Document Management

Document Management (Documents Tab)

Document Management is a unified feature across Booking/Order and Shipment/Job doctypes that provides centralized document tracking, compliance monitoring, and overdue alerts. Documents are managed via the Documents tab on each supported doctype.

The Documents tab shows a checklist of required documents (Commercial Invoice, Packing List, Bill of Lading, Air Waybill, etc.) with status, date required, date received, and attachments. Document requirements are driven by Document List Templates configured per product type and context. Document rows are stored in the Job Document child table; each row links to a Logistics Document Type and tracks status, dates, attachments, and verification.

To access document configuration, go to:

Home > Logistics > Document List Template (setup)

1. Prerequisites

Before using the Documents tab, it is advised to set up the following:

• Logistics Document Type – Master list of document types (CI, PL, BL, AWB, etc.)
• Document List Template – Defines which documents are required for each product (Air Export, Sea Import FCL, Transport Job, etc.)

2. How to Use the Documents Tab

1. Open a supported document (e.g., Air Shipment, Sea Booking, Transport Job, Warehouse Job, Declaration).
2. Go to the Documents tab.
3. Click Populate from Template to load document requirements based on the product type, direction, and entry type.
4. For each document row:
   • Status – Pending, Uploaded, Done, Received, Verified, Overdue, Expired
   • Date Required – When the document must be available (calculated from ETD/ETA/Booking Date or manual)
   • Attachment – Upload the document file
   • Date Received – When the document was received

2.1 Document List Template

Document List Templates define which documents are required for each context:

• Product Type – Air Freight, Sea Freight, Transport, Customs, Warehousing, General
• Applies To – Booking, Shipment/Job, Both
• Direction – Import, Export, Domestic, All
• Entry Type – Direct, Transit, Transshipment, All

Each template has Document List Template Items specifying: Document Type, sequence, mandatory flag, date required basis (ETD, ETA, Booking Date, Job Date, Manual), days offset, and status flow.

3. Features

3.1 Dashboard Alerts

For doctypes with a Dashboard tab (Air Shipment, Sea Shipment, Warehouse Job, Transport Job), document alerts are shown:

• Missing Documents – Required documents not yet uploaded
• Overdue Documents – Documents past the date required
• Expiring Soon – Documents with expiry date within the next 7 days

On customs-related documents, dashboard-style alert cards may also surface permit and exemption counts (distinct styling) when those workflows are in use.

3.2 Date Required Calculation

• ETD – date_required = ETD + days_offset (e.g., -3 = 3 days before ETD)
• ETA – date_required = ETA + days_offset
• Booking Date – date_required = booking_date + days_offset
• Job Date – date_required = job date + days_offset
• Manual – User enters date_required

3.3 Supported Doctypes

Bookings/Orders: Air Booking, Sea Booking, Transport Order, Declaration Order, Inbound Order, Release Order, Transfer Order

Shipments/Jobs: Air Shipment, Sea Shipment, Sea Consolidation, Transport Job, Warehouse Job, General Job, Declaration, Special Project

Complete field reference

All fields from DocTypes Job Document, Document List Template (subsections below) and their nested child tables, in form order. Columns: Label (field name), Type, Description.

Job Document

Label (Field name)	Type	Description
Document Type (document_type)	Link	Purpose: Creates a controlled reference to Logistics Document Type so party, place, item, or document data stays consistent for reporting and integrations. What to enter: Type to search or click the link icon; select an existing Logistics Document Type. Create the master first if it does not exist.
Document Name (document_name)	Data	Purpose: Short free-text for codes, references, or labels that are not master-linked. What to enter: Type the value as it should appear on print/PDF (no line breaks). Behaviour: Auto-filled from document_type.document_name when the link/source changes — verify after edits.
Document Number (document_number)	Data	Purpose: Short free-text for codes, references, or labels that are not master-linked. What to enter: Type the value as it should appear on print/PDF (no line breaks).
Status (status)	Select	Purpose: Constrains input to predefined values (compliance, mode, status, or internal classification). What to enter: Pick exactly one value from the list: Pending, Uploaded, Done, Received, Verified, Overdue, Expired, Rejected. Behaviour: Read-only here — value comes from calculation, another field, or workflow.
column_break_1	Column Break	Purpose: Continues the current row in a second column (standard ERP two-column layout). What to enter: No data — layout only.
Date Required (date_required)	Date	Purpose: Calendar date for the business event described by the label. What to enter: Choose the date from the picker; must reflect operational truth.
Date Received (date_received)	Date	Purpose: Calendar date for the business event described by the label. What to enter: Choose the date from the picker; must reflect operational truth.
Date Verified (date_verified)	Date	Purpose: Calendar date for the business event described by the label. What to enter: Choose the date from the picker; must reflect operational truth.
Expiry Date (expiry_date)	Date	Purpose: Calendar date for the business event described by the label. What to enter: Choose the date from the picker; must reflect operational truth.
Attachment (attachment_section)	Section Break	Purpose: Visual grouping and optional heading for the fields that follow (improves long freight forms). What to enter: No data — informational layout only.
Attachment (attachment)	Attach	Purpose: Stores evidence: B/L, AWB, permits, POD scans, certificates. What to enter: Upload PDF/image from disk or drag-and-drop; use clear filenames; respect max size limits.
column_break_attachment	Column Break	Purpose: Continues the current row in a second column (standard ERP two-column layout). What to enter: No data — layout only.
Required (is_required)	Check	Purpose: Boolean flag that drives validation, billing, DG handling, or UI (depending on the field label). What to enter: Tick Yes / enabled, untick No / disabled.
Verified (is_verified)	Check	Purpose: Boolean flag that drives validation, billing, DG handling, or UI (depending on the field label). What to enter: Tick Yes / enabled, untick No / disabled.
Verified By (verified_by)	Link	Purpose: Creates a controlled reference to User so party, place, item, or document data stays consistent for reporting and integrations. What to enter: Type to search or click the link icon; select an existing User. Create the master first if it does not exist. Behaviour: Read-only here — value comes from calculation, another field, or workflow.
Issued By (issued_by)	Data	Purpose: Short free-text for codes, references, or labels that are not master-linked. What to enter: Type the value as it should appear on print/PDF (no line breaks).
Overdue Days (overdue_days)	Int	Purpose: Whole-day offset or SLA duration (e.g. days before ETD, processing days). What to enter: Integer only (no decimals); sign follows your process (negative = before event). Behaviour: Read-only here — value comes from calculation, another field, or workflow.
Notes (notes_section)	Section Break	Purpose: Visual grouping and optional heading for the fields that follow (improves long freight forms). What to enter: No data — informational layout only.
Notes (notes)	Small Text	Purpose: Short note or identifier where a full Text field is not needed. What to enter: One line of text; keep it brief for list views.
column_break_meta	Column Break	Purpose: Continues the current row in a second column (standard ERP two-column layout). What to enter: No data — layout only.
Source (source)	Select	Purpose: Constrains input to predefined values (compliance, mode, status, or internal classification). What to enter: Pick exactly one value from the list: Manual, Fetched. Behaviour: Read-only here — value comes from calculation, another field, or workflow.
Created At (created_at)	Datetime	Purpose: Exact timestamp for events, SLAs, or audit (more precise than Date alone). What to enter: Pick date and time; use the time zone your process expects (often local site). Behaviour: Read-only here — value comes from calculation, another field, or workflow.

Document List Template

Label (Field name)	Type	Description
Template Name (template_name)	Data	Purpose: Short free-text for codes, references, or labels that are not master-linked. What to enter: Type the value as it should appear on print/PDF (no line breaks).
Product Type (product_type)	Select	Purpose: Constrains input to predefined values (compliance, mode, status, or internal classification). What to enter: Pick exactly one value from the list: Air Freight, Sea Freight, Transport, Customs, Warehousing, Special Projects, General.
Applies To (applies_to)	Select	Purpose: Constrains input to predefined values (compliance, mode, status, or internal classification). What to enter: Pick exactly one value from the list: Booking, Shipment/Job, Both.
column_break_1	Column Break	Purpose: Continues the current row in a second column (standard ERP two-column layout). What to enter: No data — layout only.
Direction (direction)	Select	Purpose: Constrains input to predefined values (compliance, mode, status, or internal classification). What to enter: Pick exactly one value from the list: Import, Export, Domestic, All.
Entry Type (entry_type)	Select	Purpose: Constrains input to predefined values (compliance, mode, status, or internal classification). What to enter: Pick exactly one value from the list: Direct, Transit, Transshipment, ATA Carnet, All.
Default Template (is_default)	Check	Purpose: Boolean flag that drives validation, billing, DG handling, or UI (depending on the field label). What to enter: Tick Yes / enabled, untick No / disabled.
Description (section_break_desc)	Section Break	Purpose: Visual grouping and optional heading for the fields that follow (improves long freight forms). What to enter: No data — informational layout only.
Description (description)	Small Text	Purpose: Short note or identifier where a full Text field is not needed. What to enter: One line of text; keep it brief for list views.
Document Requirements (documents_section)	Section Break	Purpose: Visual grouping and optional heading for the fields that follow (improves long freight forms). What to enter: No data — informational layout only.
Documents (documents)	Table	Purpose: Stores repeating Document List Template Item lines (child records) such as packages, charges, legs, or documents. What to enter: Use Add row, fill each line, and remove rows you do not need. Save the parent to persist child rows.

Child table: Document List Template Item (field documents on parent)

Label (Field name)	Type	Description
Document Type (document_type)	Link	Purpose: Creates a controlled reference to Logistics Document Type so party, place, item, or document data stays consistent for reporting and integrations. What to enter: Type to search or click the link icon; select an existing Logistics Document Type. Create the master first if it does not exist.
Sequence (sequence)	Int	Purpose: Sort order or sequence number for lists and templates. What to enter: Whole number; lower usually appears first unless the form states otherwise.
Mandatory (is_mandatory)	Check	Purpose: Boolean flag that drives validation, billing, DG handling, or UI (depending on the field label). What to enter: Tick Yes / enabled, untick No / disabled.
column_break_1	Column Break	Purpose: Continues the current row in a second column (standard ERP two-column layout). What to enter: No data — layout only.
Date Required Basis (date_required_basis)	Select	Purpose: Constrains input to predefined values (compliance, mode, status, or internal classification). What to enter: Pick exactly one value from the list: ETD, ETA, Booking Date, Job Date, Manual, None.
Days Offset (days_offset)	Int	From definition: Negative = before basis date, Positive = after Purpose: Whole-day offset or SLA duration (e.g. days before ETD, processing days). What to enter: Integer only (no decimals); sign follows your process (negative = before event).
Allow Early Upload (allow_early_upload)	Check	Purpose: Boolean flag that drives validation, billing, DG handling, or UI (depending on the field label). What to enter: Tick Yes / enabled, untick No / disabled.
Description (section_break_desc)	Section Break	Purpose: Visual grouping and optional heading for the fields that follow (improves long freight forms). What to enter: No data — informational layout only.
Description (description)	Small Text	Purpose: Short note or identifier where a full Text field is not needed. What to enter: One line of text; keep it brief for list views.

4. Related Topics

• Sea Shipment
• Air Shipment
• Transport Job
• Warehouse Job
• Milestone Tracking