---
title: "Port Clearance"
space: "Clearing & Forwarding "
url: "https://support.aakvatech.com/Clearing & Forwarding /port-clearance"
updated: "2026-07-22"
---

<div class="section">
    <h2>1. Overview</h2>
    <p>
      The <strong>Port Clearance</strong> DocType in ERPNext supports the Clearing and Forwarding process by capturing key details such as truck, driver, consignee, charges, and linked documents. It enables comprehensive tracking and document management during port operations.
    </p>
  </div>

  <div class="section">
    <h2>2. Key Features</h2>
    <ul>
      <li>Link to a Clearing File (unique per document)</li>
      <li>Track truck number, driver name, and license</li>
      <li>Link staff and capture role-specific details</li>
      <li>Capture charges and container deposit amounts</li>
      <li>Attach relevant clearing documents via a guided dialog</li>
      <li>Display all attached documents in a child table</li>
    </ul>
  </div>

  <div class="section">
    <h2>3. Pre-Requisites</h2>
    <ul>
      <li>Existing <strong>Clearing File</strong> records</li>
      <li>Defined <strong>Clearing Document Types</strong> and attributes</li>
      <li>Employee and Customer master data</li>
      <li>Proper role and permissions setup</li>
    </ul>
  </div>

  <div class="section">
    <h2>4. Step-by-Step Usage</h2>
    <h3>Creating a New Port Clearance</h3>
    <ul>
      <li>Go to <strong>Port Clearance &gt; New</strong></li>
      <li>Select a <strong>Clearing File</strong> (auto-fills Consignee and Address)</li>
      <li>Enter <strong>Truck Number</strong>, <strong>Driver Name</strong>, and <strong>License Number</strong></li>
      <li>Select <strong>Exporter Type</strong> and optional Sub-contact Company</li>
      <li>Select <strong>Staff ID</strong> (auto-fills Staff Name)</li>
      <li>Set <strong>Status</strong> and check if Paid by Clearing Agent</li>
      <li>Enter <strong>Delivery Date</strong> and link a <strong>Delivery Note</strong></li>
      <li>Fill in <strong>Total Charges</strong> and <strong>Container Deposit Amount</strong></li>
    </ul>


  <div class="section">
    <h2>5. Attaching Documents</h2>
    <ul>
      <li>Click the <strong>Attach Documents</strong> button</li>
      <li>Select a <strong>Document Type</stron</li>
      <li>Upload the file and enter mandatory attributes</li>
      <li>Click <strong>Submit</strong> to save and link it</li>
      <li>Attached documents will appear in the child table below</li>
    </ul>
  </div>

  <p>
    📸 **To view User Manual – Port Clearance Document:**
    <a href=https://support.aakvatech.com/Clearing%20&%20Forwarding%20/port-clearance-document" target="_blank">
      Port Clearance Document Page
    </a>
  </p>
  

  <div class="section">
    <h2>6. Troubleshooting (Common Errors and Resolutions)</h2>
    <table>
      <thead>
        <tr>
          <th>Error</th>
          <th>Cause</th>
          <th>Resolution</th>
        </tr>
      </thead>
      <tbody>
        <tr>
          <td>“Please fill the value for X as it is mandatory.”</td>
          <td>Missing value for required document attribute</td>
          <td>Enter all mandatory values before submitting</td>
        </tr>
        <tr>
          <td>“Failed to retrieve document attributes.”</td>
          <td>Error in fetching attribute data</td>
          <td>Verify Document Type setup in <em>Clearing Document Type</em></td>
        </tr>
        <tr>
          <td>Submission does nothing</td>
          <td>JS error or failed server call</td>
          <td>Check browser console, reload and try again</td>
        </tr>
        <tr>
          <td>Attachment not saved</td>
          <td>No file uploaded or incorrect fieldname</td>
          <td>Ensure file is attached before clicking Submit</td>
        </tr>
      </tbody>
    </table>
  </div>

  <div class="section">
    <h2>7. User Roles and Permissions</h2>
    <table>
      <thead>
        <tr>
          <th>Role</th>
          <th>Permissions</th>
        </tr>
      </thead>
      <tbody>
        <tr>
          <td>System Manager</td>
          <td>Full access – create, read, write, delete, print, export, share</td>
        </tr>
        <tr>
          <td>Operations or Logistics Officer</td>
          <td>Recommended to create/manage Port Clearance</td>
        </tr>
        <tr>
          <td>Accounts (View Only)</td>
          <td>Can view charges and financial data</td>
        </tr>
      </tbody>
    </table>
  </div>

  <div class="section">
    <h2>8. Key Notes</h2>
    <ul>
      <li>Each Port Clearance links to one unique Clearing File</li>
      <li>The <strong>Attach Documents</strong> dialog is dynamic – ensure Document Types are properly configured</li>
      <li>The <strong>Document</strong> child table is populated via the dialog and not manually</li>
      <li>Staff Name and Consignee Address are auto-fetched from linked documents</li>
    </ul>
  </div>

  <div class="section">
    <h2>9. What Business Process Pain Point Does It Help Remove</h2>
    <p>
      Port Clearance centralizes and standardizes the data entry process for clearance operations at the port. It ensures:
    </p>
    <ul>
      <li>No missing or duplicate information</li>
      <li>Consistent documentation and linkage to key files</li>
      <li>Auditable record of who handled each clearance</li>
      <li>Quicker turnaround for customs and logistics activities</li>
      <li>Integrated documentation, reducing manual paper trails</li>
    </ul>
  </div>

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