# 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.

Source: https://support.wrklst.art/shipments/shipments
Language: en

**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.

<div class="video"><video controls preload="metadata" playsinline src="/videos/WrkLst-Shipments-EN.mp4"></video></div>

## 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**; the filter also searches the **Notes** and sets the **Sort order**. 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.

<!-- shot:shipments-overview -->
![The shipments list: 1 Search shipments · 2 Filter · 3 Table view · 4 Add shipment](/media/2ce7ceea-en-shipments-overview.jpg)

*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 DHL, FedEx, UPS and USPS the **Tracking link** fills itself in as you type. For carriers with live tracking, WrkLst first asks whether to check the number with AfterShip — **Check with AfterShip** or **Don't check**; tick **Remember my choice** to keep your answer, which you can change under Settings → Preferences. With your yes, the shipment shows the tracking history with a map and a **Public tracking link** you can pass on, beside the **Carrier tracking link**. **Mark as arrived** marks the shipment **Arrived**; it stays editable, and **Mark as not arrived** takes that back.

<!-- shot:shipment-detail -->
![A shipment record: 1 Edit shipment · 2 Mark as arrived · 3 Share as](/media/f19705a0-en-shipment-detail.jpg)

*A shipment record: 1 Edit shipment · 2 Mark as arrived · 3 Share as*

The shipment's **Works** are a list, one per line with inventory number, artist, title, details, price and location (the switch beside the sort shows them as cards or a grid instead), 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. WrkLst suggests "En Route" and "Gallery" only if your account's location list has them; otherwise a switched-on location asks you to **Select a location**. **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, links the sale, and — where they are still empty — makes your headquarters the **Sender** and the sale's client the **Recipient**. **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** (a new proforma invoice starts with *Pro Forma Invoice* in your language) and date, the **From** and **To** addresses (**Fill address from sender** and **Fill address from recipient** copy in one of their saved addresses), a **Purpose statement**, a **Signature statement**, and one line per work with **Description of goods**, **Unit value**, **Qty**, **Dimensions**, **Weight** and **Total value**; **Add other item** adds a line for anything that is not a work, such as a crate. **% of retail** sets every unit value as a share of the retail price in one go, and the **Proforma currency** converts the lines. The customs paperwork is then made from these details rather than retyped: once your account has a shipment template, **Share as** on the shipment fills it in and downloads it as a PDF, Word or Excel file. Under Settings → Templates, the gallery adds a ready-made **Proforma invoice** in one click — from and to, every work and item with its dimensions, value and quantity, and the total; a shipment without a proforma invoice prints with it as a list of the shipped works, without prices — or you build your own; see [Document templates: PDFs, Word and Excel on your own letterhead](/settings/custom-document-templates-made-easy-with-wrk_lst).

## Carriers

For trackable carriers such as FedEx, DHL and UPS, live tracking and delivery status are available directly on the shipment once you agree to the AfterShip check (Settings → Integrations can turn AfterShip off for the whole account), 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. In the [Timeline](/timeline/timeline), the plus adds a shipment as an entry, and the [calendar feed](/settings/calendar-feed-your-wrklst-dates-in-your-calendar) puts **Pickups and deliveries** into your calendar app.

**Still using WrkLst Classic?** This topic in the Classic documentation: [Shipments](/wrklst-classic/classic-shipments)

## Related articles

* [Exhibitions](/exhibitions/exhibitions)
* [Consignments](/consignments/consignments)
* [Document templates: PDFs, Word and Excel on your own letterhead](/settings/custom-document-templates-made-easy-with-wrk_lst)
* [Timeline](/timeline/timeline)
* [Toolbox: recover deleted records and tidy up](/settings/toolbox-recover-deleted-records-and-tidy-up)