Shipments

What This Module Does

The Shipments module manages the full lifecycle of every package your company handles — from the moment it is booked until it is delivered, returned, or cancelled. It provides a 4-step creation wizard, automatic tracking number assignment, real-time status tracking with a defined state machine, PDF label generation with barcodes and QR codes, financial summaries, proof of delivery capture, customs declarations, and a complete activity log for every shipment.

This is the operational heart of Deprixa Plus. Every other module (Dispatch, Invoicing, Reports, Returns) connects to shipment records.

Who Uses It

Where to Find It

Navigate to Main → Shipments in the left sidebar menu. You can also access the shipment creation wizard from the + New Shipment button in the top navigation bar, available from any page in the application.

Screen Walkthrough

Shipments List Page

The main view shows a paginated, sortable, filterable table of all shipments. Key columns include tracking number, sender, receiver, status (color-coded badge), service type, weight, creation date, and action buttons.

Above the table, a filter bar lets you narrow results by status, service type, date range, client, assigned driver, and more. Active filters appear as dismissible badges. A search field supports partial tracking number and name lookups.

Shipment Detail Page

Click any tracking number to open the detail view. This page contains:

• Status timeline — visual progression through each status the shipment has passed through, with timestamps and user names
• Package details — weight, dimensions, content description, declared value, pieces count
• Financial summary — rate breakdown, payment status, linked invoice
• Attachments — uploaded photos, payment proof, or other documents
• Proof of delivery — signature capture, delivery photo, recipient name
• Customs declaration — HS codes, country of origin, commercial value (for international shipments)
• Return request link — initiate a return directly from the shipment detail
• Action buttons — Print Label, Download Invoice, Update Status, Edit, Delete

Step-by-Step: Creating a Shipment

Shipments are created through a 4-step wizard. Click + New Shipment to begin. The "Ship Now" button from the public rate calculator also lands on this wizard with pre-filled data.

1. 1

   Step 1: Sender and Receiver

   Enter contact and address details for both the sender (origin) and receiver (destination).

   Field	Description	Notes
   Name	Full name of sender/receiver	Required
   Company	Business name	Optional
   Phone	Phone number with country code selector	Required; country code auto-selects based on selected country
   Email	Email address	Used for tracking notifications
   Country	Country selection	Cascading: selecting a country loads its states
   State	State or province	Cascading: selecting a state loads its cities
   City	City	Cascading: populates after state selection
   Address	Street address	Google Places autocomplete enabled if configured
   Postal Code	ZIP or postal code	Optional depending on country

   Tip: Start typing a customer name in the search field to look up existing customers in the CRM. Selecting one auto-fills all address fields, saving time on repeat shipments.
2. 2

   Step 2: Packages

   Describe the physical package(s) being shipped. Multiple packages can be added to a single shipment.

   Field	Description
   Weight	Package weight in the configured unit (kg or lb)
   Length	Package length (L dimension)
   Width	Package width (W dimension)
   Height	Package height (H dimension)
   Declared Value	Monetary value for insurance and customs
   Content Description	What is inside the package (e.g., "Electronics", "Documents")
   Pieces Count	Number of individual items in this package

   Click Add Another Package to add multiple packages to the same shipment. Each package gets its own weight and dimension entry.

3. 3

   Step 3: Service and Rate

   The system auto-calculates shipping rates based on your configured Rate Cards and Zones. Available service options are displayed sorted by price.

   The rate breakdown shows each component:

   • Base charge
   • Weight charge (per kg/lb over the base threshold)
   • Fuel surcharge
   • Insurance (based on declared value)
   • Tax
   • Handling fees

   Select the desired service and rate option to proceed.

4. 4

   Step 4: Review and Create

   A summary of all entered details: sender, receiver, package specs, selected service, and calculated rate. Review everything before confirming.

   Field	Description
   Payment Status	Select: Unpaid, Pending, or Paid
   Payment Method	Select: Manual, Stripe, or PayPal (if configured)
   Attachment	Optional photo or payment proof file upload

   Click Create Shipment to finalize. The system assigns a tracking number, sets the status to "pending," and makes the label available for immediate printing.

Statuses and Workflow

Every shipment follows a defined state machine. Only valid transitions are allowed — the system enforces this in the UI and API.

Labels

PDF shipping labels can be generated from the Shipment Detail page or in bulk from the shipments list. Labels include:

• Company logo and contact information
• Tracking number as human-readable text and Code128 barcode
• QR code linking to the public tracking page
• Sender and receiver addresses
• Service type, weight, and piece count
• Special handling icons if applicable

Label Formats

Label Themes

Labels can be styled to match well-known carrier aesthetics. Available themes include FedEx, UPS, and DHL styles. Configure the default theme in Settings → Shipping Config → Label Theme.

Bulk Label Printing

Select multiple shipments in the list using checkboxes, then click Bulk Actions → Print Labels to generate a single PDF with all selected labels for batch printing.

Bulk Actions

Select multiple shipments using the checkboxes in the list view to access bulk operations:

Tips and Best Practices

• Use customer search: Always search for existing customers in Step 1 before entering new contact details. This keeps your CRM clean and avoids duplicate records.
• Multiple packages: If a customer is sending several boxes to the same recipient, add them all as packages within one shipment rather than creating separate shipments. This simplifies tracking and invoicing.
• Attach payment proof: For cash or manual payments, upload a photo or scan in Step 4. This creates an auditable record of payment received.
• Print labels immediately: Generate and print the label right after creation while the package is still at the counter. This avoids unlabeled packages accumulating in the warehouse.
• Use status notes: When updating shipment status, always add a descriptive note (especially for exceptions). These notes appear in the activity log and on the public tracking page.
• Leverage the "Ship Now" flow: Customers who calculate rates on the public calculator can click "Ship Now," which feeds their data directly into the creation wizard. This reduces manual data entry.

Troubleshooting