Receiving Shipments
Document Library
Find any invoice, B/L or certificate across all your shipments, file them in your own folders, and zip a month or a year for your accountant.
6 min readPublished
Goal
Find any document across all your shipments without opening them one by one, and send a month or a year of paperwork to an accountant or auditor as one zip.
The Documents page in the top menu holds the documents of every approved shipment, archived ones included. Every member of your organization can use it.
Before you start
- Approved shipments. Shipments still waiting in Pending Approval are not in the library. See Receiving Shipments.
- Admin or Owner role, if you want to change how folders are laid out. Everyone else can browse, search and download.
Browsing by Period
The sidebar lists years, newest first, and the months inside each year that have documents. Each row shows the number of documents and their total size, for example “1,395 · 2.1 GB”. The size is the sum of the stored files, so read it as an estimate of how big a zip will be. The page opens on the most recent month.
Pick a month or a year and its shipments appear in a folder tree. Each folder shows a document count and a size. Each shipment card shows its documents, and an Archived label if the shipment is archived. Click a file to open it.
The library shows current versions only. A document that was replaced by a newer one is not listed, but you can still add it to a zip (see Earlier versions).
Which date decides the month
A shipment is filed under one date. Use the Dated by switch next to the search box to choose:
- Arrival: the shipment’s ETA, or the earliest container ETA.
- Departure: the ETD, or the earliest container ETD.
- Created: the day the shipment was created in Trackberry.
If a shipment has no date of the chosen kind, Trackberry uses one of the others. The switch only changes your view. The default comes from the folder settings.
Setting Up Folders
Admins and owners set the folder layout in Organization Settings, in the Document Folders card. The Folder settings button on the Documents page leads there. The layout is used both on the page and inside every zip. Changes save as you make them, and an Example: line at the bottom previews the result on one of your shipments.
Group folders by offers four ready-made layouts:
| Layout | Folders |
|---|---|
| Month | Year, then month |
| Week | Year, then week number |
| Produce | Year, then produce |
| Supplier | Year, then supplier |
Picking one keeps your date and file name settings.
Folder levels lets you build your own layout, outermost first, from up to four levels: Year, Month, Week, Produce, Supplier or Destination. A level can’t be used twice. Changing them makes the layout Custom. Set every level to None to put shipment folders directly at the top.
Dated by sets the default date for the page and for zips: Arrival, Departure or Created. Anyone can still switch it on the Documents page.
Shipment folder name builds each shipment’s folder name from tokens:
{date}, {produce}, {container}, {bl}, {reference}, {erp_reference},
{supplier} and {pod} (port of discharge). The name needs at least one token.
{date} is written as YYYY-MM-DD. When a shipment has no container number,
{container} uses the B/L, then your ERP reference, then the Trackberry
reference.
File names controls the files inside each shipment folder. As uploaded
keeps the sender’s file name. Renamed by type gives names like
Invoice MSCU7317816.pdf, so a zip doesn’t fill up with scanner file names. A
document whose type is unknown keeps its original name.
Searching
The search box looks across all periods, not only the one you have open. You can type a container number, B/L or AWB number, your ERP reference, a certificate or invoice number, a supplier or customer name, a produce, or a file name.
Numbers match with or without separators, so MSCU 123456-7 finds
MSCU1234567. When every word must match, separate them with spaces: avocado
invoice finds avocado shipments’ invoices.
Type words narrow the results to one kind of document. They work in English and in Spanish:
| Type | Words you can type |
|---|---|
| Phytosanitary certificate | phyto, fito, phytosanitary, fitosanitario |
| Transport document | bl, b/l, bol, bill of lading, awb, transport |
| Invoice | invoice, inv, factura |
| Packing list | pl, packing, packing list |
| Certificate of origin | coo, origin, certificate of origin |
| Inspection report | inspection, qc |
| Arrival notice | arrival, arrival notice |
| Warehouse receipt | warehouse, receipt |
If a type word finds nothing, the search runs again with that word as plain text. That way a supplier called “Origin Fresh” is still found.
Results are grouped by shipment, newest arrival first, and show current versions only. A search shows at most 200 documents. If you hit that, add another word.
Downloading a Zip
Every month and year has a Download zip button, and every folder in the tree has a download button too. A shipment card has Download all, which zips that shipment straight away. The zip follows your folder layout and file names.
One zip covers at most a year. For a longer span, download one year at a time.
While it is prepared
A month or a year can be thousands of files, so the zip is prepared in the background. The button shows Preparing… with a file counter, for example “Preparing… 820 / 1,395 files”. When the zip is ready, the download starts by itself.
If it takes more than 30 seconds, a line under the button says you can leave the page. You then get an email with a download link when the zip is ready. Exports that finish in under 30 seconds send no email.
Your organization prepares one zip at a time. If a colleague’s zip is already being prepared, yours shows Preparing… and starts when theirs is done. Each person can have two zips in progress at once.
The Exports tray
The Exports button at the top of the Documents page lists your recent zips. Each one shows its file count, size and when it expires. Zips are kept for 7 days, then deleted. View all exports opens the full list.
Exports are personal. You see the zips you requested, and your colleagues see theirs.
A ready button also offers Prepare again, which picks up documents added since the zip was made.
Including earlier versions
When a supplier sends a corrected document, the old one is kept as a superseded
version. To include those in a zip, open the arrow next to the download button
and choose Include earlier versions. Each shipment folder then gets a
“Superseded” folder, and each file in it is named with the date it was replaced,
for example Packing list MSCU7317816 (superseded 2026-09-14).pdf.
This helps when an auditor asks what you received before a correction. Current versions gives the zip without them, and is the default. The sidebar’s download icons always zip current versions only.
On the Shipment Page
Each shipment page still has its own Documents card, grouped into Commercial, Transport, Certificates and Arrival. An empty Transport or Certificates group says so, for example “No bill of lading yet” or “No phytosanitary certificate yet”. Download all files zips that one shipment straight away. To report a problem with one of the documents, see Document Corrections.
FAQ
Can members who aren’t admins use the Documents page?
Yes. Every member can browse, search and download. Only admins and owners can change the folder layout.
Why is a shipment missing from the library?
It is probably still waiting in Pending Approval. Approve it and its documents appear. A document that failed the security check is not listed either.
Can my colleague download a zip I prepared?
No. Each person sees only their own exports. Your colleague can prepare the same zip from their own Documents page.