Uploading and Managing Shipment Documents

Uploading documents to a shipment

Go to Shipments > Shipment and open the shipment to which the document should be uploaded.

1. Click Documents in the toolbar.
2. The Documents window opens. Existing documents for the shipment are shown in the table.
3. Upload the file by clicking into the upload area or by dragging the file into the upload box.

4. After the upload, select the correct Type for the document.

   Examples of document types are:

   • Delivery Signature
   • Photo delivery
   • Photo pickup
   • Problem Photo
   • E-mail
   • other document types configured in your system
5. Set the document options if required.
6. Click Save.

The document is now stored with the shipment and can be opened again later from the shipment’s Documents window.

Document options

After a document has been uploaded, several options can be set in the document table.

Type: Defines the document type. This helps classify the document and can also control how it is used in other parts of Logistiqo.

Customer: If this checkbox is active, the document can be made available to the customer, for example in the customer portal, depending on your setup.

Subcontractor: If this checkbox is active, the document can be made available to the subcontractor, depending on your setup.

Status: Marks the document as status-relevant. This can be used to show that an important shipment document, such as a delivery signature, has been uploaded.

Invoice: If this checkbox is active, the document can be attached when the invoice is sent by email.

Use these options carefully, especially for documents that should be visible to customers or subcontractors.

Deleting, downloading, or sending documents

In the Documents window, uploaded documents can be managed directly.

You can:

• download individual documents
• select and delete documents, if you have the required permissions
• send documents by email using Mail Documents
• change the document type or document options
• save the updated document settings

Changes to document types or checkboxes are only applied after clicking Save.

Uploading many documents with the Document Batch Loader

The Document Batch Loader is used when many scanned documents should be uploaded at once and automatically assigned to the correct shipments.

This process works with an order dossier or cover sheet that contains a barcode. The barcode allows Logistiqo to recognize where the documents for one shipment start and where the next shipment begins.

Preparing the document stack

Before using the Document Batch Loader, prepare the scanned documents in the correct order.

1. Print the order dossier for each shipment. The order dossier contains the barcode used for assignment.
2. Use each order dossier as a cover sheet.
3. Place all documents that belong to the shipment directly behind the corresponding cover sheet.
4. Repeat this for each shipment.

The stack should look like this:

1. Order dossier for shipment 1
2. Documents for shipment 1
3. Order dossier for shipment 2
4. Documents for shipment 2
5. Order dossier for shipment 3
6. Documents for shipment 3

Then scan the complete stack as one PDF file.

Assigning documents with the Document Batch Loader

Go to More > Document Batch Loader.

1. Click Select File and choose the scanned PDF file from your computer.
2. Select the barcode position on the cover sheet, if required.
3. If all uploaded documents should receive the same document type, select the document type.
4. Decide whether the uploaded documents should include the cover sheet.
5. Click Assign To Shipments.

Logistiqo uploads the PDF, splits it at the recognized barcode positions, and assigns the documents to the corresponding shipments. This process may take some time, depending on the file size and number of pages.

Important notes for the Document Batch Loader

The first page of the scanned PDF must contain a readable barcode. If no barcode can be read on the first cover sheet, the assignment process may stop.

If the barcode cannot be read, check the following:

• the order dossier was used as the cover sheet
• the pages were scanned in the correct order
• the scan quality is good enough
• the barcode is not cut off, blurred, or covered
• the scanner glass is clean

If the document stack is not prepared correctly, documents may not be assigned to the correct shipments.