Shipments

Shipments track outbound deliveries to your clients. You can create shipments manually or from orders. Each shipment records what was sent, to whom, and when.

Shipments Page

The Shipments page lists all outbound deliveries in a table format with essential information for tracking and management.

  1. Navigate to Shipments in the sidebar menu.
  2. The table shows: Date (shipment date), Client (recipient), Items (number of product line items), Amount (total value), Notes (preview), and Created By (the user who created the shipment).
  3. Click on a shipment row to view the full detail page.
  4. Use search and date filters to find specific shipments.

Creating a Shipment

You can create a shipment from scratch by selecting a client and adding products, or start from an existing order to pre-fill the details.

  1. On the Shipments page, click the + (Add) button, or use Create Shipment from an order detail.
  2. Select the client from the dropdown. If the client has a preferred currency, it will be used for this shipment.
  3. Optionally link to an order by selecting an existing order from the dropdown. This pre-populates the items.
  4. Set the shipment date (defaults to today).
  5. In the Items section, click Add Item to add a product. Select the product, enter the quantity to ship, and note the current stock displayed for reference.
  6. Repeat for each product in the shipment.
  7. Add notes for internal or delivery-related comments (e.g., "Fragile — handle with care").
  8. Optionally enter a tracking URL for the delivery carrier.
  9. Optionally upload an invoice PDF — this can trigger AI recognition (see Invoice Upload section).
  10. Click Save to create the shipment. Product stock will be deducted accordingly.

Linking to Orders

Linking a shipment to an order establishes traceability between what was ordered and what was actually shipped. Items from the linked order are automatically populated into the shipment.

  1. When creating a new shipment, look for the Order dropdown field.
  2. Select the order you want to link this shipment to. Orders are listed by order number and client name.
  3. Once an order is selected, the items are auto-populated from the order — products and quantities are filled in automatically.
  4. You can modify quantities if doing a partial shipment (e.g., shipping 80 of 100 ordered units now and the rest later).
  5. You can also add or remove items if the shipment differs from the original order.
  6. After saving, the shipment is linked to the order and visible from both the shipment detail and the order detail pages.

Invoice Upload & AI Recognition

Krafte can process uploaded PDF invoices using AI to automatically extract key data such as client, invoice number, dates, amounts, and line items. This dramatically speeds up shipment creation and order matching.

  1. When creating or editing a shipment, click the Upload Invoice button or drag a PDF file into the upload area.
  2. Select a PDF invoice file from your computer.
  3. The system uploads the PDF and runs AI recognition on its contents.
  4. The AI extracts: Client name, Invoice number, Invoice date, Total amount, and Line items (product names, quantities, prices).
  5. Review the recognized data displayed in the form. AI-extracted fields are highlighted so you can verify them.
  6. The system attempts to auto-match the recognized client to an existing client in your database, and line items to your products.
  7. Correct any mismatches or fill in any fields the AI could not extract.
  8. The recognized data can also be matched to open orders automatically, linking the shipment to the correct order.
  9. Click Save to create the shipment with the recognized data.

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