---
title: How to record a wholesale shipment and invoice it
url: https://tideswell.xyz/docs/wholesale/record-a-shipment
description: Record what went out on a confirmed wholesale order, line by line, then bill exactly that shipment with one click.
---

> Documentation index: fetch https://tideswell.xyz/llms.txt to discover every page before exploring further.

# How to record a wholesale shipment and invoice it



The **Shipments** panel on a wholesale order is where you record what left the building. Open the
order from **Wholesale › Orders** and the panel sits below the order's lines. See
<Ref to="wholesale" /> for how shipments fit into an order's life.

Each shipment you record moves the order's **Fulfilment** chip for you, and each one can become
an invoice of its own.

## Before you start [#before-you-start]

Recording a shipment needs **Edit wholesale orders** on **Settings › Permissions**, and invoicing
it needs **Edit wholesale invoices**. Both start at lead (see
<Ref to="workspace-admin/permissions" />). Your workspace may use its own word for orders;
**Settings › Terminology** shows both.

The order has to be **Confirmed**. Until it is, the panel reads &#x2A;*Confirm the order first before
recording a shipment.** Confirming is covered in <Ref to="wholesale/write-an-order" />.

## How do you record a shipment? [#how-do-you-record-a-shipment]

Fill in what is going out on the **Shipments** panel and press **Record shipment**. The table
lists every line with units still to go, with the columns **Product**, **Ordered**, **Shipped**
and **Shipping now**.

1. In **Shipping now**, check the quantity for each line. Each box starts with everything still
   to go out, so a full shipment needs no typing.
2. Lower a box for a part shipment, or set it to 0 for a line that is not going this time.
3. In the **Shipped** date box below the table, pick the date it went out. It starts at today.
4. Type the **Carrier**, such as UPS, and the **Tracking** number if you have one. Both are
   optional.
5. Press **Record shipment**. "Shipment recorded." confirms it.

Check the quantities before you press **Record shipment**, because a recorded shipment stays on
the order.

## How do you ship an order in parts? [#how-do-you-ship-an-order-in-parts]

Record each part as its own shipment. A pro shop that ordered forty polos and gets twenty-four now
and sixteen next month is two shipments on one order.

After each one, the **Shipped** column adds it up and **Shipping now** refills with what is left.
A line that has gone out in full drops off the table. When every line has gone, the panel reads
&#x2A;*Everything on this order has gone out.**

## What happens to the order's statuses? [#what-happens-to-the-orders-statuses]

The **Fulfilment** chip at the top of the order follows the shipments. It reads **Unfulfilled**
until the first one, **Partly shipped** while units are still to go, and **Shipped** once
everything has gone.

There is nothing to set by hand. The **Payment** chip beside it works the same way, following the
invoices and payments recorded against the order.

## How do you invoice a shipment? [#how-do-you-invoice-a-shipment]

Press **Invoice this shipment** beside it. Tideswell creates a draft invoice for exactly the units
in that shipment, at the prices on the order, and opens it.

Units already on another invoice that has not been voided are left off, so invoicing a second
shipment never bills the first one again. If everything in a shipment is already billed,
Tideswell says so and creates nothing.

From the draft you add freight, tax and any note to the buyer, then press **Issue** and
**Send to buyer**. See <Ref to="wholesale/invoice-and-payment" />.

## Where do recorded shipments show? [#where-do-recorded-shipments-show]

Under the table on the **Shipments** panel, oldest first. Each reads its date, the number of
units, then the carrier and tracking number when you gave them, for example "24 units · UPS ·
1Z999AA10123456784".

The **Fulfilment** column on the order book shows where every order stands. See
<Ref to="wholesale/read-the-order-book" />.

## What if Tideswell refuses the shipment? [#what-if-tideswell-refuses-the-shipment]

The message says what to fix.

* **Put a quantity against at least one line.** Every **Shipping now** box is empty or 0.
* **Only 6 of Tour Polo is still to go out.** A box asks for more than is left on that line.
  Lower it to the number shown.
* **Pick the date it shipped.** The **Shipped** date is empty.