Manage Your Inbound Deliveries

In This step-by-step tutorial, you'll learn how to access, filter, and manage your inbound deliveries on Holocene with precision, viewing every action exactly as it appears on the platform.

By the end, you’ll easily navigate your inbound workflow, from delivery tracking to handling documentation and booking transport.

On the left side menu of your Holocene dashboard just click on Inbound Deliveries. You’ll see a comprehensive list appear in the main content area:

The list displays details like:

This and more can be adjusted in your Tab Settings located in the top right corner.

Step 1: Navigate to the Right Side of the Screen and click on the Add Delivery Button.

Step 2: Choose how to add new inbound deliveries. You can manually upload a supplier invoice. Click the Upload Invoice button located above the deliveries grid.

Step 3: To manually create an inbound delivery, select Create Delivery, fill out the relevant fields, and assign it to the appropriate purchase order.

IMPORTANT! Most inbound deliveries are created automatically from email interactions with your colleagues and suppliers based on attachments, including bulk lists in CSV format.

Step 4: Find the tabs bar above the delivery list and click Add Tab to create a personalized report. Enter a name for your tab—such as "Deliveries Arriving This Week"—then select grouping criteria like ETA, supplier, or origin.

Pick which details show in your list: supplier, ETA, delivery/in-transit status, incoterm, number of pallets, actions required, material flow, arrival status, and managing user.

Step 5: Use the filtering panel found at the top or left of your deliveries list. Filter by purchase order number, supplier name, or ETA.

Step 6: Focus your results even further by filtering deliveries on their in transit status, scheduled, delivered, received, or canceled.

Step 7: Refine by incoterm—select your criteria from the incoterm dropdown—or adjust the mode of transfer to show only sea, air, or both. Multiple filter options can be combined for precise workflow management.

Step 8: Users can assign and filter by required actions using the Actions filter at the top, especially useful for Users focusing only on specific parts of the process.

Step 1: Click on any inbound delivery row to open its delivery card. Examine key info at the top, including supplier, order value, requested date, ETA, and a log of all ETA changes.

Step 2: Notice the most critical details on the superior side of the screen such as Supplier Name, Value, Requested Delivery Date, Current ETA and Critical Updates.

Step 3: A delivery timeline is created for each IBD — it’s displayed prominently in the delivery card. The timeline gets updated with every complete step, keeping the entire team in sync.

Step 4: In the delivery details panel, view the linked purchase order and invoice numbers by clicking their corresponding value.

You’ll access additional info such as incoterm, container numbers, and packing list.

Step 5: Notice that the System already highlights Deviations and differences between expected and received goods, helping your team plan accordingly. Click on view to access detailed information on deviations.

Step 6: This will open the detailed information with specific information, on the specific deviations between expected and shipped materials.

The system checks material code, quantity, and pricing.

The system then offers options on how to solve deviations, allowing us to accept and update Incoming Materials.

Step 7: Scroll down to the documents section. Depending on the trade lane, you’ll see specific required document types such as Packing Lists, Commercial Invoices or Transport Documents. These requirements can be configured in your Trade Lanes based on your own Trade Compliance Regulations.

Notice that the system will let you know what's missing or needs attention by means of red alert signs.

Step 13: You can automate document requests and uploads for items like dangerous goods declarations, adjusting by supplier or specification.

System automations and red dot alerts will let you know what's missing or needs attention.

The system offers suggested actions based on trade lane settings.

Step 1: Locate the actions required in your workflow, in the actions panel on the delivery card.

Step 1: To request transport, click Request for Quote to initiate transport quotes from your selected providers.

Step 2: Select the Desired Logistics Services Providers you wish to request from, from your LSP List.

Step 3: This will open a booking request template and populate with the correct details based on the Inbound Delivery Details, Origin and Transport Provider.

IMPORTANT! In the case of Nominated Forwarders or Logistics Service Providers with Frame Agreements, this step can be automated.

Step 4: After providers respond, compare incoming quotes and confirm your booking directly from within Holocene using the provided interface by clicking on book.

Step 5: Notify your customs broker by clicking the appropriate action button, or automate this notification using trade lane configuration.

Step 6: The system generates the broker’s email based on our template, and includes detailed information automatically according to our transport information and trade compliance rules.

Step 7: Once customs are cleared, book haulage directly from the delivery card by clicking on the Action Item Book Haulage. This step can also be automated from Trade Lane Configurations.