Tracking and Documents

Tracking and documents are operational evidence. Keep both current before customer communication, forwarder handoff, clearing, and closure.

Tracking sources

Helm tracking data can come from:

• 17track registration and polling.
• 17track webhook events.
• Cached tracking events in the database.
• Upstash Redis cache for expensive or repeated calls.
• Manual updates by the logistics team.

The tracking backfill job registers historical domestic tracking numbers that were not yet registered with 17track. Use it when imported or older consignments need tracking coverage.

Status sync rules

Domestic tracking events can update domestic shipment status. When all domestic shipments arrive, the consignment can proceed to forwarder preparation or international dispatch depending on the current stage.

Tracking status should be checked before sending customer-facing updates. A stale cache is acceptable for display continuity, but customer messages should use the freshest available status.

Document generation

Generated documents should use the current brand utilities and document templates. The GOX shipping invoice type supports Chinese text rendering through the configured Chinese font path.

Before sharing documents externally:

• Confirm customer identity and destination.
• Confirm line items and values.
• Confirm HS codes and simplified names.
• Confirm waybill or tracking number where relevant.
• Confirm payment or clearing status where the document implies it.

Handoff checklist

• Forwarder has the commercial invoice, item list, and domestic tracking status.
• Customer has access to documents needed for payment, clearing, or pickup.
• Clearing agent has HS codes, invoice, packing list, and duty estimates.
• Internal record has generated document references and audit-ready status.