One shipment, one reference
A folder of files does not tell you whether a shipment can proceed. Assign an internal shipment reference and link its contract, specification, containers, documents and payments. Keep individual shipment rows and a contract-level payment summary for multiple deliveries.
Record container and seal numbers, net and gross weights, loading date, route, logistics contact and supporting photographs. The person responsible for loading supplies the primary loading data.
Fields for your working register
- Shipment and document: type, number, date, version and file link.
- Basis: contract clause, buyer request or applicable requirement.
- Owners: preparer, approver and sender.
- Deadline: target date and dependent event.
- Status: pending / draft / review / correction / approved / sent / received.
- Handover: recipient, date, receipt confirmation and original-document requirement.
- Blocker: what prevents the next step and who must resolve it.
A file appearing in a folder does not make the task complete: draft, signed and sent are different states.
Who owns the document pack
The coordinator maintains the agreed list, tracks versions and hands over the pack. Logistics and carriers supply transport data; customs representatives work within their instructions; specialists and competent organisations handle the relevant certificates. Accounting records transactions and checks closure.
Phytosanitary or veterinary certificates, certificates of origin, insurance and survey reports are not one mandatory package for every shipment. Record the specific reason for including each document.
Before sending to the buyer
- Compare party names, product, quantities and units across documents.
- Match containers and seals to confirmed loading data.
- Remove drafts from the outgoing pack and check legibility and complete pages.
- Agree naming language, format, transmission method and whether originals are needed.
- Include an inventory with file name, document number, date and shipment. Request receipt confirmation.
A useful internal file name is shipment-reference_document-type_date_version. Prefer access-controlled sharing over a public folder of commercial records.
From dispatch to payment closure
Track the current agreed value, advance, final invoice, receipts, approved adjustments and balance separately. Link a quality-claim discount to an agreed amendment, not just a chat message.
Where the Russian bank maintains a contract control statement, reconcile receipts, supporting documents and discrepancies with the bank and accounting team. Delivery alone does not close the payment balance. For container shipments, track empty-container return and its confirmation if your party is responsible.
For recurring deliveries, see the CRM workflow and the scope of outsourced trade support.
Suggested operating structure, not a statutory document list. Assign responsibilities, documents and deadlines for each transaction. Checked on 22 October 2026.
Official sources
Are shipment documents and deadlines scattered across chats?
Describe the number of shipments, participants and next deadline. We can scope support for one shipment or ongoing coordination.
Discuss your task
