One Order — Several Independent Events
Out of the agreed 100 metric tonnes, the supplier sent 40, then another 35.
In the order card, the order already appears to be completed because a waybill has appeared.
Meanwhile, 25 metric tonnes remain, and the documents and payment may relate to different parts.
This is a hypothetical example.
For a real transaction, first check whether partial shipments are permissible under the contract, settlement terms, and route.
The internal table does not authorize splitting the supply and does not replace agreement with the buyer or the bank.
Discuss partial-shipment tracking for your business
I can help structure partial-shipment tracking, gather the required information and evidence, and agree responsibilities and next steps.
We can also discuss similar difficulties and related foreign trade tasks.
We agree the scope and any specialist involvement before work starts.
Create Sub-Records of Shipments
Keep a single order number and a separate identifier for each part.
Do not turn a partial shipment into a new independent order without a link to the original obligation.
| Record | Agreed, t | Shipped, t | What Else to Check |
|---|---|---|---|
| Entire Order | 100 | 75 | Remainder 25 t |
| Part A | 40 | 40 | Acceptance and settlement for this part |
| Part B | 35 | 35 | Acceptance and settlement for this part |
| Part C | 25 | 0 | Readiness and agreed date |
In the example, 40 + 35 + 25 = 100.
Record returns, rejected quantities, and order changes as separate events so that arithmetic does not hide the reasons for the remainder change.
Do Not Mix Four Quantities
Separate the planned, shipped, received, and accepted quantities.
If the buyer has confirmed receipt, this does not necessarily mean completed acceptance under the contract.
The SourceDay system shows one way to manage multiple shipment notifications per order line.
This is an example of operational record-keeping in software, not a requirement for Russian exports.
In your own CRM, you can use different names while maintaining the link between parts and the remainder.
Link Documents and Money
For each part, specify the related documents, accrual amount, and distributed receipts.
The total advance cannot be counted as fully received for each of the three parts.
If the distribution has not yet been agreed, note this.
Hypothetical example: 900,000 ₽ of total advance was received.
In the working distribution, 360,000 ₽ was assigned to Part A, 315,000 ₽ to Part B, and 225,000 ₽ to Part C. The amount remains 900,000 ₽, not tripled.
Accounting and banking procedures are determined by specialized participants; the table is for reconciliation.
When the Order Can Be Considered Completed
Check the remaining goods, acceptance status, settlements, and open issues for all parts.
One closed shipment does not close other obligations.
If a part is canceled, keep the basis for the change in the total quantity.
For each shipment, use the export shipment document register and keep a summary order line above it.
The manager will see which part is delaying the completion of the deal.
Internal management guidance; examples are hypothetical.
Overseas sources do not establish Russian legal requirements.
Check authority, contract terms, restrictions and mandatory procedures for the specific transaction.
Reviewed 26 October 2026.
