Shipping and Outbound Logistics

Shipping is the process of sending goods from your location to another facility. OpenBoxes helps you organize, pack, document, and track outbound shipments.

Overview

Shipping in OpenBoxes is tightly integrated with the stock movement workflow. After items are picked and packed, the shipping step finalizes the transaction, deducts stock from your inventory, and creates a record the destination can receive against.

Creating a Shipment

Shipments are typically created as part of a stock movement, but you can also create standalone shipments:

  1. Navigate to Shipping > Create Shipment
  2. Select the origin (your location) and destination
  3. Set the expected shipping date
  4. Choose a shipment type (air, sea, road, courier)
  5. Add items to the shipment

Most of the time, you will work with shipments that are generated automatically from stock movements during the fulfillment workflow.

Packing Containers

Before shipping, items need to be packed into containers. OpenBoxes supports a flexible container hierarchy:

Adding Containers

  1. Open the shipment and navigate to the Packing tab
  2. Click Add Container
  3. Select the container type:
    • Pallet — For large shipments on palletized loads
    • Box/Carton — Standard shipping boxes
    • Crate — For fragile or heavy items
    • Cooler — For cold chain products
  4. Enter container details (name/label, weight, dimensions)

Assigning Items to Containers

  1. Select a container
  2. Click Add Items
  3. Choose from the picked items that are ready to ship
  4. Enter the quantity going into this container
  5. Repeat until all items are assigned

Items can be split across multiple containers if needed. OpenBoxes tracks which items are in which container for accurate packing lists.

Tip: Label physical containers to match the names in OpenBoxes (e.g., "Box 1", "Box 2"). This makes verification at the destination much faster — receiving staff can check each container against its packing list individually.

Generating Packing Lists

Once packing is complete, generate documentation:

  1. From the shipment view, click Print Packing List
  2. The packing list includes:
    • Shipment reference number
    • Origin and destination details
    • Container-by-container breakdown of contents
    • Product names, lot numbers, quantities, and expiry dates
  3. Print copies for inclusion with the shipment and for your records

The packing list serves as the primary reference document for the destination when receiving the goods.

Tip: Always include a printed packing list inside each container and one with the overall shipment. If containers get separated during transit, each one can still be identified and received.

Sending the Shipment

When everything is packed and documented:

  1. Review the shipment summary for completeness
  2. Click Ship to finalize
  3. Enter the actual ship date
  4. Add tracking information if available (carrier, tracking number)
  5. Confirm the shipment

Once shipped:

  • Stock is deducted from your location's inventory
  • The shipment appears in the destination's inbound list
  • The stock movement status updates to Shipped

Tracking Shipments

After shipping, you can monitor shipments from Shipping > Shipments:

  • Status — Shipped, partially received, or fully received
  • Ship date and expected delivery date
  • Tracking number — Click to check carrier tracking (if configured)
  • Receiving status — Whether the destination has received the goods

Both the origin and destination locations can view the shipment status, providing transparency across the supply chain.

Shipment Types

OpenBoxes supports categorizing shipments by transport method:

Type Use Case
Road Truck deliveries between nearby facilities
Air Urgent or long-distance shipments
Sea Bulk international shipments
Courier Small packages via express carriers

Tracking shipment types helps with logistics planning and cost analysis.

Completing Shipments

A shipment is complete when the destination has received all items. The workflow is:

  1. Origin ships the goods (status: Shipped)
  2. Destination receives the goods (status: Received)
  3. Any discrepancies are noted and resolved
  4. The shipment is marked complete

If partial receiving occurs, the shipment stays in Partially Received status until all items are accounted for.

Best Practices

  • Pack before you ship — Do not skip the packing step; it creates essential documentation for the receiver
  • Record accurate weights and dimensions — This information is needed for freight planning and cost allocation
  • Ship the same day you pick — Picked items sitting on the dock create confusion and risk errors
  • Add tracking numbers — Even if your carrier does not offer online tracking, recording the vehicle or driver reference helps resolve "lost" shipments
  • Verify the shipment before sending — A quick final check catches errors that are expensive to fix after the truck leaves

Tip: For regular routes (e.g., weekly deliveries to the same clinics), create shipment templates. This standardizes your packing process and reduces setup time for routine shipments.