Port Clearance Document
1. Overview
The Port Clearance Document is a child table in the Clearing module of ERPNext. It allows users to track the required documents for port clearance, mark their receipt status, and upload associated files, providing visibility and ensuring compliance.
2. Key Features
- Link to predefined document types from the Clearing Document Type list.
- Checkbox to indicate document receipt.
- Upload scanned or soft copies using the file attachment field.
- Auto-filled metadata via the Document Attributes field.
- Auto-linking to related Clearing Document records.
3. Pre-Requisites
- Predefined list of document types via the Clearing Document Type DocType.
- Configured and saved parent document (e.g. Port Clearance, Clearing File).
- Access permissions for related roles to upload and mark documents.
4. Step-by-Step Usage
- Open the parent form (e.g., Port Clearance).
- Click Add Row in the Port Clearance Document child table.
- Select a document from the Document Name dropdown.
- Check the Document Received box if received.
- Upload the scanned copy in the View Document field.
- Review the Document Attributes field.
- If available, the Clearing Document ID will auto-fill.
5. Troubleshooting (Common Errors and Resolutions)
| Issue | Possible Cause | Suggested Resolution |
|---|---|---|
| Document not listed in dropdown | Missing in Clearing Document Type | Create the required entry in the master list. |
| File upload fails | Large file or unsupported format | Compress or convert to PDF/JPG/PNG format. |
| Document Attributes not showing | Missing client-side fetch script | Add script to auto-populate this field. |
| Clearing Document ID not linking | Linked document not created | Create and save a corresponding Clearing Document record. |
6. User Roles and Permissions
| Role | Permissions |
|---|---|
| Clearing Agent | Read / Write / Upload Documents |
| Supervisor / Manager | Read / Verify Attachments |
| Auditor / Compliance | Read-Only |
| Administrator | Full Access (including script setup) |
7. Key Notes
- Always upload files in supported formats and ensure clarity for audit purposes.
- All required documents should be marked as received before parent form submission.
- This table can integrate with status workflows on the parent form for full document compliance.
8. What Business Process Pain Point Does It Help Remove
This table eliminates manual tracking of port clearance documents, helping teams avoid delays, improve compliance, and maintain complete documentation for customs or shipping operations. It ensures that no document is missed, lost, or forgotten during critical clearance stages.