The data available in each document

Summary

The template editor only lets you use data from a closed list, different for each document type. This article is that list, grouped the way you see it under Available data. In the editor each item also shows its key (for example shipment.shipment_number), which you can search by, and a sample value from the latest real document. To use the data, see Designing a document template.

Groups that repeat

Group	What it holds
Client	Name, code, contact and email; billing contact, email and phone; the customer's bill-to and ship-to addresses, as one line or by parts (street, street 2, city, state, postal code, country).
Warehouse	Warehouse name, one-line address (with or without phone), street, city, state, postal code, country, phone and email.
Driver and truck	What the driver entered at the kiosk: name, carrier, phone, trailer, truck, plates, pickup number, seal, time in and time out, plus any custom fields the warehouse added to driver registration.
Document	When and by whom the PDF was generated, and the page number.

The customer addresses come from their profile. See Setting up a customer.

Receipt documents

The goods received note, pallet and product labels and the custom document use the same data.

Group	Data
Receipt	Receipt number, reference, document number, status, origin and source channel, actual received date, confirmation date, time in and time out, dock, unloaded by, entered by and reviewed by, notes, review notes, last edit and its reason, total lines, total pieces and number of discrepancies.
Driver and truck	The receipt's carrier, driver, truck, trailer, seal, PRO number, tracking number and final destination, plus the delivery driver's registration data.
ASN	Notice number, supplier, estimated arrival, status and notice notes.
Client, Warehouse, Document	The common ones, plus the label data (below).

The line columns

SKU, product, expected, received and damaged quantity, discrepancy type, lot, unit, package, pieces, catalog unit weight, entered weight, volume, entered dimensions, catalog dimensions, location and the customer's own per-line fields (for example part number or work order), defined on the customer profile.

The data on each label

When printing labels, each page also carries:

Pallet ID: the receipt number in capitals, a dash and the line number (REC-NT-00058-2).
Line number.
Piece and total pieces of that label: to print "3 of 12".

How many labels come out per line depends on the mode: per pallet, when the line package is pallet, one per piece entered; per unit, one per unit received; the master label is a single one for the whole receipt.

Shipment documents

The bill of lading, packing list and pick ticket use the same data.

Group	Data
Shipment	Shipment number, status, reference, document number, notes; the destination as one line, by parts or as a full address; requested ship date and actual ship date; carrier, driver, truck, trailer, plates, seal, pickup number, PRO and tracking; loaded by, dock, time in and time out; trailer-mismatch flag; cross-dock number; closed by and created by; total lines, pieces and discrepancies.
Driver and truck	The pickup driver's registration data.
Client, Warehouse, Document	The common ones.

The two shipment tables

Lines: one row per ordered line. SKU, product, quantity ordered, allocated and loaded, unit, unit weight, line weight, catalog dimensions and line notes. This is the one for the bill of lading and packing list.
Rows (by lot): one row per reserved lot and location. SKU, product, lot, location, quantity allocated and loaded, unit, weights, dimensions and the date that stock came in. This is the one for the pick ticket: it tells the operator where to take each thing from.

Receiving record

Group	Data
Dock job	Number, type, status, dock, operator, notes, arrival, assignment, start, work-finished and end times, minutes on the floor, direction, trailer status, operator notes and cross-dock number.
Driver and truck	Driver, carrier, phone, trailer, truck, seal and the driver registration data.
What was entered	Form title, comments, certified by, when and by whom the record was saved, and how many items it has.

Tables: Entered items (description, quantity, weight, unit weight, dimensions, location) and the inspection checklist (mark and text of each item checked). See The life cycle of a dock job.

Invoice

Group	Data
Invoice	Number, reference, date, due date, payment terms, period from and to, payment status, status, currency, notes, issue date, paid date and whether it is overdue.
Totals	Subtotal, tax, total, amount paid and balance due.
Source shipment / receipt	The numbers of the documents being invoiced, their reference, document number, carrier, driver, trailer, seal, date, pieces and weight.

Invoice charges table: description, quantity, unit, price, currency and amount. See Sending and printing invoices.

Data that gets mixed up

Actual received date vs. confirmation date: the first is when the goods arrived (and when storage starts); the second, when it was confirmed in the system. On a goods received note, use the actual one.
Number, reference and document number: the number is set by the system and never repeats; the reference is entered by the warehouse; the document number is the one on the driver's paperwork.
Catalog unit weight vs. entered weight: the first exists even if nobody weighed anything; the second only if it was entered on the line.
Allocated vs. loaded quantity on the shipment: the bill of lading takes the loaded one.
Status prints as the internal value (for example shipped). If you want it on paper, better write fixed text.

Frequently asked questions

I need data that is not on the list

The list is closed on purpose: it keeps a template from reading data it should not. If the data is entered per line, it can be a customer custom field. Otherwise, write to us with the document and the data.

A field shows no sample value

The latest document of that type in the warehouse does not have that data entered, or the warehouse has no documents of that type yet. The field works anyway; there is just no sample.