In this module you can review and manage Transport organization documents. A transport organization document collects the shipments handed over to a carrier (a courier service or a logistics company): it records, address by address, which parcel goes where, and produces the parcel labels and the manifest for it. The list shows all documents in one place and is the starting point for searching, opening, closing, deleting, downloading and printing.
The possible statuses of Transport organization documents are: Draft, Closed, Cancellation, Cancelled — a new document always starts as a Draft; the actions available in each status are summarized in the Frequently asked questions section.
Click Main menu / Transport / Transport organization / List to open the list of transport organization documents. At the top of the page you find the Actions, Search, View and layout and Additional functions tabs, below them the table of documents, and at the bottom the preview window of the selected document.
On the Search tab you can use the following fields — you can fill in several at once:
Start the search with the Search button. The Expand button is inactive in this list, so there is no extended search.
The buttons of the Actions tab:
The Close and Delete buttons can be clicked on a selected row even if the status of the document is not suitable — in that case the system shows an error message that the action cannot be performed in that status.
The Download menu has two groups: the List operation group exports the list, while the Document operation group and the items below it refer to the selected document.
You will not find a CSV export in the list; CSV is available on the edit page of the document, in the Download menu (see: Transport organization document).
The items of the Print menu:
In the window shown before the PDF, the PDF preview and the Document printout you can choose the language and the template. Here the term “closed” covers not only the Closed status but also Cancellation and Cancelled: the actions of a closed document are available for these as well.
On the View and layout tab you find the following buttons:
These settings are saved per user, so they are kept the next time you sign in.
In the preview window below the list you can see the data of the selected row without opening the document. While no row is selected, the panel is empty. It has two tabs: the Items tab shows the addresses and parcel labels of the document, and the Related documents tab shows the other documents linked to it. Editing is always done in the opened document.
On the Additional functions tab you can view the Sent items, send a New email (using the External mail client or the Internal mail client), create a New task, and open CRM for the selected document.
You do not have to wait for the document to be closed to get the parcel labels: Print / Parcel labels works for a Draft document too, while PDF, Manifest and the Document printout work only after closing. If you filter by status and direction together, you can quickly find, for example, all outgoing freights that are not closed yet.
The search fields and their meaning:
| Field / Element | Required | Description |
|---|---|---|
| Partner company name | The name of the logistics/carrier company recorded on the document. | |
| Document number | The identifier of the document. | |
| Parcel number | The number of a parcel label on the document; the result is the freight that contains the parcel. | |
| Direction | Filter for Outgoing or Incoming documents. | |
| Status | Multi-select field: Draft, Closed, Cancellation, Cancelled. |
The default columns of the list and their meaning:
| Field / Column | Required | Description |
|---|---|---|
| Document number | The unique identifier of the transport organization document (e.g. FUV000064/2026). | |
| Document date | The date the document was created. | |
| Performance date | The date of performance of the freight. | |
| Direction | The direction of the freight: Outgoing or Incoming. | |
| Partner company name | The name of the logistics/carrier company (courier service) recorded on the document. | |
| Partner contact person | The contact person of the carrier company. | |
| Colleague | The name of the colleague who recorded the document. | |
| Number of addresses | The number of addresses (items) on the document. | |
| Status | The current status of the document (Draft, Closed, Cancellation, Cancelled). |
The set of visible columns can be customized under View and layout / Columns — the list above shows the default view.
The items of a transport organization document are not products but addresses and parcel labels. The columns of the Items tab of the preview window (item fields):
| Field / Column | Required | Description |
|---|---|---|
| Parcel label | The number of the parcel label belonging to the address; the label can be created on the document. | |
| Partner company name | The name of the recipient or pickup company. | |
| Partner contact person | The contact person of the recipient company. | |
| Partner address | The delivery or pickup address. | |
| Comment | Free-text comment for the given address. |
The columns of the Related documents tab of the preview window: Document number, Document date, Document type and Issuing employee.
Only a Draft document can be closed, and only a Draft or Closed document can be deleted. Cancellation and Cancelled documents can be neither closed nor deleted. The buttons can always be clicked on a selected row; the system tells you in the error message if the action is not allowed in the given status.
Draft: a new, still editable document; it can be closed and deleted. Closed: the finalized document; it cannot be edited but it can be deleted. Cancellation and Cancelled: the statuses of cancellation; such a document can no longer be closed or deleted. PDF, Manifest and the Document printout are available in every status after Draft.
These actions are available only for a closed document. In Draft status you can still use PDF preview, XLSX items and the Parcel labels printout. Once you close the document, the grey items become active too. Without a selected row none of the document actions can be used.
There is no CSV option in the list: here you can download in XLSX and PDF format. CSV is available on the edit page of the document, in the Download menu, for a closed document.
The Direction field shows whether the freight covers shipments leaving your company towards partners (Outgoing) or arriving at your company from partners (Incoming). The direction is mandatory in the header of the document, and you can filter by it in the list.
The Partner company name is the name of the logistics/carrier company (for example a courier service) recorded on the document, and the Partner contact person is the contact person of that company. The delivery addresses (the actual recipients) are among the items of the document.
The panel loads only for a selected row. If a document is selected but the Items tab is empty, you have not added an address and parcel label to the document yet.
The module appears in the menu only if it is assigned to your user. If it is missing, ask the administrator of your company to check the module assignment of your user.
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