> ## Documentation Index
> Fetch the complete documentation index at: https://docs.cibocom.com/llms.txt
> Use this file to discover all available pages before exploring further.

# How to Track Shipments Linked to a Deal on Cibocom

> Learn how to create a shipment, upload shipping documents, share progress with your counterparty, and confirm delivery on Cibocom.

Every deal that involves physical goods needs a shipment record to track the movement of cargo from origin to destination. This guide walks you through creating a shipment linked to a deal, uploading the required shipping documentation, keeping your counterparty informed, and closing the shipment once delivery is confirmed.

<Steps>
  <Step title="Open the deal the shipment belongs to">
    Navigate to **Deals** and open the relevant deal. A deal must be in **Active** status — with both parties confirmed — before you can add a shipment. If the deal is still pending confirmation, complete that step first before proceeding.
  </Step>

  <Step title="Click 'Add Shipment'">
    On the deal detail page, click the **Add Shipment** button in the Logistics section. This opens the shipment creation form. One deal can have multiple shipments if the cargo is being dispatched in separate lots or containers.
  </Step>

  <Step title="Fill in shipment details">
    Complete the shipment form with the logistics information:

    * **Origin port** — port of loading (POL), including country and UN/LOCODE if available.
    * **Destination port** — port of discharge (POD).
    * **Carrier** — shipping line, airline, or freight forwarder name.
    * **Container / vessel reference** — container number (e.g., MSCU1234567) or vessel name and voyage number.
    * **Estimated departure** — confirmed or estimated date the cargo leaves the origin port.
    * **Estimated arrival** — ETA at the destination port based on carrier schedule.

    These details give your counterparty full visibility into the logistics arrangement without requiring a separate email or message.
  </Step>

  <Step title="Upload shipping documents">
    Attach the required documentation to the shipment record:

    * **Bill of Lading (BL)** — the primary transport document issued by the carrier.
    * **Phytosanitary / Health certificate** — issued by the relevant authority in the origin country, confirming the product meets the importing country's biosecurity requirements.
    * **Commercial invoice** — the final invoice issued by the seller to the buyer.
    * **Packing list** — itemised breakdown of cartons, weights, and lot numbers per container.
    * **Certificate of origin** and any additional regulatory documents required for customs clearance in the destination country.

    Upload documents as soon as they are available. Waiting until arrival to share documentation causes unnecessary customs delays.
  </Step>

  <Step title="Share the shipment with your counterparty">
    Once the shipment is saved, click **Share with Counterparty** to make the shipment record and all uploaded documents visible to the other party on the deal. Both buyer and seller can then track the same shipment from their own dashboards. Your counterparty receives a notification that a shipment has been shared.
  </Step>

  <Step title="Update shipment status as the cargo moves">
    Keep the shipment status current as goods progress through the logistics chain:

    * **Prepared** — goods are packed and ready for dispatch.
    * **In Transit** — cargo has departed the origin port and is en route.
    * **Customs Clearance** — cargo has arrived at the destination and is being processed by customs.
    * **Delivered** — goods have been released from customs and received at the destination.

    Update the status promptly at each milestone. Both parties can see status changes in real time, which reduces the volume of chase messages and keeps expectations aligned.
  </Step>

  <Step title="Confirm delivery to close the shipment">
    Once the buyer has physically received the goods and is satisfied with the delivery, click **Confirm Delivery** to close the shipment. The shipment status moves to **Delivered** and the record is locked. Return to the deal and update the deal status accordingly — if all shipments for the deal are delivered, you are ready to mark the deal as **Complete**.
  </Step>
</Steps>

<Tip>
  Upload all shipping documents — especially the Bill of Lading, phytosanitary certificate, and commercial invoice — as soon as they are issued, ideally before the vessel departs. Customs authorities in most importing countries require complete documentation sets well in advance of arrival. Late document uploads are one of the most common causes of cargo holds and demurrage charges.
</Tip>

<Note>
  Both the buyer and the seller have full visibility into the shared shipment record, including all uploaded documents and status updates. Neither party can delete documents once uploaded — this protects the integrity of the shared logistics record for both sides.
</Note>

<CardGroup cols={2}>
  <Card title="Close a Deal" icon="handshake" href="/guides/closing-a-deal">
    Learn how to take a deal from active through to complete once your shipment is delivered.
  </Card>

  <Card title="Shipments — Concept" icon="file-lines" href="/concepts/shipments">
    Understand how shipments are structured, what each status means, and how they relate to deals.
  </Card>
</CardGroup>