Shipments
Shipments keep track of what is moving where — the works in the crate, the carrier and its live tracking, the proforma
invoice and the customs paperwork — nationally and internationally. This article describes WrkLst 10.
The shipments list
Shipments shows your shipments as cards in the Grid view or as a sortable Table view. Filter by Direction — Outgoing,
Incoming, Internal transfer or Third party — by Transport window — In transit, Upcoming, Past or In planning — and by
whether a shipment has Arrived. A shipment opens beside the list; its works lie as a small pile of pictures on the card,
and at the top of the record a click on any picture opens that artwork full screen.
The shipments list: 1 Search shipments · 2 Filter · 3 Table view · 4 Add shipment
The shipments list: 1 Search shipments · 2 Filter · 3 Table view · 4 Add shipment
What a shipment record holds
A shipment records the Sender, the Recipient, the Facilitator, the Pickup and Delivery dates — or No dates (in planning)
— and an External reference. Under Carrier & tracking you pick the Carrier and type the Tracking number; for carriers
with live tracking the number is checked as you type, and the shipment shows the tracking history with a map, a Carrier
tracking link and a Public tracking link you can pass on. Mark as arrived closes it.
A shipment record: 1 Edit shipment · 2 Mark as arrived · 3 Share as
A shipment record: 1 Edit shipment · 2 Mark as arrived · 3 Share as
The Shipped works are a list, one per line with inventory number, artist, title, details, price and location, in your
own order or by inventory number; clicking a work opens it with the others beside it. Under Work location you record the
Location while shipping and the Location after shipment with its Arrival date, so the works' whereabouts stay right.
Documents appear as previews, and linked Exhibitions and Sales connect the shipment to the show or the deal it serves —
so you can get from a work to its shipment, or from an exhibition to everything moving for it.
Creating a shipment
Pick works in the basket and choose Ship: the shipment opens with those works on it, captions, sizes and prices filled
in. On a sale, Ship this sale brings the sale's works and its reference across. Add shipment on the Shipments page
starts from scratch.
Proforma invoice and customs paperwork
Under Proforma invoice, Add invoice builds the paperwork from what is already in the shipment: a Proforma title and
date, the From and To addresses filled from sender and recipient, a Purpose statement, a Signature statement, and one
line per work with Description of goods, Unit value, Qty, Dimensions, Weight and Total value. % of retail sets every
unit value as a share of the retail price in one go, and the Proforma currency converts the lines. Customs documents are
generated pre-filled from these details rather than retyped. Share as on the shipment downloads the paperwork through a
template as a PDF or Word document; see Document templates: PDFs, Word and Excel on your own letterhead.
Carriers
For trackable carriers such as FedEx, DHL and UPS, live tracking and delivery status are available directly on the
shipment, so you can answer "where is it?" without leaving WrkLst. Carriers you type yourself are listed under Settings
→ Toolbox → Shipping carriers; rename one there and every shipment using it is updated at once. Carriers with live
tracking are built in and stay untouched.
Internal transfers and dates
If you run more than one space, list them under Settings → General Account → Additional locations: moves between two of
your own spaces then show as an Internal transfer, and you can filter for them. A shipment can be added to the Timeline,
and the calendar feed puts Pickups and deliveries into your calendar app.
Still using WrkLst Classic? This topic in the Classic documentation: Shipments
Related articles
- Exhibitions
- Consignments
- Document templates: PDFs, Word and Excel on your own letterhead
- Timeline
- Toolbox: recover deleted records and tidy up
