> For the complete documentation index, see [llms.txt](https://docs.tracr.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.tracr.com/tracr-user-guide/7.-shipments-outbound.md). # 7. Shipments Outbound Read this section to understand how to create, view and manage shipments of diamonds to transfer to manufacturers or retailers. ## Overview If you are a producer, you can create a shipment of rough diamonds to transfer to a manufacturer. On receipt of the transfer, the manufacturer can accept or reject the shipment. If it is accepted, the manufacturer must then upload diamonds against the shipment using the **Integration Tool**. If you are a manufacturer, you can create a shipment of diamonds to transfer to a retailer. When you transfer a diamond out of your inventory, you make it eligible for transfer into the recipient’s Tracr inventory. Tracr sends notifications to the recipient and the diamond appears on the list of eligible diamonds for transfer in. When the recipient accepts ownership and the transfer completes, the diamonds are added to the recipient’s inventory. {% hint style="info" %} As a manufacturer, you can only transfer diamonds that are verified, inscribed, and held within your inventory. {% endhint %} ## Create a new shipment To transfer diamonds to a new recipient, you must create a shipment which specifies the diamonds that you want to transfer from your inventory. {% hint style="info" %} Before you start: Prepare a CSV file with the Tracr IDs of the diamonds you want to transfer. To avoid syntax errors, name the column tracr\_id. [Download transfer CSV template](https://jcpackages.tracr.network/integration/transfer_out_template.csv) If you are transferring polished diamonds, ensure that your CSV file does not contain locked diamonds as you cannot transfer a diamond if it is locked. {% endhint %} {% stepper %} {% step %} ### Start a new shipment * From the Tracr menu, select **Shipments > Outbound**. * Select **New shipment**. {% endstep %} {% step %} ### Upload CSV In the **New Shipment** dialog box: * Select the **Integration type**, either *Rough* or *Polished*. * Either drag and drop your prepared CSV file onto the page or choose **Select from device** to browse for and select the file that you want to upload. * Select **Upload**. Look for ‘CSV uploaded successfully' to confirm that Tracr has accepted the file. {% endstep %} {% step %} ### Review uploaded diamonds * Review the diamonds in the shipment. Note that you cannot proceed with the shipment if it contains unavailable or locked diamonds. * If any diamonds are unavailable (for example, already transferred, in a shipment, not inscribed, not found, or locked), either select **Remove** next to the unavailable diamond or select **Remove all unavailable diamonds**, and then select **Confirm**. {% endstep %} {% step %} ### Remove unwanted diamonds * Remove any diamonds you do not want to include in the shipment. To do this, either select **Remove** next to the diamond or select the diamonds to remove and then select **Remove** at the bottom of the page. Then select **Confirm**. * Select **Continue**. {% endstep %} {% step %} ### Finalise and send * Enter a name to identify the shipment. * Enter the recipient's Tracr API URL. For example, [*https://api.*](https://api./)*\* * Select **Send shipment**. * Review the shipment information, then either: * Select **Confirm** to confirm the shipment. * Select **Cancel** to cancel the shipment. Note: You can still cancel the shipment after sending until your recipient accepts the shipment. {% endstep %} {% endstepper %} ## Active outbound shipments When you create a new outbound shipment, it appears on your active shipments list. You can view the active shipments including the number of diamonds transferred, outstanding, cancelled or rejected. ### View active diamond shipments The **Active** tab lists the collections of diamonds (shipments) that have yet to be completed, that is, the shipment contains diamonds that have not been transferred, rejected, or cancelled. {% hint style="info" %} To make a diamond eligible for transfer to another Tracr account, select the **New shipment** button and complete the New Shipment process. {% endhint %} To view pending diamond shipments: * From the Tracr menu, select **Shipments > Outbound**.\ The **Active** tab lists the collections of diamonds (shipments) selected for transfer.

Shipments Outbound Active tab, five of the shipments of polished diamonds have been sent and not yet accepted or rejected. The shipments can be cancelled. Two shipments have been accepted.

## Columns By default, the outbound shipments table displays a standard set of columns. You can customise the display and add additional columns to view more information, as required. > **Note:** Tracr remembers your column selections for inbound and outbound shipments screens when you sign out. {% stepper %} {% step %} ### To display additional columns 1. Select **Columns**. 2. Choose the columns that you want to display. {% endstep %} {% step %} ### To remove additional columns 1. Select **Columns**. 2. Clear the checkbox next to any columns that you do not want to display. {% endstep %} {% step %} ### To reset the columns to default 1. Select **Columns**. 2. Select **Restore columns to default**. {% endstep %} {% endstepper %} #### Active shipment information For each active shipment, Tracr displays the following information on the **Active** tab: * **Recipient** - The name of the recipient, entered when the transfer was created. * **Shipment ID** - The ID assigned to the transfer when it was created. * **Date sent** - The date the shipment was sent to the recipient. * **Shipment name** - The name given to the shipment when it was created. * **Total diamonds** - The number of diamonds in the shipment. * **Total carats** - The total number of carats for all diamonds in the shipment. * **Carat range** - The range of carat weights for diamonds in the shipment. * **Integration** - The integration type (*Rough* or *Polished*) selected when the shipment was created. * **Status** - The status of the active shipment: * **Accepting**, **Cancelling**, or **Rejecting** - Tracr is processing the shipment. Applies only to rough shipments. * **In progress** - Some, but not all of the diamonds in the shipment have been accepted, cancelled, or rejected. Applies only to polished shipments. * **Sent** - The recipient has been notified of all the diamonds in the shipment. * **Actions (three dots)** * **Cancel** - Select this button to cancel the transfer of the shipment. This button is only shown until the recipient accepts the shipment. * **View** - Select this button to view details of the diamonds in the shipment. ### Filter Shipments The outbound shipments screen includes a search box. Typing in this field will filter the list of outbound shipments by the recipient, shipment ID, or shipment name. ### View active shipment details You can view more information for each shipment listed on the **Active** tab, including the status of each polished diamond in the transfer. To view active outbound shipment details: * Next to a shipment on the **Outbound Active** tab, select **View**.\ Tracr displays the **Pending shipment** page, which shows the status of each diamond in the shipment.

Details for an active outbound polished shipment. The recipient has rejected one of the diamonds, and one diamond is still available for transfer. The sender has cancelled the third diamond.

Details for an active outbound rough shipment. The shipment can still be cancelled.

#### Active shipment details Descriptions of the columns on the **Pending shipment** page are as follows: * **Total diamonds** - The number of diamonds in the shipment. * **Total carats** - The total number of carats for all diamonds in the shipment. * **Carat range** - The range of carat weights for all diamonds in the shipment. * **Tracr ID** - The ID allocated when Tracr registered the diamond. * **Participant ID** - The ID of the diamond in the participant’s ERP system, which is used to maintain the relationship between a diamond in the ERP and the same diamond in the Tracr platform. * **Shape** - The shape of the diamond. * **Carat** - The physical weight of the diamond. * **Clarity** - The clarity of the diamond, ranging from ‘FL’ (flawless) to ‘P3’ (poor quality). Clarity grades define the quantity, size, and location of inclusions in a diamond. * **Colour** - The colour of the diamond, ranging from 'D’ (colourless) to ‘Z’ (light yellow). * **Cut** - The diamond’s proportions, symmetry, and polish, ranging from poor to excellent. * **Status** - For a polished shipment, each diamond has a status: * **Cancelled** - The sender cancelled the transfer of the diamond in the shipment. * **Rejected** - The recipient rejected the diamond in the shipment. * **Sent** - The diamond has been sent; the recipient can now accept or reject the diamond in the shipment. * **Transferred** - The recipient accepted the transfer of the diamond in the shipment. * **Actions (three dots)** * **Cancel** - Cancels the transfer of the selected diamond to the recipient. ### Cancel a shipment You can cancel an active shipment. For a rough shipment, you can only do this if the shipment has not yet been accepted. For a polished shipment, you can only cancel the shipment if none of the diamonds have been transferred. {% stepper %} {% step %} * On the **Pending shipment** page, select the **Cancel shipment** button. {% endstep %} {% step %} * Read the confirmation message and select the **Confirm** button to cancel the shipment.\ The shipment appears on the **Archived** tab with the status ‘Cancelled’. {% endstep %} {% endstepper %} ### Cancel a polished diamond in a shipment You can cancel (remove) a polished diamond from a shipment. {% hint style="info" %} You can only cancel the transfer of a diamond if its status is ‘Sent’. {% endhint %} {% stepper %} {% step %} * On the **Pending shipment** page, next to the diamond that you want to cancel, in the **Actions** column, select **Cancel**. {% endstep %} {% step %} * To stop transfer of the selected diamond, select the **Confirm** button.\ Tracr removes the diamond from the shipment and changes the status of the diamond to ‘Cancelled’. {% endstep %} {% endstepper %} ### Export an active outbound shipment session report You can export details of a pending shipment as a report (CSV file). * On the **Pending shipment** page, select **Export as CSV**.\ Tracr generates the report which is downloaded and saved in your default downloads folder.\ [**View example report**](broken://pages/c648ce1e22de29247b407f1387b749fb5c45b8a6#transfer-out-session-csv) ## Archived outbound shipments A shipment is considered complete when all diamonds have either been rejected or accepted by the recipient or cancelled by the sender. {% hint style="info" %} Once a shipment is complete it moves from the **Outbound Active** list to the **Outbound Archived** list. {% endhint %} ### View archived diamond shipments The **Archived** tab lists the collections of diamonds (shipments) that have completed, that is, the recipient has either confirmed or rejected the transfer. To view archived diamond shipments: * From the Tracr menu, select **Shipments > Outbound**, then select the **Archived** tab.

Shipments Outbound Archived tab.

## Columns By default, the outbound shipments table displays a standard set of columns. You can customise the display and add additional columns to view more information, as required. > **Note:** Tracr remembers your column selections for inbound and outbound shipments screens when you sign out. {% stepper %} {% step %} ### To display additional columns 1. Select **Columns**. 2. Choose the columns that you want to display. {% endstep %} {% step %} ### To remove additional columns 1. Select **Columns**. 2. Clear the checkbox next to any columns that you do not want to display. {% endstep %} {% step %} ### To reset the columns to default 1. Select **Columns**. 2. Select **Restore columns to default**. {% endstep %} {% endstepper %} #### Archived shipment information For each archived shipment, Tracr displays the following information: * **Recipient** - The name of the recipient, entered when the shipment was created. * **Shipment ID** - The ID assigned to the transfer when it was created. * **Date sent** - The date the shipment was sent. * **Shipment name** - The name of the shipment. * **Total diamonds** - The total number of diamonds in the shipment. * **Total carats** - The total number of carats of the diamonds in the shipment. * **Carat range** - The range in carat values of the diamonds in the shipment. * **Integration** - The integration (Rough or *Polished*) selected when the shipment was created. * **Status** - The status of the archived shipment: * **Cancelled** - The sender cancelled the shipment. * **Complete** - All polished diamonds have been cancelled, transferred, or rejected. For a rough shipment, all diamonds have been uploaded. * **Rejected** - The recipient rejected the shipment. * **Actions** - Select **View** to display the status of each diamond in the archived shipment. ### Filter Shipments The outbound shipments screen includes a search box. Typing in this field will filter the list of outbound shipments by the recipient, shipment ID, or shipment name. ### View archived shipment details You can view more information for each shipment listed on the **Archived** tab. To view archived shipment details: * Next to a shipment on the **Archived** tab, select **View**.\ Tracr displays the **Archived details** page, which shows more information about each diamond in the archived shipment, including the status of each diamond for a polished shipment.

Details for a completed polished shipment. Only one diamond transferred to the recipient, the others were either rejected or cancelled by the sender.

#### Archived shipment details Descriptions of the columns on the **Archived details** page are as follows: * **Total diamonds** - The total number of diamonds in the shipment. * **Total carat weight** - The total number of carats of the diamonds in the shipment. * **Carat range** - The range in carat values of the diamonds in the shipment. * **To** - The name of the recipient, entered when the shipment was created. * **Shipment name** - The name of the shipment. * **Data sent** - The date the shipment was sent. * **Tracr ID** - The ID allocated when Tracr registered the diamond. * **Participant ID** - The ID of the diamond in the participant’s ERP system, which is used to maintain the relationship between a diamond in the ERP and the same diamond in the Tracr platform. * **Shape** - The shape of the diamond. * **Carat** - The physical weight of the diamond. * **Clarity** - The clarity of the diamond, ranging from ‘FL’ (flawless) to ‘P3’ (poor quality). Clarity grades define the quantity, size, and location of inclusions in a diamond. * **Colour** - The colour of the diamond, ranging from 'D’ (colourless) to ‘Z’ (light yellow). * **Cut** - The diamond’s proportions, symmetry, and polish, ranging from poor to excellent. * **Status** - The status of the diamond in the archived outbound shipment. Only shown for polished diamonds: * **Cancelled** - The sender cancelled the transfer of the diamond in the shipment. * **Transferred** - The diamond successfully transferred to the recipient's inventory. * **Rejected** - The recipient rejected the diamond in the shipment. #### Export an archived outbound shipment session report You can export details of an archived outbound shipment as a report (CSV file). * On the **Archived details** page, select **Export as CSV**.\ Tracr generates the report which is downloaded and saved in your default downloads folder.\ [**View example report**](broken://pages/c648ce1e22de29247b407f1387b749fb5c45b8a6#transfer-out-session-csv) *** ## Search by Report/Inscription Number We are pleased to announce an upgrade to our search capabilities. You can now search using grading report numbers and inscription numbers across the Tracr Shipments. This enhancement is designed to provide greater flexibility and efficiency in your search process. Recognising that both report and inscription numbers are key identifiers, we've integrated them into our search functionality to streamline your workflow.
### Key benefits * Saves time by using a more common reference number. * Improves search accuracy. * Enhances usability with a more comprehensive search experience. ### Frequently Asked Questions (FAQs)
What is the "Search by Report or Inscription Number" feature? This feature allows users to quickly find diamonds by entering their report number or inscription number.
Where can I use this feature? You can use this feature on the Tracr Shipments.
Will the search results show all diamond details? The search results will display key diamond details. You can click on a result to view the full details.
What if I can't find the diamond I'm looking for? Double-check the report or inscription number for accuracy. Make sure your diamond is polished. If you still can't find it, contact customer support for assistance.
### User Interface Elements * **Search Bar:** now supports diamond searches using report or inscription numbers.

Where to enter the grading report number or inscription number on the shipments page.

* **Results:** will be displayed on the table.

Results of searching for a grading report number or inscription number.

### How It Works {% stepper %} {% step %} ### Enter report or inscription number In the search field, type the diamond's report or inscription number. {% endstep %} {% step %} ### Click Search Press the "Search" button. {% endstep %} {% step %} ### View results The matching diamond(s) will appear in the data table. {% endstep %} {% step %} ### Access details Click the diamond to access the diamond's details. {% endstep %} {% endstepper %}

How to search for diamonds using a grading report number or inscription number in a shipment.

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