The Shipments feature gives you a clear way to manage incoming, outgoing, and internal artwork movements, while keeping shipment details, tracking information, and artwork locations organised in one place.

This article covers:

Before you can use Shipments, the feature must be enabled.

Navigate to Settings > Locations > Enable shipments:

Once enabled, Shipments will appear under Inventory:

1. To create a shipment, in Inventory > Shipments, click New Shipment:

2. The New shipment form will open.

Select one of the following movement types:

3. You can also enter additional information such as:

4. Once you have added all your information, you can either:

Artworks can be added while a shipment is in Draft or Preparing. There are two ways to add artworks.

Select Add artworks to search your inventory.

You can add individual artworks or use Add all to select all eligible artworks from your current search.

Select Update to save your selection.

Select Add artworks by inventory ID to paste a list of Inventory IDs.

IDs can be separated by:

You can add up to 500 unique Inventory IDs at a time.

Before adding them, Art Galleria will show whether each artwork is:

Shipments move through the following statuses:

The shipment is still being set up.

You can edit its details, route, and artworks.

A Draft shipment can be moved to Preparing, cancelled, or deleted.

The shipment is readying for dispatch.

Details, route, and artworks can still be changed.

A Preparing shipment can be marked In transit or cancelled.

The shipment has been dispatched.

Once marked In transit:

At least one artwork must be included before a shipment can be marked In transit.

If no dispatch date has been entered, the current date will be added automatically.

The shipment has reached its destination.

The shipment details and artwork list are locked, although notes can still be added.

If no received date has been entered, the current date will be added automatically.

The shipment has been cancelled and its details are locked.

Cancelling a shipment does not change the Location or Sublocation of any artworks included in it.

Shipment statuses move forward and cannot be reopened once Received or Cancelled.

When marking a shipment In transit or Received, you can choose whether to update the Locations of the artworks included in it.

Depending on the shipment destination, you may see:

If the shipment has a saved destination Location, Update Location will be selected by default. If it also has a saved destination Sublocation, Update Sublocation will be selected by default.

You can untick these options if you only want to update the shipment status without changing the artwork Locations.

If the destination is an external address rather than a saved Location, the location update options will not be shown. The shipment status can still be changed, but the artwork Locations will remain unchanged.

A Sublocation must belong to its selected Location.

If changing an artwork's Location would leave it assigned to an incompatible Sublocation, you will need to:

You can also continue to manually change an artwork's Location or Sublocation outside of Shipments.

Additional user access to Shipments can be managed from:

Settings > User Accounts

Permissions determine which shipments a user can view and whether they can:

Updating artwork Locations through a shipment also requires permission to edit Artworks.

You can save the following information against a shipment:

A saved tracking URL can be opened directly from the shipment.

Notes can be added to a shipment at any stage, including after it has been Received or Cancelled.

The Activity panel records the history of changes made to the shipment.