Record shipments and send delivery information

Record each dispatch in the Supplier Portal so the buyer can see which goods you shipped and the delivery details for that batch. You can send part of an order now and record the rest later.

Open the purchase order link shared by the buyer. The order must have agreed terms and visible shipment controls. If it is still Awaiting Response or Under Review, first complete the response and review process.

Check the order before dispatch

Confirm the purchase order number, Ship to destination and item units. Review existing shipments before adding another batch. Each shipment should represent goods actually dispatched, not a planned shipment, a carrier delivery update or a duplicate attempt to save the same dispatch.

The shipment table shows Committed, Shipped and Qty to Ship. The quantity field initially contains the remaining quantity for that line. Always review it before confirming a partial dispatch.

Record the first or next shipment

Select the checkbox beside each product included in this dispatch. Leave products travelling in another batch unselected.
Enter Qty to Ship in the displayed unit. Use a positive whole-number quantity no greater than the outstanding quantity. If your order requires fractional units that the form cannot accept, contact the buyer before recording a different quantity.
In Shipment Details, search for and select the Carrier. If necessary, choose Add custom carrier and enter Custom Carrier Name.
Enter the Tracking Number, Ship Date, Est. Delivery and any Notes you have. Use the details for this dispatch. An estimated delivery date remains an estimate.
Review the selected lines and quantities again, then select Confirm Shipment. The button may include the number of selected lines. On a phone, the bottom Confirm Shipment button opens the shipment details panel; complete the details and confirm there.
After the page refreshes, expand the new Shipment # entry in Shipments. Check its products, Qty Shipped, UoM, carrier, tracking and dates against your dispatch record.

The buyer now has a shipment record to use when receiving the delivery. This action does not record stock as received at the buyer's warehouse, approve an invoice or record payment.

Example: 48 each now, 24 each later

Northwind Packaging has committed to 72 each of Kraft mailer (MAILER-KR6), equivalent to 3 cases of 24 each.

For the first dispatch, select the row and change the prefilled Qty to Ship from 72 to 48, using the row's EA unit. Confirm the shipment and verify that its entry shows 48 each. The order should show Partially Shipped while ordinary ordered quantities remain outstanding, unless the header is displaying a carrier-delivery status.

When the final 24 each leave, use Record Follow-up Shipment. Check that the already shipped quantity is 48 each and the remaining quantity is 24 each, then record 24 for the new batch. Use that batch's own tracking details. Do not enter 72 again: this form records the quantity in the new dispatch, not a cumulative total.

If the remaining quantity is wrong or the follow-up section is unexpectedly absent, stop and compare the shipment history with the buyer before adding work elsewhere.

To attach a packing slip, expand Document Uploads, select Packing Slip under File Type, then upload the file. PDF, PNG, JPG, CSV and XLSX are accepted, up to 10 MB per file. Upload one file at a time and check it appears. These attachments belong to the order, so use clear filenames and shipment notes to identify the batch. An upload does not confirm a shipment.

In the Shipments section, select Print Shipping Label to open the 4 × 6 inch PDF. It contains the purchase order reference, a scannable code, the destination and available tracking details. Inspect it before printing and attaching it to the goods.

This is a purchase order identification label. Arrange carrier postage through your usual shipping process. The label uses order-level quantities and the latest available tracking details; it is not a separate packing list for each partial shipment. Include a packing slip that states the contents of the actual package or batch. If the destination is missing or the label cannot be generated, ask the buyer to correct the order's shipping instructions.

For a copy of the purchase order itself, use Export and choose Download PDF, Download Excel or Download CSV in the page header.

Understand tracking and delivery

Shipment entries show the available shipment or tracking status. The order header can show Delivered when all recorded shipments have carrier-confirmed delivery, including when more ordered goods still need dispatching. Check the outstanding quantities as well as the header.

Carrier delivery, the buyer's receipt and invoice payment are separate records. The buyer records the goods that physically arrived and handles any shortage, rejection or discrepancy. For replacement goods requested through a dispute, use the replacement response so the new shipment is associated with that issue.

Recover an uncertain confirmation

If the portal reports an unresolved shipment, preserve the current browser session and follow the recovery controls:

Select Refresh shipment history when offered. Compare recorded quantities, tracking and dates with the dispatch you attempted.
If that shipment is already recorded, do not create another shipment for it. Use Discard when available to clear the unresolved attempt after checking the saved result; this does not delete the recorded shipment.
If it was not recorded and Retry same shipment is available, use that button to resend the same saved shipment details.
Use Discard to abandon an unsaved attempt only after checking the outcome. Then enter a different shipment if required.

If history cannot be refreshed reliably, do not assume an empty list means nothing was saved. Contact the buyer with the order number, dispatch quantities, tracking reference and attempt time. Correcting a confirmed shipment also requires buyer follow-up; recording another positive shipment will not undo the first one.