In this article, we provide a step-by-step guide on how to handle shipments in Rackbeat—from the initial order until the documents are ready for printing or emailing. You will learn how to:
- Create both complete and partial shipments
- Download picking lists and delivery notes
- Complete backorders when items arrive
- Cancel shipments and release reserved goods
- Get answers to the most common questions about the shipping workflow
Tables of contents
Create a shipment
When an order has been comfirmed you can now create a shipment.
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Select "Sales" in the top bar: Choose Orders and look at the ones with the delivery status 'Not shipped' or 'Partially shipped'.
- Create shipment by hovering the mouse over the 'three small dots' on the right side and click on the "Create shipment" icon.
- Select item lines and quantities: Specify how many units you want to pick on each item line. Leave the item lines unchanged if they should not be included.
- Confirm shipment: Click on Confirm, during confirmation, you can choose whether to create an invoice for the customer.
Please note: The weight is entered at item detail level when the product is created and is shown as information only; it cannot be edited here.
Complete shipment
When the full order is being shipped at once:
- Click on Pick all to choose all item lines
- Click on Confirm to confirm the shipment
Partial shipment
When only part of the order is shipped (backorder):
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Adjust the quantity in the Quantity field on the lines that should be picked.
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Click Pick on each line you want to ship.
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Click Confirm shipment.
Download documents
After you have confirmed the shipment, you can download the following:
- Picking list - for the warehouse.
- Delivery note - for the customer.
Complete backorder
When the remaining items are in stock:
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Find the same order under Sales → Orders, which will now have the status “Partly shipped”.
- Click on Create shipment again - the remaining lines will be chosen automatically
- Adjust the quantity for the remaining items and click Pick.
- Click Confirm shipment.
Tip: Filter by “Not shipped” to quickly find lines that still need to be dispatched.
Cancel shipment
If you want to modify a shipment:
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Go to Sales → Shipments and find the shipment.
- Click on the shipment number
- Click Delete and Confirm deletion
When you cancel, the reserved items are released so they can be picked for other shipments.
FAQ
Why can I not see “Create Shipment”?
Rackbeat has three types of statuses:
- Order status: Draft, confirmed, or cancelled.
- Delivery status: Shipped, Not shipped, Partly shipped, or Ready for shipping.
- Invoice status: Invoiced, not invoiced, Ready for invoicing, Partly invoiced.
It is the Delivery status that determines:
If the status is “Not shipped” or “Partially shipped”, you can create a shipment.
If the status is "Ready for Shipping" the shipment is already created and ready. If “Shipped”, you cannot create any additional shipments.
Can I change the delivery address after confirmation?
Yes, if a shipment or invoice has not yet been created. Reopen the order under Sales → Orders, edit the address, and save.
How do I add a tracking number?
Rackbeat does not have a field for tracking or track-and-trace numbers in the shipment module.