Shipping Manifest – Carrier Handover Summary

This topic is part of the SG Systems Global regulatory & operations glossary.

Updated October 2025 • Outbound Logistics, EPCIS/ASN • WMS/MES, QA Release • Food, Pharma, Cosmetics, Medical Devices

A shipping manifest (carrier handover summary) is the authoritative, scan‑verified list of every logistics unit that leaves your site and the identity of what it contains. Practically, it aggregates case‑level GS1‑128 data—GTIN, Lot/Batch (AI 10), expiry, quantity, weight—and rolls it up to pallet SSCC and load. It bridges execution in WMS/MES to what partners receive as an ASN or EPCIS event stream, while enforcing QA Hold/Release status and data integrity under 21 CFR Part 11. Because it derives from barcoded Application Identifiers, the manifest preserves item identity across staging, dock loading, and carrier sign‑off, and is retained as a regulated e‑record per Record Retention & Archival policy.

“If it isn’t on the manifest (and in the scan trail), it didn’t ship.”

1) What the Manifest Covers—and What It Does Not

Covers: the controlled build of an outbound contents list from identity‑verified scans, case/pallet hierarchy, load sequence at the dock, and the sign‑off that transfers custody. It governs label parse rules for AIs, pallet SSCC creation, label verification, and dock loading & handover workflows that produce the human‑readable PDF and the digital record used to populate ASNs/EPCIS.

Does not cover: changing commercial terms or freight classification; replacing the bill of lading; or bypassing QA disposition. The manifest is not an invoice or picking list. It is the final, signed contents proof that complements transport and financial documents.

2) Legal, System, and Data Integrity Anchors

Treat the manifest as a regulated e‑record under 21 CFR Part 11/Annex 11 with validated software (CSV), unique users and role‑based access, and immutable audit trails. Scanners, printers, and scales that drive quantities or label content must be qualified (IQ/OQ/PQ) and maintain active calibration status. Label content and templates fall under Labeling Control and Document Control, with retention managed per Record Retention.

3) The Evidence Pack for Carrier Handover

A complete “manifest pack” shows: the order/load plan; scan logs that built the case→pallet→load hierarchy; label verification grades and barcode validation results; QA Release status and links to QC release evidence; driver sign‑off; and the derived ASN/EPCIS transmission IDs. Retain discrepancy handling with RCA/CAPA references, and preserve all artifacts with audit‑trailed approvals under the site’s retention policy.

4) From Pick to Handover—A Standard Path

1) Allocation & Picking. Use Directed Picking with Dynamic Lot Allocation and FEFO/FIFO rules (FEFO, FIFO).
2) Case Label & Verify. Print/apply GS1‑128 with the correct AIs; enforce verification.
3) Palletize & SSCC. Build the case→pallet hierarchy and assign an SSCC.
4) Stage, Load, Sign‑off. Scan SSCCs at dock loading & handover; system finalizes the manifest and publishes ASN/EPCIS.

If any prerequisite fails—wrong lot, unreleased status, missing scan—execution blocks via hard gating until resolved.

5) Designing the Manifest Data Model—A Practical Method

Keep identities primary and human‑checkable. Use pallet SSCC as the parent key and store child cases with parsed AIs for (01) GTIN, (10) lot, (17) expiry, (37) count, and (310n) weight when applicable. Normalize UOM conversions, preserve unit‑level serialization if required, and stamp user/device/time for every scan. Derive load‑level totals and conditions from child records to avoid manual re‑entry and drift.

6) Measurement & Quantity—Counts and Weights

Where weight features on the label or manifest, ensure calibrated devices (Calibration Status), correct tare, and appropriate weighing methods (Gravimetric, Catch Weighing). For catch‑weight items, store AI 310n values and guard against under‑claims using Tolerable Negative Error (TNE). Reconcile outbound totals against production using mass balance checks to prevent inventory shrink and misstatement.

7) Data Integrity—Proving the Shipment Without Re‑entry

Build the manifest directly from scan events; never type it by hand. Each record should be reconstructable from SSCC/case scans, label data, and approvals in an immutable audit trail. Use compliant e‑signatures for approvals (Part 11), store PDFs and data together under retention, and avoid shadow spreadsheets by executing in validated MES/WMS environments aligned to CSV.

8) Scanning, Verification & Exception Tests

Before truck close, run quick exception tests: random case rescans to confirm lot/expiry, pallet SSCC confirmation at dock, and a label verification spot check (Label Verification). If discrepancies appear, block shipment via hard gating, investigate, and document the path to green in the audit trail before reattempting close.

9) Device Status—Scanners, Printers, and Network

Misreads and stale templates cause ASN failures. Keep scanners/printers in controlled status with periodic checks (Calibration Status), ensure template governance under Labeling Control, and validate label logic end‑to‑end during IQ/OQ/PQ. Network drops should fail safe (no scan = no load) and log the condition for later review.

10) Labels, AIs & Artwork Governance

Case labels must encode the right AIs for the product class and customer: (01) GTIN, (10) lot, (17) expiry, (37) count, (310n) weight where used. Validate data against master records (UOM, pack size) and enforce barcode validation and verification so inbound receivers can scan on first pass.

11) Warehouse Status & Logistics Units

Inventory intended for shipment should move to outbound staging only after QA Release. Keep the case→pallet→load hierarchy intact and accurate with scans, maintain location discipline (Locations), and preserve upstream/downstream links for lot genealogy. The manifest then reflects physical truth—not a plan—at the moment of handover.

12) Execution Control—Keeping Misloads Low

Configure hard gating so that missing/incorrect scans, wrong ship‑to, or unreleased lots block loading. Align operator permissions with UAM and ensure personnel competency using a maintained Training Matrix. Keep the process paperless where acceptable (Paperless Manufacturing) and require e‑signatures at manifest approval.

13) Metrics That Demonstrate Control

• Manifest Accuracy Rate (zero discrepancies vs. physical load).
• SSCC Scan Compliance at dock (% pallets scanned).
• ASN Match Rate at receiver (no exceptions on inbound).
• Time to Publish ASN after truck close (minutes).
• OTIF performance by customer/route (OTIF).
• Claims/Returns Rate tied to identity/label issues (RMA).

Together these KPIs prove that identity was preserved, shipments matched declarations, and customers received exactly what the manifest promised.

14) Common Pitfalls & How to Avoid Them

• Typing manifests by hand. Always generate from scans and master data.
• Identity loss at palletization. Enforce SSCC creation and case→pallet scans.
• Shipping from Hold. Block via QA Release checks and gating.
• Label data mismatches. Govern with Labeling Control and UOM consistency.
• Wrong destination or load. Validate ship‑to at load scan and require driver sign‑off.
• Shadow spreadsheets. Keep the manifest as the system of record with full audit trail.

15) What Belongs in the Manifest Record

Include shipment header data (shipper/consignee, route, carrier, trailer/seal, timestamps), pallet SSCC and case identifiers with parsed AIs, item details (GTIN, description, pack size, UOM), quality attributes (lot, expiry, QA status), quantities/weights, special handling notes (e.g., allergens), approvals/e‑signatures, the generated ASN/EPCIS IDs, and links to the underlying audit trail for complete traceability.

16) How This Fits with V5 by SG Systems Global

Execution & Interlocks. The V5 MES/WMS stack builds manifests automatically from scans. If lots are unreleased or labels fail checks, hard gating prevents truck close until the issue is resolved and approved.

Identity & Labels. V5 governs case/pallet labels under Labeling Control, verifies print quality (verification), and keeps AIs synchronized with item master and customer requirements.

ASN/EPCIS Publishing. When the final SSCC is scanned to the trailer, V5 finalizes the manifest and immediately publishes the ASN and EPCIS events—ensuring the external message matches the internal manifest exactly.

Bottom line: V5 operationalizes manifest control—identity, scans, QA release, labels, and handover approvals stay aligned so ASN accuracy rises, misloads fall, and audit time shrinks.

17) FAQ

Q1. Is the shipping manifest the same as the ASN?
No. The manifest is the on‑dock, signed contents list; the ASN is the electronic notice to the receiver. Both should be generated from the same scan‑verified dataset.

Q2. Do we need a manifest if we already publish EPCIS?
Yes. EPCIS provides machine‑readable events, while the manifest is the human‑readable record and carrier sign‑off. Produce both from the same SSCC/case scans.

Q3. What prevents shipping product on QA Hold?
Hard gating tied to Release status. If QA hasn’t released it, it cannot be scanned to load and will not appear on the manifest.

Q4. Which barcodes belong on the manifest?
List pallet SSCCs and, where needed, case identifiers with parsed AIs (GTIN, Lot, Expiry, counts/weights) from the GS1‑128 label.

Q5. How fast should the ASN be published after truck close?
Best practice is near‑real‑time—within minutes of the final SSCC scan—so receivers can schedule labor and crossdock efficiently.

Q6. How does the manifest help in recalls or returns?
It maps shipped lots to customers and SSCCs, enabling instant tracebacks and efficient RMA handling using end‑to‑end genealogy.

Related Reading
• Identity & Labels: GS1‑128 Case Label | GS1 AIs | GTIN | SSCC | Label Verification | Barcode Validation
• Execution & Warehouse: Pack & Ship | Dock Loading & Handover | WMS | Locations | Directed Picking | Dynamic Lot Allocation
• Quality & Compliance: Hard Gating | Hold/Release | QC Release | Data Integrity | Audit Trail | Record Retention
• Standards & Integration: ASN | EPCIS | EDI | ISA‑95
• Performance: OTIF | KPIs | VSM