> ## Documentation Index
> Fetch the complete documentation index at: https://docs.procuros.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Shipping Notices

> Learn how to easily create, edit, and send Shipping Notices to your trading partners via Procuros.

<Frame>
  <img src="https://mintcdn.com/procuros-c35f505c/Bm-L7fbHSIHYT0t_/images/en_shippingnotice.png?fit=max&auto=format&n=Bm-L7fbHSIHYT0t_&q=85&s=74a456e7e23f5db2c668b5c70073be73" alt="" width="3272" height="2138" data-path="images/en_shippingnotice.png" />
</Frame>

A Shipping Notices is a document that informs the buyer about the shipment of an order. It contains important details such as the shipping date, involved parties tracking number, carrier information, and a lists all of delivered items products.

## Three Ways to Provide Shipping Notices

As a supplier, you have three options for providing Shipping Notices via in Procuros

<Accordion title="Create Manually">
  Create Shipping Notices directly in the Procuros portal using the built-in form interface.

  **Steps to follow**

  1. Open the corresponding order
  2. Click on “Create Shipping Notices” in the top right corner
  3. Select “Create Manually"
  4. The input form opens for manual editing with the transferred data from the order

  <AccordionGroup>
    <Accordion title="Editing the Item Table">
      * Change values: Click on a cell and enter the new value.
      * Remove items: Click “X” next to the row (quantity will be set to 0).
      * Add new items: Use “Add” and “New Item.”
      * Search: Use the search bar for name, GTIN, quantity, etc.

      <Note>
        Locked fields (indicated by a lock symbol) cannot be edited as they are automatically calculated or taken from previous documents.
      </Note>
    </Accordion>

    <Accordion title="Sending the Document">
      Before sending, the system automatically checks the document.

      **Identify Issues**

      1. Problematic fields are highlighted in red.
      2. An exclamation mark indicates errors.

      **Fix Issues**

      1. Click on the marked field.
      2. Read the error message.
      3. Make the necessary corrections.

      **Send Again**

      1. Ensure all issues are resolved.
      2. Click “Send.”

      <Note>
        After successful transmission, you can create follow-up documents such as invoices if needed.
      </Note>
    </Accordion>
  </AccordionGroup>

  <Tip>
    **Advantage to create a Shipping Notice manually**

    If you can’t provide shipping notices differently this is your option to easily create them.
  </Tip>
</Accordion>

<Accordion title="Upload PDF Document in the Portal">
  Upload an existing Shipping Notice as a PDF file.

  **Steps to follow**

  1. Open the corresponding order.
  2. Click on “Create Shipping Notices” in the top right corner.
  3. Select “Upload Document.”
  4. Upload an existing shipping notices.

  <Warning>
    If you submit your shipping notice via portal upload **for the first time**, processing may take up to 24 hours while the Procuros team configures the scanning system. Please always use a single PDF document format.
  </Warning>

  <Tip>
    **Advantage to upload PDF Document in the portal**

    Manually uploaded documents are directly enriched with the initial order - therefore we need less information.
  </Tip>
</Accordion>

<Accordion title="Forward PDF Document via Email">
  **Steps to follow**

  1. Get your personalized “Procuros inbound” email after your first order. Contact [help@procuros.com](mailto:help@procuros.com) in case you did not receive it.
  2. Send PDF of your shipping notice to your personalized “Procuros inbound” email (no subject or text needed). We recommend saving this email in your system for automatic sending or setup automatic forwarding within your ERP or email client. Learn more about it [here](https://docs.procuros.io/en/general/portal/transactions/setting-up-email-forwarding).
  3. Verify delivery status by checking the portal, where all transaction records are visible (if needed).

  <Warning>
    If you submit your shipping notice via “ Procuros inbound” email **for the first time**, processing may take up to 24 hours while the Procuros team configures the scanning system. Please always use a single PDF document format.
  </Warning>

  **Key Rules for Email PDF Forwarding**

  1. Only send one shipping notice per PDF file. Do not send multiple shipping notices within one PDF file.
     * Our system will only process the first one and disregard all others
     * Maximum capacity = 10 PDF files or 30 MB
  2. Provide all necessary information on the shipping notice
  3. Only shipping notices for orders received via Procuros will be processed - others will be rejected.
  4. If your shipping notice wasn't processed, you will receive an email with the explanation. If this email directs you to the portal, please follow the instructions there.

  **What information should your shipping notice include?**

  Each Shipping Notices consists of 3 main sections:

  <Accordion title="Header Information">
    This section provides all mandatory information to identify the corresponding order and parties and when to expect the shipment.

    * Shipping Notices number
    * Shipping Notices date (default is the current date)
    * Order number
    * Expected Delivery Date
    * Actual Shipment Date (default is the requested delivery date)

    **Party Information**

    This section  provides all mandatory information to identify the sending and receiving parties.

    * Buyer
    * Supplier
    * Delivery address
  </Accordion>

  <Accordion title="Transport Units information">
    This section is not mandatory. But if you decide to fill in information, you should do it fully, otherwise the system will block your shipping notice. Therefore, we advise you to fill it in only if you have information for all the bullet points mentioned below.

    **Add a Shipping Unit**

    * Index
    * NVE/SSCC (18-digit identification number)
    * Unit Type (pallet, container, carton, etc.)
    * Carrier
    * Tracking Number
    * Tracking Link
  </Accordion>

  <Accordion title="Line-item level Information">
    This section is mandatory. It provides all necessary information for each line item.

    <Accordion title="Beauty">
      * Order-line Number \*
      * GTIN / EAN \*\*
      * Article Name (same as on the order) \*
      * Supplier Article Number \*
      * Shipped Quantity \*

      \* *mandatory fields that have to be provided, otherwise the system will block your shipping notice.*

      *\*\* ****GTINs/EANs are mandatory to provide****. If you send a PDF of your shipping notice ****without GTINs/EANs****, our system will intelligently try to match the products to your orders using available data (for example: ****supplier article number + unit of measurement****). However, this automatic matching may not always succeed - if the system cannot confidently match items, you must provide the GTINs/EANs yourself.*
    </Accordion>

    <Accordion title="Fashion">
      * Order-line Number \*
      * GTIN / EAN \*\*
      * Article Name (same as on the order) \*
      * Supplier Article Number \*
      * Shipped Quantity \*

      \* *mandatory fields that have to be provided, otherwise the system will block your shipping notice.*

      *\*\* ****GTINs/EANs are mandatory to provide****. If you send a PDF of your shipping notice ****without GTINs/EANs****, our system will intelligently try to match the products to your orders using available data (for example: ****supplier article number + size + color****). However, this automatic matching may not always succeed - if the system cannot confidently match items, you must provide the GTINs/EANs yourself.*
    </Accordion>

    <Accordion title="Food">
      * Order-line Number \*
      * GTIN / EAN \*\*
      * Article Name (same as on the order) \*
      * Supplier Article Number \*
      * Shipped Quantity \*
      * Batch Information (if has expiration date)
        * Batch-ID
        * Expiration Date
        * Quantity
        * Net Weight

      \* *mandatory fields that have to be provided, otherwise the system will block your shipping notice.*

      *\*\* ****GTINs/EANs are mandatory to provide****. If you send a PDF of your shipping notice ****without GTINs/EANs****, our system will intelligently try to match the products to your orders using available data (for example: ****supplier article number + unit****). However, this automatic matching may not always succeed - if the system cannot confidently match items, you must provide the GTINs/EANs yourself.*
    </Accordion>
  </Accordion>
</Accordion>