Document tracking — files attached to orders

The name is misleading. Document tracking is not waybills or manifests — the system does not generate those (carrier handling is in shipment tracking). It is a register of files attached to orders.

There are three types: Invoice, Shipping documents (carrier labels), and Other.

This is also not the warehouse documents module. PZ, WZ, and MM documents live elsewhere — that is a separate register with a similar name.

Find and open an order PDF

1. Open Warehouse and logistics → Document tracking.
2. Narrow the list with Document type: Shipping documents for a carrier label, Invoice for an invoice.
3. Enter the order number in Search.... Search checks only the document name, and labels include the order number in their name — PARCEL_<shipment number>_<order number>.pdf, or RETURN_… for a return. The same method finds a label by tracking number.
4. You cannot find invoices by order number — their names come from the marketplace (e.g. FV-…). Instead, click the Order ID column heading to sort the list and find the order row.
5. Before clicking, check the Expired column. A red Yes means the file was replaced by a newer one — a blank tab opens with an expiration message.
6. Click the Document name. The PDF opens in a new tab.
7. If the order you want has a row with no name, enable Show empty documents — you will see placeholders. A row without a name has no file and will never get one.

Columns

ID, Document name, Document type, Order ID, Integration, Export date, Expired, Creation date, and History.

The document name is a link — clicking it opens the PDF in a new tab.

Carrier labels have a predictable name: PARCEL_<shipment number>_<order number>.pdf (RETURN_ for a return). That is why searching by name works like searching by tracking number.

Filters

Five: Document type, Integration, Exported, Expired, and the Show empty documents switch.

Search checks only the document name. Filters are saved in the URL, so you can share a view as a link.

Three things that cause the most confusion

“Show empty documents”

Every order gets an empty document record — a placeholder without a file — when it is created. These are hidden by default; otherwise most of the list would be empty. The switch shows them. A row without a name is such a placeholder: there is nothing to open and there never will be.

“Export date” is almost always empty

This column is filled only when an invoice is pushed to a marketplace. A carrier label never receives this value. In practice, the column means “invoice sent to marketplace”, not “document exported” — and the Exported = No filter returns every label that has ever been created.

An expired document still looks clickable

The name of an expired document remains a link, despite the red Expired marker. Clicking it opens a blank tab with an expiration message. This is not an outage — the document was replaced by a newer one and deliberately can no longer be opened or printed.

When does a document expire? When a label is generated again for the same parcel, the old label is marked expired and its file remains. Files removed by cleanup jobs disappear from the list entirely — there is no trace of them. So “document missing” and “document expired” are two different cases.

The Integration filter does not include carriers

The Integration dropdown shows only sales connections. It does not include carrier connections, so you cannot filter documents by carrier. To find labels for one carrier, search by part of the name or go through the shipment list and order.

What you cannot do here

There is no export, printing, regeneration, sending to the carrier, or deletion. The only row actions are open file and change history.

Printing happens at the packing kiosk, not here. The kiosk shows only documents that have not expired and refuses to print a replaced label.

History may be empty

The history icon shows changes to the record, but only since the audit mechanism was introduced. Older documents have an empty history — this is not an error, and it cannot be reconstructed.

The icon itself requires separate permission to the change log; without it, the history window will not load (Tracking permissions — the trap of two separate grants).

The file link works without signing in

The document URL contains a unique token and that token is the key — anyone with the link can open the file, even without an account. Treat such a link as sensitive information and do not paste it somewhere you would not paste a customer’s invoice.