# Record a shipment

Sending a packed repair, with the carrier, the cost and the tracking number the customer is going to ask for.

A shipment is raised against packages, so the equipment has to be boxed and recorded before you can send it. Once it is, this form is where the carrier, the cost and the tracking number are captured.

> **Before you start:**
>
> A saved package holding the repaired equipment, and the carrier's booking details to hand.

## Highlights

- **Pack first.** The packages field cannot be filled until there is a package.
- **Customer, order, packages, number, date and carrier** are all required.
- **Tracking is optional and should not be.** It is the field the customer wants.
- **A notification can go out on save**, and it is turned on by default.
- **The already-delivered checkbox** is for recording something after the fact.

## Fill in the form

![The Create Shipment screen with a breadcrumb reading Inventory, Shipments, Create. A Shipment Source section holds required Customer, Sales Order and Packages pickers, with the Packages picker greyed out and reading Select a sales order first. A Shipment Details section holds a required Shipment Order number prefilled SHP-00037, a required Ship Date of 07/09/2026, a required Carrier picker, a Shipping Charges field in GBP, a Tracking number field and a Tracking URL field. A Delivery Status section holds an unticked checkbox reading Shipment already delivered and a ticked checkbox reading Send status notification. An Additional Information section below holds a Notes box. The footer holds Attachments, Cancel and Save Shipment.](https://www.sorviai.com/help/repairs/inventory/shipment-create.png)

*The form. Nothing can be chosen in the packages field until the source above it is set.*

- **Go to Shipments and select the Shipment button**
- **Choose the customer and the source document**

  The packages field stays greyed out until the source above it is chosen, which is what tells it which packages to offer.
- **Select the packages going in this shipment**

  One collection can take several boxes. Choose all of them, so the record matches what the driver takes away.
- **Set the ship date and the carrier**

  The carrier is a required field and includes the service level, so **overnight** and **two day** are separate choices rather than a note somebody remembers.
- **Enter the tracking number and the shipping charge**

  Both are technically optional. The tracking number is the single most useful thing on the record, and the charge is what makes an expensive return visible later.
- **Decide whether to notify the customer**

  **Send status notification** is ticked by default and tells them the equipment is on its way.
- **Add a note naming the repair**

  A line such as *Return delivery for repair ticket RPT-00063* is what lets somebody reading this shipment in six months know which job it closed.
- **Select Save Shipment**

> **Note:**
>
> **Recording something that has already gone**
>
> **Shipment already delivered** is for catching up: a machine collected from the counter by the customer, or a van run somebody forgot to record. Tick it and the shipment is created in its finished state rather than moving through in transit.

> **Warning:**
>
> **A shipment with no tracking number cannot be chased**
>
> Nothing enforces the field, and a shipment saved without it is a box you can only find by ringing the carrier and describing it. Enter it at the point of booking, while the courier's confirmation is still in front of you.