Edit a confirmed or reserved shipment

Overview

A confirmed or reserved shipment can still change: the customer raises or lowers quantities, adds a product, changes the destination. So no stock is left over- or under-reserved, editing does three things in one step: it releases the current reservation, applies your changes and reserves again. In exchange it asks for a reason, logged in the history with your name and the time.

Before you start

Create Shipments permission (default: Admin and Supervisor).
The shipment is Confirmed or Reserved (fully or partially). In Draft editing is free and needs no reason; in Loading or Shipped only header details can be edited.
The shipment doesn’t belong to a cross-dock. Cross-dock shipments aren’t edited here.
If the worker already printed the pick ticket, tell them: the new reservation may change locations.

Step by step

Open the shipment and click Edit in the header.
At the top, a box titled Editing a confirmed shipment explains what will happen on save.
Type the Reason for the change (required, 3 to 500 characters), e.g. “the client changed the ordered quantities”.
Change what you need: date, reference, document, carrier, trailer, seal, notes, ship-to and lines. You can add or remove products, change quantities and even add another company. At least one line must remain.
Click Save Changes. You land on the shipment screen with “Shipment edited and reservations recalculated.”

Tip: if you clear the ship date, the previous one is kept; it isn’t erased.

What the system does on save

Releases the reservation: the reserved stock becomes available again in its locations and the old reservations are discarded.
Replaces the lines with the ones on the form and leaves the shipment Confirmed.
Logs the reason in the edit history.
If you ticked saving the destination, adds it to the address book.
Reserves again with the usual rules, partially if needed. If nothing is available, it stays Confirmed with a yellow notice. See How stock gets reserved.

The link to the dock job doesn’t change. A new reference, if you changed it, carries over to the shipment’s charges and invoices.

The edit history

Each edit adds a line to the Edit history panel at the bottom of the shipment screen, in this format: [Ana López · 2026-09-15 10:42] the client changed the ordered quantities. The history accumulates; it is never erased.

Example

Shipment SH-VALLEY-2026-00118 for Valley Distributors is partially allocated: it ordered 6 of VD-118 and only 4 were there. On Thursday the receipt bringing 10 more is confirmed.

Luis Pérez opens the shipment, clicks Edit and types the reason “rest of VD-118 arrived”.
He changes no quantity and clicks Save Changes.
The system releases the 4, reserves again and now sets aside 6. The history shows his name, the time and the reason.

Edit, back to draft or cancel the allocation

Path	When it fits
Edit	You change lines or details and want it reserved straight away. Leaves a reason.
Back to draft to edit lines	Only in Confirmed with no reservation. Returns it to draft to work on calmly; nobody is notified until you confirm again. No reason asked.
Cancel Allocation (⋮ menu)	You want to free the stock for a more urgent shipment without changing this one. It stays Confirmed.

All three are described in Cancel, release the reservation or roll back a shipment.

What can’t be edited this way

A shipment in Loading: the truck is already at the dock. If lines really must change, first unlink the dock job (it goes back to Reserved) or cancel that job.
A Shipped shipment: only header details, with Edit details.
The main customer and the shipment number: changed with Correct client / number, which keeps its own log.
A cross-dock shipment: its lines are seeded by the cross-dock receipt.

Error messages

A message says the reason is required or must be at least 3 characters (the field name shows as “edit reason”).

Write a clear reason; it’s what whoever reviews the history will read.

“The Lines field is required.”

A confirmed shipment can’t be left with no lines. If nothing will ship, cancel the shipment.

“Only draft shipments can be edited. Cancel the allocation or the shipment if you need to change it.”

The shipment is Loading, Shipped or Cancelled. The wording is old: confirmed and reserved shipments can be edited today. Check the status.

A notice says the shipment belongs to a cross-dock and editing the lines would work against the floor.

It’s a cross-dock shipment. To redo it, cancel the cross-dock. See Cancel a cross-dock.

After saving, a yellow notice says stock couldn’t be reserved.

With the new lines nothing is available. The shipment stays Confirmed; allocate when the stock arrives.

Best practices

Write reasons that explain why, not what: “client dropped 2 cases damaged at origin” beats “change”.
Edit before the truck arrives. Once the dock job has started, the shipment can’t be edited.
After editing, print the pick ticket again: it regenerates with the new reservation.
If only the carrier or trailer changed, there’s no need to touch lines; even so, editing releases and reserves again, so do it while no loading is in progress.

FAQ

Does it keep the same locations?

Not necessarily. The reservation is rebuilt from scratch with the expiry and age rules, and the previously reserved stock is available again before reserving. It usually lands on the same locations, but if a lot expiring sooner arrived in the meantime, that one goes first.

Is the customer or the worker notified?

No. Editing sends no email to the customer and no bell notice. The customer sees the changes in their portal. If the worker was already preparing the load, tell them yourself.