Physical Verification

1. Overview

The Physical Verification DocType in the Clearing module is used to record inspection details of consignments associated with clearing files. It ensures that verification is performed before releasing cargo, with documentation of inspection outcomes, responsible staff, and related charges. This form is essential for maintaining quality control, compliance, and audit tracking in cargo clearance operations.

2. Key Features

• Link to Clearing File: Seamlessly connect a physical verification record to an existing Clearing File for easy tracking and context.

• Inspection Details: Record important information such as the inspection date, verification location, and any additional notes.

• Consignee Information: Automatically fetches and displays consignee details (name and address) from the linked Clearing File.

• Staff Assignment: Assign a specific staff member responsible for the physical verification process.

• Document Attachment: A dedicated feature to attach relevant clearing documents with dynamic attribute handling and mandatory field validation.

• Dynamic Clearance Document Buttons: Automatically generates buttons for creating related clearance documents (Port Clearance, TRA Clearance, and conditionally Shipping Line Clearance) based on the Clearing File status and mode of transport.

• Intelligent Document Handling: Checks for existing related clearance documents and navigates to them, or creates new ones with pre-filled information.

• Automated Status Updates: Automatically updates the payment and verification statuses based on the invoice payment status and the release order date.

• Pre-Submission Validation: Ensures all required documents are attached and the verification is marked as completed before allowing submission.

• Comprehensive Status Tracking: Monitors both the payment status of the physical verification charges and the completion status of the physical inspection itself.

• Site Image Management: Allows for attaching relevant images taken during the physical verification.

3. Pre-Requisites

Before you can use the Physical Verification module, ensure the following pre-requisites are met:

• Clearing File: A corresponding Clearing File record must exist in the system for the goods that require physical verification.

• Customer: The relevant Customer information should be available in the system.

• Address: The consignee's Address details should be recorded.

• Employee: The Employee responsible for the verification must be set up in the system.

• Clearing Document Type: Ensure that Clearing Document Types relevant to physical verification (linked document type as "Physical Verification") are defined in the system, including their associated attributes and mandatory status.

• Physical Verification Image: The Physical Verification Image DocType should be set up for managing site images.

• Physical Verification Document: The Physical Verification Document DocType should be set up to manage documents attached via the child table (if this is the intended method).

• User Permissions: Your user role must have the necessary permissions to access, create, edit, and submit Physical Verification records.

  4. Step-by-Step Usage

  1. Navigate to: Clearing > Physical Verification > New
  2. Select an existing Clearing File. This auto-fills consignee and address.
  3. Enter Inspection Date and Verification Location.
  4. Select Verification Status as "Pending" or "Completed".
  5. Optionally, add Site Images using the table provided for photographic proof.
  6. Fill in Release Order Date if available.
  7. Enter any Total Charges incurred.
  8. Check Paid by Clearing Agent if applicable.
  9. Select Staff ID under the Field Department section (Staff Name auto-fills).
  10. Add remarks in the Notes section if needed.
  11. Click Save, then Submit once complete.

  📸 To view User Manual – Physical Verification Site Images: Physical Verification Site Images Page

  5. Troubleshooting (Common Errors and Resolutions)

  Issue	Cause	Solution
  Error: Duplicate entry for Clearing File	The field is marked unique	Only one Physical Verification is allowed per Clearing File
  Consignee fields not populated	Missing or incorrect data in Clearing File	Ensure customer and customer_address are properly set
  Staff Name not appearing	Incomplete Employee record	Check that employee_name is filled in Employee master
  Cannot submit document	Mandatory fields missing	Verify all required fields like Clearing File, Inspection Date, and Verification Status

  6. User Roles and Permissions

  Role	Permission Level
  System Manager	Full access: Create, Read, Edit, Submit, Delete
  Clearing Officer	Create, Read, Submit (customizable)
  Auditor / Reviewer	Read-only after submission

  7. Key Notes

  • One Physical Verification per Clearing File is enforced by a uniqueness constraint.
  • Auto-fetch fields reduce data entry errors and improve consistency.
  • Submission locks the record and ensures audit trail integrity.
  • Photographic evidence is essential for validation and review.
  • This DocType fits into the clearing workflow before release of cargo.

  8. What Business Process Pain Point Does It Help Remove?

  • Replaces manual paperwork with structured digital inspection records.
  • Increases accountability of inspection staff and cargo handlers.
  • Centralizes documentation of physical checks and site evidence.
  • Supports traceability and simplifies audits or dispute resolution.
  • Improves operational efficiency in the clearing and forwarding workflow.