Packing Lists — User Guide
Module: Warehouse
Audience: Warehouse staff, dispatchers, packing/shipping coordinators
Version: 1.0.0
Last updated: 2026-07-22
Overview
A packing list records what has been physically packed for shipment against an approved stock export (goods delivery). You can create multiple packing lists for one delivery when goods ship in separate packages or partial shipments. After approval, packed quantities are tracked against the original delivery note.
Prerequisites
- Permission: Packing lists → View (to open the list) and Create / Edit (to save records). Delete is required to remove draft packing lists.
- Setup: An approved stock export must exist with remaining quantities to pack.
- Approval: If your organization uses warehouse approval workflows for packing lists, records may need approver sign-off before quantities are applied to the delivery note.
Step-by-step: Create a packing list
- Go to Warehouse → Packing lists.
- Click New.
- Select the stock export (goods delivery) you are packing against. Line items with remaining quantity load automatically.
- Confirm or adjust the customer and billing/shipping addresses.
- Enter package details: width, height, length, weight (volume is calculated).
- Review line items and quantities — each line cannot exceed the remaining unpack quantity on the delivery note.
- Add shipping fee, client note, or admin note if needed.
- Click Save (or Save and send request if approval notification is required).
Expected result: The packing list is saved. If approval is required, it stays in Not yet approve status until approved. Otherwise quantities are applied to the delivery note immediately.
Step-by-step: View and approve
- From the list, open a packing list by its document number (or use the split preview pane).
- Review header details, line items, linked stock export, dimensions, and totals.
- If you are the requester and approval is configured, click Send request approve.
- If you are an approver, use Approve, Deny, or E-signature sign as shown.
- Use the PDF menu to view, download, or print the packing list.
Expected result: After approval, packed quantities update on the parent delivery note. The packing list delivery status moves to Ready to deliver. A fully packed delivery is marked accordingly; partial packing allows additional packing lists.
Step-by-step: Edit or delete a draft
- Open Warehouse → Packing lists.
- Open a record that is still Not yet approve.
- Click Edit, change header or lines, then Save — or use Delete to remove the draft.
You cannot edit or delete a packing list that has already been approved or rejected.
Field reference
| Field | Required | Description |
|---|---|---|
| Stock export | Yes | Approved goods delivery being packed |
| Packing list name | Yes | Descriptive title for this package/shipment |
| Customer | Yes | Client receiving the goods |
| Width / Height / Length / Weight | No | Physical package dimensions |
| Line quantity (per item) | Yes | Units packed; cannot exceed remaining quantity on delivery |
| Shipping fee | No | Portion of delivery shipping fee allocated to this package |
| Billing / shipping address | No | Pulled from customer; editable via address modal |
| Client note / Admin note | No | Free-text comments shown on detail/PDF |
Common issues
| Symptom | Likely cause | What to do |
|---|---|---|
| Cannot open Packing lists | Missing View permission | Request Packing lists → View |
| Cannot save | Missing Create/Edit permission | Request appropriate permission |
| Stock export not in dropdown | Delivery not approved or fully packed | Approve the delivery first or check remaining quantities |
| Approval blocked — quantity error | Packed quantity exceeds remaining on delivery line | Reduce line quantity to match remaining unpack amount |
| Cannot edit | Packing list already approved/rejected | Create a new packing list for additional quantities |
| Edit button missing on detail | UI may check generic Warehouse edit | Request Packing lists → Edit (or Warehouse → Edit if your role uses that) |
| Shipping fee wrong | Prior approved packing lists consumed part of fee | Remaining fee auto-calculates when copying from delivery |
| PDF missing columns | PDF display settings | Ask admin to adjust Warehouse → Settings → Packing lists PDF options |
Related features
- Warehouse → Stock export (goods delivery — parent document)
- Warehouse → Items (commodity master)
- Warehouse → Settings (document numbering, approval rules, PDF layout)
- Shipments (packing lists linked on shipment detail and client portal)