๐Ÿ“ฆ Shipment Management

๐ŸŒŸ 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.

๐Ÿ—๏ธ Shipment Structure

๐Ÿ“ 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

๐Ÿ“‹ 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

โš™๏ธ How Shipments Work

1๏ธโƒฃ Creating a Shipment

When you create a new shipment:

๐ŸŽฏ Auto-Generated Shipment Number

  • System creates unique number: RCP-00000001, RCP-00000002, etc.

  • Cannot be modified once created

  • Follows sequential numbering pattern

๐Ÿ“‹ Required Information

  • Status is automatically set to "Packing"

  • User is automatically assigned to creator

  • Creation timestamp is recorded

โž• Adding Items

  • Select products from your catalog

  • Enter quantity to ship

  • System validates stock availability

  • Automatic stock holding on FIFO basis

2๏ธโƒฃ What Happens When Shipment is Created

The system automatically:

๐Ÿ“ฆ Creates Shipment Records

  • Stores shipment header information

  • Creates individual shipment items

  • Links items to the shipment

๐Ÿ”’ Holds Stock Inventory

  • Validates sufficient stock availability

  • Holds required quantities using FIFO method

  • Updates stock on_hold quantities

  • Prevents overselling

๐Ÿ“ˆ Updates Stock Ledger

  • Records stock reservation transactions

  • Maintains complete audit trail

  • Tracks warehouse and bin locations

  • Documents user responsibility

๐Ÿ’พ 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๏ธโƒฃ Stock Validation Process

๐Ÿ” Availability Check

For each requested item:
โ”œโ”€โ”€ ๐Ÿ“ฆ Find Product in stock
โ”œโ”€โ”€ ๐Ÿ” Query available stock (quantity - on_hold > 0)
โ”œโ”€โ”€ ๐Ÿ“Š Calculate total available across all stock
โ”œโ”€โ”€ โœ… Validate sufficient stock exists
โ””โ”€โ”€ ๐Ÿ”’ Hold required quantities (oldest stock first)

โš ๏ธ Insufficient Stock Handling

  • System throws validation error

  • Displays exact shortfall amounts

  • Prevents shipment creation

  • Shows product name and availability

4๏ธโƒฃ Shipment Processing

๐Ÿšš 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

๐Ÿ”„ Shipment Status Flow

โณ 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

๐Ÿ“ฆ Shipped

  • Final status after processing

  • Stock quantities are deducted

  • Shipment cannot be modified

  • Complete audit trail maintained

๐Ÿ“ฑ Shipment Pages

๐Ÿ“‹ Shipment List Page

๐Ÿ‘€ 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)

๐Ÿ”ง Available Actions:

  • Mark as Shipped: Process the shipment

  • View Details: Complete shipment information

๐Ÿ“„ Shipment Detail Page

๐Ÿ‘€ 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

๐Ÿ”ง Actions Available:

  • Mark as shipped (if pending)

  • View related stock movements

  • Print shipment documentation

๐Ÿ“ Creating a Shipment - Step by Step

Step 1: ๐Ÿ“‹ 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: โž• Add Items

  • Select products from dropdown

  • Enter quantity to ship

  • System validates stock availability

  • Repeat for all products needed

Step 3: โœ… 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: ๐Ÿšš Process Shipment

  • Click "Mark as Shipped" when ready

  • Stock quantities are deducted

  • Shipment status updates to "Shipped"

  • Final ledger entries created

โญ Key Features

๐Ÿ”ข Automatic Numbering

  • Sequential shipment numbers (RCP-00000001, RCP-00000002...)

  • No duplicates possible

  • Cannot be manually changed

  • Consistent formatting

๐Ÿ“Š Stock Integration

  • Real-time stock validation

  • Automatic stock holding (FIFO basis)

  • Prevents overselling

  • Complete audit trail

๐Ÿ”’ Stock Holding System

  • Holds stock when shipment created

  • Prevents other transactions from using held stock

  • Releases stock when shipment processed

  • Maintains data integrity

๐Ÿ‘ฅ User Tracking

  • Every shipment assigned to creator

  • Provides accountability

  • Tracks who shipped what inventory

  • Audit trail maintenance

๐Ÿ“ Business Rules

โ— Required Fields

  • Shipment number (auto-generated)

  • Status (defaults to "Pending")

  • User (automatically assigned)

  • At least one shipment item

๐Ÿ“ฆ Item Requirements

  • Must select valid product

  • Quantity must be positive number

  • Sufficient stock must be available

  • Cannot exceed available quantities

โœ… Validation Rules

  • Shipment numbers must be unique

  • Stock availability validated before creation

  • Cannot modify shipped shipments

  • Only authorized users can create/edit shipments

๐Ÿ”— Integration with Other Modules

๐Ÿ›๏ธ Product Catalog

  • Shipments pull product information from catalog

  • Validates product existence

  • Ensures only active products can be shipped

๐Ÿ“ฆ Stock Management

  • Real-time stock validation

  • Automatic stock holding and release

  • Updates inventory levels

  • Tracks stock movements

๐Ÿ‘ค User Management

  • Integrates with user permissions

  • Tracks user responsibility

  • Controls access based on roles

๐Ÿ“Š Ledger System

  • Complete audit trail

  • Transaction recording

  • Balance tracking

  • Warehouse and bin location tracking

๐Ÿ” Data Security

๐Ÿ›ก๏ธ Access Control

  • Users need proper permissions to create shipments

  • Role-based access to different functions

  • Audit trail for all changes

๐Ÿ”’ Data Integrity

  • Database transactions ensure consistency

  • Validation prevents invalid data entry

  • Stock holding prevents overselling

  • Complete audit trail maintenance

๐Ÿ’ผ Common Use Cases

๐ŸŒ… Daily Operations

  • Processing customer orders

  • Transferring stock between locations

  • Fulfilling sales orders

  • Managing outbound logistics

๐Ÿ“Š Inventory Management

  • Preventing overselling

  • Tracking stock movements

  • Maintaining accurate inventory levels

  • Audit trail compliance

๐Ÿ“ˆ Business Intelligence

  • Shipment volume tracking

  • User performance monitoring

  • Stock turnover analysis

  • Operational efficiency metrics

๐Ÿšจ Error Handling

โš ๏ธ Insufficient Stock

  • Clear error messages with exact shortfall

  • Product name and availability shown

  • Prevents shipment creation

  • Suggests available quantities

๐Ÿ”„ Transaction Failures

  • Complete rollback on any error

  • Data integrity maintained

  • User informed of failure reason

  • No partial updates

๐Ÿ”ฎ Best Practices

๐Ÿ“‹ Workflow Management

  • Create shipments as orders are received

  • Verify stock availability before committing

  • Process shipments promptly to free held stock

  • Maintain accurate product catalogs

๐Ÿ“Š Stock Management

  • Regular stock audits

  • Monitor held stock quantities

  • Process shipments in timely manner

  • Maintain proper warehouse organization

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