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

4. Related Topics

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