Sending a Packing List by Email¶

Purpose¶

It builds the packing list from the booking and its equipment, and emails it. The attachments can be large, so when they do not fit in one message the system splits them into numbered parts and sends each in turn.

Who does this¶

Office staff who send the packing list for a booking to a customer, an inspector, or both.

Before you start¶

You have the right account (see Permissions and Access).
The record and date you are working on are correct.
Words you do not know are in the Glossary.

Access¶

The booking's Packing List page.

Before you send¶

Open the booking and confirm it is the right one, and that the equipment on it is correct.
Set the weight and reference options the way the customer expects.
Choose Customer, Inspector, or Both.
Check the recipient for each target is correct.
Read the packing list that will be sent.

If you are signed in with the administrator account, the recipient is replaced with a test address and the customer will not receive it. Use your own work account.

How to send¶

Open the booking's Packing List page.
Use the email action.
Wait for it to finish. A large packing list is sent as several messages, one after another.

What you should see afterwards¶

The action reports each target and each attachment part it sent, and
the messages appear in the Sent folder of the sending account.

Every target and every part has to be there. A result line is not proof on its own.

Important: sending cannot be resumed halfway¶

If one target or one attachment part fails, stop. Sending again for that target starts its parts from the beginning, so the parts that already went out can arrive a second time.

Keep the result the system gave you, and the Sent folder, before doing anything else.

If something goes wrong¶

Situation	What to do
There is no recipient on file	Fix the recipient on the booking or company, then send.
The booking has no equipment	Nothing is sent. Check the booking has the equipment on it.
One attachment part failed	Stop. Do not resend. Note which parts went out and which did not, and report it.
The result is unclear	Search the Sent folder by recipient, subject and time before resending.
The customer says they got it twice	Check the Sent folder. A partial send followed by a resend does this. Ask for the duplicate to be ignored.
You used the administrator account	The customer received nothing. Send again from your own work account.
Nothing was sent and the result mentions attachments	Preparing the attachments failed. Nothing reached the provider — fix and send again.

Who owns the next step¶

Office staff own the send. Once the packing list is with the customer, the loading and delivery continue — see The working day, step by step.