> ## Documentation Index
> Fetch the complete documentation index at: https://docs.shiipp.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Reviewing and Managing Customer Pre-Alert Declarations
> Review, search, approve, and manage pre-alert declarations that customers submit before their packages arrive at your warehouse facility.
A pre-alert is a heads-up that a customer sends to your team before a package physically arrives at the warehouse. When a customer places an online order, they submit the vendor name, carrier, tracking number, and a brief description of what they bought. This gives you advance knowledge of incoming freight so you can match packages to accounts the moment they arrive on the dock — no guessing, no unmatched parcels sitting in a corner.
The Pre-Alerts page in the backoffice is where you view, filter, edit, and action those declarations. Customers with a status of **Pending** are waiting for their package to arrive and be linked to their account. Once a package is scanned in and matched, the status moves to **Received**.
## The pre-alerts list
Every pre-alert submitted by any customer appears in the main table. The table loads 50 records per page. The columns are:
| Column | Description |
| ----------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Tracking | The carrier tracking number the customer provided, shown in monospace. The carrier abbreviation (UPS, FedEx, etc.) appears below it. |
| Description | The vendor store name and the customer's description of the item. Both fields are inline-editable — click either one to update it without opening the full form. |
| Customer | Full name and account code of the customer who submitted the alert. |
| Value | The declared customs value in USD. Click to edit inline. |
| Invoice | A paperclip button if no invoice is attached, or a file icon to view the uploaded invoice. Click the paperclip to attach a file directly from the list. |
| Status | A badge showing either **Pending** (amber) or **Received** (green). |
| Created | The date and time the customer submitted the pre-alert. |
## Searching and filtering
Use the search bar and status filter at the top of the table to narrow the list.
Type any part of the tracking number, customer name, description, or vendor name. Results update as you type.
Choose **Pending Arrival** to see only unmatched pre-alerts, or **Linked to Package** to see only those already received. Select **All Statuses** to clear the filter.
Click **Reset** to clear both the search text and the status filter at once and return to the full list.
## Pre-alert statuses
The customer submitted the alert but the physical package has not yet been scanned into your system. Most pre-alerts start here.
The package has arrived and been linked to this pre-alert record. The customer's account is updated automatically.
The system auto-detects the carrier from the tracking number format when a pre-alert is created or edited. You can override this at any time using the carrier dropdown in the edit form.
## Adding a pre-alert on behalf of a customer
Staff can create a pre-alert directly from the backoffice — for example, if a customer calls in their shipment details instead of submitting them online.
Click the **Add Pre-Alert** button in the top-right of the page header. The modal form opens.
Type at least two characters of the customer's name, email address, or account ID in the **Customer** field. A dropdown of matching accounts appears. Click the correct name to select it.
Paste or type the carrier tracking number. After a short pause, the system attempts to auto-detect the carrier. If it finds a match, the carrier logo and name populate the **Courier** field automatically. You can also select the carrier manually from the dropdown.
Enter the item **Description** (required) and the **Vendor / Store** name. Add the **Declared Value** in USD — this is used for customs calculations.
Click **Choose File** under **Invoice Attachment** to upload a PDF, JPG, or PNG. This is useful for high-value items or when customs documentation is needed upfront.
Click **Save Pre-Alert**. The new record appears at the top of the list with a **Pending** status. The customer will see it reflected in their own account portal.
## Editing an existing pre-alert
You have two ways to update a pre-alert:
**Inline editing** — click directly on the vendor name, item description, or declared value cell in the table row. An input field appears in place. Press **Enter** to save or **Escape** to cancel. Changes are saved instantly without opening the full form.
**Full form editing** — hover over the row and click the **pencil icon** that appears on the right side. The same Add/Edit modal opens, pre-filled with the current values. Useful when you need to change the customer, tracking number, carrier, or invoice file.
## Attaching an invoice after submission
If a pre-alert was saved without an invoice and you need to add one later, hover over the row and click the **plus-circle icon** in the Invoice column. A file picker opens immediately — select your file and it uploads and links to that record automatically.
## Bulk deletion
Check the boxes on the left side of each row you want to remove. To select all visible records at once, check the box in the table header.
The bulk action bar appears at the top of the table. Open the **Choose action** dropdown and select **Delete Selected**.
Click **Apply Action** and confirm the deletion prompt. The selected records are permanently removed.
Deleting a pre-alert is permanent. It cannot be restored. If you are unsure, consider leaving the record in place — it does not affect operations once the package has been received.