: Actual cargo weight (kg)

    • Volume: Volume (CBM)

    • Container No: Container number (if known)

    • Seal No: Seal number (if known)

  4. Click Save

Enter detailed package information

Step 2: Add cargo details (cargo details by commodity)

  1. In Cargo tab, Cargo Details section - Click Add a line

  2. Fill in information for each cargo type:

    • Commodity: Cargo type (Garments, Electronics, Food…)

    • Description: Detailed description

    • HS Code: HS code (if any)

    • Quantity: Quantity

    • Unit: Unit of measure

    • Gross Weight: Weight

    • Volume: Volume

Add Cargo Details

  1. Click Save

Tip

Advantages:

  • Track each package in detail

  • Automatically calculate total weight, volume

  • Create accurate reports

  • Good support for booking

Use Cargo Templates

To save time when entering frequently occurring cargo, you can use templates:

Step 1: Create cargo template (one time)

  1. Access Freight Forwarder > Configuration > Cargo Templates

  2. Click Create

  3. Name template (example: “Export garments - 1x40ft”)

  4. Add template packages and cargo details

  5. Save template

See also

General Cargo Template

Step 2: Use template for shipment

  1. Access Cargo tab in shipment form

  2. Click Generate Cargo From Templates button

  3. Select appropriate cargo template

  4. System automatically creates packages and cargo details from template

  5. Adjust information if needed (container number, weight…)

Use cargo template for quick input

Tip

Time-saving tip

If frequently transporting similar cargo types, create templates for each type in advance. This saves up to 70% of data entry time and ensures consistency.

Plan Complex Routes

Multi-leg shipments let you mirror real transport flows that span several carriers or modes.

When to Use Multi-Leg Shipment?

Use multi-leg shipment (Multiple Leg Route) when cargo needs transport through multiple legs and may use different transport modes.

Example scenario:

Transport cargo from Hanoi to Los Angeles (USA):

  • Leg 1: Customer warehouse (Hanoi) → Hai Phong Port (Land transport)

  • Leg 2: Hai Phong Port → Singapore Port (Sea transport)

  • Leg 3: Singapore Port → Los Angeles Port (Sea transport)

  • Leg 4: Los Angeles Port → Consignee warehouse (Land transport)

How to Set Up Multi-Leg Shipment

Step 1: Switch transport type

  1. In shipment form, change Transport Mode to Multi-modal

  2. Or in Other Information tab > Check Multiple Leg Route

Step 2: Create route legs

  1. Access Route Legs tab

  2. Click Add a line to add route leg

  3. Fill in information for each leg:

    • Sequence: Leg order (1, 2, 3…)

    • Transport Mode: Transport mode of this leg

    • Carrier: Carrier performing this leg

    • Origin: Origin point of leg

    • Destination: Destination point of leg

    • ETD: Estimated departure date for this leg

    • ETA: Estimated arrival date for this leg

  4. Repeat for all legs

Multi-leg shipment with multiple transport modes

Step 3: Allocate cargo to legs

After creating packages, you need to allocate them to appropriate legs:

  1. In Route Legs tab, select leg needing allocation

  2. Packages section - select packages needing transport in this leg

  3. Save

Note

Typically, cargo will go through all legs. However, in some special cases (warehouse transfer, split cargo…), each leg may transport different packages.

Set up details for each route leg

Tip

Automatic ETD/ETA calculation

When you enter ETD/ETA for each leg, system will automatically calculate:

  • Shipment ETD = Earliest ETD among legs

  • Shipment ETA = Latest ETA among legs

Enter Container Specifics

For FCL or FTL moves, capture container-level details directly on the Packages grid.

How to Enter Container Information

  1. In Cargo tab, Packages section

  2. Select Package Type = Container (20ft, 40ft, 40ft HC…)

  3. Fill in information:

    • Container No: Container number (example: MSCU1234567)

    • Seal No: Seal number (example: ABC123456)

    • Net Weight: Actual cargo weight

  4. If multiple containers, add multiple lines

Enter detailed container information

Note

Container and seal numbers

  • Container and seal numbers are usually provided after cargo packing and sealing

  • If not available, can leave blank and update later

  • This information is very important for cargo tracking and customs clearance procedures

Manage Shipment Documents

Store every transport, commercial, and customs file on the shipment so stakeholders can retrieve them later.

How to Attach Documents to Shipment

Method 1: Upload directly from shipment form

  1. Open shipment form

  2. Click Attachment icon in top corner (paperclip icon)

  3. Select file from your computer

  4. File is uploaded and automatically saved to system

Attach documents directly from shipment form

Method 2: Upload in Documents application

  1. Access shipment form.

  2. Click Documents button.

  3. Click Upload button in Documents interface.

  4. Select file from your computer, Click confirm.

  5. File is successfully uploaded and linked to shipment.

Upload documents from Documents application

Result:

  • File attachment is stored in system.

  • System automatically creates corresponding Document record.

  • Document is organized in appropriate Workspace (based on Auto Generate Rule).

  • You can view document list by clicking Documents smart button on shipment form.

Document list in shipment

Note

Automatic Document creation mechanism

When you attach file to shipment, system automatically:

  • Creates document.document record linked to file attachment

  • Classifies into appropriate Workspace according to Document Auto Generate Rule configuration

  • Links document to shipment for easy reference

This helps you centrally manage all documents in Document Management module.

Important

Only useful when integrated with Documents application with viin_document_freight module.

Common Document Types

Transport documents:

  • Bill of Lading (B/L): Sea bill of lading

  • Air Waybill (AWB): Air waybill

  • CMR: International land transport waybill

Commercial documents:

  • Commercial Invoice: Commercial invoice

  • Packing List: Packing list

  • Certificate of Origin (C/O): Certificate of origin

Customs documents:

  • Customs Declaration: Customs declaration form

  • Import/Export License: Import/export license

  • Phytosanitary Certificate: Phytosanitary certificate

Other documents:

  • Insurance Certificate: Insurance certificate

  • Fumigation Certificate: Fumigation certificate

  • Health Certificate: Health certificate

  • Quality Certificate: Quality certificate

Tip

Benefits of digitizing documents

Storing electronic documents on system helps:

  • Quick reference: Search documents by filename, document type, or shipment in seconds

  • Easy sharing: Customers can view and download documents via portal

  • Security: Reduce risk of loss or damage to documents

  • Remote work: Access documents from anywhere with internet

  • Version management: Easily update new versions of documents

Validate & Progress Shipment

Once data entry is complete, validate the record and move on to booking or operations updates.

Step 1: Save Information

  1. Click Save button to save all entered information

  2. System checks data validity

Step 2: Check Information

Before proceeding to booking, recheck important information:

Cargo information:

  • Do packages or cargo details exist?

  • Are weight and volume accurate?

  • Is container information (if any) complete?

Transport information:

  • Is route correct?

  • Is ETD/ETA schedule reasonable?

  • Is carrier selected correctly? (if known)

For multi-leg shipments:

  • Are all legs created?

  • Is carrier information for each leg available?

  • Are cargo allocated to legs?

Step 3: Next Steps

After shipment information is complete:

  1. Perform booking with carrier

  2. Update progress when cargo starts transport

  3. Track and notify customers

See also

Booking for shipments

Operational Tips

Adopt these shortcuts to keep shipment maintenance fast and consistent.

Copy From Old Shipment

If there’s similar shipment done before:

  1. Open old shipment

  2. Click Action > Duplicate

  3. System creates copy

  4. Edit different information (customer, dates…)

  5. Save new shipment

Bulk Data Entry

If need to enter multiple packages at once:

  1. Use Import from Excel feature

  2. Export template file from system

  3. Fill information in Excel file

  4. Import file to system

Check Before Booking

System requires:

  • Must have at least one package or cargo detail

  • Must have carrier (for single-leg shipment)

  • Must have route

If missing, system will show error when you click Booking button.

Use Chatter for Notes

Chatter section at bottom of shipment form allows:

  • Internal notes about shipment

  • Send messages to colleagues

  • Schedule work to do

  • Track change history

Frequently Asked Questions

Can shipment information be edited after booking created?

Can edit most information. However:

  • Cargo information (packages, cargo details) in booking is readonly

  • If need to change cargo, edit on shipment then create new booking or cancel old booking

Is entering container number from the beginning mandatory?

No. Container and seal numbers are usually only available after cargo packing. You can:

  • Leave blank when creating shipment

  • Update after getting information

  • Or update directly on booking

How to know if enough information entered?

When clicking Booking button, if missing important information, system will show error and request addition. Mandatory information:

  • Cargo information (packages or cargo details)

  • Carrier (if single-leg shipment)

  • Route

Quick Note Entry or Structured Entry better?

Depends on purpose:

  • Quick Note Entry: Fast, simple, suitable for simple cargo and no need for detailed reports

  • Structured Entry: Detailed, accurate, suitable for complex cargo and needs careful tracking

For professional freight forwarder businesses, should use Structured Entry.

Can change from single-leg to multi-leg shipment?

Yes. Just need to:

  1. Change Transport Mode to Multi-modal

  2. Create legs in Route Legs tab

  3. Allocate cargo to legs

However, if booking already created, need to consider cancelling old booking and creating new one.

How is multi-leg shipment ETD/ETA calculated?

System automatically calculates:

  • Shipment ETD = Earliest ETD among all legs

  • Shipment ETA = Latest ETA among all legs

Why need to allocate cargo to legs?

For multi-leg shipments, each leg may transport different packages. Example:

  • Pickup leg: Transport all cargo from customer warehouse

  • Main carriage leg: Only transport export cargo

  • Delivery leg: Transport customs cleared cargo

Allocation helps system create accurate booking for each leg.

See also

Related articles