Use SCAN forms for bulk handover

Hand many shipments to USPS in one scan. Build a form at end of day.

What is a SCAN form?

A SCAN form (USPS Shipment Confirmation Acceptance Notice) is a single barcode that represents many shipments at once. When the USPS driver scans this one barcode, every label listed on the form is officially accepted into the postal stream — no per-package scan needed. This dramatically speeds up end-of-day handover when you ship in volume.

When to create one

You have at least one shipment with status accepted from the same warehouse.
You are about to hand the parcels to USPS (driver pickup or post-office drop).
You want one piece of paper, not a per-package scan.

SCAN forms are optional. Without one, the carrier still scans each package individually when it enters their system — just slower.

Create a scan form

Go to /shipments/scan-forms (Shipments → Scan Forms link).
Click + New scan form (or visit /shipments/scan-forms/create).
Filter by ship date — only shipments whose ship date matches your filter are eligible.
Filter / pick a warehouse. All shipments on the form must ship from the same warehouse.
Tick the shipments you want to include from the Available shipments list.
Click Submit scan form. GloShip calls USPS via Gori to register the manifest.

Scan Forms index page listing prior scan forms with code, ship date, and status — Previous scan forms are listed here. Click a row to open the PDF or detail.

Create Scan Form page with date and warehouse filters and an Available shipments list — Filter by ship date and warehouse, then tick the shipments to include.

Download and present the PDF

On success the scan form has a unique code (e.g. SF-XXXX) and a downloadable PDF. Print it and hand it to the USPS driver (or attach to your handover paperwork).

From the index, click the form to open the detail page.
Click Download PDF. The PDF contains the barcode + the list of included tracking numbers.

Scan form detail page with a Download PDF button and the included tracking list — Each scan form has a Download PDF link — present this to the USPS driver.

What happens to your shipments

Every shipment included on a successful scan form transitions:

accepted → handed_over

The shipment timeline gets a scanform_submitted event. From this point GloShip's automatic tracking sync handles further status changes (in transit → delivered) without any manual button presses on your side.

Shipments list filtered to handed_over status — Submitted shipments move to handed_over with a scanform_submitted event.

Troubleshooting

A shipment doesn't appear in the available list. It probably isn't accepted (already handed over, or still pending), or it ships from a different warehouse, or its ship date doesn't match your filter.
The form was submitted but some shipments are still "accepted". Those rows had a concurrent handover during submission. The rest of the batch succeeded. Build another scan form to cover the leftovers (or wait — automatic tracking sync will catch them within an hour).
"Needs reconciliation" badge on the scan form. The USPS API call succeeded but storing the PDF failed on our side. Admin will re-pull the PDF from USPS within one business day — no action needed.
USPS rejected the manifest. The error appears on the create page. The most common cause is a label that was bought too recently — wait a few minutes and resubmit.