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:

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

Via Delivery Bookings:

1. Go to Inbound → Delivery Bookings
2. Search by Pre-Advice ID or Client Reference
3. 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