📘 Welcome to aduanasHQ

Welcome to aduanasHQ

aduanasHQ is the application a bonded warehouse or a logistics operation uses to keep control of the goods it holds in custody on behalf of its Importers: from the contract under which the goods come in, through their receipt in the warehouse, to the proforma invoice under which they leave and the shipment that delivers them. Every movement is documented, numbered and carries its own change history.

This guide is written for the people who use aduanasHQ every day: warehouse staff, the company's administrators and the Importers' users who look up their own goods.

The life of the goods

Everything in aduanasHQ revolves around four documents, in this order:

Document	Menu	What it stands for
Contract	Inbound > Contracts	The agreement with the importer: what goods will enter the warehouse, from which exporter, with which freighter, with what declared freight and insurance.
Receipt	Inbound > Receiving	The record of what the warehouse actually received against the contract. The warehouse system (P4W) generates it when the container is received.
Proforma invoice	Outbound > Invoices	The release order: which part of the received goods goes to which customer.
Shipment	Outbound > Shipments	The record of what physically left the warehouse against a proforma invoice, with its packslip.

In one sentence: contract, receive, invoice, ship. When everything that came in under a contract has gone out, the contract closes.

What the application guarantees

No document is lost: every contract, receipt, invoice and shipment has its own sequential number (for example CON-2026-000123).
Goods are never invoiced twice: every contract line keeps a counter of what was received, committed (invoiced) and shipped, and only the difference between received and committed can be invoiced.
Every change is recorded: who changed which field, when, and from which value to which (Changes link on every document).
The dates customs audits (required date, cancel date, nationalization number) raise Alerts before they become a problem.

Who does what

Profile	What they usually do
Warehouse user	Creates contracts, adds lines, releases documents, generates proforma invoices, looks up Receipts and Shipments.
Approver / administrator	Approves contracts and invoices, closes contracts, fixes counters, manages users and the configuration.
Importer user	Sees only the contracts, invoices, inventory and Stock position of their importer.

How to use this guide

New to the application? Start with Getting started.
Need to do something specific (create a contract, invoice, close)? Go straight to Inbound or Outbound.
Something does not add up (a button that is missing, a contract that will not close)? See the FAQ.
The trade's words are in the Glossary.

Menu, button and field names appear in bold exactly as they read on screen. The application may show some texts differently if your company customized the translations (Setup > System > Translations).

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