How to Process Ship/Receipt Confirmations in iDempiere
The Ship/Receipt Confirm window records the confirmation step generated when a Customer Shipment or Receipt requires picking, dispatch, or customer acknowledgement to be verified separately from the main document.
It is used to confirm warehouse picking, actual shipped quantity, drop-ship fulfillment, or customer receipt before a shipment is treated as fully closed. Completing a confirmation records who approved it and when, and can gate whether the originating Shipment is allowed to complete or move to packaging and invoicing.
Process Flow Diagram
Business Rules
- A Ship/Receipt Confirm record is generated only from a Shipment/Receipt’s Create Confirmation action.
- Confirmation Type determines the purpose of the confirmation: Pick/QA, Ship/Receipt, Customer, Vendor, or Drop Ship.
- New confirmations are created in Drafted status with Approved unchecked.
- Completing a confirmation automatically checks Approved and stamps Description with the approver and timestamp.
- Confirmed Quantity should match Target Quantity for a zero Difference.
- Pick/QA Confirm records can trigger the Create Package action for the shipment.
- The same confirmation record is visible from both its own window and the originating Shipment Line’s Confirmations tab.
Prerequisites
- Shipment (Customer) or Receipt document created with at least one shipment line.
- Create Confirmation run from the Shipment/Receipt Document Action menu.
- A Confirmation Type selected when the confirmation was generated.
- User authority to complete and approve confirmation documents.
- Shipper configured in the system if Create Package will be used.
Configuration Steps
Step 1: Trigger Confirmation Creation from the Shipment
On the Shipment, click the actions (gear) icon next to Document Action, select Create Confirmation, choose a Confirmation Type, then click OK to generate the record.
Confirmation Types
| Confirmation Type | Description |
| Pick/QA Confirm | Confirms goods were picked from the locator and passed quality check before packing |
| Ship/Receipt Confirm | Confirms the quantity actually shipped or received matches the target quantity |
| Customer Confirmation | Confirms the customer has received the delivered goods |
| Vendor Confirmation | Confirms the vendor has dispatched goods on the retailer’s behalf in a drop-ship order |
| Drop Ship Confirm | Confirms delivery of a drop-shipped order once the vendor has shipped it |
Note: Whichever Confirmation Type is chosen, the generated record always opens in the same Ship/Receipt Confirm window; the Confirmation Type field on the header identifies its purpose.
Step 2: Review the Confirmation Header
Open the generated confirmation and check the Shipment/Receipt reference, Confirmation Type, and Document Status, which starts as Drafted with Approved unchecked.
Field Reference
| Field | Sample Value | Description |
| Document No | 1000001 | Number assigned to the confirmation document |
| Shipment/Receipt | 500008_07/06/2026 | Shipment this confirmation was generated from |
| Confirmation Type | Customer Confirmation | Purpose of this confirmation record |
| Document Status | Drafted | Confirmation has not yet been completed |
| Approved | Unchecked | Set automatically once the confirmation is completed |
| In Dispute | Unchecked | Flags the confirmation if there is a disagreement to resolve |
| 📷 Screenshot Placeholder Confirmation 1000001, Drafted status, Customer Confirmation type |
Step 3: Review the Confirmation Line
Open the Line tab and compare Target Quantity against Confirmed Quantity; Difference should read zero unless a shortage or overage occurred.
Field Reference
| Field | Sample Value | Description |
| Shipment/Receipt Line | 10_2_AASH-ATTA-5KG_Aashirvaad Atta – 5kg_500008_07/06/2026 | Shipment line this confirmation line verifies |
| Target Quantity | 2 | Quantity expected to be confirmed |
| Confirmed Quantity | 2 | Quantity actually confirmed |
| Difference | 0 | Variance between target and confirmed quantity |
| Scrapped Quantity | 0 | Quantity scrapped during picking or shipping |
| Phys.Inventory Line | (blank) | Link to a physical inventory line, if adjustment was needed |
| Invoice Line | (blank) | Link to an invoice line, if this confirmation feeds billing |
| 📷 Screenshot Placeholder Confirmation Line detail, Target and Confirmed Quantity 2 |
Step 4: Complete the Confirmation
Select Document Action → Complete on the confirmation. The system sets the document to Completed, ticks Approved, and stamps Description automatically.
Field Reference — Before and After Completion
| Field | Before Completion | After Completion |
| Document Status | Drafted | Completed |
| Approved | Unchecked | Checked |
| Description | Blank | “Praveen: Approved – 2026-07-06 15:58:05.953” |
| Note: The Description text is generated by the system in the format “<User>: Approved – <Date Time>”; it is not typed in manually. | ||
| 📷 Screenshot Placeholder Confirmation 1000001 completed, Approved checked, Description auto-stamped |
Step 5: Create Package (Optional, Pick/QA Confirm)
From Document Action on the completed Pick/QA Confirm, select Create Package, choose the Shipper, then click OK to generate the package for the shipment.
Field Reference
| Field | Sample Value | Description |
| Shipment/Receipt | 500009_07/06/2026 | Shipment the package is being created for |
| Shipper | (mandatory) | Carrier or shipping method responsible for dispatch |
| Run as Job | Unchecked | Runs the process in the background instead of immediately |
| 📷 Screenshot Placeholder Create Package for Shipment 500009, Shipper field mandatory |
Common Issues and Resolutions
| Issue | Cause | Resolution |
| Confirmation stuck in Drafted | Confirmation saved but never completed | Run Document Action → Complete on the confirmation |
| Approved checkbox stays unchecked | Confirmation only saved, not completed | Complete the confirmation; Approved and Description update automatically |
| Description not auto-filled | Confirmation has not been completed yet | Complete the confirmation to trigger the approver and timestamp stamp |
| Difference not zero | Confirmed Quantity does not match Target Quantity | Recount stock and correct Confirmed Quantity before completing |
| Shipper missing on Create Package | Mandatory Shipper field left blank | Select a Shipper before clicking OK |
| Wrong Confirmation Type selected | Type chosen does not match the actual warehouse action | Cancel and recreate the confirmation from the Shipment with the correct type |
| Confirmation not visible on Shipment | Looking at the Shipment Line tab instead of Confirmations | Open Shipment → Shipment Line → Confirmations to view linked records |
Next Steps
- Complete the Customer Shipment once required confirmations are approved.
- Create Package for dispatch, if using Pick/QA Confirm.
- Generate the Customer Invoice.
- Review Ship/Receipt Confirm history for audit purposes.