Shipment handover

Shipment handover is where boxes that a courier takes away leave your stock. You scan each box as the courier loads it. When the last box of a shipment is scanned, the shipment is handed over on its own and its goods come off stock. The screen also keeps a history of everything handed over, and a list of boxes that should have left stock but did not.

Where to find it: Warehouse → Order handling → Shipment handover

Earlier name

Earlier versions of Complaia called this screen Loading. Today Loading is a different screen, for the routes of your own vehicles. See Loading.

When you'll use it

• A courier collects parcels at your ramp.
• The courier takes only some boxes of a shipment today.
• A box has no shipment at all, and it still has to leave stock.
• A shipment was dispatched or delivered, but its boxes never left stock in Complaia.
• You want to know who handed over a shipment, when, and what was in it.

Key concepts

Handing over takes a box off stock. In one step:

• the quantity on hand goes down by what the box contains;
• the reservation of those goods ends with the status Issued;
• each item's movement history gets an entry for the box;
• the order status can move on, for example to partly shipped or shipped. See Fulfilment.

Only closed boxes leave. A box must be closed on Order packing first. A box that has already left is not taken off stock twice.

Which screen takes a box off stock depends on how the shipment travels.

The shipment goes by	Where its boxes leave stock
A carrier (for example InPost or DHL)	Here, with the handover scan.
Your own transport on a route	At route loading: on the Loading screen, on a POS terminal or in the mobile app.
Personal pickup	In the shipment details, with Hand over to customer. See Shipments.
No shipment	Here, with Issue the box alone.

A scan of a box from your own transport or a personal pickup is refused here, and the message says where to go.

What you can scan. Any of these codes on the box works:

• the box label (its code starts with HU-);
• the label of a parcel packed in that box;
• the carrier label. Scan the parcel number. On a DHL label, that is the lowest barcode. The shipment number is the same on every page, so it cannot tell the boxes apart.

A complete shipment is handed over on its own. The scan of the last box issues the whole shipment. There is one exception. If the order was cancelled while the shipment was already on its way, the shipment waits for your decision.

Handing over part of a shipment. Hand over to courier issues only the scanned boxes. The other boxes stay in stock. If the shipment is dispatched with the carrier, it appears on the To clarify list after 2 business days (Monday to Friday).

Your scans are saved. The list survives a page refresh. If you leave the screen with boxes scanned but not handed over, Complaia reminds you first.

When a box cannot leave stock at once. Sometimes the stock change fails, for example during a stocktaking session. The handover is still recorded, and the box waits. Complaia tries again on its own. Time spent in stocktaking does not use up the attempts. After 5 failed attempts for another reason, the box appears on To clarify.

The screen

The screen has three tabs:

• Courier handover — scanning and handing over. You see it only with the Warehouse: Stock movements permission.
• Handed over — the history of everything that left stock.
• To clarify — boxes that should have left stock but did not. The tab shows how many there are.

Courier handover

📷 Screenshot to add: the Courier handover tab with the scan field, the result of the last scan, and one shipment under To hand over with two scanned boxes and one waiting.

The scan field stretches across the page. Scan a box, or type a code and press Enter. Below the field, one line tells you the result of the last scan, for example Scanned 2 of 3 with the shipment number and the customer. After a complete shipment it says Handed over to courier, with a link to the Handed over tab.

Refused codes collect in a red band, one entry per code, each with its reason. Depending on the reason, an entry offers:

• Issue the box alone — when the box has no shipment, or it goes by your own transport;
• Scan again — when the server did not answer;
• Open shipment — opens the shipment in a new tab;
• Close — removes the entry. Close all removes them all.

To hand over lists the shipments that are still waiting, the latest scan at the top. Each row shows:

• the carrier logo, the shipment number, the customer, and the carrier with the tracking number;
• the count, for example 2 of 3, and Complete or 1 box missing;
• one chip per box: scanned, waiting for a scan, handed over, waiting for a retry, or not issued. A scanned box has an undo button;
• Hand over to courier;
• a warning if the order was cancelled while the shipment was on its way.

A shipment leaves this list when nothing of it is waiting any more. When the list is empty after a handover, it says Everything scanned has been handed over.

Handed over

The history of all boxes that left stock: handed to a courier, to the customer at personal pickup, at route loading, and boxes issued on their own. Rows are grouped by day.

Column	What it shows
Handed over	The time, and who did it. A POS terminal icon means the box was handed over on a terminal.
Shipment	The shipment number and customer. For a box on its own, the box code and its order.
Carrier	The carrier or delivery method, with the tracking number. Box on its own for a box without a shipment.
Boxes	For example 2 of 3 boxes, with the box codes. It also says when boxes stayed in stock, or came back to the warehouse later.
Contents	The products and quantities.

Filter by date and by carrier. Search by shipment, box code, tracking number or customer.

To clarify

Column	What it shows
Shipment	The shipment number, customer, carrier and tracking number.
Boxes	The number of boxes and their codes.
Reason	Why the boxes are here. See below.
Since	When the problem started.

A shipment or box lands here for one of three reasons:

• the shipment has been with the carrier for at least 2 business days, but its boxes have not left stock;
• the shipment is delivered, but its boxes have not left stock;
• the automatic attempts to take a box off stock have run out. The cause is shown below the reason.

Search by shipment number, box code or customer. The header has Refresh.

Common tasks

Hand a shipment over to a courier

1. Open Warehouse → Order handling → Shipment handover.
2. Scan the first box of the shipment. The shipment appears under To hand over.
3. Scan the other boxes. The count goes up, for example 2 of 3.
4. Scan the last box. The shipment is handed over on its own. The result line says Handed over to courier, and the shipment leaves the list.
5. Scan the next shipment.

Hand over only some boxes

1. Scan the boxes that the courier takes.
2. Click Hand over to courier on the shipment.
3. Read the window. It says how many scanned boxes will leave stock, and that unscanned boxes stay in stock.
4. Click Hand over to courier.

The remaining boxes can be scanned later. A dispatched shipment with boxes still in stock appears on To clarify after 2 business days.

Undo a scan

1. Find the box chip in the shipment row.
2. Click its undo button.

The box loses its scan and stays in stock. There is no confirmation, because nothing leaves stock. A box that has already left cannot be undone here. Take it back in Route returns if it comes back.

Decide about a shipment of a cancelled order

1. When the last box of such a shipment is scanned, the result line says that the order is cancelled and the shipment was not handed over.
2. Check whether the goods should really travel.
3. If yes, click Hand over to courier. The window has a red warning about the cancelled order.
4. If not, do not hand it over. Turn the shipment back or cancel it at the carrier. See Shipments.

Issue a box on its own

Use this for a box without a shipment. A company that does not scan route loading also uses it for boxes of its own transport.

1. Scan the box. The scan is refused, and the entry offers Issue the box alone.
2. Click Issue the box alone.
3. Read the window Issue box … ?. It says that the goods leave stock and that the order status can move on.
4. Click Issue. The result line says the box left stock, and it appears on Handed over.

A box without a shipment does not appear on the Route returns list. If it comes back, scan its code on that screen to take the goods back into stock.

Clear the To clarify list

1. Open the To clarify tab.
2. Read the reason of each row.
3. If the goods are already with the carrier or the customer, click Issue on the shipment and confirm. All boxes of the shipment that are still in stock leave it, also the unscanned ones.
4. For a box whose automatic attempts ran out, remove the cause shown in the row first. Then click Retry and confirm.
5. Read the result. Boxes that still could not leave stock stay listed with their reasons.

When it doesn't work

What you see	Why	What to do
No box, packed parcel or carrier label with code … was found. Check the label and scan it again.	The code is not on any box of yours.	Scan the box label or the parcel label again.
A refusal saying the box is still open	The box was not closed at packing.	Close it on Order packing, then scan it again.
A refusal saying the box does not belong to any shipment	The box has no shipment.	Click Issue the box alone, or create a shipment for its order first.
A refusal saying the shipment goes by own transport	Its boxes leave stock at route loading.	Scan the route on Loading. If your company does not load routes, click Issue the box alone.
A refusal saying the shipment is a personal pickup	The customer collects the goods.	Open the shipment and use Hand over to customer.
A refusal saying you scanned the number of the whole shipment	That code is the same on every page of the carrier label, and the shipment has more than one box.	Scan the parcel code on the same label. On DHL labels, it is the lowest barcode.
A refusal saying the shipment has no boxes packed in the system	Nobody packed it in Complaia.	Pack it on Order packing first.
A refusal saying the shipment is cancelled	The boxes of a cancelled shipment cannot leave.	Create a new shipment for the order, or unpack the boxes.
Code … not checked	The server did not answer. The scan may have been saved.	Click Scan again. A repeated scan never counts twice.
A complete shipment was not handed over on its own	The order was cancelled while the shipment was on its way.	See Decide about a shipment of a cancelled order.
A box chip shows that the issue is waiting for a retry	The stock change failed for now, often because of a stocktaking session.	Nothing. Complaia tries again on its own. After 5 failed attempts the box appears on To clarify.
A refusal when undoing a scan, saying the box was already issued	The box has left stock.	If it comes back, take it in on Route returns.
Issue the box alone refused during stocktaking	A box issued on its own does not wait. It is refused while the warehouse is frozen.	Wait until the stocktaking session is posted or cancelled.
There is not enough stock to issue the contents of this box. The stock may have changed, so check the stock levels of the packed products.	According to Complaia, the goods in the box are no longer in stock.	Check the products on Stock levels and their movement history.
Packages cannot be unambiguously matched to stock. Reconcile their location and history first.	The parcels in the box cannot be matched to one place in stock.	Check where the product is kept on Stock levels. Counting it in a stocktaking session puts it right.
A window Boxes have not left stock when you leave	Some scanned boxes were not handed over.	Hand them over first, or leave. The scans stay saved, so you can come back.
You see only Handed over and To clarify	You do not have the Warehouse: Stock movements permission.	Ask an administrator, if you need to scan.
Stock did not go down after packing	Packing does not take stock off.	Hand the boxes over here, or load the route on Loading.

Permissions

To do this	You need
See Shipment handover in the menu with the Handed over and To clarify tabs	Warehouse: View or Warehouse: Stock movements
Scan, hand over, undo scans, issue a box on its own, use Issue and Retry on To clarify	Warehouse: Stock movements
Open a shipment from its number	Shipments: View

The role editor adds Warehouse: View when you tick Warehouse: Stock movements. The built-in Warehouse worker role has both.

Away from the browser

The same handover scan is available on a POS terminal (tile Shipment handover) and in the mobile app (tile Shipment handover in the Order handling section). It follows the same rules. A complete shipment is handed over on its own, and Hand over to courier issues the scanned boxes. Some things differ:

• Undo scans removes the scans of a whole shipment at once, not of a single box.
• There is no Issue the box alone, no Handed over history and no To clarify list. Use the browser for those.
• A personal pickup is handed over only in the shipment details in the browser.

Related

• Order packing — boxes must be closed before they can leave
• Loading — boxes for your own vehicles
• Route returns — take a box back in when it was not delivered
• Shipments — carriers, labels and personal pickup
• Stock levels — the movement history
• Fulfilment — how handover moves the order status