Every shipment document in one place, in your own folders

At the end of a month, somebody has to send the accountant every invoice, and the auditor wants every phyto from last season. Until now that meant opening shipments one by one. There is now a Documents page in the top menu, between Shipments and Statistics. It holds the documents of every approved shipment in one place.

Browse by period, in your own folders

A sidebar lists years and months, each with a document count and its total size. Pick one and the shipments of that period appear in a folder tree. By default, folders are grouped by month and dated by arrival. An admin can change this in Settings → Document Folders:

• Group folders by month, week, produce or supplier.
• Folder levels, to build your own layout with up to four levels: year, month, week, produce, supplier or destination.
• Dated by arrival, departure or the day the shipment was created. Anyone can switch this on the Documents page itself.
• Shipment folder name, built from fields such as date, produce, container number, B/L, your reference or the supplier.
• File names as uploaded, or renamed by type, so a zip holds Invoice MSCU7317816.pdf rather than a scanner’s file name.

Search across everything

Search by container number, B/L, certificate or invoice number, or document type. Numbers match with or without spaces and dashes. Document types can be typed in English, and “fitosanitario” and “factura” work too. Results are grouped by shipment.

Zip a month, a year or a folder

Every period and folder has a download button. The zip follows your folder layout and your file names. Open the arrow next to the button and choose Include earlier versions to add replaced documents in a “Superseded” folder inside each shipment folder. This helps when an auditor asks what you received before a correction.

Each zip is prepared on the page, with a file counter on the button. If it takes more than 30 seconds, you can leave: we email you when it is ready. Your finished zips stay under Exports for 7 days, and each person sees their own. One zip covers up to a year. For a single shipment, Download all files on the shipment page still downloads straight away.

On the shipment page too

The Documents card is now grouped into Commercial, Transport, Certificates and Arrival. When the Transport or Certificates group is empty, it says so: “No bill of lading yet”, “No phytosanitary certificate yet”.

Packaging declarations, such as plastic or ISPM-15 wood statements, are no longer read as phytosanitary certificates. Lab analyses for pesticide residues (MRL), heavy metals or viruses are no longer read as QC reports. Both now sit under Certificates. Documents that arrived earlier keep their old type until someone changes it.

When a document replaces an earlier one, the “Superseded” line under it now shows how many things changed. Open it to read them: “Total net weight changed from 19,240 kg to 19,180 kg”, “2 pallets added”, then each field and line. If the new document is a different type, it says so, for example “Reclassified from Packing list to Exporter invoice”.

FAQ #

Who can see the Documents page? #

Every member of your organisation. Only admins can change the folder layout, in Settings.

Does the zip include documents that were replaced? #

Only if you choose Include earlier versions. They go in a “Superseded” folder inside each shipment folder, so the current documents stay where you expect them.

Can I download more than a year at once? #

No. Each zip covers at most a year, so download one year at a time.