Purpose
The Shipping module manages outbound deliveries, package tracking, and shipping documentation within the Materials workflow. Create shipping records from Ship Tickets (Work Tickets), manage manifests of items being shipped, track parcels with carrier integrations, and print shipping labels using EasyPost integration. The module connects directly with Inventory for item verification, Ship Tickets for loading management, and Staging for warehouse coordination. Financial data flows to the Journal module for accounting entries when shipments are completed.
Important Setup Requirements: Items must exist in Inventory to be properly manifested. A Ship Ticket (Work Ticket with "Ship Ticket" feature enabled) must be linked to create and manage manifests. Without these prerequisites, you cannot build a shipping manifest.
List View
Access and manage all shipping records with filtering, search, and bulk actions
- Stage Filters: View shipments by status (New, Working, Approved for Shipping, In Transit, Shipped)
- Quick Search: Find shipping records by ID, consignee, or carrier
- Type Filter: Filter by shipping method configured in Categories module
- Column Headers: View ID/Stage, Type/Schedule, Consignee/Carrier, Origin/Destination, and completion status
- Record Options: Add favorites and enable email capture for tracking
Stage Filters
The Shipping module includes five stage filters that organize records by their position in the shipping workflow. Click any button to view only shipments in that stage. The record count appears next to each stage name.
| New | Newly created shipping records awaiting processing and manifest building |
| Working | Shipments currently being prepared, with items being added to the manifest |
| Approved for Shipping | Records ready for carrier pickup with completed manifests |
| In Transit | Active shipments that have been picked up by carriers and are being delivered |
| Shipped | Completed deliveries that have reached their destination |
Search & Filter
Search and filter tools help you quickly locate specific shipping records. The Quick Search field searches across multiple data points, while the Type Filter narrows results by shipping method.
| Quick Search | Search by shipping record ID, consignee name, or carrier to quickly find specific shipments |
| Type Filter | Filter shipments by shipping method (e.g., Ground, Air, Freight). Shipping types are configured in the Categories module |
Actions
Actions available from the List View allow you to create new shipping records, refresh the view, and export data.
| "+" Button | Create a new shipping record. Opens the edit card to enter Origin, Destination, Carrier, Consignee, and associated Job/Contract |
| "↻" Button | Refresh the current view to display the latest shipping records and status updates |
| Export Button | Export the currently displayed shipping records to a CSV file for external analysis or reporting |
Column Headers
The List View displays key shipping information in organized columns. Click any column header to sort records by that field.
| ID/Stage | Unique shipping record identifier and current workflow stage (New, Working, Approved for Shipping, In Transit, Shipped) |
| Type/Schedule | Shipping method (configured in Categories module) and scheduled pickup/delivery timing |
| Consignee/Carrier | Recipient (consignee) name and selected shipping service provider (carrier) |
| Origin/Destination | Pickup location (origin) and delivery location (destination) addresses |
| Complete | Visual indicator showing whether the shipment has been completed |
Record Options
Each shipping record in the List View has additional options accessible via the record's action menu.
| Add Favorite | Mark this shipping record as a favorite for quick access from your favorites list |
| Email Capture | Generate a unique email address for this shipping record. Emails sent to this address are automatically captured and attached to the shipment for tracking and documentation |
Selected Record View
Detailed view and management of individual shipping records with multiple modes
When you select a shipping record from the List View, you access three specialized modes: Overview for shipment details and documentation, Manifest for managing items being shipped, and Parcels for creating shipping labels and tracking carrier information.
Record Modes
Overview Mode displays core shipment information including locations, parties involved, associated projects, and documentation. Use this mode to review shipment details and access the activity log.
Shipment Details
| Origin | Shipping location details including pickup address and facility information |
| Destination | Delivery location information including consignee address and delivery instructions |
| Shipper | Sending company details including company name, contact information, and shipping account |
| Carrier | Selected shipping service provider (e.g., UPS, FedEx, USPS) for this shipment |
| Consignee | Recipient information including contact name, company, and delivery contact details |
Project & Documentation
| Job/Contract | Associated project reference linking this shipment to a Job or Contract record for job costing and tracking |
| eForms | Generate shipping documentation using customizable eForms templates for packing lists, shipping labels, and delivery receipts |
| Description | Additional shipping notes and special instructions for handling, delivery, or documentation |
| Activity Log | Chronological record of shipment status updates, stage changes, and user actions |
Manifest Mode displays all items included in this shipment. Items are pushed to the manifest from Ship Tickets (Work Tickets). Track completion status, view associated Job/Contract references, and monitor accounting status for each manifest line item.
Column Headers
| Description | Details of manifest items including product name, quantity, and specifications |
| Job/Contract | Associated Contract or Job reference showing which project this item is allocated to |
| Complete | Completion status indicator showing whether this item has been fully processed and shipped |
| Accounting | Financial tracking status (e.g., "Posted", "Pending Entry") showing journal entry state for this line item |
Sort Options
Organize manifest items by clicking the sort dropdown. Available sort options include:
| Creation | Sort by the date and time the manifest item was created |
| Complete | Sort by completion status (incomplete items first or completed items first) |
| Description | Sort alphabetically by item description |
| Job/Contract | Sort by associated Contract or Job ID |
| Notes | Sort by note content attached to manifest items |
| Problem | Sort by problem status (items flagged with problems appear first) |
| Parcels | Sort by associated parcel information |
| Ticket | Sort by associated Ship Ticket (Work Ticket) reference |
| Staging | Sort by staging status showing which items are staged for shipment |
Item Actions ("≡" Icon)
| Problem | Flag the selected manifest item as having a "Problem" for review and resolution |
| Remove | Delete the selected manifest item from this shipment |
Bulk Actions ("⚙️" Icon)
| Mark All Complete | Update all manifest items to completed status in a single action. Requires permission: Mark All Manifest Items as Complete (ID #1591) |
| Mark All Incomplete | Reset all manifest items to incomplete status |
Parcels Mode enables creation and management of individual shipping parcels with carrier integration via EasyPost. Create parcels, get real-time shipping rates, generate shipping labels, and track carrier status. Requires permission: Mode Access to Parcels (ID #1366)
Parcel List Columns
| Shipping Status | Current status of the parcel shipment (e.g., Purchased, Estimate) from the carrier |
| Tracking ID | Carrier-provided tracking number for monitoring shipment progress |
| ID | Internal TRUE reference number for this parcel |
| Carrier | Selected shipping service provider (e.g., UPS, FedEx, USPS) |
| Rate | Shipping cost for this parcel based on carrier rates |
| Label | Label printing status showing whether the shipping label has been generated |
Selected Parcel Details
When you select a parcel from the list, detailed information appears in the right panel:
| ID | Internal tracking number assigned by TRUE for this parcel |
| Rate | Shipping cost amount calculated by the carrier based on weight, dimensions, and service level |
| Shipping Status | Current shipment status from the carrier system (e.g., Purchased, In Transit, Delivered) |
| Carrier | Selected shipping provider for this parcel |
| Tracking ID | Carrier's reference number for tracking this specific parcel |
| Summary | Comprehensive shipping details including Ship From address, Ship To address, parcel weight, dimensions, and service level |
| Label | Visual preview of the shipping label with barcode and delivery information |
Parcel Actions
| Update Shipping Status Button | Modify shipment details including carrier, service level, and package specifications |
| "+" Button | Add a new parcel record to this shipment. Enter weight, dimensions, and carrier to get real-time rates |
| "↻" Button | Refresh the parcel list to display the latest carrier status updates |
| Print Button | Print the shipping label for the selected parcel for attachment to the package |
Note: Parcel creation and label printing requires EasyPost integration to be configured in Company Preferences. Real-time rates are provided by carriers based on the Ship From and Ship To addresses entered in the shipment.
Ship Tickets (Work Tickets)
Using Work Tickets as Ship Tickets to bridge inventory and shipping
A Ship Ticket is a Work Ticket with the "Ship Ticket" feature enabled. Ship Tickets serve as the bridge between inventory and shipping, allowing you to prepare items for shipment before creating the final shipping record.
Key Functions:
- Create a shipping record directly from a Work Ticket
- Push items to the shipping manifest directly from the Work Ticket
- Track loading and preparation status (Work, Pick, Pack columns)
- Manage inventory allocation for shipments with inventory validation
Items Mode in a Ship Ticket displays all items being prepared for shipment. Track the Work, Pick, and Pack status for each item to manage the loading process.
Column Headers
| Description | Item details including product name, quantity, and specifications |
| Work | Checkbox indicating whether this item has been worked (prepared for shipping) |
| Pick | Checkbox indicating whether this item has been picked from inventory for shipment |
| Pack | Checkbox indicating whether this item has been packed and is ready for carrier pickup |
Push Items to Manifest
| Push Items to Manifest | Automatically complete all ship ticket items (mark Work, Pick, Pack as complete) and push items to the related shipping record's manifest. Requires permission: Push Items to Manifest (Tickets) (ID #1571). Items must exist in Inventory to be properly manifested. |
Item Actions ("≡" Icon)
| View Staging | Display the related Staging record that uses this Ship Ticket for warehouse coordination |
| Report a Problem | Mark the shipping item as having a problem for review and resolution |
| Delete | Permanently delete the ship ticket line item. Requires permission: Delete Ticket Line Items (ID #839) |
Add Items ("+" Icon)
| Manual Entry | Create a new shipping item record manually without reference to existing products or inventory |
| Product/Service | Add a product or service item from the catalog to the shipment |
| Inventory | Select and add items from current inventory to the shipment with automatic inventory validation |
| Material | Add material items from stock to the shipping record |
| Jobsite | Add items associated with a specific jobsite location |
| New/Existing Shipping ("+" icon - "Shipping" field) | Create or select a new Shipping record and automatically associate it with this Ship Ticket. This creates the link between the Work Ticket and the Shipping module. |
Bulk Actions ("⚙️" Icon)
| View Inventory | Access current inventory levels and item availability for shipping-related items |
| View Staging | Display items that have been staged and are ready for shipment processing |
| View Materials | Access a list of materials and components associated with this shipping record |
| Convert to Inventory | Transform applicable shipping items into inventory records for tracking |
| Load Template | Apply a pre-configured shipping template to standardize shipment processing. Templates are configured in Settings → Company Preferences → List Templates |
| Mark All Complete | Update the Work, Pick, and Pack status of all items in the current Ship Ticket to completed |
| Custom App | Launch a customizable interface for specialized shipping functions. Requires permission: "Optional App" & "Custom App" Access (ID #1485) |
Tip: Use the Work, Pick, Pack checkboxes to track your warehouse workflow. Mark items as "Worked" when prepared, "Picked" when pulled from inventory, and "Packed" when ready for carrier pickup. This provides visibility into the shipping preparation process.
Frequently Asked Questions
Common questions and step-by-step guidance for working with the Shipping module
Shipment Processing
You can create a shipment directly in the Shipping module or from a Ship Ticket (Work Ticket). The Ship Ticket method is recommended because it allows you to prepare items before creating the shipping record.
Method 1: Create from Shipping Module
- Navigate to Materials → Shipping
- Click the "+" button
- Enter Origin, Destination, Carrier, and Consignee information
- Select the associated Job/Contract if applicable
- Click Save to create the shipping record
Method 2: Create from Ship Ticket (Recommended)
- Navigate to Tickets → Tickets
- Create a new Work Ticket or open an existing ticket
- Enable the Ship Ticket feature in the ticket settings
- Add items to the ticket using the "+" button
- In the Shipping field, click "+" to create a new shipping record
- The Ship Ticket is now linked to the Shipping record
Note: Creating from a Ship Ticket allows you to manage the Work, Pick, Pack workflow before pushing items to the shipping manifest. Requires permission: New Shipments (ID #518)
Shipment status updates reflect the progress through the shipping workflow from New to Shipped.
- Navigate to Materials → Shipping
- Click the shipment you want to update
- Locate the Stage field in the edit card
- Select the appropriate stage (New, Working, Approved for Shipping, In Transit, Shipped)
- Click Save to update the status
Tip: Changing a shipment to "In Transit" indicates it has been picked up by the carrier. Changing to "Shipped" marks it as delivered and may trigger accounting entries if configured in Company Preferences.
Marking a shipment as completed confirms delivery and finalizes the shipping record for accounting purposes.
- Navigate to Materials → Shipping
- Click the shipment to open it
- Change the Stage to Shipped
- Verify all manifest items are marked complete in the Manifest mode
- Check the Complete checkbox
- Click Save
Note: Completing a shipment may trigger automatic journal entry creation if configured in Company Preferences. This posts shipping costs to your accounting system.
Manifest Management
Items are added to the shipping manifest by pushing them from a Ship Ticket (Work Ticket). You cannot manually add items directly in the Manifest mode.
- Create or open a Ship Ticket linked to your shipping record
- In the Ship Ticket, navigate to Items mode
- Add items using the "+" button (Manual Entry, Product/Service, Inventory, Material, or Jobsite)
- Mark items as Work, Pick, and Pack as they are prepared
- Click Push Items to Manifest to automatically complete all items and transfer them to the shipping manifest
- Open the Shipping record and view Manifest mode to verify items were added
Important: Items must exist in Inventory to be properly manifested. If you push items that are not in inventory, they will not appear in the manifest. Verify inventory exists before pushing items.
The "Push Items to Manifest" feature automatically completes all ship ticket items and transfers them to the related shipping record's manifest in a single action.
When you click Push Items to Manifest:
- All items in the Ship Ticket are marked as complete (Work, Pick, Pack checkboxes are checked)
- Items are validated against Inventory to ensure they exist
- Valid items are transferred to the Shipping record's Manifest mode
- The manifest is now ready for parcel creation and carrier shipping
Note: This feature requires the Push Items to Manifest (Tickets) permission (ID #1571). If you don't see this option, contact your system administrator.
The Manifest mode displays completion status for each item, allowing you to track shipping progress and verify all items are processed.
- Navigate to Materials → Shipping
- Click the shipping record to open it
- Click Manifest mode
- Review the Complete column to see which items are marked complete
- Use the Sort dropdown and select Complete to group incomplete items together
Mark Items Complete
- Individual Items: Click the item and check the Complete checkbox
- All Items: Click the "⚙️" icon and select Mark All Complete (requires permission ID #1591)
Parcel & Label Management
Parcels are created in the Parcels mode using EasyPost integration to get real-time carrier rates and generate shipping labels.
- Navigate to Materials → Shipping
- Click the shipping record to open it
- Click Parcels mode (requires permission ID #1366)
- Click the "+" button to create a new parcel
- Enter parcel details: weight, dimensions (length, width, height), and select Carrier
- Review the Rate provided by the carrier
- Click Purchase to buy the shipping label
- The Tracking ID and Label will be generated
- Click the Print Button to print the shipping label
Tip: Verify the Ship From and Ship To addresses are correct before creating parcels. EasyPost uses these addresses to calculate accurate shipping rates.
Parcel tracking information is displayed in the Parcels mode, showing carrier status updates and tracking numbers.
- Navigate to Materials → Shipping
- Click the shipping record
- Click Parcels mode
- Review the Shipping Status column (e.g., Purchased, In Transit, Delivered)
- Click a parcel to view detailed tracking information in the right panel
- Copy the Tracking ID to track the parcel on the carrier's website
Note: Shipping status updates are provided by the carrier through EasyPost integration. Click the "↻" button to refresh and get the latest tracking updates from the carrier.
Ship Ticket Integration
A Ship Ticket is a Work Ticket with the "Ship Ticket" feature enabled. It serves as the preparation workspace before items are pushed to the shipping manifest.
- Navigate to Tickets → Tickets
- Click the "+" button to create a new Work Ticket (requires permission ID #837)
- In the ticket edit card, enable the Ship Ticket feature
- Select the associated Job/Contract if applicable
- Add items to the ticket using the "+" button (Inventory, Product/Service, Material, etc.)
- In the Shipping field, click "+" to create a new shipping record
- The Ship Ticket is now linked to a Shipping record and ready for item preparation
The Work, Pick, Pack workflow tracks the progress of items through your warehouse shipping preparation process.
Workflow Stages
| Work | Check this box when the item has been worked on or prepared for shipping (e.g., assembled, configured, tested) |
| Pick | Check this box when the item has been picked from inventory and allocated to this shipment |
| Pack | Check this box when the item has been packed into containers and is ready for carrier pickup |
Using the Workflow
- Open the Ship Ticket and navigate to Items mode
- As warehouse staff prepare items, check the appropriate boxes (Work, Pick, Pack)
- Monitor progress by viewing which items have all three boxes checked
- When all items are ready, use Push Items to Manifest to transfer to shipping
Tip: You can use the "⚙️" icon and select Mark All Complete to automatically check all Work, Pick, Pack boxes for all items if your workflow doesn't require tracking individual stages.
Configuration & Administration
Access to the Shipping module is controlled by user permissions. If you cannot see or access this module:
- Contact your system administrator
- Request the Module Access (Shipping) permission (ID #1549)
- Once granted, you'll find the module in the Materials workflow
Note: Administrators can manage permissions in Settings → Users / Access → select user → Access tab.
The ability to delete shipping records requires a specific security permission. If you cannot perform this action:
- Contact your system administrator
- Request the Delete Shipments permission (ID #997)
- This permission is found in the Shipping section of user access settings
The Parcels mode requires a specific security permission to view and create parcels with shipping labels.
- Contact your system administrator
- Request the Mode Access to Parcels permission (ID #1366)
- This permission enables parcel creation and label printing using EasyPost integration
Note: EasyPost integration must also be configured in Company Preferences for parcel label printing to function. Contact your administrator if you need this feature enabled.
Modifying shipping record details (Origin, Destination, Carrier, etc.) requires the edit card permission.
- Contact your system administrator
- Request the Modify Shipping Edit Card permission (ID #1397)
- This permission allows editing of shipping record fields in the edit card