Ask the shipper for a corrected document, straight from the document

A packing list declares 19,240 kg, and the pallets add up to 19,180 kg. Until now, fixing that meant writing to the exporter from your own mailbox, waiting, sending reminders, and then uploading whatever came back by hand. Often the same PDF came back under a new name, and nobody noticed.

Now you can ask for the fix from the document itself.

Report a problem

Every document on a shipment has Report a problem in its ⋯ menu. Say what is wrong (quantity, weight, container or seal number, HS code, consignee, a missing document, or something else). You can also name the field, and write the explanation the shipper will read. Trackberry suggests who to send it to, from the shipment’s emails and the addresses printed on its documents. You confirm the address yourself.

Send it, or copy it

Send request emails the shipper on behalf of your organisation, and replies come back to your inbound address. If the shipper expects mail from you personally, Copy email instead gives you the text to send from your own mailbox. Either way, the email carries a link to an upload page. The shipper needs no login, and the link works for 14 days. They can also simply reply with the file attached.

The fixed file becomes a new version

The corrected file replaces the original on the shipment, and the original is kept. It is read like any new document, and the checks run again. Trackberry then compares the two versions. If the field you named did not change, the request stays open and is flagged, so a re-sent copy of the same file does not quietly close it. When it did change, you see exactly what changed, and click Verify and close.

Reminders, so you don’t have to follow up

If nobody answers, the shipper gets a reminder after 3 days and another 3 days later. After that the request is flagged for you to follow up. Requests you sent from your own mailbox get no reminders, since we did not send them.

Open corrections stay visible

A shipment with open corrections shows a badge on the shipments list, for example “2 open corrections”. It turns red when one needs your attention. Each shipment has a Corrections card that lists them. If a problem stops mattering, Waive it. A waived correction still turns the Tradabase Export button amber, and it is listed before the file downloads. That way an accepted error does not reach your ERP without anyone seeing it.

Fixing a misread instead

When the document is right and we misread it, you do not need the shipper. An admin can choose Re-extract data from the same menu to read it again. The full guide is in Document Corrections.

FAQ #

Does the shipper need a Trackberry account? #

No. The link opens an upload page that needs no login and works for 14 days. After that, they can still reply to the email with the file attached.

What happens if the shipper sends back the same file? #

Trackberry compares it with the original. If the field you named did not change, the request stays open and is flagged as unchanged. You can then follow up with the shipper.

Who in my team can send a correction request? #

Any member. Re-extracting a misread document is for admins and owners.