Qlomack TradeDesk: trade orders, shipments and documents

Step 1: Start the order

Choose New trade order and pick Export (the buyer is a customer) or Import (the seller is a supplier).

Step 2: Fill in the terms

Choose the buyer or seller, then the Incoterm (for example FOB or CIF) and its Named place (for example Nhava Sheva), Order date, Expected ship date, origin and destination countries, Currency, references and Payment terms.

• If the currency isn’t your own, enter the Exchange rate. Choose Use it to apply the latest rate you have recorded.
• If the goods go to someone other than the buyer, enter the Consignee (if not the buyer) and Consignee address.

Step 3: Add the lines

For each line, enter the Description, HS code, origin, Quantity, unit and Unit price, with net and gross weight and packages. Choose Create draft.

Step 4: Get it approved

On the order, choose Submit for approval. Approvers decide in Tasks & Approvals or on the order. If you can approve orders, the button reads Approve order. Choose Start when work begins.

Step 1: Create it from the order

On the order, choose New shipment for this order. Pick the Transport mode (Sea, Air, Road, Rail, Courier or Multimodal), carrier, forwarder and customs broker, the ports, ETD and ETA, and the transport document and container numbers. Choose Create shipment.

• Milestones and a document checklist for that mode are added for you.
• A shipment needs a trade order or, without one, the Buyer (export) or Seller (import), plus a transport mode.
• Add the Kind of packages and Marks & numbers to print them on the packing list.

Step 2: Move it forward

Use Mark booked, Mark in transit, Mark at customs and Mark delivered as the shipment progresses. Your team updates the status; carriers are not tracked automatically.

• A shipment past its ETA and not delivered is shown as Delayed.

Step 3: Complete milestones

In Milestones, choose Done and enter the actual date as each one happens, or Add milestone for your own steps. Reminders go out when a milestone is due or overdue.

Step 1: Work through the checklist

The Document checklist starts with the commercial invoice, packing list and transport document, plus the shipping bill or bill of entry. For each one, set the status (Missing, Received, Approved or Not applicable), save the Reference / number and Attach file.

• Add document adds others, such as a certificate of origin or letter of credit.

Step 2: Add your exporter details

An owner or admin enters the IEC code, Bank details for remittance, the Authorised signatory and Designation, and optionally your own Declaration. Your legal name, address and GST / tax number come from organization settings.

Step 3: Print a commercial invoice or packing list

In the Export documents card on the order or shipment, choose Commercial invoice or Packing list. It opens in a new tab to print or save as PDF, ready to send to your buyer.

• The commercial invoice shows its number and date, the exporter, consignee and buyer, the Incoterm and named place, payment terms, ports, final destination, vessel or flight and containers, HS codes, weights and packages, the total in words, your bank details, the declaration and the signature block.
• An export order gets its commercial-invoice number (for example CI-2026-00001) the first time it is printed after approval. The number never changes, and the packing list and every shipment of the order show the same number. A shipment without a trade order gets its own number. Draft orders print as drafts, without a number.

Step 1: Record shipment costs

In Costs, choose Add cost for freight, insurance, duty, port charges, broker fees and so on. Totals are kept per currency, without conversion.

Step 2: Track the buyer’s payment

In Payment, set the status and amount received, then Save payment status. For export orders, Link an invoice from Accounts & Invoicing and the status follows it.

Step 3: Record exchange rates

Choose Add rate, pick the two currencies, the Rate and Effective date, and choose Save rate. Rates are suggested on new trade orders.