Add products and submit a Ship Event form

List the Trade Items in the shipment, with quantities and lot information, then review and submit the form.

Applies to: Forms List (the shared form you opened)

Audience: Suppliers completing a form a buyer shared

Prerequisites: the shipment-level fields from Open and complete a shared Ship Event form; Trade Items shared by the buyer

Purpose

List the Trade Items in the shipment, with quantities and lot information, then review and submit the form. You can add products one at a time or import them from a spreadsheet. Importing populates the product table only; it does not submit the form.

Before you begin

The buyer has shared the Trade Items with you.
You know each quantity in the unit of measure (UOM) defined on the shared item. Check the UOM rather than assuming the buyer uses the unit you usually ship in.
To import, each shared Trade Item you will import has a unique item number or ID assigned by you. The import matches item numbers or IDs, not item names, because names can be duplicated. Assign your item numbers to the shared items before importing.
Remember that submitting sends information to the buyer who owns the form.

Steps

Add products manually

Scroll to the product table (called Product Table on the example form)

Scroll to the product table (called Product Table on the example form). Select Add Product. A new row appears.

In the first column, open the selector and choose the shared Trade Item

In the first column (Trade Item Name on the example form), open the selector and choose the shared Trade Item. You can browse the list or search by the item's name or by your item number or ID.

Check the read-only Owner's Item Number, when shown

Check the read-only Owner's Item Number, when shown. It is a reference value and cannot be edited.

Enter the Quantity, in the item's unit of measure

Enter the Quantity, in the item's unit of measure. The product, Quantity, and Lot/Serial are required for each row.

Review TLC, which is read-only when the owner uses a universal TLC

Review TLC. When the owner uses a universal TLC, this value reflects the shipment-level TLC and is read-only.

Check TLC Source, which is required on every row

Check TLC Source, which is required on every row. It takes the value you entered once in the shipment-level TLC Source field. If you ticked Manually enter TLC Source for each product, enter it on each row.

Enter Lot/Serial (required)

Enter Lot/Serial (required): the lot, serial, or production code. It can differ from the TLC.

Repeat for each product

Repeat for each product. To remove a row, open its three-dot menu and select Delete.

A product row: TLC is read-only and TLC Source is editable when per-product entry is on.

The row three-dot menu offers Delete.

Depending on the owner's configuration, extra read-only columns (item number, UOM, GTIN, UPC, PLU, brand) can appear after you select a product so that you can confirm you chose the right item. They show a value only when the underlying Trade Item has that data.

Import products from XLSX or CSV

Use this instead of adding rows by hand when you have a spreadsheet. Your file is a CSV or XLSX with one row per product and columns for the item number or ID, lot or serial, and quantity. It also needs TLC and TLC Source columns when your form requires them.

In the product table section, select Import XLSX/CSV

In the product table section, select Import XLSX/CSV. The Import Data from XLSX/CSV window opens.

Drag your file onto the upload area, or click it to choose a file

Drag your file onto Click or drag file to upload (it says "Supports CSV and XLSX."), or click it to choose a file.

Review the preview of the file that appears

Review the preview of the file that appears.

Set the number of rows to skip from the top of the file

Set the number of rows to skip from the top of the file. Skip the header row, and any other rows above your data.

Use the Map Attribute selector above each column to say what it contains

Above each column, use the Map Attribute selector to say what the column contains.

Map Item Number/ID, Lot/Serial, and Quantity

Map Item Number/ID, Lot/Serial, and Quantity. These mappings are required.

Map TLC and TLC Source when your form needs them

Map TLC and TLC Source when your form needs them. If the form has one shipment-level TLC, the product rows take that TLC. If you ticked Manually enter TLC Source for each product, map TLC Source so each row gets its own value.

Leave unrelated columns unmapped

Leave unrelated columns unmapped.

If the preview has more than one page, page through it to check the data

If the preview has more than one page, page through it to check the data.

Select Import. The rows are added to the product table. Review them.

Select Import. The rows are added to the product table. Review them.

The Import Data from XLSX/CSV window.

A compact mapping example:

File column	Map Attribute
Item Number	Item Number/ID
Item Name	(leave unmapped)
Lot	Lot/Serial
Qty	Quantity
TLC	TLC
TLC Source	TLC Source

Clear the form (optional)

To start over, select Clear Form at the bottom of the drawer

To start over, select Clear Form at the bottom of the drawer. The shipment fields, the product rows, and the Ship From entry are emptied. There is no confirmation window, so check before you select it. A single shared destination in Ship To can stay selected.

After Clear Form, the entries are emptied.

Submit

Review every section once more

Review every section once more.

Select Submit

Select Submit.

If any required field is incomplete, it is outlined in red

If any required field is incomplete, it is outlined in red. Product rows with a problem can show a red X with "Please input required fields." Correct each item and select Submit again.

A successful submission closes the drawer and shows a green notification

When the submission succeeds, the drawer closes and a green success notification appears.

Expected result

After a successful submission, Wholechain should:

generate a packing-list-style PDF with the information you submitted, named from the purchase order information;
tag the shipping Location and the included items;
make the PDF available in Documents;
show the shipment in Shipments → Outbound, where it can remain Pending until the receiving Trade Partner records receipt.

Check Documents and Shipments to confirm.

Troubleshooting

The product list shows "No Data". The buyer has not shared Trade Items with your account. Ask the buyer to share the right items, or contact support@wholechain.com.

The product selector shows "No Data" when the buyer has not shared Trade Items.

The quantity looks wrong to the buyer. Check the item's UOM and enter the quantity in that unit.
My import matched no items. The import matches item numbers or IDs. Check that the values in your file match the item numbers assigned to the shared items exactly, and that those numbers are unique.
Import is unavailable or a mapping is flagged. Map Item Number/ID, Lot/Serial, and Quantity, and check the number of rows skipped.
Red outlines or a red X after Submit. Fill the outlined fields; a product row can show "Please input required fields."
A shipment has several destinations. Submit one form for each shipment and destination.

Field and action reference

Product row

Column	Req.	Editable	Values
Product (Trade Item Name on the example form)	Yes	Yes	A shared Trade Item. Shows "No Data" when none are shared.
Owner's Item Number	n/a	No	Reference value.
Quantity	Yes	Yes	Entered in the unit of measure on the shared Trade Item.
TLC	n/a	No when a universal TLC is used	Reflects the shipment-level TLC.
TLC Source	Yes	Only with Manually enter TLC Source for each product	Every row needs a TLC Source. Enter it once in the shipment-level TLC Source field to apply it to all rows, or tick Manually enter TLC Source for each product and enter it on each row.
Lot/Serial	Yes	Yes	Lot, serial or production code. It can differ from the TLC.
Row three-dot menu	n/a	n/a	Delete removes the row.

Import window

Item	Description
Title	Import Data from XLSX/CSV
Upload area	Click or drag file to upload. "Supports CSV and XLSX."
Buttons	Cancel, Import
Rows to skip	Number of rows skipped from the top of the file.
Map Attribute	Selector above each column.
Required mappings	Item Number/ID, Lot/Serial, Quantity. These match the product row requirements, except that the import identifies the item by Item Number/ID instead of the item name.
Conditional mappings	TLC and TLC Source when the form requires them.
Matching	By item number or ID, not item name. The supplier must have assigned an Item Number/ID to each item the form owner shared before importing.
Effect	Import fills the product table. It does not submit the form.

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