Track required documents

Many customers only pay when you send the signed proof of delivery with the invoice. With required documents you decide which papers each shipment needs. Transportial counts what has arrived, shows a traffic light in your lists and can warn or stop you before you invoice an order with missing papers.

Set up the rules

1. Open Settings, click the Environment tab and open the section Compliance.
2. Under the required documents, click + Add rule.
3. Enter a Rule name and choose the Document type, for example Proof of delivery.
4. In Required, choose Per stop, Per consignment, Per transport order or Per trip. For Per stop, choose the Stop types, for example Unloading.
5. Set the Minimum number of documents and tick Must be signed if only signed documents count.
6. In When invoicing, choose No check when invoicing, Warn when invoicing or Block invoicing.
7. Optionally limit the rule to certain Order types, Consignment types, Customers or Transport modes. Empty means all.
8. Check that the rule is Active and click Save.

Which documents count

A document counts when it is attached to the order, consignment, stop or Trip and has the right type. The type can come from the document inbox, from the QR code on your own paperwork or from you:

1. Open the Documents tab of the order, consignment or Trip.
2. Choose Set document type in the row actions of the document.
3. Choose the Document type, tick Signed if the document is signed, and click Save.

For a rule per stop, documents attached to that stop count first; documents attached to the consignment itself fill any gap. Documents the AI classified with low confidence only count when Count documents the AI classified with low confidence is switched on.

Follow the traffic light

The transport orders list and the Trips list have a Documents column, and consignments show a Documents field. Each shows a coloured dot with the number received and required, for example 2/3:

• Green: All required documents received.
• Orange: some are received.
• Red: none are received.
• Grey (–): No documents required.

Point at the dot to see what is Missing:. The Documents tab shows a summary such as "1 of 2 required documents received", with Invoicing blocked until complete or Warning when invoicing while documents are missing.

What happens when you invoice

• With Warn when invoicing, + Create invoice on the order and Send on the invoice show Documents are missing with the list. Click Invoice anyway to continue or Cancel.
• With Block invoicing, you see Invoicing is blocked and can only Close the window. The invoice cannot be created or sent until the documents are in.
• Automatic invoicing skips blocked orders and notes Automatic invoicing skipped in the order's activity. Create the invoice yourself once the documents are received; it is not retried automatically.