Delivery Booking Management

What is a Delivery Booking?

A Delivery Booking is a confirmed reservation for your shipment to be received at the warehouse. It represents an allocated slot with confirmed capacity for your goods on a specific date.

Key Characteristics

Automatically created when Pre-Advice is approved
Cannot be created manually
Required to create an ASN
Unique reference for tracking your shipment
Only one ASN can be created per booking

How Delivery Bookings Are Created

Delivery bookings are generated automatically through a multi-step validation and approval process triggered by Pre-Advice submission.

Step 1: Pre-Advice Submission

You create and submit a Pre-Advice, which notifies the system of:

Products you intend to send
Quantities of each product
Requested delivery date
Target warehouse

Step 2: Product Validation

The system validates all products specified in your Pre-Advice:

Validation Checks Include:

HAZMAT (hazardous materials) approval status
Product registration in the system
Product-specific requirements
Compliance with warehouse restrictions

If Product Validation Fails:

Pre-Advice is rejected immediately
No delivery booking is created
You must resolve product issues and resubmit
Common rejection reason: Missing HAZMAT approval

If Product Validation Passes:

System proceeds to Step 3

Step 3: Warehouse Capacity Check

Once products pass validation, the system checks warehouse capacity availability:

Capacity Validation:

Each warehouse has a configured daily capacity limit
System verifies total units in your Pre-Advice fit within available capacity
Checks capacity for your requested delivery date and time slot
Considers existing bookings for the same date

Factors Affecting Capacity:

Total number of units you’re sending
Warehouse receiving capacity limits
Other bookings scheduled for the same date
Warehouse operational constraints

Step 4: Delivery Booking Creation & Pre-Advice Approval

If Capacity is Available:

✅ Delivery booking is automatically created
✅ Pre-Advice status changes to “APPROVED”
✅ Delivery booking reference is generated
✅ You can now create an ASN

If Capacity is Not Available:

❌ No delivery booking is created
❌ Pre-Advice status changes to “REJECTED”
❌ Rejection reason provided (typically: insufficient capacity)
❌ You cannot create an ASN for this Pre-Advice

Rejection Reasons:

Insufficient warehouse capacity - No capacity available for the requested date/time
Unknown product - Product not registered in our system
Unapproved product - Product does not have HAZMAT approval

Delivery Booking Status

Understanding Status

Delivery bookings do not have their own approval statuses. Instead, the booking’s existence is tied to the Pre-Advice approval status:

Pre-Advice Status	Delivery Booking	Next Action
APPROVED	Booking exists	Create ASN using booking reference
REJECTED	No booking exists	Fix issues and submit new Pre-Advice
PENDING	Awaiting validation	Wait for approval
CANCELLED	Booking cancelled	Create new Pre-Advice if needed

Checking Booking Status

Via Pre-Advice:

Go to Inbound → Pre-Advice
Find your Pre-Advice by ID or reference
Check Status column:
- 🟢 APPROVED = Booking created successfully
- 🔴 REJECTED = No booking created

Via Delivery Bookings:

Go to Inbound → Delivery Bookings
Search by Pre-Advice ID or Client Reference
View booking details if approved

Using Your Delivery Booking Reference

Once your Pre-Advice is approved and a delivery booking is created, the booking reference becomes your primary tracking identifier.

What You Can Do with the Booking Reference

Create an ASN

Use the booking reference when creating your ASN
Required field in ASN creation form
Links your ASN to the confirmed booking slot

Track Your Shipment

Monitor shipment progress through the receiving process
Reference point for all warehouse communications
Used in receipts and GRN documentation

View Booking Details

Access booking information in the UI
See associated Pre-Advice details
Check delivery date and warehouse

Check Receipt Status

Search for receipts using booking reference
Monitor partial and final receipts
Track goods as they arrive

Workflow Overview

1. Create Pre-Advice
   ↓
2. Validate Products
   ↓
   ├─── FAIL ──► Pre-Advice REJECTED
   │              (No booking created)
   │
   ▼ PASS
3. Check Warehouse Capacity
   ↓
   ├─── FAIL ──► Pre-Advice REJECTED
   │              (No booking created)
   │
   ▼ PASS
4. Create Delivery Booking
   ↓
5. Pre-Advice APPROVED
   (Booking Reference provided)
   ↓
6. Create ASN

Key Terminology

Term	Definition
Delivery Booking	Confirmed warehouse slot with allocated capacity for your shipment
Booking Reference	Unique identifier for your delivery booking (e.g., `BOOK-12345678`)
Warehouse Capacity	Maximum number of units the warehouse can receive on a given date
Pre-Advice Approval	Confirmation that your Pre-Advice passed validation and booking was created
HAZMAT Approval	Required authorization for hazardous materials
Capacity Check	System validation that warehouse can accommodate your shipment volume