Shipment Management

Shipping business equipment, documents, product samples, and other materials involves more than simply sending a package. Teams need to know what was shipped, who is responsible, when it was dispatched, whether it has arrived, and which documents were provided to the recipient. Without a structured process, shipment information can easily become fragmented, making deliveries difficult to monitor and manage.

The Shipment Management System provides a single workspace for managing the entire shipment lifecycle. From preparing shipments and organizing shipment contents to generating Packing Slips and notifying recipients, every stage of the process is managed from one centralized solution.

Key Features

• Complete Shipment Lifecycle: Manage shipments from preparation through delivery using configurable shipment statuses.
• Organized Shipment Contents: Ultimate Forms: Associated Items maintain a detailed list of everything included in each shipment.
• Automated Shipment Identification: Ultimate Forms: Item IDs automatically generate unique Shipment IDs for consistent tracking and reference.
• Smart Forms Experience: Permission Rules guide users through the shipment process by revealing information at the right time, while Validation Rules ensure every stage is completed with accurate and complete data.
• Packing Slip Generation: An Ultimate Forms: Action button generates professional PDF Packing Slips using Ultimate Forms: Print, allowing users to create shipping documents on demand.
• Recipient Communication: Ultimate Forms: Alerts automatically send shipment notifications with the generated Packing Slip attached.
• Automated Shipment Tracking: Once the carrier and tracking number are entered, Ultimate Forms: Actions automatically generate the tracking URL, enabling one-click access to real-time shipment tracking.
• Delay Management: Automated reminders and status updates help teams quickly identify shipments requiring follow-up.
• Operational Visibility: Dashboard counters and filtered views provide an instant overview of shipment activity across the organization.

Business Benefits

• Standardizes shipment management across departments.
• Centralizes shipment records and supporting documentation.
• Improves visibility throughout the shipping process.
• Reduces manual administrative work.
• Simplifies shipment preparation and documentation.
• Keeps recipients informed with automated shipment notifications.
• Makes delayed shipments easy to identify and manage.
• Provides a complete history of shipment activity and documentation.

How It Works

1. Create a shipment and enter the shipment and recipient information.
2. Add the shipment contents using the associated items list.
3. Update the shipment status as it progresses through the shipping process.
4. ​After selecting a carrier and entering a tracking number, Ultimate Forms: Actions automatically generate the appropriate carrier tracking URL, providing one-click access to the carrier's tracking page.
   
5. Once the shipment is dispatched, generate a Packing Slip. The document is automatically saved to the shipment attachments.
6. The recipient automatically receives a shipment notification with the Packing Slip attached, and you can monitor shipment progress from the dashboard.
   
7. Ultimate Forms: Actions monitor delivery timelines, automatically identify overdue shipments, update shipment statuses when configured, and send reminder notifications.