Expedient User Manual – Ratesexpedient-express.com/Expedient/rates.pdf · · 2017-09-05Expedient User Manual – Rates Gavin Millman & Associates (Aust) ... Basic ... Many companies

Expedient User Manual – Rates

Gavin Millman & Associates (Aust) Pty Ltd 281 Buckley Street

Essendon VIC 3040 Phone 03 9331 3944 • Web www.expedientsoftware.com.au

Volume

11

Table of Contents Rates Overview ............................................................................................................................................. 3

Rates Module Set Up ................................................................................................................................. 3

Process Overview for the Auto-Rating Module ....................................................................................... 3

Chart of Accounts ................................................................................................................................... 4

Alpha Charge Codes .............................................................................................................................. 5

Region Masterfile ................................................................................................................................... 8

ISO Port Code ........................................................................................................................................ 8

Transport Zones ..................................................................................................................................... 9

Method Calculators .................................................................................................................................. 10

Introduction .......................................................................................................................................... 10

Minimum .............................................................................................................................................. 10

Min/Volume .......................................................................................................................................... 10

Basic .................................................................................................................................................... 11

Per ....................................................................................................................................................... 11

One Off ................................................................................................................................................ 12

Kilograms ............................................................................................................................................. 12

Per Cargo Report (AU ONLY) .............................................................................................................. 13

Per Master Bill ...................................................................................................................................... 13

Percentage ........................................................................................................................................... 13

Air Breaks ............................................................................................................................................ 14

Breakpoint ............................................................................................................................................ 14

Zone ..................................................................................................................................................... 15

Entry .................................................................................................................................................... 16

Invoice ................................................................................................................................................. 16

Lines .................................................................................................................................................... 16

Company Tariff ........................................................................................................................................ 17

Introduction .......................................................................................................................................... 17

Creating a New Company Tariff ........................................................................................................... 18

Rate Table Behaviours ......................................................................................................................... 19

Origin Tab ............................................................................................................................................ 20

Freight Tab ........................................................................................................................................... 23

Destination Tab .................................................................................................................................... 25

Transport Tab ...................................................................................................................................... 26

Searching & Editing Company Tariff Rates .......................................................................................... 27

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Duplicate Rate Lines ............................................................................................................................ 28

Customer Rate ........................................................................................................................................ 29

Introduction .......................................................................................................................................... 29

Creating a New Customer Rate ............................................................................................................ 30


Origin Tab ............................................................................................................................................ 32

Freight Tab ........................................................................................................................................... 35

Destination Tab .................................................................................................................................... 38

Transport Tab ...................................................................................................................................... 39

Retrieving Company Tariff .................................................................................................................... 40

Searching & Editing Customer Rates ................................................................................................... 42

Detailed Customer Rate Search ........................................................................................................... 43

Customer Rate Print ............................................................................................................................. 44

Copy Customer Rates .......................................................................................................................... 45


Customer Quote ...................................................................................................................................... 46

Introduction .......................................................................................................................................... 46

Creating a new quote ........................................................................................................................... 47


Quote Header Information .................................................................................................................... 48

Quote Status ........................................................................................................................................ 49

Origin Tab ............................................................................................................................................ 49

Air Freight Tab ..................................................................................................................................... 51

FCL Freight Tab ................................................................................................................................... 53

Local Tab ............................................................................................................................................. 56

Customs Tab ........................................................................................................................................ 57

Transport Tab ...................................................................................................................................... 58

Retrieve rates ....................................................................................................................................... 59

Cover Page .......................................................................................................................................... 61

Terms of Quotation .............................................................................................................................. 63

Searching & Editing Quotations ............................................................................................................ 64

Detailed Customer Quote Search ......................................................................................................... 65

Copy Customer Quotes ........................................................................................................................ 66


Print Quote ........................................................................................................................................... 67

Job Auto-Rate .......................................................................................................................................... 68

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Introduction .......................................................................................................................................... 68

Search Priorities ................................................................................................................................... 70

Job Auto-Rate Rules ............................................................................................................................ 71

Retrieve Costs ..................................................................................................................................... 73

Invoice Generation ............................................................................................................................... 73

Auto-Rate Log ...................................................................................................................................... 75

Events .................................................................................................................................................. 75

Cost Tariff ................................................................................................................................................ 77

Introduction .......................................................................................................................................... 77

Cost Tariff Set up ................................................................................................................................. 78

Creating a new Cost Tariff .................................................................................................................... 80

Cost Tariff Auto-Rate Rules ................................................................................................................. 90

Search Priorities ................................................................................................................................... 93

Creditor Population .............................................................................................................................. 94

Invoice Generation ............................................................................................................................... 94

Cost Variance Report ........................................................................................................................... 95

Events .................................................................................................................................................. 96

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Rates Overview

Rates Module Set Up For the rating module to deliver you the maximum output for your business requirements, it is important to ensure that you have set the system up correctly for your in-house processes.

Process Overview for the Auto-Rating Module

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Chart of Accounts General Ledger > Chart of accounts > Revenue Group The Revenue Group assigned to the chart of accounts is used when you Auto-Rate an Import Job. Setting up the chart of accounts will enable the users to Auto-Rate ‘Customs’ Charges or ‘Forwarding’ charges. Expedient will pull though all charges with a ‘Blank’ revenue group if the revenue group is left blank, regardless if you are only Auto-Rating Forwarding or Customs Charges. The revenue group will need to be entered manually in to the charges tab (Job registration screen), per charge code line, if not set up in the chart of accounts. If set up in the chart of accounts, the revenue group will automatically populate FF (Freight Forwarding) or CU (Customs) in the charges tab, which is a mandatory field. The Sub revenue Group is not required for Rates however should also be set up as this is used for reporting purposes.

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Alpha Charge Codes Administration > Alpha Charge Code Masterfile

Import Service Type Invoicing Terms The Import Service Type Invoicing terms will default the charge code to produce a Final invoice, or a Disbursement invoice, for forwarding and customs Jobs, or customs only Jobs. Many companies offer regular payment terms on freight charges when their own company are doing the forwarding, however when they are only doing the customs clearance, the freight charges are issued as a Disbursement invoice to the Final client. This new feature will allow you to set the charge code to invoice a Final or Disbursement invoice for each charge code, depending on your company requirements. This default can be overridden on a customer level in the Customer Masterfile as outlined below. In the below set up ‘Customs and/or Forwarding’ will output a ‘Final’ invoice with the customers agreed terms and ‘Customs Only’ will output a ‘Disbursement’ invoice. This is a mandatory field. System default is set to ‘Final’. Duty charge codes will remain as Disbursement. This default can be manually overridden in the charges tab if required at the time of invoicing.

The Import Service Type Invoicing Terms can be overridden at a customer level in the Customer Masterfile > debtor tab > import invoice mapping. When set up at the Customer Masterfile level, the system will disregard the charge code setting and use the customers setting.

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Rate Account Codes Administration > Alpha Charge Code Masterfile The Rate Account Codes screen allows users to assign and restrict certain charge codes to relevant Job types & modes of Transport, for both imports & exports. Rate account codes can be set up and restricted for use by only import air or sea freight, and also as an origin, freight or destination rate group. When searching for charge codes to use from the Job or rate screens, the look up window will only display relevant charge codes. Each rate account code can be assigned a method calculator per mode and group type. This method will default when the charge code is used. Please Note: Rates are set up in the tariffs on rate account codes, and Auto-Rating will use rate account codes in the charges tab. It is important to set these up correctly before adding any rates to the company tariff or customer rate. Rate account codes cannot be edited or deleted by you while they are being used in the tariffs.

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The Rate Account Codes will also allow your company to roll up charges when producing the Debtors Invoice. The Charges Screen will display the rate account codes per line item; however the debtors invoice will display the alpha charge codes per line item. Example is in the below screen shot where the alpha charge code CSC ‘Carrier Surcharges’ has many different rate account codes set up against the alpha charge code. The charges screen will list the rate account codes separately and the invoice will display 1 line totalling all the rate account code charges and display them on the invoice as the alpha charge code.

Please Note: For Air freight, any rate account codes set up against ‘Freight’ alpha charge code, the ‘Air Breaks’ are required to be populated.

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Region Masterfile Administration > Region Code Masterfile Expedient Rating Module can store port, country and region rates. The region masterfile will need to be set up to make the most of this function. An example of this may be that you have a BAF charge for FCL Containers from North America to Australia, the rates can be set up to attract the BAF amount to any FCL Containers coming from any country in the North America Region, with a destination Australia.

ISO Port Code Administration > ISO Port Code Masterfile Airfreight Jobs are regsitered in the system using the IATA code. Rates are set up using the ISO port code. Airfreight Jobs will refer back to the ISO Port Code Masterfile, and search the rate in the rates module based on the UNLOCO that is linked to the IATA code.

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Transport Zones Administration > Transport Zones Transport Zones to be used Customer Rates and Company Tariff for sell rates are set up in Administration > Transport Zones.

Field Name Description Validation Default

Transport Zones

Import/Export This is to define is the Transport zone is to be used for Import or Export Jobs

Mandatory Blank

Mode This is to define if the Transport zone is to be used for Air, Sea or All Jobs

Mandatory Blank

Port This is to define if the Transport zone is port specific. Mandatory Blank

Zone This is to define the name of the zone Mandatory Blank

Zone Includes

City List the cities that the zones include Mandatory Blank

Post Code to / From

List the post codes the zone includes.

Transport Zones must use either City or Post codes, for the port they are set up for. The Transport Zones are to be used in conjunction with the ‘Zone’ method listed in the methods section of this manual. See Method Calculators.

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Method Calculators

Introduction It is important to understand the method calculators within Expedient as these are a vital part of Job auto rating. The correct method calculator will affect the rate that is populated when the Job is Auto-Rated, and each calculator will apply a different mathematical output. Each method calculation is explained below with an example of its use.

Minimum The Minimum calculator allows calculating a per unit charge to apply if greater than the minimum and less than the maximum.

LCL unit is per cubic W/M

FCL unit is per container

Air is per chargeable kilogram Example: Air Freight is Minimum $ 100.00 - 100 kgs $ 2.00 + 100 kgs $ 1.80 Maximum $ 800.00

Scenario: An Air Shipment has 40 kgs of Chargeable Weight. 40 x $2 = $ 80.00 The system will check the rate from the Air Breaks and consider the minimum and maximum amounts. In this scenario the minimum is greater than the per kg calculated amount, so the minimum will apply. Total Charged = $ 100.00

Please Note: When using the Minimum calculator for FCL, the system will consider all minimum amounts and apply the minimum amount that has the lowest rate ID Number.

Min/Volume The Minimum / Volume calculator can be used for LCL rates and allows the minimum method, above, to apply but will take the weight into consideration as well when calculating the volume to apply the rate with. The Below example will use the unit rate but base the volume on the greatest calculation using the weight listed in the calc column. The below example will consider the highest volume based on 500kg = 1m3

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Basic The Basic calculator allows calculating a base item price, plus a per unit price, depending on the mode.

LCL unit is per W/M


Air is per chargeable kilogram Example: LCL Freight is Minimum $ 200.00 Base Fee $ 50.00 Per Unit $ 50.00 Maximum $ 500.00

Scenario: LCL Shipment = 5m3 The system will calculate a Base amount of $50.00 + (5 x $50.00(per unit amount)) = $ 300.00 This Charge is above the Minimum $ 200.00 & Below the Maximum $ 500.00 Total Charged = $ 300.00 Please Note: When using the Basic calculator for FCL, the system will consider all base amounts and apply the base amount that has the lowest rate ID Number.

Per The ‘Per’ calculator allows calculating a rate per unit and includes a maximum amount to be charged.

LCL unit is per W/M


Air is per chargeable kilogram Example: FCL Port Charge is: Per Unit $ 200.00 per Container Maximum $ 20,000

Scenario: There has been 5 containers shipped. The Unit rate is applied per Container 5 x $ 200.00 = $ 1000.00 - This is under the maximum amount to be invoiced. Total Charged = $ 1000.00

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One Off The One Off calculator allows for a total base rate per Job. The rate will apply as a one off charge per Job irrespective of the amount of units. Example: A One off Document fee is charged for Full Container Jobs of $ 50.00

Scenario: 12 x 20’ Containers are shipped. The rate account code is set to $ 50.00 using the one off method. A one off Charge will be rated at $ 50.00 for the Job. Total Charged = $ 50.00 Please Note: When using the one off calculator for FCL, the system will consider all one off amounts and apply the one off amount that has the lowest rate ID Number.

Kilograms The Kilogram calculator allows a Job to be rated depending on the actual kilograms entered in the Job. This calculator also includes a minimum and maximum amount to be invoiced. Example: Airline Security is to be charged to your client as below Minimum $ 65.00 Per Unit $ 1.25 per kilogram (Actual) Maximum $ 900.00

Scenario: Job actual Kilograms are 80 kgs / chargeable weight is 100 Kgs. Only the actual Kilograms are considered. 80 x $ 1.25 = $ 100.00 The Rated amount $100.00 is above the Minimum & below the maximum. Total Charged = $ 100.00

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Per Cargo Report (AU ONLY) The Per Cargo Report calculator allows the Job to be rated depending on the number of cargo reports that exist on the Job. Example: Air Cargo Automation is rated at $ 20.00 per air cargo report. Maximum amount to be billed $ 300.00

Scenario: The Job arrives and there are 2 cargo reports that lodged for the Job. 2 x $ 20.00 = $ 40.00 This amount is below the maximum. Total Charged = $ 40.00

Per Master Bill The Per Master Bill calculator allows the Job to be rated per Master Bill.

Percentage The Percentage calculator allows the Job to be rated at a percentage rate of another charge code. Example: Fuel Surcharge on delivery is 12% of the delivery rate.

Scenario: Air Import Job arrives which is 100 kilograms. Delivery rate is 0.25c per kilogram Fuel Surcharge rate is 12% of the delivery charge. The Delivery will be charged at 100 kgs x 0.25c = $ 25.00 The fuel Surcharge is 12% of $ 25.00 & will rate at $3.00 Total Charged for Fuel Surcharge = $ 3.00

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Air Breaks The Air Breaks allow the Job to be rated depending on the chargeable weight for air freight.

Example: Air Freight is Minimum $ 125.00 - 100 kgs $ 2.45 + 100 kgs $ 1.80 Scenario: An Air Shipment has 80 kgs of Chargeable Weight. 80 x $2.45 = $ 196.00 The system will check the rate from the Air Breaks and consider the minimum and maximum amounts. In this scenario the minimum is less than the per kg calculated amount. Total Charged for Freight = $ 196.00 *If Air Breaks do not work at your site please raise a support ticket & advise us your Rate Account Code for Freight charges & Quote ‘Rates>Loccode>RATE_CODE’

Breakpoint The Breakpoint Calculator allows the Job to be rated depending on the weight or cubic measurement of that Job. Volumetric conversion factors are needed to be set up as per the standard cartage calculator. This method will allow you to store rates as a unit amount (Per Kg/CBM ) or as a flat amount. Example: Air Delivery Rate is 0.32c per kilogram if the Job is under 500 kgs and 0.28c if the Job is over 500 kgs.

Scenario 1: Air Job arrives that is 510 kgs. Expedient will check the weight rate for + 500 Kgs & calculate $0.28c x 510 kgs = $ 142.80. This amount is above the Minimum and below the maximum. Total Charged for Delivery = $ 142.80

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Scenario 2: LCL Job arrives that is 4cbm. Delivery rate is set up to bill a flat amount of $120.00 for Jobs under 5 cbm and $180.00 for Jobs over 5 cbm.

Expedient will use the rate for under 5cbm and apply the flat amount of $120.00. This is the same as the minimum and below the maximum. Total Charged for delivery = $ 120.00 The Breakpoint calculator can also be used for Full Containers if you have a rate applicable for under and over certain weights. Below you can see where the system will store and apply a certain rate if the container is under 10 tons or over 10 tons.

Zone The Zone Calculator allows the Job to be rated depending on the delivery address for the Job. This method requires that you set up Zones administration module. This method will allow you to store rates as a unit amount (Per Kg/CBM ) or as a flat amount with a base and minimum if required. Rates can be entered either in the Transport Freight brakes OR the Per Unit Field. Example: If the LCL Job delivery address (Suburb or Post Code) is within Zone A. Delivery rate is set up to bill a per unit (Cubic Meter Rate) of $65.00 for Jobs under 5 cbm or $55.00 for Jobs over 5 cbm or $45.00 for Jobs over 10m3.

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Entry The Entry Method will calculate the rate depending on the number of entries linked to the Job. Example: Customs Clearance rate is a base fee $120.00 and $60.00 per entry starting on the 2nd entry.

Scenario: The Job has 4 customs entries linked to the Job. A base fee of $120.00 will apply as well as $60.00 per entry starting from the 2nd entry. Base $120.00 + (3 Entries x $60.00) $ 180.00 = $ 300.00 Total Charged for Customs Clearance = $ 300.00

Invoice The Invoice Method will calculate the rate depending on the number of supplier invoice lines linked to the Job. Example: Customs Clearance rate is a base fee $ 120.00 with $3.00 per suppliers invoice line starting from the 4th Suppliers Invoice line, and a maximum of $700.00.

Scenario: The Job has 6 Suppliers Invoice lines linked to the Job. The base fee of $120.00 will apply as well as 3 additional charges of $3.00 per invoice line staring from the 4th suppliers invoice line. $120.00 + (3 x $3.00) $9.00 = $129.00. This is below the maximum. Total charged for Customs Clearance = $129.00

Lines The Lines method will calculate the rate depending on the customs entry lines that are linked to the entry. Example: Customs Clearance rate is $120.00 with 2.30 per additional line starting from the 4th line.

Scenario: The Job has 1 customs entry with 10 lines on the entry. The Base fee $120.00 will apply as well as 6 lines at $2.50. $120.00 + (6 x $2.50) $15.00 = $135.00. This is below the minimum. Total Charged for Customs Clearance $ 135.00

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Company Tariff

Introduction Expedient Company Tariff allows you to store your company level sell rates in the form of a company tariff. The rates stored in the company tariff will be applied throughout the system to maintain consistency in the quoting and invoicing process, and to ensure no standard charges are missed. Company Tariffs are often used to store local sell rates that are generally the same for most clients. The Company Tariff is used for the following:

Retrieving rates when creating Customer Rates or Quotations providing users with your company standard sell rates to set customer specific rates.

Auto-Rating – If there are no Customer Rates stored in Expedient, the system will then search the Company Tariff and populate the Company Tariff Rates directly in to the charges screen to assist you in invoicing the Job, using the company standard sell rates from the tariff.

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Creating a New Company Tariff Rates > Company Tariff

To create a new Company Tariff, click on the Add button Or press ‘A’ on your keyboard. The company Tariff screen consists of a number of areas. These are defined below. Rate Types These Tabs allow you to store Origin, Freight, Destination as well as Transport rate information. Each tab is unique and holds information for all modes of Transportation. Rate Line Details This section allows you to specify the port pairings of the rate, as well as other specific information about the rate, such as if the rate is only valid for a certain Airline / shipping line, container size & ISO Type. This grid may be customised to display the columns most relevant to you by right clicking on the header of the column. Charge Code Information The charge code section provides a listing of the relevant charges that apply to the rate line.

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Rate Table Behaviours Origin Origin Tab is required to have an Origin Port, Country or Region & Mode. Freight Freight Tab is required to have Origin & Destination Port, Country or Region & Mode. Destination Destination Tab is required to have Destination Port, Country or Region & Mode. Transport Transport Tab is required to have Origin or Destination Port & Mode. If your mode type is Sea, you must define the mode type to be LCL, FCL, FCX, Break Bulk or Bulk Cargo. If FCL or FCX, a Size or ISO Type must be entered. Any Rate Line must have at least one charge code associated to the rate line. The Columns in any tab can be customised to display the most relevant data for your log in, by right clicking on the header & selecting which columns to hide or view.

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Origin Tab The Origin Tab is where you will store your rates for any Origin Charges that are relevant to the mode of Transport you wish to store. These could include your company tariff rates for export Jobs such as Handling, Documentation Fees & Origin Terminal Charges.

In the Origin Tab, the rate line must contain the Origin Port, Country or Region. Please Note: If origin agent sell rates are stored at the company tariff level they will be included when Auto-Rating any freight collect Jobs that match.

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Rate Line Details


Origin Tab

Origin Port This is the Origin Port Details. Use the to search the ISO Port Codes Masterfile.

Optional* Blank

Origin Country This is the Origin Country Code. Use the to search the Country Codes Masterfile.

Optional* Blank

Origin Region This is the Origin Region Code. Use the to search the Region Codes Masterfile.

Optional* Blank

Dest. Port This is the Destination Port Details. Use the to search the ISO Port Codes Masterfile.

Optional Blank

Dest. Country This is the Destination Country Code. Use the to search the Country Codes Masterfile.

Optional Blank

Dest. Region This is the Destination Region Code. Use the to search the Region Codes Masterfile.

Optional Blank

Mode This is the Mode of Transport, Air or Sea. Mandatory Blank

Mode Type This is to define the mode of Transport. Air: Loose / ULD / Blank Sea: LCL / FCL / FCX / Breakbulk / Bulk Cargo

Air-Optional Sea-

Mandatory

Blank

ISO Type This is to define the ISO type of FCL Container. Use the

to search the ISO Type Codes Masterfile.

Optional** Blank

Size This is to define the size of the FCL container. 20’ / 40’ / 30 ‘ / 45’.

Optional** Blank

ULD This is to define the type of Unit Load Device. Use the

to search the Region Codes Masterfile. Use the to search the ULD Codes Masterfile.

Optional Blank

Shipping Co This is to define the shipping company. Use the to search the Shipping Company Masterfile.

Optional Blank

Airline This is to define the Airline. Use the to search the Airline Masterfile.

Optional Blank

O/S Agent This is to define the Overseas Agent. Use the to search the Agent Codes Masterfile.

Optional Blank

Service Level This is to define the service level of the Transport. Optional Blank

Import/Export This is to define if the Rate is for Import or Export. This field will populate depending on the Origin / Destination Port or Country used.

Mandatory Import/Export/Other

Effective Date This is to define the start date of the rate line. Mandatory Current Date

Expiry Date This is to define the Expiry Date of the rate line. Optional Blank

User This will list the user ID of the person that created the rate.

Mandatory Creating Users ID

Last Update Date that the rate line was last updated. Mandatory Last updated date

Tariff ID This is a unique system generated number for that rate line.

Mandatory System Generated

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*In the Origin Tab at least one of the Origin Port, Country or Region must be entered. ** For FCL Containers, either the Container Size or ISO Type must be entered.

Charge Code Information


Origin Tab

Code This is to define the rate account code. Use the to search the Rate Account Codes Masterfile.

Mandatory Blank

Description This is the description of the rate account code entered. This will default to what is set up in the Rate Account Code.

Mandatory Description

Cur This is the Currency of the rate. Use the to search the Currencies Masterfile.

Mandatory Blank

Method This is to define the Method Calculator you wish to use. Mandatory Blank

Flat/Min This is to add the Flat/Minimum rate if you have selected a Method that uses a Flat/Minimum Rate.

Optional Blank

Per Unit This is to add the Per Unit rate if you have selected a Method that uses a Per Unit rate.

Optional Blank

Base This is to add the Base Rate if you have selected a Method that uses a Base Rate.

Optional Blank

Max This is to add a Maximum Rate if you have selected a Method that uses a Maximum Rate.

Optional Blank

Calc This is to add a Calculated Value if you have selected a Method that uses a Calculated Value.

Optional Blank

Start This is used to enter a Start Value if you have selected a Method that uses a Start Value.

Optional Blank

Acc Code This is used to enter the Rate Account Code to apply the percentage amount to when using the Percentage Method.

Mandatory when using Percentage

Method

Blank

Charge Code This field will display the Alpha Charge associated to the rate account code.

Mandatory Default from Alpha

Charge code

Rate Group This field will display the Rate Group the Rate account code is associated with. Freight / Origin / Destination.

Mandatory Default from Rate Account

Code

Note This is to add any notes for the rate line. Optional Blank

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Freight Tab The Freight Tab consists of Air Freight, FCL Freight & LCL Freight Sub Tabs for you to store the company tariff rates. Freight charges generally will include International Freight Sell Rates, Insurance, Bunker Adjustment Factor and Fuel Surcharges that are applicable from the Origin port to the Destination port leg of the journey.

The Air Freight / FCL Freight / LCL Freight/Bulk Sub Tabs are set out to be similar to the Origin tab however will display the relevant columns required to store rate information depending on the mode and mode type that you are entering the rate for. There are also additional columns to store relevant transit time and frequency details for the rate line.


Freight Tab Additional Columns

Transit Time This is to define the transit time from Origin to Destination Optional Blank

Frequency This is to define the frequency of the service. Optional Blank

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Air Freight Tab

The Air Freight tab has an Air Breaks section that is to be used for freight charges when the freight charge code has been used. The weights can be manually set and entered when adding the rates. If the Freight Charge Code is used with the Minimum Method you have the ability to enter your selected rates with the Air Weight Breaks as well as a Minimum & Maximum.

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Destination Tab The Destination Tab consists of Local & Customs Sub Tabs. These screens have the same layout however are to be used for different purposes: Imports:

Local Tab - the local tab is to be used for storing any ‘Freight Forwarding’ Destination Charges

Customs Tab - the customs tab is to be used for storing any ‘Customs’ Destination Charges. Exports:

Local Tab is used to store any destination charges.

Customs Tab is not considered.

In the Destination Tab you will notice that you are able to use the Transport Freight Breaks Calculator. This is made available in the Company Tariff > Destination tab should you have any destination local charges that will vary depending on weight / cubic measurements and when the Breakpoint Method is used.

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Transport Tab The Transport Tab is where you have the ability to store all your Transport sell rates Both Origin & Destination Rates, depending on the Origin & Destination Ports.

There are additional columns available within the Transport Tab which are listed below.


Transport Tab Additional Columns

Carrier This is the Transport Carrier applicable for the rate. Use

the to search the Carriers Masterfile.

Optional Blank

Delivery/Pick Up Type

This is for Full Containers Only & is used to set the type of Pick Up Or Delivery applicable to the rate.

Optional Blank

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Searching & Editing Company Tariff Rates Searching Company Tariff Rates is available using the Find Button or pressing ‘F’ on your keyboard Each tab can be searched separately, or you can perform a multi tab search by not entering any search criteria & just selecting find, this will return all tariff rate lines from all tabs. The below example will perform a search in the FCL Freight Tab for all Company Tariff Rates from Origin US that are entered with a port code

A Multi Tab Search will display the rate line results next to the tab label as you can see below.

Company tariff rates cannot be deleted. To deactivate the rate you will need to add an expiry date to the rate line.

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Duplicate Rate Lines Within the company tariff you have the ability to duplicate the rate line. This option is available by selecting the ‘Duplicate Rate Line’ button at the bottom of the screen; alternatively you can select the ‘F4” shortcut button. When your cursor is on a new rate line and this option is selected, the data from the above rate line will be copied to the below rate line. You will need to edit the duplicated rate line to make it unique before you are able to save the new rate.

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Customer Rate

Introduction Expedient Customer Rate allows you to store Client Specific Rates in the form of a Customer Rate. The rates stored in customer rates will be applied throughout the system to maintain consistency in the invoicing and quoting process to ensure no customer rates are missed and the customer is consistently invoiced the amounts that have been agreed. The Customer Rates can be used for the following:

Centralised database for storing agreed customer rates which can be easily referenced by all users that have access to customer rates.

Retrieving rates when creating quotations providing you the option to use the existing customer rates for that mode of Transport, or a basis to offer new rates.

Auto-Rating – customer rates will be used for rating the Job when invoicing. This removes operator error as rates will populate depending on the data entered within the Job. Rates can be reviewed and amended manually within the Job charges tab before preparing the invoice to the customer.

Customer Rates can be entered either manually in to the customer rates tabs or by preparing & accepting a Quotation.

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Creating a New Customer Rate Rates > Customer Rate

To create a new Customer Rate, click on the Add button Or press ‘A’ on your keyboard. The Customer Rate screen consists of a number of areas. These are defined below. Client Details

This is the Customers Code that you are setting the rates up for. Use the Zoom to search for the Customer Masterfile. You can only have one customer rate table per client. Rate Types These Tabs allow you to store Origin, Freight, Destination as well as Transport rate information. Each tab is unique and holds information for all modes of Transportation. Rate Line Details This section allows you to specify the port pairings of the rate, as well as other specific information about the rate, such as if the rate is only valid for a certain Airline / shipping line, container size & ISO Type, Supplier or Consignee. This grid may be customised to display the columns most relevant to you by right clicking on the header of the column. Charge Code Information The charge code section provides a listing of the relevant charges that apply to the rate line.

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Rate Table Behaviours Origin Origin Tab is required to have an Origin Port, Country or Region & Mode. Freight Freight Tab is required to have Origin & Destination Port, Country or Region & Mode. Destination Destination Tab is required to have Destination Port, Country or Region & Mode. Transport Transport Tab is required to have Origin or Destination Port & Mode. If your mode type is Sea, you must define the mode type to be LCL, FCL, FCX, Break Bulk or Bulk Cargo. If FCL or FCX, a Size or ISO Type must be entered. Any Rate Line must have at least one charge code associated to the rate line. The Columns in any tab can be customised to display the most relevant data for your log in by right clicking on the header & selecting which columns to hide or view.

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Origin Tab The Origin Tab is where you will store your customer rates for any Origin Charges that have been agreed. These could include your agreed customer rates for export Jobs, such as Handling, Documentation Fees & Origin Terminal Charges.

In the Origin Tab, the rate line must contain the Origin Port, Country or Region.

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Rate Line Details


Origin Tab


Optional* Blank


Optional* Blank


Optional* Blank


Optional Blank


Optional Blank


Optional Blank



Air-Optional Sea-

Mandatory

Blank



Optional** Blank


Optional** Blank



Optional Blank


Optional Blank


Optional Blank


Optional Blank





Expiry Date This is to define the Expiry Date of the date line. Optional Blank

User This will list the user ID of the person that created the rate.

Mandatory Creating Users ID


Rate ID This is a unique system generated number for that rate line.

Mandatory System Generated

*In the Origin Tab at least one of the Origin Port, Country or Region must be entered. ** For FCL Containers, either the Container Size or ISO Type must be entered.

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Charge Code Information


Origin Tab

Code This is to define the rate account code. Use the to search the Rate Account Codes Masterfile.

Mandatory Blank

Description This is the description of the rate account code entered. This will default to what is set up in the Rate Account Code.

Mandatory Description

Cur This is the Currency of the rate. Use the to search the Currencies Masterfile.

Mandatory Blank

Method This is to define the Method Calculator you wish to use. Mandatory Blank

Flat/Min This is to add the Flat/Minimum rate if you have selected a Method that uses a Flat/Minimum Rate.

Optional Blank

Per Unit This is to add the Per Unit rate if you have selected a Method that uses a Per Unit rate.

Optional Blank

Base This is to add the Base Rate if you have selected a Method that uses a Base Rate.

Optional Blank

Max This is to add a Maximum Rate if you have selected a Method that uses a Maximum Rate.

Optional Blank

Calc This is to add a Calculated Value if you have selected a Method that uses a Calculated Value.

Optional Blank

Start This is used to enter a Start Value if you have selected a Method that uses a Start Value.

Optional Blank

Acc Code This is used to enter the Rate Account Code to apply the percentage amount to when using the Percentage Method.

Mandatory when using Percentage

Method

Blank

Charge Code This field will display the Alpha Charge associated to the rate account code.

Mandatory Default from Alpha

Charge code

Rate Group This field will display the Rate Group the Rate account code is associated with. Freight / Origin / Destination.

Mandatory Default from Rate Account

Code

Note This is to add any notes for the rate line. Optional Blank

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Freight Tab The Freight Tab consists of Air Freight, FCL Freight & LCL Freight Sub Tabs for you to store Customer Rates. Freight charges generally will include International Freight Sell Rates, Insurance, Bunker Adjustment Factor and Fuel Surcharges that are applicable from the Origin port to the Destination port leg of the journey.

The Air Freight / FCL Freight / LCL Freight/Bulk Sub Tabs are set out to be similar to the Origin tab however will display the relevant columns required to store rate information depending on the mode and mode type that you are entering the rate for.

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There are also additional columns to store additional details pertaining to the rate line.





Supplier This is to define the Supplier Details. [Valid for Import

rates]. Use the to search the Supplier Masterfile.

Optional Blank

Consignee This is to define the Consignee Details. [Valid for Export

rates]. Use the to search the Consignee Masterfile.

Optional Blank

Air Freight Tab

The Air Freight tab has an Air Breaks section that is to be used for freight charges when the freight charge code has been used. The weights can be manually set and entered when adding the rates. If the Freight Charge Code is used with the Minimum Method you have the ability to enter your selected rates with the Air Weight Breaks as well as a Minimum & Maximum.

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FCL Freight Tab

Within the FCL Freight Tab you have the ability to set up rates for your client for Heavy or Light containers as well as ‘all in’ rates from certain Suppliers. ‘All in’ rates can be set up from Supplier to the clients delivery address.

Heavy / light weight container rates can be set up using the Break Point Calculator Method.

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Destination Tab The Destination Tab consists of Local & Customs Sub Tabs. These screens have the same layout however are to be used for different purposes: Imports:

Local Tab - the Local Tab is to be used for storing any ‘Freight Forwarding’ Destination Charges

Customs Tab - the Customs Tab is to be used for storing and destination ‘Customs’ charges. Exports:

Local Tab is used to store any destination Charges.


In the Destination Tab you will notice that you are able to use the Transport Freight Breaks Calculator. This is made available in the customer rate, destination tab should you have any destination local charges that will vary depending on weight / cubic measurements and the Breakpoint Method is used.

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Transport Tab The Transport Tab is where you have the ability to store all your Transport sell rates Both Origin & Destination Rates, depending on the Origin & Destination Ports.






Optional Blank



Optional Blank

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Retrieving Company Tariff From any of the Rate Type Tabs (Origin / Freight / Destination / Transport) you have the option to retrieve the company tariff.

Minimum Data requirements are in place before the ‘Retrieve Company Tariff’ option is available. This includes:

Origin Tab: Origin Port or Country / Mode / Mode Type (If Sea)

Freight Tab: Origin & Destination Port Or Country / Mode / Mode Type (If Sea)

Destination Tab: Destination Port or Country Mode / Mode Type (If Sea)

Transport Tab: Origin or Destination Port / Mode / Mode Type (If Sea) In all 4 options, the FCL Rate table requirement is enforced ‘If FCL or FCX, a Size or ISO Type must be entered’. See Rate Table Behaviours above. Once Retrieve Company Tariff has been selected, Expedient will open the relative company tariff tab screen where you can choose a suitable rate from the company tariff to apply.

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Expedient will search the company tariff for what you have entered and apply all rates related to the selected rate line. If you search for rates from Country ‘US’ to Country ‘AU’ Mode Type AIR, expedient will show you these rates & not any rates that are port specific. When you select the Freight charge line to be retrieved in to your client rate, Expedient will also retrieve the country to country rate if applicable and unique, as well as the region to region rate if applicable and unique. Example: Port to Port Freight Charges Country to Country Fuel Surcharges Region to Region War Risk Surcharges All three rate account codes will be retrieved as they are all relevant and unique. Expedient will search for valid Company Tariff rates for the mode of Transport, with an exact port match, Origin & Destination. If this is not found the system will search for the Origin Port & a destination Country, then region, until a rate is found, using the following priorities. Origin / Freight / Destination Tabs

Mode Type

Airline / Shipping Co.

ISO Type (FCL/FCX)

Size (FCL/FCX) Transport Tab

Mode Type

ISO type (FCL/FCX)

Size (FCL/FCX)

Delivery / Pick up type (FCL/FCX)

Carrier

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Searching & Editing Customer Rates Searching Customer Rates is available using the Find Button Or pressing ‘F’ on your keyboard. Each tab can be searched separately, or you can perform a multi tab search, by entering the search data in the tabs that wish to search for the rates. The below example will perform a search in the FCL Freight Tab for all Company Tariff Rates from Origin US that are entered with a port code

A Multi Tab Search will display the rate line results next to the tab label as you can see below.

Customer rates cannot be deleted. To deactivate the rate you will need to add an expiry date to expire the rate line.

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Detailed Customer Rate Search By selecting ‘Search Customer Rates’, you have the option to search all rates for customers meeting your search criteria.

In the Search Customer Rates screen you have the ability to enter search criteria to find matching customer rates stored in the rates database.

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Customer Rate Print Customer Rates can be printed by selecting the button ‘Customer Rate Print’, or pressing R on your keyboard

You will be offered a screen which will allow you to refine the rates that you wish to print for the customer. If you leave the screen blank, all customer rates will print for the client.

The Customer Rate Print will output the results in an Excel format which you can edit and manipulate if required. *To print Customer Rates users will require CUSTRATEPRNT rights. Please see your system administrator.

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Copy Customer Rates Customer rates can be copied for a new customer by selecting ‘Copy customer rates’.

This will copy the customer rates for a customer that does not already have a customer rate set up in the system.

Duplicate Rate Lines Within the customer rates you have the ability to duplicate the rate line. This option is available by selecting the ‘Duplicate Rate Line’ button at the bottom of the screen; alternatively you can select the ‘F4” shortcut button. When your cursor is on a new rate line and this option is selected, the data from the above rate line will be copied to the below rate line. You will need to edit the duplicated rate line to make it unique before you are able to save the new rate.

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Customer Quote

Introduction Expedient Quote module allows you to create a comprehensive Quotation for your prospective and existing clients using rates and data already stored in the system. The Quoting Module can be used for the following:

A central location where quotes can be stored and generated to your clients, from the system.

Quotations can be approved by managers, and when accepted the quote will create a new customer rate, which Auto-Rate the Job.

Quotes can be monitored to see how many quotes are created, and how many were accepted and converted to a rate for the client.

A coversheet, and your company terms of quotation can be added in the system and will then be attached to each quotation that is sent from Expedient.

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Creating a new quote Rates > Customer Quote

To create a new Customer Quote, click on the Add button Or press ‘A’ on your keyboard. The Customer Quote screen consists of a number of areas. These are defined below. Quote Header This section allows you to store the customer code for the customer that you are quoting, status and validity of the quote. Rate Types These Tabs allow you to store Origin, Freight, Destination as well as Transport rate information. Each tab is unique and holds information for all modes of Transportation. Rate Line Details This section allows you to specify the port pairings of the rate, as well as other specific information about the rate, such as, if the rate is only valid for a certain Airline / shipping line, container size & ISO Type. This grid may be customised to display the columns most relevant to you by right clicking on the header of the column. Charge Code Information The charge code section provides a listing of the relevant charges that apply to the rate line.

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Rate Table Behaviours Origin Origin Tab is required to have an Origin Port, Country or Region & Mode. Freight Freight Tab is required to have Origin & Destination Port, Country or Region & Mode. Destination Destination Tab is required to have Destination Port, Country or Region & Mode. Transport Transport Tab is required to have Origin or Destination Port & Mode. If your mode type is Sea, you must define the mode type to be LCL, FCL, FCX, Break Bulk or Bulk Cargo. If FCL or FCX, a Size or ISO Type must be entered. Any rate line must have at least one charge code associated to the rate line. The columns in any tab can be customised to display the most relevant data for your log in by right clicking on the header & selecting which columns to hide or view.

Quote Header Information The Quote Header enables you to save specific information about the Quote such as, the client you are quoting, effective and expiry dates as well as the Quote Status.


Quote Header

Client This is the Customer you are quoting. Use the to search the Customer Masterfile.

Mandatory Blank

Effective From This is the start date for the Quotation. Use the to access the calendar.

Mandatory Current days date

Expiry Date This is the end date of the Quotation. Use the to access the calendar.

Mandatory Blank

Created By This will show who created the Quote. Read only Creating User

Last Updated This is the date that the quote was last updated. Read only Last updated date

Status This is the status of the Quote. Mandatory New Quote

Quote ID This is a unique system generated Quote number. Read Only System defined number

Approved This is the indicator if the Quote is approved. Mandatory New Quote

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Quote Status The status of the Quote will change the output of the quote document. New Quote This is the system default when adding a new Quote. User can only print a Draft Quote when status is new quote. Approved Quote When the ‘Approved’ field is changed to ‘Yes’, the status will change to approved quote. When the quote is printed the draft watermark is no longer on the document. Sent approved Quote When the Approved Quote is sent from the system the status will change to ‘Sent Approved Quote’ Convert to Rate Button After the quote has been sent to the client the ‘Convert to Rate’ Button is available. This will convert the quote in to a customer rate which will when Auto-Rate the Job. Accepted Quote Once the quote has been converted to a customer rate the status will change to Accepted Quote. *To approve Quotes users will require APPROVEQUOTE rights. Please see your system administrator.

Origin Tab The origin tab is where you will add your proposed rates for any Origin Charges that you wish to quote. These could include any Origin Charges such as Handling, Documentation Fees & Origin Terminal Charges. The Origin Tab is visible in Update Mode. If no Origin Charges are added, when you save the quote you will not see the Origin tab.

In the Origin Tab, the rate line must contain the Origin Port, Country or Region.

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Rate Line Details


Origin Tab


Optional* Blank


Optional* Blank


Optional* Blank


Optional Blank


Optional Blank


Optional Blank



Air-Optional Sea-

Mandatory

Blank



Optional** Blank

Size This is to define the size of the FCL container. 20’/40’/30 ‘ /45’.

Optional** Blank



Optional Blank


Optional Blank


Optional Blank


Optional Blank




Transit Time This is to define the transit time from Origin to Destination. (This is hidden by default in the Origin Tab)

Optional Blank

Frequency This is to define the frequency of the service. (This is hidden by default in the Origin Tab)

Optional Blank

Inco Terms This is to specify the Inco Terms for the rate line. (This is hidden by default in the Origin Tab)

Optional Blank

Please Note: Any data entered in to the rate line details will be grouped, and listed above the related charges quoted for that group. *In the Origin Tab at least one of the Origin Port, Country or Region must be entered. ** For FCL Containers, either the Container Size or ISO Type must be entered.

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Air Freight Tab The air freight tab is where you will quote any Freight related charges such as Air Freight, Fuel Surcharge, Security Surcharges and War Risk.

The additional Columns in the Air Freight tab are listed below







Optional Blank



Optional Blank

Inco Terms This is to specify the Inco Terms for the rate line. Optional Blank

The Air Freight tab has an Air Breaks section that is to be used for freight charges when the freight charge code has been used. The weight breaks are to be manually added when entering the rates, giving you the flexibility to set your own weight breaks. When the freight charge code is used with the minimum method, you have the ability to enter your selected rates with the Air Weight Breaks as well as a Minimum & Maximum.

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The rates used in the Air breaks will override any per unit rates, if entered, in the charge code line.

*If you do not have access to Air Breaks please raise a Support Ticket specifying your Rate account code for Air Freight Charges.

Quote screen shot example using Air Breaks.

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FCL Freight Tab The FCL Freight tab is where you will quote any freight related charges such as International Freight, Bunker Adjustment Fee, EFAF and Insurance. The additional columns in the FCL Freight tab are listed below.





Optional Blank



Optional Blank

Deliver To/ Pick Up

Delivery /Pick up Code from the Customer Masterfile.

Use the to search the Supplier Masterfile.

Optional Blank

Deliver/Pick Up Type

This is to define the frequency of the service. Use the

drop down box to search the available types.

Optional Blank



Inco Terms This is to specify the Inco Terms for the rate line. Optional Blank

Within the FCL Freight Tab you have the ability to quote to your client for Heavy or Light containers, as well as all in rates from certain Suppliers using the Breakpoint Method. ‘All in’ rates can be set up from Supplier to the clients delivery address.

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Quote Screen Shot example for FCL.

Heavy / Light Containers can be set up using the Breakpoint Method. When selecting this method you will see a new tab appear, this is where you will enter the rates using the Breakpoint Method.

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Quote screen shot example for FCL using Breakpoint Method / Transport freight Breaks.

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Local Tab The Local Tab is to be used for quoting Destination Charges, such as Terminal Charges, Port Charges, Terminal Fees, Delivery Order & Documents Fees

In the local tab you will notice that you are able to use the Breakpoint Method. This is made available in the local tab should you have any destination local charges that will vary depending on weight / cubic measurements. Once the Breakpoint method is selected you will see a new tab appear ‘Transport Freight Breaks’

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Customs Tab

The Customs Tab is to be used for quoting Import destination ‘Customs’ charges, such as Agency & Attendance, Customs Handling and Processing Fees.

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Transport Tab The Transport Tab is where you have the ability to quote all your Transport sell rates both origin & destination if required.

The additional columns available within the Transport Tab, these are listed below.





Optional Blank



Optional Blank

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Retrieve rates From any of the Rate Type Tabs in the Quote module, you have the option to retrieve rates. Once Retrieve Rate has been selected, Expedient will first search to see if there are any valid customer rates that match your criteria. If a valid customer rate is found you will have the option to retrieve these rates & update them for your new quotation. If no customer rates are found, Expedient will then search for any company tariff rates that match your criteria.

Minimum Data requirements are in place before the ‘Retrieve Company Tariff’ option is available. This includes:

Origin Tab: Origin Port or Country / Mode / Mode Type (If Sea)

Freight Tab: Origin & Destination Port Or Country / Mode / Mode Type (If Sea)

Destination Tab: Destination Port or Country Mode / Mode Type (If Sea)

Transport Tab: Origin or Destination Port / Mode / Mode Type (If Sea) In all 4 options, the FCL Rate table requirement is enforced ‘If FCL or FCX, a Size or ISO Type must be entered’.

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Expedient will search rates based on what you have entered, and apply all rates related to that rate line. If you search for rates from Country ‘US’ to Country ‘AU’ Mode Type AIR, expedient will only show you these rates & not any rates that are port specific. When you select the freight charge line to be retrieved in to your quotation, Expedient will also retrieve the country to country rate if applicable and unique, as well as the region to region rate if applicable and unique. Example: Port to Port Freight Charges Country to Country Fuel Surcharges Region to Region War Risk Surcharges All three rate account codes will be retrieved as they are all relevant and unique. Expedient will search for valid customer rates / company tariff rates for the mode of Transport, with an exact port match, origin & destination. If this is not found the system will search for the Origin Port & a destination Country, then region, until a rate is found, using the following priorities. Origin / Local & Customs Tabs

Mode Type

ISO Type (FCL/FCX)

Size (FCL/FCX)


Freight tab From Company Tariff

Mode Type

ISO Type (FCL/FCX)

Size (FCL/FCX)

Airline / Shipping Co. From Customer Rate

Mode Type

ISO Type (FCL/FCX)

Size (FCL/FCX)

Supplier (FCL/FCX)

Consignee (FCL/FCX)

Airline / Shipping Co. Transport Tab From Company Tariff

Mode Type

ISO type (FCL/FCX)

Size (FCL/FCX)


Carrier

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From Customer Rates

Mode Type

ISO type (FCL/FCX)

Size (FCL/FCX)

Supplier

Consignee

Deliver to/Pick Up (FCL/FCX)


Carrier

Cover Page The Cover Page can be added to all Quotations generated from Expedient which can be customised to suit your company. This can be set up in Administration > Company Details Menu > Input Terms Printouts. The Terms code is CPCUSQUOTE If added, the cover page will appear in every quote that is generated form the system. This can be overridden within the quote, by removing the text in the cover page tab. Cover page example screen shot below.

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The Contact name can be added in the Cover Page tab which will appear on the cover page.

Use the Zoom look Up to select the personnel from the Customer Masterfile.

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Terms of Quotation Terms of Quotation can be added to all Quotations generated from Expedient which can be customised to suit your company. This can be set up in Administration > Company Details Menu > Input Terms Printouts. The Terms code is TCCUSQUOTE If added, the Quote Terms & Conditions will print on every quote that is generated form the system. Cover page example screen shot below.

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Searching & Editing Quotations Searching Quotations is available using the Find Button or pressing ‘F’ on your keyboard Each tab can be searched separately, or you can perform a multi tab search, by entering the search data in the tabs that wish to search for the rates. If searching for all quotations for a client the number of records will show at the bottom of the screen. You also have the ability to search for quotations using the rate line details. The below search will return all quotations for FCL containers from the USA that have a port code in the quote.

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Detailed Customer Quote Search By selecting ‘Search Customer Quotes’, you have the option to search all quotes for customers that match your search criteria.

In the ‘Search Customer Quotes’ screen you have the ability to enter search criteria to find matching customer quotes stored in the customer quotes database.

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Copy Customer Quotes Customer Quotes can be copied for the same or another customer by selecting ‘Copy Quote’.

This will copy the customer quote for the same or a new customer.

Duplicate Rate Lines Within the customer quote you have the ability to duplicate the rate line. This option is available by selecting the ‘Duplicate Rate Line’ button at the bottom of the screen; alternatively you can select the ‘F4” shortcut button. When your cursor is on a new rate line and this option is selected, the data from the above rate line will be copied to the below rate line. You will need to edit the duplicated rate line to make it unique before you are able to save the new rate.

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Print Quote When printing the Quotation you have the option to display the quoted rate lines in General Ledger number order or in Chronological ‘Screen Order’ as they are entered. You also have the option to print the quote in .pdf format or in Excel format, displaying the Carrier details on the quote or not.

The quote print will group matching rate lines together as well as show unique rate lines as a rate on their own.

Print Quick Quote Option will print only the charges entered, in chronological order, without grouping.

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Job Auto-Rate

Introduction Expedient Job Auto-Rate function gives you the ability to automatically populate invoicing information and charges into your Job, based on the rates that are set up in your system both from client rates as well as your company tariff, and Cost Tariff. Before Auto-Rating any Job you should ensure necessary data is in the Job to obtain the correct rate results. This includes:

Origin & Destination

ETD & ETA Dates

Cust Code / Bill to party

Supplier / Consignee

Pick up / Delivery address codes

Transport Carrier

Container line information (FCL /FCX)

Delivery types (FCL /FCX) When auto rating a Job, Expedient will first look to see if a customer rate exists. If no valid customer rate is found, the system will revert to the company tariff to search for a valid rate. If the system finds a valid customer rate it will not look up the company tariff for that rate type tab. See Cost Tariff below, for Auto-Rating costs into the Job charges screen. Freight, origin & destination rates can use the arrival and/or departure date of the Job. Expedient, by default, will use the departure date in the Job for origin & freight charges, and the arrival date in the Job for destination rates.

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Expedient will look at the following details when matching a rate to a Job:

Rate validity (effective & expiry date)

Origin & Destination port codes

Mode / Mode type / Airline / Shipping co / Carrier / Delivery type

Shipper / Consignee / Delivery address code (client rates only) Expedient will attempt to find rates that match the exact origin & destination ports. If this is not found, it will search for a rate that matches the origin port and a destination country, then region, collecting unique charge codes that apply to the Job. Expedient will look up each Rate Tab for matching rates. Firstly it looks up the Customer Rate. If no Customer Rate exists for that tab, Expedient will look up the Company Tariff for that tab. Auto-Rate Example: Freight & Destination Charges are required

If freight charges are found in the Customer Rates, and they match the Job information, they will be used and Expedient will not look at the freight tab in the Company Tariff.

If no destination charges are entered in the Customer Rates, Expedient will search the Company Tariff for any relevant rates and apply these as the sell rates in the Job.

Once your rates are set up in the relevant tariffs, and the Job is in update mode, you will see within the ‘Charges’ Option you will have the ability to Auto-Rate All / Customs Charges Or Forwarding Charges.

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Search Priorities

Origin Tab

Search priorities that determine the importance of the selected rate in the origin tab are:

Mode

Mode Type

ISO Type (FCL/FCX)

Container Size (FCL/FCX)


Freight Tab

Search priorities that determine the importance of the selected rate in the freight tab are:

Mode

Mode Type

ISO Type (FCL/FCX)


Supplier (If rate is retrieved from customer rate)

Consignee (If rate is retrieved from customer rate)


Destination Tab

Search priorities that determine the importance of the selected rate in the destination tab, including both local and customs sub tabs are:

Mode

Mode Type

ISO Type (FCL/FCX)



Transport Tab


Mode

Mode Type

ISO Type (FCL/FCX)




Delivery To/Pick up from (FCL/FCX) (If rate is retrieved from customer rate)

Delivery / Pick Up Type (FCL/FCX)

Carrier

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Job Auto-Rate Rules

Imports

By default the ‘Cust Code’ in the import Job tab, is deemed to be the customer and the customer rates for this code will be retrieved. There is the option to change this default to look up the Bill to party, if you require this option to be turned on for your company, please contact Expedient Software. Freight & Origin Charges Tabs These will be retrieved when the forwarder is own company (ie: your company is the forwarder), and the freight is collect. The rates will be retrieved from origin & freight tabs, along with any Origin Charges set up in the Transport tab. *Please note: If no Origin Charges are set up on the customer rate & they are set up on the company tariff, they will be retrieved from the company tariff. To override retrieve origin rates if they are set up on the company tariff, open the customer rates & set up rates for that trade lane, for that customer. If you add any rate account code with a $0 value the Origin Charges will not pull from the company tariff in future for that customer on that port pairing/origin.

Destination Charges Tab Destination local charges will be retrieved when your company is the forwarder. Destination customs charges will be retrieved when your company is the customs broker. Transport Charges Tab If both the ‘Deliver to’ and the ‘Carrier’ fields are entered, Expedient will retrieve destination charges from the Transport tab.

.

It is recommended that the company tariff is used for destination local charges & sell freight rates. If origin rate types are set up on the company tariff (i.e. Agent Origin Rates), they will populate in to each Job

matching the rate line port pairing if the Job is freight collect and Auto-Rated.

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Exports

Origin Tab, Freight Tab & Destination charges that are set up on the company tariff or customer rate will always populate in to any export Job. If the Carrier & Pick up Address is entered into the Cartage Docket Screen, the system will also look up the Transport tab and retrieve any origin Transport charges. House PPD If House PPD client code is only entered, Expedient will look at the customer rates for the House PPD client and apply any prepaid rates that are set up. If no customer rates exist, the system will then look up the company tariff, and apply rates set up per tab. The House PPD customer code will populate into the ‘Bill To’ column. House CCX If House CCX client code is only entered, Expedient will look up the customer rates for the house CCX Client and apply any collect rates that are set up. If no customer rates exist, the system will then look up the company tariff, and apply rates set up on each tab. The house CCX customer code will populate in to the ‘Bill To’ Column. Both House PPD & CCX If both House PPD & House CCX client codes are entered, Expedient will look up the House PPD client code customer rate for all tabs and apply both pre-paid and collect rates that are set up. If no customer rates are found for the House PPD Client, the system will then look up the company tariff, and apply rates that have been set up on each tab. Both House CCX and House PPD customer codes will populate in to the ‘Bill To’ column as they are set up in the client rate. Reminder:- from the company tariff manual “Company Tariffs are often used to store local sell rates that are generally the same for most clients” If Company Tariffs are set up for Export destination ‘Agent’ Rates they will be retrieved in to each Job. *Please note: To override company tariff destination rates, open the customer rates & set up a rate for that trade lane. If you add any rate account code with a $0 value the Origin Charges will not pull from the company tariff for that customer.

It is recommended that the company tariff is used for origin local charges & freight rates. If destination rate types are set up on the company tariff, they will populate in to each Job matching the rate line port pairing.

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Retrieve Costs If you have any unbilled Job costs that you wish to populate into the charges screen for billing purposes, select the ‘Retrieve Costs’ action and costs will populate in to the charges screen for you to add the sell rates prior to invoicing.

If any charge code has been previously invoiced at an amount greater than the cost, the charge line will not populate in to the charges screen. If the charge code was invoiced at a less amount than the cost the charge line will populate into the charges tab.

Invoice Generation Once the relevant matching Freight, Origin & Destination rates have been retrieved, the resulting charges are listed and checked, you may proceed to generate the invoice to the customer. Expedient Billing Tab is where all the rates populate for invoicing purposes. Both customs & forwarding will use the same screen however can move between Customs & Forwarding rates by using the TogGeneral Ledgere Charges View.

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GST is able to be amended on the invoice by using the GST Flag to amend the GST on a line by line basis for imports. Exports users have the ability to select the ‘GST Invoice’ button to set all lines to ‘No’ if they choose to generate the invoice without GST.

Charge line descriptions can be changed by selecting the ‘Charge Description’ button.

If you would like to allow update of the charge code description please raise a support ticket quoting ‘ACCOUNTING>DBCHRGDESC’.

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Auto-Rate Log In the charges tab, if the charge line is amended the status will change from ‘Auto Rated’ to ‘Updated’.

Events The events tab is used to store the auto-Rate details to advise where the rates originated from.

Selecting the Auto-Rate Details will produce a full list of any rate that was used for the Job Auto-Rating including if the rate came from the customer rate or company tariff, the tab the rate originated from, along with the rate ID & rate account code.

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Cost Tariff

Introduction Expedient Cost Tariff allows you to store your Cost Rates for specific Service Providers, including Airlines, Shipping Lines, Co-Loaders, Transport Carriers, and Overseas Agents. The Cost Tariff provides your company with a central database to store your companies’ costs. The rates stored in the Cost Tariff will be applied to maintain consistency in the invoicing process to ensure agreed Cost Tariffs are apportioned as per agreements, when Expected Costs are used at your site. If Expected Costs are turned off at your site, you are still able to store Service Providers Cost Rates within the Cost Tariff, however these will not be used in the Auto Rating Process. The Cost Tariff is used for the following:

Centralised database for storing agreed Cost Rates which can be easily referenced by all users that have access to Cost Tariff.

Auto-Rating – Cost Rates will be used for populating the calculated Expected Costs into the charges tab when invoicing, when the Expected Costs system option is turned on. Expected Costs can be reviewed and amended manually within the Job charges tab before preparing the invoice to the customer.

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Cost Tariff Set up

User Rights

Users can be granted access though Users Masterfile > Options > Security Access (This User). Access can be given to Add / Update. If users do not have Add/Update rights they will only be able to view stored Cost Rates.

User rights can also be updated by super users via the Cost Tariff screen Options> Security Access Users

Airline Customer Masterfile

Airfreight Cost Rates are stored against an Airlines’ Customer Masterfile record, which is flagged as a Creditor. To store Cost Rates for an Airline, you are required to create an Airline Customer Masterfile, set the company type to ‘Airline’, and link an Airline code to the Customer Masterfile. Expedient also allows you to enter ‘default Creditors’ to populate the correct Creditor’s code into the Job charges screen when Auto-Rating the Job. An example of this is where you store export freight rates against the Airlines Cost Tariff, however the correct Creditor is IATA/CASS. Or Imports, you can select the Creditor to default to the overseas agent. If there is no default Creditor set up in the Airline, the Airline Customer Masterfile code will populate into the Creditor column when a matching cost is retrieved from the Airlines Cost Tariff. The Creditor code in the charges tab can be updated prior to invoice generation.

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Airline Code No Select from the available list of Airline code prefixes Mandatory N/A

Air Code Select from the available list of Airline codes Mandatory N/A

Default Creditor The default Creditor is an optional feature used with the Cost Tariff to populate the correct Creditor code into the

charges tab when the costs are Auto-Rated.

Import/Export Select if the default Creditor is for import or export Mandatory N/A

Rate Group Select whether the Creditor is for Origin, Freight or Destination charges

Mandatory N/A

Port Code Select the port code for the Creditor default Optional N/A

State Select the state for the Creditor default Optional N/A

Creditor Select the Creditor you wish to default into the Job charges tab

Mandatory N/A

Creditor Name The full name of the Creditor selected Mandatory N/A

Use Agent Select this option if you wish to default the agent from the consol. When selected a Creditor code is not required.

Optional N/A

Creditor field in the Job charges tab

The Creditor field in the Job charges tab can me made mandatory, if an expected cost is entered. If you would like the Creditor field to be mandatory at your site please raise a support ticket & request system option EXPCOSCREMAN to be turned on. Expedient will allow you to link the Airline code to multiple Customer Masterfile records if required. On Job Auto-Rate, when the Airline is linked to multiple Customer Masterfile records, the user is able to select the correct cost tariff rate to use.

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Inco Terms

The system default will consider Inco Terms when retrieving Cost Rates. This option can be turned off for your site by raising a support tickets & requesting COST_USEINCO option off. See Cost Tariff auto rate rules below, in this manual, for further information how Inco Terms are used when retrieving the Cost Rates.

Creating a new Cost Tariff Rates > Cost Tariff

To create a new Cost Tariff, click on the Add button or press ‘A’ on your keyboard. The Cost Tariff screen consists of a number of sections. These are defined below: Service Provider

This is the Service Providers Code that you are setting up the Cost Rates for. Use the Zoom to search for the Service Provider’s Customer Masterfile. You can store one rate table per Service Provider. The Service Provider must be set up as a Creditor in the Customer Masterfile. Rate Types These tabs allow you to store Origin, Freight, Destination as well as Transport Rate information for the Service Provider. Each tab is unique and holds information for all modes of transportation. Rate Line Details This section allows you to specify the port pairings of the Cost Rate, as well as other specific information about the rate, such as if the rate is only valid for a certain Airline / Shipping line, container size & ISO type, Supplier or Consignee. This grid may be customised to display the columns most relevant to you by right clicking on the header of the column and removing unwanted columns. Charge Code Information The charge code section provides a listing of the relevant charges that apply to the rate line.

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Rate Table behaviors

Origin Tab

The Origin Tab allows you to store your Cost Rates for any Origin Charges that have been agreed with your Service Provider. These could include your Cost Rates for export Jobs, such as handling, documentation fees & origin terminal charges.

In the Origin Tab, the rate line must contain the Origin Port, Country or Region. Rate Line Details


Origin Tab


Optional* Blank


Optional* Blank


Optional* Blank


Optional Blank


Optional Blank


Optional Blank


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Air-Optional Sea-Mandatory

Blank

ISO Type This is to define the ISO type of FCL Container. Use the to search the ISO Type Codes Masterfile.

Optional** Blank


Optional** Blank

ULD This is to define the type of Unit Load Device. Use the to

search the Region Codes Masterfile. Use the to search the ULD Codes Masterfile.

Optional Blank


Optional Blank


Optional Blank

O/S Agent This is to define the Overseas Agent. Use the to search the Agent Codes Masterfile. In the Cost Tariff the rate line will be made unique if the agent code is used.

Optional Blank





Expiry Date This is to define the Expiry Date of the rate line. Optional Blank

Contract Number This is to specify the Service Providers contract number for the rate

Optional Blank

User This will list the user ID of the person that created the rate. Mandatory Creating Users ID


Tariff ID This is a unique system generated number for that rate line. Mandatory System Generated

Freight Tab

The Freight Tab consists of Air Freight, FCL Freight & LCL Freight Sub Tabs for you to store Service Providers Cost Rates. Freight charges generally will include International Freight Cost Rates, Insurance, Bunker Adjustment Factor and Fuel Surcharges that are applicable from the Origin port to the Destination port leg of the journey.

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The Air Freight / FCL Freight / LCL Freight/Bulk sub tabs are set out to be similar to the origin tab, however the system will display the relevant columns required to store freight related Cost Rate information depending on the mode, and mode type that you are entering the Cost Rate for. There are also additional columns to store additional details pertaining to the rate line.





Supplier This is to define the Supplier Details. [Valid for Import rates].

Use the to search the Supplier Masterfile.

Optional Blank

Consignee This is to define the Consignee Details. [Valid for Export rates].

Use the to search the Consignee Masterfile.

Optional Blank

Air Freight Tab The Air Freight tab has an Air Breaks section that is to be used for freight costs when the freight charge code has been used. The weights can be manually set and entered when adding the rates. If the Freight Charge Code is used with the Minimum Method you have the ability to enter your selected rates with the Air Weight Breaks as well as a Minimum & Maximum.

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FCL Freight Tab Within the FCL Freight Tab, you have the ability to set up Cost Rates from the service provider that apply to Heavy or Light containers, as well as ‘all in’ Cost Rates you may have for your customers from certain Suppliers (Named Customer Cost Rates). The Deliver To/Pick up codes, will only relate to the consignee / supplier that are entered in the rate line. Imports will search the delivery addresses for the Consignee / Exports will search for the delivery addresses of the shipper. ‘All in’ Cost Rates can be set up from Supplier to the clients delivery address.

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Heavy / light weight container rates can be set up using the Break Point Calculator Method.

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Destination Tab

The Destination Tab consists of Local & Customs sub tabs. These screens have the same layout however are to be used for different purposes: Imports:

Local Tab - the Local Tab is to be used for storing any ‘Freight Forwarding’ Destination Costs

Customs Tab - the Customs Tab is to be used for storing destination ‘Customs’ Costs. If you use a third party for your customs brokerage, the customs broker’s costs can be set up in the Customs tab for the customs broker service provider.

Exports:

Local Tab is used to store any destination Charges (Agent, Shipping Line or Airline).


In the Destination Tab you will notice that you are able to use the Transport Freight Breaks Calculator. This is made available in the Cost Tariff, destination tab should you have any destination local charges that will vary depending on weight / cubic measurements and the Breakpoint Method is used.

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Transport Tab

The Transport Tab is where you have the ability to store all your Transport Cost Rates for both origin & destination, depending on the origin & destination ports.




Carrier This is the Transport Carrier applicable for the rate. Use the

to search the Carriers Masterfile.

Optional Blank


This is for Full Containers Only & is used to set the type of Pick Up Or Delivery applicable to the rate. The Deliver To/Pick up codes, will only list from the consignee / supplier that are entered in the rate line. Imports will search the delivery addresses for the Consignee / Exports will search for the delivery addresses of the shipper.

Optional Blank

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Searching & Editing Cost Tariff

Searching Cost Tariff is available using the Find Button or pressing ‘F’ on your keyboard. Each tab can be searched separately, or you can perform a multi tab search, by entering the search data in the tabs that wish to search for the rates. The below example will perform a search in the Transport tab for all Cost Rates from origin AU that are entered with a port code

Alternatively you can use the “Search Cost Tariff’ option which allows you to search using the ‘Search Cost Tariff’ screen. The below search will return all 20’ FCL Cost Rates in the system from origin country AU.

Cost Rates cannot be deleted. To deactivate the rate you will need to add an expiry date to expire the rate line.

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Copy Cost Tariff

Cost Tariffs can be copied for a new Service Provider by selecting ‘Copy Cost Tariff’.

This will copy the Cost Rates for a Service Provider that does not already have a Cost Tariff set up in the system.

Duplicate Rate Lines

Within the Cost Tariff screen you have the ability to duplicate the rate line. This option is available by selecting the ‘Duplicate Rate Line’ button at the bottom of the screen; alternatively you can select the ‘F4” shortcut button. When your cursor is on a new rate line and this option is selected, the data from the above rate line will be copied to the below rate line. You will need to edit the duplicated rate line to make it unique before you are able to save the new rate.

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Cost Tariff Auto-Rate Rules The Cost Tariff within Expedient gives you the function to automatically populate the calculated local currency costs (Expected Cost) into the charges tab, based on the Service Providers that are stored in the Job. Before Auto-Rating the costs on any Job you should ensure necessary data is in the Job to obtain the correct Cost Rates result. This includes:

Service Providers: Shipping Line / Airline / Co-loader / Transport Carrier / Overseas Agent.

Origin & Destination Ports

ETD & ETA Dates

Supplier / Consignee

Pick up / Delivery address codes

Delivery types (FCL /FCX) When auto rating a job, Expedient will first look to see if a Service Providers Cost Rate exists. If no valid Cost Rate is found, the system will revert to the default and populate the expected cost the same as the Sell Amount. There is the option to just Auto-Rate costs if required.

Freight, Origin & Destination Cost Rates uses the arrival and departure dates on the Job. Expedient uses:

Departure Date in the Job for Origin & Freight Charges, and;

Arrival date in the Job for Destination Charges Expedient will look at the following details when matching a Cost Rate to a Job:

Rate validity (effective & expiry date)

Origin & Destination port codes

Mode / Mode type / Airline / Shipping co / Transport Carrier / Delivery type

Shipper / Consignee / Delivery address code if entered Expedient will attempt to find rates that match the exact origin & destination ports. If this is not found, it will search for a rate that matches the origin port and a destination country, then destination region, collecting unique charge codes that apply to the Job. When the Cost Tariff is Auto-Rated & the Sell Amount is less than the Cost Amount, the line will be red. Cost Rates for Overseas Agents are to be stored within the Carrier Cost Rates (Airline / Shipping line / Co-Loader). If the rate is Overseas Agent specific, specify the agent Customer Masterfile code in the rate line. The system is set to fall back to a Cost Rate that is not overseas agent specific if no overseas agent is specified in the rate line. If you want this option turned off at your site, please raise a support ticket & request AIR – COST_FAL_AIR / SEA – COST_FAL_SEA, option be turned off.

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Imports

The Cost Tariff will consider data stored on both the Consol and the Job to determine the correct costs to populate the Expected Costs in the charges tab. Job = “Freight Collect”

Freight & Destination The system will search the Co-Loader or the Carriers Cost Tariff for matching freight & destination Cost Rates. If responsible for Transport is Y, the system will also search the Transport Carriers Cost Tariff, for a Transport destination rate. Origin If Incoterm are FCA / FAS:

When the consol is collect, the system will search for Origin Charges from the Co-Loader or Carrier & OS Agent.

When the consol is pre-paid, Origin Charges are only collected from the OS Agents Cost Tariff.

If the Inco Terms are EXW:

The system will do the above as well as search for Transport Origin Charges. o Is the consol is collect, rates will be retrieved from the Co-Loader or Carrier & OS

Agents Cost Tariffs o If the consol is pre-paid, the system will only consider OS agents Cost Tariff rates.

If the Inco Terms option is off: When Job is “freight collect” then the system will retrieve all freight / origin & destinations costs from the relevant Cost Tariffs.

Job = “Freight Pre Paid”

Freight & Destination The system will search the Co-Loader or the Carriers Cost Tariff for matching freight & destination Cost Rates. If responsible for Transport is Y, the system will also search the Transport Carriers Cost Tariff for a Transport destination rate. If the Inco Terms option is off: When Job is “freight pre-paid” then the system will retrieve all destinations costs from the relevant Cost Tariffs. Note:

If the forwarder is not own company, the system will search for the forwarders Cost Tariff for rates.

If the Broker is not own company, the system will search for Local / customs rates from the brokers Cost Tariff.

If the forwarder and Broker are not own company, only Transport rates will be retrieved.

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Exports

The Cost Tariff will consider data stored on both the consol and the Job to determine the correct costs to populate the Expected Costs in the charges tab. Job = “Freight Pre Paid”

Freight & Origin The system will search the Co-Loader or the Carriers Cost Tariff for matching freight & origin Cost Rates. If responsible for Transport is Y, the system will also search the Transport Carriers Cost Tariff for a Transport origin rate. Destination If Incoterm are CPT / CIP

When the consol is collect, the system will search for destination charges from the OS Agent.

When the consol is pre-paid, destination charges are collected from the Co-Loader or Carrier, and the OS Agents Cost Tariff.

If the Inco Terms are DAT/DAP/DDP

The system will do the above as well as search for Transport destination charges. o If the consol is pre-paid, the system will only consider Co-Loader or Carrier Cost Tariff

rates. o If the consol is collect, rates will be retrieved from the Co-Loader or Carrier & OS

Agents Cost Tariffs If the Inco Terms option is off: When the Job = “freight pre-paid”, the system will retrieve all origin and freight costs from the relevant Cost Tariffs.

Job = “Freight Collect”

Origin The system will search the Co-Loader or the Carriers Cost Tariff for matching origin Cost Rates. If responsible for Transport is Y, the system will also search the Transport Carriers Cost Tariff for a Transport origin rate. If the Inco Terms option is off: When the Job = “Freight collect”, the system will retrieve all origin costs from the relevant Cost Tariffs. Note: When the consol is collect, cost retrieval will search for collect rates OR rates with no PPD/CCX specified. When the consol is pre-paid, cost retrieval will search for pre-paid rates OR rated with no PPD/CCX specified.

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Exchange Rates

If the Cost Rate is stored in foreign currency, the system will convert the calculated amount using the exchange rate on the Job (if on the job), if not, then the system will use the stored exchange rate within the Administration Menu, and populate any used currencies into the Job currencies field of the charges tab.

Search Priorities

Origin Tab

Search priorities that determine the importance of the selected rate in the origin tab are:

Mode

Mode Type

ISO Type (FCL/FCX)


Airline / Shipping Co. Example: When rates are retrieved, if there is a rate line with a match on the ISO Type as well as rate line with a match on the container size, the system will use the rate with the match on ISO type as this is deemed a higher priority than the container size.

Freight Tab

Search priorities that determine the importance of the selected rate in the freight tab are:

Mode

Mode Type

ISO Type (FCL/FCX)





Destination Tab


Mode

Mode Type

ISO Type (FCL/FCX)



Transport Tab


Mode

Mode Type

ISO Type (FCL/FCX)




Delivery To/Pick up from (FCL/FCX) (If rate is retrieved from customer rate)

Delivery / Pick Up Type (FCL/FCX)

Carrier

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Creditor Population The Service Provider, from which the Cost Rate is retrieved from, will populate into the Creditor column of the Job charges tab.

If a Cost Rate is retrieved from more than one Cost Tariff, MULTI will be displayed as the Creditor. This may happen when you have rates for the OS agent and Airline and the terms are EXW, both rates are relevant.

Invoice Generation When there is a Cost Amount added with no Sell Amount, the Final / Disbursement checkbox will not be marked. If you wish for the Expected Costs to be posted though to the General Ledger you are required to mark the Final / Disbursement Checkbox. If these fields are not marked ant there is no Sell Amount the Expected Costs will not post to the General Ledger.

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When a Cost Amount is added which is less than the Sell Amount you will notice that the rate line will display in red as a warning that the Cost Amount is greater than the Sell Amount.

Cost Variance Report The Cost Variance Report can be used to assess the Actual posted costs Vs the Expected Costs as entered on the Job charges tab, at the time the invoice is posted. The Cost Variance report is available in Management > Cost Variance Report. The report can be run using Job Registration Date / ETA Destination or ETD origin dates. You can run by Creditor, Cost Code or Department. Note: if the Charge Code contains Creditor of MULTI within the Charges Tab, this report will not pick this up.

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Events The events tab is used to store the rated cost details to advise where the rates originated from.

Selecting the Cost Auto-Rate Details will produce a full list of any rate that was used for the costs including the Service Provider, along with the rate ID & rate account code.