๐ฆ Shipment Management
๐ Overview
The Shipment Management system in Concord CRM enables businesses to efficiently track and manage outgoing inventory. When products need to be sent to customers or transferred to other locations, users can create shipments that automatically validate stock availability, hold inventory, and maintain detailed audit trails.
๐๏ธ Shipment Structure
๐ Basic Information
Shipment Number: Auto-generated unique identifier (Format: RCP-00000001)
User: Staff member responsible for creating the shipment
Status: Current state of the shipment (Packing by default)
Created Date: Timestamp when shipment was created
Shipped Date: Date when shipment was actually dispatched
๐ Shipment Items
Each shipment can contain multiple products with:
Product: Selected from your Stock
Quantity: Number of units to be shipped
Stock Allocation: Automatic assignment from available stock
โ๏ธ How Shipments Work
1๏ธโฃ Creating a Shipment
When you create a new shipment:

๐ฏ Auto-Generated Shipment Number
System creates unique number: RCP-00000001, RCP-00000002, etc.
Cannot be modified once created
Follows sequential numbering pattern
๐ Required Information
Status is automatically set to "Packing"
User is automatically assigned to creator
Creation timestamp is recorded
โ Adding Items
Select products from your catalog
Enter quantity to ship
System validates stock availability
Automatic stock holding on FIFO basis
2๏ธโฃ What Happens When Shipment is Created
The system automatically:
๐ฆ Creates Shipment Records
Stores shipment header information
Creates individual shipment items
Links items to the shipment
๐ Holds Stock Inventory
Validates sufficient stock availability
Holds required quantities using FIFO method
Updates stock
on_hold
quantitiesPrevents overselling
๐ Updates Stock Ledger
Records stock reservation transactions
Maintains complete audit trail
Tracks warehouse and bin locations
Documents user responsibility
๐พ Creates Supporting Records
Shipment Stock: Links shipment to specific stock entries
Shipment Item: Summarizes quantities by product
Stock Ledger: Audit trail of all movements
3๏ธโฃ Stock Validation Process
๐ Availability Check
For each requested item:
โโโ ๐ฆ Find Product in stock
โโโ ๐ Query available stock (quantity - on_hold > 0)
โโโ ๐ Calculate total available across all stock
โโโ โ
Validate sufficient stock exists
โโโ ๐ Hold required quantities (oldest stock first)
โ ๏ธ Insufficient Stock Handling

System throws validation error
Displays exact shortfall amounts
Prevents shipment creation
Shows product name and availability
4๏ธโฃ Shipment Processing
๐ Mark as Shipped Process When shipment is marked as shipped:
Releases held stock quantities
Deducts from actual stock levels
Updates shipment status to "Shipped"
Records shipped timestamp
Creates final ledger entries
๐ Shipment Status Flow
โณ Pending/Packing
Default status for new shipments
Stock is held but not yet deducted
Shipment can be modified or cancelled
Items are being prepared for dispatch
๐ฆ Shipped
Final status after processing
Stock quantities are deducted
Shipment cannot be modified
Complete audit trail maintained
๐ฑ Shipment Pages
๐ Shipment List Page

๐ What you see:
Shipment Number (clickable to view details)
Current status indicator
User who created the shipment
Creation date and time
Action buttons (View, Edit, Mark as Shipped)
๐ง Available Actions:
Mark as Shipped: Process the shipment
View Details: Complete shipment information
๐ Shipment Detail Page

๐ What you see:
Complete shipment information
Full breakdown of all items and quantities
Stock allocation details
Related stock movements
Creation and update history
User responsibility tracking
๐ง Actions Available:

Mark as shipped (if pending)
View related stock movements
Print shipment documentation
๐ Creating a Shipment - Step by Step
Step 1: ๐ Initialize Shipment
Go to Inventory โ Shipments
Click "Create Shipment"
Shipment number is generated automatically
Status is set to "Pending"
User is assigned automatically
Step 2: โ Add Items
Select products from dropdown
Enter quantity to ship
System validates stock availability
Repeat for all products needed
Step 3: โ
Review and Save
Review all items and quantities
Verify stock availability
Click "Save Shipment"
Stock is held automatically
Shipment is ready for processing
Step 4: ๐ Process Shipment
Click "Mark as Shipped" when ready
Stock quantities are deducted
Shipment status updates to "Shipped"
Final ledger entries created
โญ Key Features
๐ข Automatic Numbering
Sequential shipment numbers (RCP-00000001, RCP-00000002...)
No duplicates possible
Cannot be manually changed
Consistent formatting
๐ Stock Integration
Real-time stock validation
Automatic stock holding (FIFO basis)
Prevents overselling
Complete audit trail
๐ Stock Holding System
Holds stock when shipment created
Prevents other transactions from using held stock
Releases stock when shipment processed
Maintains data integrity
๐ฅ User Tracking
Every shipment assigned to creator
Provides accountability
Tracks who shipped what inventory
Audit trail maintenance
๐ Business Rules
โ Required Fields
Shipment number (auto-generated)
Status (defaults to "Pending")
User (automatically assigned)
At least one shipment item
๐ฆ Item Requirements
Must select valid product
Quantity must be positive number
Sufficient stock must be available
Cannot exceed available quantities
โ
Validation Rules
Shipment numbers must be unique
Stock availability validated before creation
Cannot modify shipped shipments
Only authorized users can create/edit shipments
๐ Integration with Other Modules
๐๏ธ Product Catalog
Shipments pull product information from catalog
Validates product existence
Ensures only active products can be shipped
๐ฆ Stock Management
Real-time stock validation
Automatic stock holding and release
Updates inventory levels
Tracks stock movements
๐ค User Management
Integrates with user permissions
Tracks user responsibility
Controls access based on roles
๐ Ledger System
Complete audit trail
Transaction recording
Balance tracking
Warehouse and bin location tracking
๐ Data Security
๐ก๏ธ Access Control
Users need proper permissions to create shipments
Role-based access to different functions
Audit trail for all changes
๐ Data Integrity
Database transactions ensure consistency
Validation prevents invalid data entry
Stock holding prevents overselling
Complete audit trail maintenance
๐ผ Common Use Cases
๐
Daily Operations
Processing customer orders
Transferring stock between locations
Fulfilling sales orders
Managing outbound logistics
๐ Inventory Management
Preventing overselling
Tracking stock movements
Maintaining accurate inventory levels
Audit trail compliance
๐ Business Intelligence
Shipment volume tracking
User performance monitoring
Stock turnover analysis
Operational efficiency metrics
๐จ Error Handling
โ ๏ธ Insufficient Stock
Clear error messages with exact shortfall
Product name and availability shown
Prevents shipment creation
Suggests available quantities
๐ Transaction Failures
Complete rollback on any error
Data integrity maintained
User informed of failure reason
No partial updates
๐ฎ Best Practices
๐ Workflow Management
Create shipments as orders are received
Verify stock availability before committing
Process shipments promptly to free held stock
Maintain accurate product catalogs
๐ Stock Management
Regular stock audits
Monitor held stock quantities
Process shipments in timely manner
Maintain proper warehouse organization
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