Fresa Technologies · Fresa Technologies Pvt Ltd is an independent, neutral and professional software company that provides IT and IT enabled services with focus on providing solutions

i

FRESA GOLD USER MANUAL__AIR FREIGHT MODULE

Fresa Technologies Neutral IT Solution Provider

The following is intended to outline our general product direction. It is intended for information purposes only, and may not be incorporated into any contract. It is not a commitment to deliver any material, code, or functionality, and should not be relied upon in making purchasing decision. The development, release, and timing of any features or functionality described for Fresa Technologies products remains at the sole discretion of Fresa Technologies.

Disclaimer

ii


FRESA GOLD USER MANUAL

SEPTEMBER 2017 version

Proprietary & Confidential

Prepared By : FRESA TECHNOLOGIES

AIR FREIGHT MODULE

iii


TABLE OF CONTENTS

INTRODUCTION ................................................. vii

Target Audience .................................................................................... vii

System Requirements ............................................................................ vii

About Fresa Technologies ......................................................................... 1

Chapter 1 : GETTING STARTED TO FRESA GOLD .. 2

1.1 WELCOME TO FRESA DEMO COMPANY LIMITED ..................................... 2

1.1.1 Access Login ................................................................................ 2

1.1.2 Menu Bar Icons ............................................................................ 4

1.1.2.i How to Change User Password? ................................................. 7

1.1.3 Dashboard Informations ................................................................ 8

1.1.4 Side Panel Tool Bar ...................................................................... 9

Chapter 2: ORGANIZATION MASTER ................... 9

2.0 ORGANIZATION MASTER CREATION PROCESS .................................... 10

2.1 MASTER DATA SCREEN..................................................................... 10

2.2 ORGANIZATION MASTER LIST ........................................................... 10

2.3 CREATE NEW ORGANIZATION ........................................................... 11

2.3.1 Organization Name Tab ............................................................... 12

2.3.2 Organization Address Tab ............................................................ 13

2.3.3 Organization Category Tab .......................................................... 14

2.3.4 Confirm Organization Tab ............................................................ 15

2.4 VIEW EXISTING ORGANIZATION ....................................................... 16

2.5 EDIT EXISTING ORGANIZATION ........................................................ 17

2.5.1 Edit Organization- Special Icon .................................................... 17

2.5.1.i Change Status Icon ............................................................... 18

2.5.2 Edit Organization- Main Icon ........................................................ 18

2.5.2.i Create Icon ........................................................................... 18

2.5.2.ii Edit Icon .............................................................................. 18

2.5.2.iii Report Icon ......................................................................... 19

2.5.2.iv Back Icon ............................................................................ 21

iv


2.5.3.i Show All Tab ......................................................................... 22

2.5.3.ii Address Tab ......................................................................... 22

2.5.3.iii Contacts Tab ....................................................................... 23

2.5.3.iv Accounts Tab ....................................................................... 24

2.5.3.v Bank Tab ............................................................................. 26

2.5.3.vi Standard Charges Tab .......................................................... 27

2.5.3.vii Employee Tab ..................................................................... 29

2.5.3.viii Exchange Rate Tab ............................................................. 30

2.5.3.ix EDI setup Tab ..................................................................... 31

Chapter 3: AIR FREIGHT MODULE ..................... 32

Chapter 4: AIR EXPORT CONSOLE ..................... 32

4.1 AIR EXPORT OPERATION PROCEDURE ................................................ 32

4.1.1 All Shipments ............................................................................ 33

4.1.1.i View All Shipments ................................................................ 34

4.1.2 Create New Shipments................................................................ 36

4.1.2.i Steps to Create New Shipments .............................................. 37

4.1.2.i.a Port Details Tab ............................................................... 38

4.1.2.i.b Planned/Consignment Tab ................................................. 38

4.1.2.i.c Charge Details Tab ........................................................... 39

4.1.2.i.d Summary Tab .................................................................. 40

4.1.3 Edit Shipments Details ................................................................ 42

4.1.3.i Edit Shipments-Main Icons...................................................... 43

4.1.3.i.a Create Icon ..................................................................... 43

4.1.3.i.b Edit Icon ......................................................................... 43

4.1.3.i.c Report Icon ..................................................................... 44

4.1.3.i.c.1 Booking Confirmation To Client ..................................... 45

4.1.3.i.c.1.i HOW TO ATTACH DOCUMENT: ................................. 47

4.1.3.i.c.1.ii HOW TO SEND MAIL: ............................................. 47

4.1.3.ii Edit Shipments-Special Icons ................................................. 47

4.1.3.ii.a Copy Shipment Icon ........................................................ 48

4.1.3.ii.b Generate Job Icon ........................................................... 49

4.1.3.ii.c Change Status Icon ......................................................... 50

4.1.3.ii.d Change HAWB Status Icon................................................ 51

v


4.1.3.ii.e Split/Merge Shipment Icon ............................................... 51

4.1.3.ii.f EDI Icon ......................................................................... 53

4.1.3.ii.g Enable Submaster Icon .................................................... 53

4.1.3.ii.h KPI Icon (Key Process Indicator) ...................................... 54

4.1.3.ii.i Show O/S Icon ................................................................. 54

4.1.3.iii Edit Shipments-Special Tabs .................................................. 54

4.1.3.iii.a Show All Tab .................................................................. 55

4.1.3.iii.b Info Tab ........................................................................ 55

4.1.3.iii.c Organization Tab ............................................................ 56

4.1.3.iii.d Dimensions Tab .............................................................. 58

4.1.3.iii.e Planned Consignment Tab ................................................ 61

4.1.3.iii.f Actual Consignment Tab ................................................... 63

4.1.3.iii.g Costing Tab ................................................................... 65

4.1.3.iii.g.1 How To Book Sale/Cost for the Job .............................. 65

4.1.3.iii.g.2 Invoice Generation .................................................... 66

4.1.3.iii.g.3 Payment Request Creation (Cheque/Cash) ................... 72

4.1.3.iii.g.4 How To Book the Purchase Invoice .............................. 76

4.1.3.iii.g.4.i Purchase Invoice Generation: ................................ 77

4.1.3.iii.g.5 How To View the Job Profit Sheet ................................ 79

4.2 Job Activity and Reports ................................................................... 79

4.2.1 How to Close the Job and report the Profit and Loss ....................... 79

4.2.2 JOB Report Icon ......................................................................... 80

4.3 Barcode Scanning ............................................................................ 86

4.3.1 How to scan Barcode? ................................................................. 87

4.3.2 View Scannned Barcod Details ..................................................... 88

4.3.3 How To Check Barcode Scanned Report? ....................................... 89

4.4 KPI Generation ................................................................................ 90

4.4.1 How to Check KPI Data? ............................................................. 90

4.4.2 How to Check KPI Summary? ...................................................... 92

4.4.3 How to Check KPI Weekly Report? ................................................ 94

Chapter 5: AIR IMPORT CONSOLE ..................... 96

5.1 AIR IMPORT OPERATION PROCEDURE ................................................ 96

5.1.1 View All Shipments ..................................................................... 97

vi


5.1.2 Steps to Create New Shipments ................................................. 101

5.1.2.i Port Details Tab ................................................................... 102

5.1.2.ii Planned/Consignment Tab.................................................... 102

5.1.2.iii Charge Details Tab ............................................................. 103

5.1.2.iv Summary Tab .................................................................... 104

5.1.3 Edit Shipments Details .............................................................. 106

5.1.3.i Edit Shipments-Main Icons.................................................... 107

5.1.3.i.a Create Icon ................................................................... 107

5.1.3.i.b Edit Icon ....................................................................... 107

5.1.3.i.a Report Icon ................................................................... 108

5.1.3.ii Edit Shipments-Special Icons ............................................... 109

5.1.3.ii.a Copy Shipment Icon ...................................................... 110

5.1.3.ii.b Generate Job Icon ......................................................... 111

5.1.3.ii.c Change Status Icon ....................................................... 112

5.1.3.ii.d KPI Icon (Key Process Indicator) .................................... 113

5.1.3.ii.e Show O/S Icon .............................................................. 113

5.1.3.iii Edit Shipments-Special Tabs ................................................ 113

5.1.3.iii.a Show All Tab ................................................................ 114

5.1.3.iii.b Info Tab ...................................................................... 114

5.1.3.iii.c Organization Tab .......................................................... 116

5.1.3.iii.d Dimensions Tab ............................................................ 117

5.1.3.iii.e Planned Consignment Tab .............................................. 120

5.1.3.iii.f Actual Consignment Tab ................................................. 122

5.1.3.iii.g Costing Tab ................................................................. 124

5.1.3.iii.h Shortcuts Tab .............................................................. 124

5.1.3.iii.i Department Tab ............................................................ 125

5.1.3.iv Attach To Job (MAWB) ........................................................ 125

5.1.3.iv.a View Generated Job ...................................................... 126

5.1.3.iv.b Edit Job Details ............................................................ 130

5.2 Add/Detach Shipment .................................................................... 130

5.2.1 Add Shipment .......................................................................... 130

5.2.2 Detach Shipment ..................................................................... 131

5.3 SALE / COST ................................................................................. 131

vii


5.3.1 Purchase Invoice Generation ..................................................... 140

5.3.2 How To View the Job Profit Sheet ............................................... 143

5.4 Cargo Arrival Notice ....................................................................... 144

5.5 Delivery Order ............................................................................... 146

5.6 How to Close the Job and report the Profit and Loss ........................... 148

5.7 How to scan Barcode? .................................................................... 149

5.7.1 View Scanned Barcode Details ................................................... 150

5.7.2 How to Check Barcode Scanned Report? ..................................... 152

INTRODUCTION

Target Audience

Fresa Gold_Air Freight Module Users

System Requirements

Basic System with Internet Connection.

Excel and PDF support softwares should be installed.

viii


1


About Fresa Technologies

Fresa Technologies Pvt Ltd is an independent, neutral and professional software

company that provides IT and IT enabled services with focus on providing

solutions only to Freight forwarding and shipping industries. Fresa Technologies

also focus on developing cost effective and efficient Freight Forwarding Software

Applications with a user friendly interface and back office solutions. We also

focuses on infrastructure and hardware support such as developing & maintaining

websites and Mail Services. Our team comprises of highly skilled individuals, who

are experienced architects in designing & developing Freight forwarding & logistics

software for over 15 years. We are domain experts and specialize in providing

customized, user friendly and cost effective solutions. We focus on enhancing user

experience and satisfaction for a sustainable relationship.

FRESA GOLD

2


Chapter 1 : GETTING STARTED TO

FRESA GOLD

1.1 WELCOME TO FRESA DEMO COMPANY

LIMITED

Open the Internet Browser.

Type the Webpage Address in the address bar of the Internet Browser

and hit enter.

FRESA DEMO COMPANY LIMITED Webpage screen opens.

FRESA DEMO COMPANY LIMITED - Webpage screen

1.1.1 Access Login

Enter your login credentials with Email as username and the login

password.

Click button.

Note: The purpose of this document is to help you navigate

within the FRESA DEMO COMPANY LIMITED Webpage and enhance

the business.

Remember: The username and password are case sensitive. Provide

the valid email as username and the valid password. Check

box can be checked for the system to always remember the username and

password.

3


User Login to FRESA DEMO COMPANY LIMITED

FRESA DEMO COMPANY LIMITED screen appears.

FRESA DEMO COMPANY LIMITED-HOME PAGE

Check box can be checked if you forgot the password and

Forgot Password - Pop up Window opens. Enter the email or username and click

button and the recovery password is sent to the above mentioned

email.

4


1.1.2 Menu Bar Icons

The Menu Bar icons are available in the top right corner of the Home Page

Screen.

Menu Bar Icons

Click icon – Java based application icon, to log into form based

application.

Clicking icon will open Notifications List Page and notifications list

related to accounts, documentation, employees and organization are

provided.

Notifications List Page

Click icon and new Search screen in new tab appears. Based on

the Value entered for the selected Type such as Job No, Shipment No, House

Bill No, Voucher No and Filters such as equals, begin with,…. the output

details are fetched and displayed on the screen.

5


Search Screen

The username will be displayed beside icon. Clicking icon will

open Your Profile Page screen.

Total number of Shipments, Jobs, and Invoices details are displayed

on the screen.

The details such as User name, Type, Base branch, Website, Role

List, Module List and Quotes will get displayed in the corresponding

fields as default under General Information.

Your Profile Page

Click icon and User Initial Value Edit – Pop up

Window opens.

The details such as Date Durations, Report Options, Freight,

Place of receipt, Port of receipt, Port of loading, Port of

discharge, port of final destination, Place of delivery, Report

Window, Date Format should be specified appropriately.

Click on icon and the entered details will get

saved and the control will move to the previous “Your Profile”

Screen.

Click on icon, the changes that made will not be

saved and the control will move to the previous screen.

6


User Initial Value Edit – Pop up Window

Click icon and Edit Your Profile - Pop up Window

appears.

Under General Tab, the details such as Display name, First

Name, Middle Name, Last Name, Date of Birth, website,

Reply to mail Id, Quotes, About Me and Mail Signature

should be specified appropriately. The User Photo can also

be uploaded.

Click on icon and the entered details will

get saved and the control will move to the previous “Your

Profile” Screen.

Click on icon, the changes that made will not be

saved and the control will move to the previous screen.

7


Edit Your Profile – Pop up Window : General Tab

1.1.2.i How to Change User Password?

Under Change Password Tab, the password can be

changed. Provide Current Password, New Password and

Confirm Password details and click button.

Edit Your Profile – Pop up Window: Change Password Tab

8


Click icon and Help menus are listed such as Help icon providing

the help document for the website, Feedback icon for giving feedback,

Bookmark to manage the bookmarks, Barcode Air and Barcode Sea.

Help menus

Clicking on icon will help you to log out from the website.

1.1.3 Dashboard Informations

Fresa Demo Company Limited-Home Page – Dashboard Information

Dashboard Informations

9


Relevant dashboard information provided in the home page based on

Current Active Shipments

Current Active Jobs

Recent created invoices

Todo List

1.1.4 Side Panel Tool Bar

Side Panel Tool Bar helps the user to navigate through Shipments, Jobs and

Financial Transactions to track and manage the business.

Click the symbol available in the home page screen next to the logo

expand the icons in the Side

Panel Tool bar.

Expanded Side Panel Toolbar

Chapter 2: ORGANIZATION MASTER

10


2.0 ORGANIZATION MASTER CREATION PROCESS

2.1 MASTER DATA SCREEN

Click icon or icon from the expanded Side Panel

Toolbar in Home Page.

Master Page screen with the various Master List appears.

Master Page

Master Lists – Search Field

2.2 ORGANIZATION MASTER LIST

Note: The required Masters can be selected either by clicking the corresponding

icons arranged in the Master Page or by selecting from the drop down list of the

search field. You will be directed to appropriate selected Master screen page.

11


Select Organization Master either from the drop down list of Search Field

or click the Organization icon available in the Master Page Screen.

Organization icon Search Field

Organization List Page screen appears.

Organization List Page

2.3 CREATE NEW ORGANIZATION

▪ Note:

▪ User can fill the appropriate Organization (Clients) details in Organization

Master.

▪ Existing Organization (Clients) details can be viewed and edited by the user from

the options available in Organization List Page.

Existing

Organization details

can be searched

and viewed

Edit the

selected

Organization

using Edit

icon

Create New

Organization

12


New Client or Shipper or Consignee can be created in the Organization

Master.

Click icon available in the top right corner of the Organization

List page to create new Organization.

Create Organization Page

Enter all the relevant details under the tabs and Submit

Organization Name

Organization Address

Organization Category

Confirm Organization

2.3.1 Organization Name Tab

After completing the details in each tab, click icon to proceed

to the next tab. Click icon, the details entered will not be

submitted and Click icon to be directed to the previous tabs of

Create Organization page.

13


Enter the details such as Name, Language Name, Type,

Salesperson Name, Website and Remarks in the fields given. Logo

can also be browsed and added.

Create Organization Page_Organization Name Tab

The new Client or Shipper or Consignee name entered is to be

valid and the system reminds the user if the name provided is

already exists or not.

2.3.2 Organization Address Tab

Select the Type of the Organization either Primary, Billing,

Factory, Office, Secondary, Shipping or Warehouse.

Enter the relevant Address details of the Organization including

Door No, Building Name, Street, Area, City, State, Zip Code,

Phone, Mobile, Fax, Email, Port Name, Country and Post Box No.

Proceed to next tab.

Name provided

should be valid or

error

is displayed

Remember: All Mandatory fields marked as must be entered or else

error message displayed.

14


Create Organization Page_Organization Address Tab

2.3.3 Organization Category Tab

Select the Category List either Client, Agent, Airline, Bank,

Broker, Buyer, Carrier, Carrier Agent, CFS, Clearing Agent or Co-

Loader.

Select Branch, COA Name, Currency and Payment Terms.

If user selects COA Name, the system will automatically select

Debtors/Creditors.

Create Organization Page_Organization Category Tab

icon is provided to add additional category in the

list.

Add Category Pop up Window appears.

Enter the Code and Category in the fields given. Click

Debtors/Creditors can be

mapped by selecting COA

Name

15


Add Category-Pop up Window

2.3.4 Confirm Organization Tab

Organization Summary based on the details entered in the

previous tabs are summarized in the page.

Check the details summarized.

Create Organization Page_Confirm Organization Tab

Click icon to submit the details or click

icon to cancel the changes made.

The New Organization is created successfully with success message pop up

window appears.

16


2.4 VIEW EXISTING ORGANIZATION

Existing Organization details can be viewed by following options

Select either the Organization Name or Group Organization from the

corresponding select drop down list or enter Organization code in the

field and Click icon.

Click search icon and from the drop down list, select the

appropriate organization category and enter the detail of selected

category and click icon for further filter to be done.

Formatting Options

Note: Click icon provides

various formatting for this page.

Option is available for the user

to download the Organization details in excel

format.

17


The Organization details such as Name, Code, Status, Group, Primary Type,

Categories, Branches, Salesperson, Territory/Area, Country, Port, Phone,

Website and Remarks will be fetched and displayed on the screen.

2.5 EDIT EXISTING ORGANIZATION

Click icon available to the left side of the name of organization field,

Organization Edit Page appears. The User can amend the organization details by clicking this edit icon.

Organization Edit Page

Under Organization Details section, default saved organization details

such as Name, Code, Type, Status, Categories, Remarks, Website,

Branch Name and Group are displayed.

2.5.1 Edit Organization- Special Icon

Main Icons

Special

Icon Edit Organization-Special

Tabs

Edit Icon

18


2.5.1.i Change Status Icon

Click icon and Change Organization Status- pop up

window appears. Default status will be displayed in the Current Status

field, you can select either Block or Invalid status from the drop down

list of New Status field and remarks can be mentioned in Remarks field.

Click to save or click to exit this pop up window.

Change Organization Edit - Pop up Window

2.5.2 Edit Organization- Main Icon

Main icons are available in the top right corner of Organization Edit

Page:

2.5.2.i Create Icon

Click icon available in top right corner of Organization Edit

page, Create Organization Page appears and new organization can be

created.

New Organization can be created and added as explained in the

section 2.3.

2.5.2.ii Edit Icon

Remember:

A checker box

is available to block

the account if

needed.

19


Click icon and Organization Edit Pop up Window appears.

Edit the details such as Code, Name, Name Change, Primary Type,

Category List, Branch, Port Name, Website, Logo URL and Logo.

Organization Details Edit-Pop up Window

icon provides the Help Pop up Window giving help details about

the page.

Click icon to save the edited details or click icon to

cancel the changes made.

2.5.2.iii Report Icon

20


Click icon and List of Reports – Pop up Window appears.

List of Reports – Pop up window

Options drop down field provides options such custom, favorites

and standard.

Reports under the categories available such as:

Organization Profile

Outstanding Letter

Outstanding Letter with BL Details

Click on the appropriate category, generated reports are

displayed in the separate window.

The generated reports can be previewed, printed, exported to

PDF and XLSX documents.

21


Click icon available in the top right corner of the

report and the report category is selected as favorites.

Click icon available in the top right corner of the report

and the report document will be attached. The following message

will be displayed on the screen:


and the user can mail the generated reports to the clients. Email

Pop up Window appears.

Enter relevant email details of the clients and click

.

2.5.2.iv Back Icon

Click icon, the system will redirect the user to the previous

Organization List Page.

2.5.3 Edit Organization- Special Tabs

22


Organization details provides special tabs such as Address, Contacts,

Accounts, Bank, Standard Charges, Employee, Exchange Rate and EDI

Setup.

2.5.3.i Show All Tab

Show All Tab provides all the other tab details in a single page

and allows editing.

Show All Tab

2.5.3.ii Address Tab

Address Tab provides the Clients address details that are entered.

Address Tab

Click icon and Address Pop up Window appears.

Icon is available under Show All Tab – (right corner to

each category) and also in other Category Tab.

23


Address Pop up Window

Enter the clients address details and click icon.

2.5.3.iii Contacts Tab

Contacts Tab provides the Clients contacts details of the

organization created.

Contacts Tab

Click icon and Contact Details Pop up Window appears.

Enter the Client’s contacts details and click icon.

24


Contact Details Pop up Window

Additionally icon is available and by clicking,

Multiple Update Email Pop up Window appears. Enter the

emails separated by comma (,) in given Email field box and

click icon.

Multiple Update Email – Pop up Window

2.5.3.iv Accounts Tab

25


Client’s Accounts details are provided in the Tab.

Accounts Tab

Click icon and Accounts Pop up Window with Show All,

Chart of Accounts and Bank Tabs appears.

Enter all the details under Chart of accounts tab.

Depending on COA Name selected, the Client can be

mapped either as Debtors or Creditors.

Click icon to save changes that are made.

Accounts Pop up Window – Chart of accounts Tab

Enter all the Client’s Bank details such as Account Type,

Bank Account No and Bank Swift Code under Bank tab.

Click icon to save changes that are made.

26


Accounts Pop up Window – Chart of accounts Tab

2.5.3.v Bank Tab

Client’s Bank details are provided in the Tab.

Bank Tab

Click icon and Bank Master Edit Pop up Window appears.

Enter all the Clients basic details such as Code, Client Name,

Status, Client’s Name in Cheque, Client’s Name in full and Client’s

Address.

Enter the other Client’s bank details such as Account No, Account

type, Currency, Swift Code, IFSC Code, IBAN Code, Control Digit

Code, Country and Remarks.

Click icon to save the bank details entered.

Click icon to cancel the changes made.

icon is available to provide help details about this page.

27


Bank Master Edit – Pop up Window

2.5.3.vi Standard Charges Tab

Client’s default sale information are displayed in the tab and these

can be pulled automatically in the jobs during costing.

Standard Charges Tab

28


Click search icon and enter the values of selecting the

columns available such as Line No, Charge, Unit, Qty, Sale,

Amount(USD), Cost, PP/CC, Branch, Department, Origin and

Destination and further filters can be done.

Click icon and Costing Pop up Window with Charge

Section and Sale Section appears.

Costing – Pop up Window

Enter the relevant Charge and Sale details and click

or icon appropriately.

Additionally, clicking icon available next to

icon, Get Standard Charges from Company – Pop up Window

appears.

29


Get Standard Charges From Company- Pop up Window

Enter the relevant details such as origin and destination

for the selected company. Click to submit the

details.

2.5.3.vii Employee Tab

Freight Forwarding Employee details are provided in the Tab.

Salesman name is mapped over here against the Client and

details are displayed in the table format.

Employee Tab

Click icon and Employee Edit Pop up Window

appears.

The user can edit the Freight Forwarding’s

employee basic details such as Department,

Employee Name, Status (Active, Invalid or Block)

and Remarks.

Click icon to save edited details.

30


Employee Edit – Pop up Window

2.5.3.viii Exchange Rate Tab

Clients Exchange Rate details are provided in the Tab.

Exchange Rate Tab

Click icon and Currency Rate Edit-Pop up Window

opens.

Currency Rate Edit – Pop up Window

The user can edit Currency Rate details and click

icon to save edited details.

31


2.5.3.ix EDI setup Tab

EDI is for direct upload of Clients details in the specified format to

the system instead of manual entry by the user.

The uploaded Clients organization details are provided in the EDI

Setup tab:

EDI Setup Tab

Click icon and Organization Edit Pop up Window

appears.

Organization EDI Details - Pop up Window

The user can edit uploaded Client’s organization

details such as EDI Type, EDI code, Status and

Remarks.

Click icon to save edited details.

32


Chapter 3: AIR FREIGHT MODULE

The following Air Freight Modules are explained in the forthcoming chapters:

Air Freight Export

Air Freight Import

Chapter 4: AIR EXPORT CONSOLE

4.1 AIR EXPORT OPERATION PROCEDURE

Air Export handling process starts initially by Creating New Shipments,

Viewing and editing the available Shipments details from

icon from Side Panel Tool bar.

Fresa Demo Company Limited_Home Page_Expanded Side Panel Tool Bar

Customer Service Page screen appears.

Note:

Air Freight is the logistics of exporting and importing goods and the

transfer and shipment of goods via an air carrier, which may be charter

or commercial. Such shipments travel out of commercial and passenger

aviation gateways to anywhere planes can fly and land.

33


Customer Service Page

Customer Service_Search Field

4.1.1 All Shipments

Select All Shipments icon and All Shipments Page screen appears.

Note: The required Customer Service Menu can be selected either by clicking

the corresponding icons arranged in the Customer Service Page or by selecting

from the drop down list of the search field. You will be directed to appropriate

selected Menu. screen page.

34


All Shipments_Page

4.1.1.i View All Shipments

To view all shipments list by salesperson wise, customer wise and

department wise available from All Shipments page,

Click search icon and from the drop down list, select

the appropriate category and click icon for further

filter to be done.

According to the filter selected from the column list, details

such as Client, Branch, Shipment No, Report, Department,

Shipment Date, Status, Job No, Invoice No, Subjob no,

Sales Person, Controlling Branch, B/L/ HAWB No, B/L/

HAWB Date, Origin, ETD, ETA, Destination, No. of pieces,

Volume, Gross Weight, P.Sale, P.Cost, P.GP and No of

Submaster are fetched and displayed in the table.

Note: Special filter options are available in All Shipments Page above the

search icon for fetching the details easily.

35


Special Filters_All Shipments Page

Date Range Filter:

Date Range Filter

Date Range filter provides special filter options such as

All Records

Custom Range

Today

This Week

This Month

Yesterday

Last Week

Last 7 Days

Last 14 Days

Last Month

Last Calendar Month

Last 2 Months

Last 3 Months

Last 6 Months

Last 1 Year

Last 2 Year

Tomorrow

Next Week

Next 7 Days

Next 14 Days

Next Month

Next Calendar Month

All Records

options fetch all

the shipments

details

irrespective of

the filter

selected.

36


Next 2 Months

Next 3 Months

Next 6 Months

Next 1 Year

Depending upon the Date Range filter options selected, the

Shipment details are fetched and displayed.

4.1.2 Create New Shipments

Click icon available in the top right corner of the All Shipments

page to create new Shipments.

Create Shipment Page screen appears.

Create Shipment Page

Choose the Type of Shipment from the available icons in Create Shipment

page.

For Air Export Shipment Creation, Click the following icon:

Remember: Select Custom Range options under Date Range filter and

provide the required details such as From Date, To Date, Created Branch,

Client, Sales Person, Department, Origin, Destination, Shipment No, BL No,

Status or Created User. Click icon, shipments details are fetched and

displayed.

Choose the

Type of

Shipment

37


Create Shipment Page under Port Details Tab for Air Export Module appears.

If Client is not available in the Client drop down list, New Client to be created

from the Organization Master. Refer Chapter 2 in this manual.

Create Shipment Page_ Port Details Tab_Air Export Module

4.1.2.i Steps to Create New Shipments

To Create New

Client, Go to

Organization Master

Similar to New Client creation, Shipper and Consignee can

also be created in Organization Master.

38


As per the section 3.1.2, Create Shipment Page for Air Export Module provides

the following tabs to be filled:

Port Details

Planned/Consignment

Charge Details

Summary

4.1.2.i.a Port Details Tab

Shipment details fields such as Branch, Department, Shipment Date,

Client, Shipper, Consignee, Address of the Client, POR, Port of

Departure, Port of Arrival, POF, HAWB No, INCO Terms, Service Type,

ETD, ETA, PP/CC, Payable at and Dispatch at are provided.

Create Shipment Page_Port Details Tab

Enter the mandatory fields marked as - Client, Port of Arrival, Port of

Departure, ETD and ETA.

4.1.2.i.b Planned/Consignment Tab

After completion of details entered in each tab, click icon to

proceed to the next tab or click icon to cancel the changes made or

click icon to be directed to the previous tab or page.

39


Basic information about Planned/Consignment details fields such as

Airline, Flight Name, Flight No, No of PCs, Pack Type, Gross Weight,

Volume Weight, Volume Chargeable Weight, HS Code, Commodity

Description and Remarks are provided.

Create Shipment Page_Planned/Consignment Tab

Enter the necessary details and proceed to the next tab.

4.1.2.i.c Charge Details Tab

Basic Charge details such as Amount and Standard Charges are entered

and displayed in this tab.

Any Standard Charges available for the Clients will be automatically

picked up and details appears by default.

40


Charge Description, OFD type, Unit, Quantity, Freight, Currency, Sale

and Amount (USD) details are displayed in the table format under

Standard Charges.

Create Shipment Page_Charge Details Tab

Check the details and proceed to the next tab.

4.1.2.i.d Summary Tab

Shipments Summary based on the details entered in the previous tabs

are summarized in the page.

Summarized details such as Booking Information, Booking Container

Details and Charge are displayed.

The user can check all the entered details are correct in this tab and any

corrections needed navigate to the previous tabs and edit the details.

41


Create Shipment Page_Summary Tab


Click icon to submit the details.

Shipment for Air Export has been created successfully

The success message will be displayed in the Shipment Details Page.

The System will automatically navigate to the Shipment Details Page and

Viewing, Editing and updating can be done in the page.

42


4.1.3 Edit Shipments Details

Minimum information is displayed in the wizard.

View the created Shipment using the filters and search field – refer to section

3.1.1.

The Shipment details will be fetched and displayed in the table.

Further updating can be done by edit icon available.

Click icon available to the left side of the Client field in the table, Shipment

Details Page appears.

Shipment details are

fetched based on

Shipment No Filter

EDIT

ICON

43


Shipment Details Page

The default saved Shipment details are summarized and displayed in

the page.

4.1.3.i Edit Shipments-Main Icons


Page:

4.1.3.i.a Create Icon

Icon available in the main icons will help the user to create new

shipments.

New shipments can be created and added as explained in the section 3.2.

4.1.3.i.b Edit Icon

Main Icons

Special Icons Special Tabs

44


Click icon available in the top right corner of the page, Edit Shipment


Edit Shipment Pop up Window

Edit the shipment details in the pop up window and click icon to

save the edited details or click icon to cancel the changes made.

4.1.3.i.c Report Icon

Click icon available in the top right corner of the Shipment Details

page and List of Reports Pop up Window appears.

Options drop down field provides options such custom, favorites and standard.

Search the reports type either from the drop down list of search field or the

available reports icons arranged across the List of Reports Pop up window.

Reports under the categories available such as:

A.Cargo Manifest

A. Pre Alert to Client

A.Shipping Instructions for Client

Air Freight ATD confirmation

Booking Confirmation-Air

HAWB

HAWB – Draft

Job Profit and Loss Report

Packing List – Air

Pre Alert to Client

Proforma Invoice – All Charges

Trucking Instruction

45


Click on the appropriate category, generated reports are displayed in the

separate window.

List of Reports – Pop up Window

Click the required reports icon and the particular reports screen is displayed in

the new tab.

4.1.3.i.c.1 Booking Confirmation To Client

Booking Confirmation Report

Sample HAWB Report:

46


Sample HAWB Report

Icons available in the top left corner of the reports page:

Click icon and the report can be previewed in the page.

Click icon and the report can be printed.

The generated report can be exported to the documents in the format

of PDF or XLSX according to the format selected.

47


Click to close the reports tab and redirect to the previous

page.

Icons available in the top right corner of the reports page:



4.1.3.i.c.1.i HOW TO ATTACH DOCUMENT:




4.1.3.i.c.1.ii HOW TO SEND MAIL:




Clients can be notified about shipment information using the

below mail options.

Enter relevant email details of the clients and click .

4.1.3.ii Edit Shipments-Special Icons

48


Shipment Details Page – Special Icon

In Shipment details Page, Special icons are available with various functions.

4.1.3.ii.a Copy Shipment Icon

Click icon and Copy Pop up Window appears.

Existing shipments can be copied and further amendments can be done.

SPECIAL

ICONS

Client

Outstanding

can be viewed

49


Copy-Pop up Window

Enter the relevant details such as Shipment Date, No of Pcs, Gross Weight,

Volume Weight, Volume, Reference Type, Reference No and Reference Date.

Select either Yes or No icons for Parties, Consignment, Cost, Sale, Dimensions

and Activities fields.

Click to copy Shipment details. New Shipments will be copied based

on the older shipments.

4.1.3.ii.b Generate Job Icon

Click icon and confirmation message pop up window appears.

Click icon to generate job or click icon to cancel job generation.

Job will be generated successfully.

Generated Job Number along with job generated date will be displayed in the

Job No field of the shipment Details page.

50


Generate Job icon

4.1.3.ii.c Change Status Icon

Click icon and Change Shipment Status pop up window appears.

Default Shipment No, Shipment Date, Current Status will be displayed in the

fields.

Under New Status drop down list field, select relevant status such as Booked,

Received, Loaded, Sailed, Arrived, Unloaded, Delivered and Cancelled.

Change Shipment Status-Pop up Window

Click to save the status or click to cancel the changes made.

Generated

Job No with

date is

displayed Generated Job

can be detached

using this icon

Remember: Click icon and the generated job no can be

detached.

51


4.1.3.ii.d Change HAWB Status Icon

Click icon and Change B/L Status pop up window appears.

HAWB details can be updated in this window.

Change B/L Status-Pop up Window

Default HAWB No, HAWB Date, Current Status will be displayed in the fields.

Under New Status drop down list field, select relevant status such as Created,

Draft, Original, Non-Negotiable, Express, Surrendered and Seaway Bill.

Click to change the status or click to cancel the changes

made.

4.1.3.ii.e Split/Merge Shipment Icon

Click icon and Split/Merge Shipment pop up window with

Split Shipment and Merge Shipment tabs appears.

Split Shipment Tab:

Split/Merge Shipment Pop up Window_Split Shipment Tab

Enter the values of

Shipment _Consignment

details to be splitted.

52


Default details such as Shipment No, Client, Shipper and Consignee are

displayed.

In Split shipment table, default values of Line No, Container No, No of Pieces,

Gross Weight, Volume Weight and Volume are displayed.

Enter the values of Shipment_Consignment details to be splitted in the fields

given.

Click icon to split the Shipment_Consignment or click to

cancel the changes made.

Merge Shipment Tab:

In Merge shipment tab, select the Shipment No to be merged from the drop

down list of the field given:

Depending upon the Shipment No selected, the related details such as

Shipment No, Client, Shipper, Consignee, Origin Agent, Delivery Agent,

Total No of Pcs, Total Weight, Total Volume Weight and Total Volume are

displayed in the page.

Click icon to merge the Shipments or click to cancel the

changes made.

Split/Merge Shipment Pop up Window_Merge Shipment Tab

53


4.1.3.ii.f EDI Icon

Click icon and EDI pop up window appears.

EDI-Pop up Window

Select EDI Type such as ISAC, FWB, FHL and SHPINF from the drop down list.

Click icon to generate EDI. Generated EDIs will be listed in EDI

List in the page.


4.1.3.ii.g Enable Submaster Icon

Click icon and Enable Submaster pop up window appears.

Enable Submaster-Pop up Window

Enter the fields such as No of Submaster required and remarks.

Click icon to save and required Submasters are enabled or click

to cancel the changes made.

54


4.1.3.ii.h KPI Icon (Key Process Indicator)

Click icon and KPI Details pop up window appears.

KPI Details-Pop up Window

Details related to documentation for generated KPI related to shipments Arrival,

Booking, Cargo Pickup, CFS/CY Cargo in, Space Reservation, Door Delivery,

Manifest Transmission, On Board and Departure are displayed along with

generated date and time.

Click icon to redirect to the previous page.

4.1.3.ii.i Show O/S Icon

Click icon available next Client field of the Shipment Details page

and Show Outstanding pop up window appears.

Client Outstanding can be viewed.


Show Outstanding-Pop up Window

4.1.3.iii Edit Shipments-Special Tabs

55


Editing Shipment details can be done under the Categories Tabs available such

as Show All, Info, Organization, Dimensions, Planned Consignment, Costing,

Short Cuts, Department, Shipping Bill, Customs, Routing and AWB Charges.

4.1.3.iii.a Show All Tab


and allows editing.

Show All Tab

4.1.3.iii.b Info Tab

Pre-entered Shipment informations such as Flight Name, Flight No,

Airline, B/L Place of issue, No of Original B/L, MAWB No, MAWB Date,

Is Cross Trade, HAWB No, HAWB Date, Service Type, ETD, ETA, DO

No, Do Date, Cutoff Date, INCO Term, Mark No, Internal Remarks

and Remarks are displayed.

and Icons are available under Show All Tab – (right

corner to each category) and also in other Category Tab. Under

tab, all the tab details are displayed in single form and editing can be

done easily.

56


Info Tab

Click icon available in right corner of Info Tab, Edit Shipment

Info pop up window appears.

Edit Shipment Info-Pop up Window

Edit the required shipment details and click icon to

save or to cancel the changes made.

4.1.3.iii.c Organization Tab

MAWB No can be generated by clicking icon

available across MAWB No field.

57


Organization Tab

Select Organization Type such as Carrier Agent, CHA, Clearance,

Delivery Agent, Notify1, Notify2, Origin Agent and Pickup from drop

down list.

Click icon appearing beside the Organization Type

field and Parties Pop up Window appears.

Organization Tab_Parties-Pop up window

New Organization can be added by entering the relevant parties

details such as Carrier Agent Name, Party Name, Contact, Door No,

Building Name, Street, Territory/Area, City, Zone/State, Country,

58


Postal, Phone, Fax, Mobile, Post Box No, Contact Person, Reference

Type, Reference No and Date, Email To, CC, BCC, Standard Subject,

Remarks and Follow up required or not in the fields.

Click to add Organization or to cancel the changes

made.

Organization that are related to this shipments are displayed under

this tab.

Click icon available beside the organization Type column,

Parties Pop up Window appears and editing can be done.

Organization Tab_Parties-Pop up Window

Edit the required Organization details and click icon to


Click icon to delete the created Organization.

4.1.3.iii.d Dimensions Tab

Commodity dimensions details are displayed in this tab.

59


Dimensions Tab

Click icon available beside the Line No field of the table,

Dimension Pop up Window appears.

Dimensions Tab_Dimension Pop up Window

Edit the relevant commodity dimension details such as Line

No, Unit, Length, Width, Height, No of pieces, Gross Weight,

Volume Weight, Net Weight, Volume, Total Weight, HS Code,

60


Type, Commodity Description, COO, Quantity, Quantity

Currency, Goods Value, Total Value and Remarks.

Click to save the edited details or to

cancel the changes made. Click icon to delete the

created dimension.

Click icon available in the right corner of the Dimensions

Tab, Dimension Pop up window similar to the above section appears.

Enter the details in the fields and click to add new

dimension.

Click icon available in the right corner of the

Dimensions Tab, Dimensions Multiple Update Pop up Window

appears.

Dimensions Multiple Update-Pop up Window

Multiple Dimensions can be updated by clicking

icon and new rows are added.

Edit or enter the relevant details such as Line No, Commodity

Description, No of Pieces, Pack Type, Unit, Length, Width,

Height, Volume and Gross Weight.

Click to save or to cancel the changes

made. Click icon to delete the dimension.


Dimensions Tab, Upload Dimensions Pop up Window appears.

New Row

can be

added

Delete the added

dimensions

61


icon available to download

the sample dimension upload format in excel format.

Enter the details in the downloaded excel sheet.

Copy and Paste the entered details in the space available in

the Upload Dimensions Pop up Window.

Upload Dimensions-Pop up Window

Click to save the uploaded format or to

cancel the upload.

4.1.3.iii.e Planned Consignment Tab

Planned Consignment Tab

Planned Consignment details such as Line no, No of Pieces, Gross

Weight, Volume, Volume Weight, No of Pallet and Commodity

description are displayed in the table format.

Click icon available beside the Line No field of the table, Planned

Container/Consignment Pop up Window appears.

62


Planned Container/Consignment_Pop up window

Edit the required fields. Click icon to save the

edited details or click icon to cancel the changes made.

Click icon available to the right corner of the tab, similar

Planned Container/Consignment Pop up Window appears.

Enter the relevant Container/Consignment details such as No

of Packages, No of Pallet, Gross Weight, Net Weight, Volume

Weight, Total Weight, Volume, Chargeable Weight, HS Code,

Description, Commodity Type, No of Free Day, From and To

free dates, Free Day Remarks, Dates such as Release, CY IN,

63


CY Out, Loaded, Discharge, Return, Truck out, Detention upto

and Storage upto date, COC/SOC, Terminal, CFS, CFS

Remarks, Clerk, Forklift Operator, CFS Bay No, RORO Year,

RORO Brand, RORO Model, RORO Chasis No, RORO

Specification, RORO Engine No, Used/New, Truck Type, Truck

No and Remarks.

Planned Container/Consignment-Pop up Window

Click to save the details or to cancel the

changes made.

4.1.3.iii.f Actual Consignment Tab

Actual Consignment details such as S.No, No of Pieces, Gross Weight,

Volume, Volume Weight, No of Pallet and Commodity description are

displayed in the table format.

64


Actual Consignment Tab



Container/Consignment_Pop up Window



Click icon to delete the added

Container/Consignment.

65




Enter the relevant actual Container/Consignment details

similar to the Planned Container/Consignment Pop up Window.

Additionally Manifest Seal, Actual Seal, Custom Seal and

Driver Name fields are given.


changes made.

Click available to the right corner of

the tab, to update Volume Weight.

message displays in the page.

4.1.3.iii.g Costing Tab

Costing Details such as Charge Description, Unit, Sale, Amount,

DR/CR, Cost and Amount, Freight(PP/CC), Gross Profit for all the

shipment related charges are displayed in the table format.

Costing Tab

4.1.3.iii.g.1 How To Book Sale/Cost for the Job

Click icon available in the left corner above the

displayed table and Vouchers List pop up window appears. In this

window, already booked / Purchased Invoice are displayed.

66


Vouchers List-Pop up Window

Vouchers List with Sale and Cost descriptions are displayed.

4.1.3.iii.g.2 Invoice Generation


displayed table and Create Voucher Wizard List pop up window

appears.

Voucher Type Details Tab:

Select Invoice as the Voucher Type.

67


Voucher Type Details Tab_Create Voucher Wizard List-Pop up Window

Select the Voucher Type from the drop down list and the

corresponding organization. Click icon.


Voucher Details Tab_Create Voucher Wizard List-Pop up Window

Enter the relevant details such as Interbranch, Book,

Voucher Date, G/L date, Period, Currency, Ex.Rate, CRY

Amount, Amount, Ref No, Ref Date and Narration fields.

Click icon.

Charge Details Tab:

Select the Client and

Voucher Type

68


Charge Details Tab_Create Voucher Wizard List-Pop up Window

Check the relevant charges to create the invoice.

Charge details such as Sale Charge, Cost Charge and

Outstanding Details description are displayed in the

page. Click icon.

Summary Tab:

Summary Tab_Create Voucher Wizard List-Pop up Window

Check the entered details in Summary Tab. Click

icon to create voucher or to cancel

changes made.

Invoice Voucher will be created successfully.

Check the

relevant

charges

Note: All the Vouchers can be created using Create Wizard Method or Simple

Invoice Method.

69



displayed table and Generate pop up window appears.

Enter the relevant details such as Book, Voucher Type,

Organization, V.Date, Address, G.L.Date, Currency, Ex.Rate,

Narration, Ref No, Ref Date, Interbranch and Remarks. Sale

List and Vouchers List are displayed according to the pre-entry

details.

Generate-Pop up Window

Click to generate the Invoice or to cancel

the changes made.

Click icon available to the right corner of the Costing tab,

Costing Pop up Window appears.

70


Costing -Pop up Window

New Charge details under Charge, Sale and Cost categories

are entered and added.

Click to add new Costing and Close the window

or click to save the changes and open new

Costing Pop up Window or click to cancel the changes

made.

Click icon available beside the Line No field of the table and

Costing Pop up Window appears.

Costing -Pop up Window

71



edited details and close the window or click save

and stay in the same window or click icon to cancel the

changes made.



Click icon available to the right corner of the Costing

tab, Get Charges Pop up Window appears.

Client’s default Standard Charge details can be pulled by

clicking the this icon.

Get Charges- Pop up Window

Click icon available to the right corner of the Costing tab,

Sale and Cost Charges Pop up Window appears.

Sale and Cost Charges- Pop up Window

Sale and Cost Charges details are displayed.

72


Details such as Line No, Charge, Description, Unit, Quantity,

Currency, Exchange Rate, Amount/ Qty, CRY Amount, Amount

(USD), Dr/Cr, Client, OFD Type, Freight, Remarks, Vendor and

Vendor corresponding details are displayed in the table format.

Click icon to edit the details and click icon to save

the changes. Click icon to add additional rows.

4.1.3.iii.g.3 Payment Request Creation

(Cheque/Cash)



appears.


Select Payment Request as the Voucher Type.





Voucher Type

73




Select the Book Type.

Provide the Bank and Cheque Details in the relevant

fields as shown above.

Proceed to Next Tab.

Charge Details Tab:

Provide the Bank

and Cheque Details

74






page. Click icon.

Summary Tab:




changes made.

Invoice Voucher will be created successfully and message will be displayed.

Check the

relevant

charges

75


Payment Request Page appears.

Click icon and List of Reports pop up window appears.

Select Payment Request icon.

Payment Request Report is generated and displayed in separate window.

Click Reports icon to generate

Payment Request Report

76



4.1.3.iii.g.4 How To Book the Purchase Invoice

Against each cost charge details, Vendor should be mapped.


Select the Vendor

77


4.1.3.iii.g.4.i Purchase Invoice Generation:

Click icon available in the Costing Tab and Create

Voucher Wizard List pop up window appears.


Select Purchase Invoice as the Voucher Type.









Voucher Type

78



Click icon.

Charge Details Tab:





page. Click icon.

Summary Tab:




changes made.

Invoice Voucher will be created successfully and the message will be displayed.

Check the

relevant

charges

79


4.1.3.iii.g.5 How To View the Job Profit Sheet

Click icon available in the Costing Tab, the user can

view the Job profit sheet related to the Job/Shipments.

Job Profit Sheet- Pop up Window

4.2 Job Activity and Reports

4.2.1 How to Close the Job and report the Profit

and Loss

80


Finance team will verify the Gross profit sheet and close the Job.

Job can be closed by changing the status to close.

In Job Page, click icon to change the Job status as closed.

Change Status Pop up Window appears.

Change Job Status - Pop up Window

Select the Job status as Closed.

Click icon.

Job status will be changed successfully.

4.2.2 JOB Report Icon

Click icon available in the Main Icons of the Job Page.

Remember:

After Job Closing, further Operational and Financial related entries are not

allowed.

81


Job Page

List of Reports Pop up Window appears.

Options drop down field provides options such custom,

favorites and standard.

Search the reports type either from the drop down list of

search field or the available reports icons arranged across the

List of Reports Pop up window.

Following Reports can be generated:

A.Cargo Manifest

Air Freight ATD confirmation

82


B. Freight Manifest with Charges

Barcode AWB

Cargo Arrival Notice

Cargo Arrival Notice without Charges

Cargo Receipt Note for Export-CFS

Commercial Invoice

D. Cargo Manifest Air

Delivery Order

Exchange Letter To Carrier Agent

Freight Manifest – Air with Charges

HAWB

HBL Amendment List

HBL Draft

Job Card

Job Houses/Record List


MAWB Draft

MAWB Original

Packing List

Pre Alert to Client

Pre-Alert-Air


Transport Request-Air


separate window.

Click the required reports icon and the particular reports screen is displayed in

the new tab.

Sample Cargo Manifest Report:

83


Sample Cargo Manifest Report

Sample HAWB Report:

84


Sample HAWB Report

Sample MAWB Report:

85


Sample MAWB Report







page.


86











.

4.3 Barcode Scanning

87


4.3.1 How to scan Barcode?

Search for the shipment details using the Shipment No and Shipment Details

page will appear.


Under the Help menu, click icon to scan Barcode for Air

Export.

Barcode Scanning Pop up Window appears.

Barcode Scanning-Pop up Window

Current Time format and Shipment No will be displayed in the field.

Scan or enter the HAWB No

Click Barcode

Air icon to

scan Barcode

88


Barcode for Air Export has been scanned successfully.

4.3.2 View Scannned Barcod Details

To view the scanned Barcode details, click icon from the

expanded Side Panel Toolbar of the Home Page. Select the Report – MIS icon from the menus under the Management.

List of Reports are displayed in the page.

Select Barcode Scanning Detail icon.

Select the required shipment using either the shipment No or Job No filter and

enter the Date fields.

89


Barcode Scanned Details are displayed in the table format with details such as

Branch group, Branch, Department, Client, Job no, Shipment No, Scanned

Value and Scanned Date.

Barcode Scanning Detail-Pop up Window

4.3.3 How To Check Barcode Scanned Report?

To view the generated Barcode scanned Summary Report, Click Barcode

Scanning Summary icon.

Select using Shipment

No filter, Scanned

Barcode Details are

displayed

90


Barcode Scanning Report with all the barcode scanned details are displayed

in the report.

Barcode Scanning Report-Pop up Window

4.4 KPI Generation

4.4.1 How to Check KPI Data?

Based on the Key Processing Indicator set against each department, the

relevant reports can be generated as shown below.

91


Click icon from the expanded Side Panel Toolbar of the

Home Page. Select the Report – MIS icon from the menus under the Management.


Select KPI Report icon.

92


KPI Report page screen appears.

Select from Date and To Date fields, click icon and all the generated

KPI reports details will be displayed.

KPI Report Page

4.4.2 How to Check KPI Summary?

93


Select KPI Summary icon from Reports page.

KPI Summary page screen appears.

Select from Date and To Date fields, click icon and all the

generated KPI Summary reports details will be displayed.

94


KPI Summary Page

4.4.3 How to Check KPI Weekly Report?

Select KPI Weekly Report icon from Reports page.

KPI Weekly report page screen appears.

Select from Date and To Date fields, click icon and all the

generated KPI Weekly reports details will be displayed.

Reports will be displayed in the format Delay | Ok | Fail.

95


KPI Weekly Report Page

96


Chapter 5: AIR IMPORT CONSOLE

5.1 AIR IMPORT OPERATION PROCEDURE

Air Import handling process starts initially by Creating New Shipments,

Viewing and editing the available Shipments details from

icon from Side Panel Tool bar.

Fresa Demo Company Limited_Home Page_Expanded Side Panel Tool Bar

Customer Service Page screen appears.

Customer Service Page

Note: The required Customer Service Menu can be selected either by clicking

the corresponding icons arranged in the Customer Service Page or by selecting

from the drop down list of the search field. You will be directed to appropriate

selected Menu. screen page.

97


Customer Service_Search Field

2.1.1 All Shipments

Select All Shipments icon and All Shipments Page screen appears.

All Shipments_Page

5.1.1 View All Shipments

To view all shipments list by salesperson wise, customer wise and

department wise available from All Shipments page,


the appropriate category and click icon for further

filter to be done.

98



such as Client, Branch, Shipment No, Report, Department,

Shipment Date, Status, Job No, Invoice No, Subjob no,

Sales Person, Controlling Branch, B/L/ HAWB No, B/L/

HAWB Date, Origin, ETD, ETA, Destination, No. of pieces,

Volume, Gross Weight, P.Sale, P.Cost, P.GP and No of

Submaster are fetched and displayed in the table.

Special Filters_All Shipments Page

Date Range Filter:

Date Range Filter


All Records



All Records

options fetch all

the shipments

details

irrespective of

the filter

selected.

99


Custom Range

Today

This Week

This Month

Yesterday

Last Week

Last 7 Days

Last 14 Days

Last Month

Last Calendar Month

Last 2 Months

Last 3 Months

Last 6 Months

Last 1 Year

Last 2 Year

Tomorrow

Next Week

Next 7 Days

Next 14 Days

Next Month

Next Calendar Month

Next 2 Months

Next 3 Months

Next 6 Months

Next 1 Year



2.1.2 Create New Shipments

Click icon available in the top right corner of the All Shipments

page to create new Shipments.



Client, Sales Person, Department, Origin, Destination, Shipment No, BL No,

Status or Created User. Click icon, shipments details are fetched and

displayed.

100


Create Shipment Page screen appears.

Create Shipment Page

Choose the Type of Shipment from the available icons in Create Shipment

page.

For Air Import Shipment Creation, Click the following icon:

Create Shipment Page under Port Details Tab for Air Import Module

appears.

If Client is not available in the Client drop down list, New Client to be created

from the Organization Master. Refer chapter 2 in this manual.

Choose the

Type of

Shipment

Similar to New Client creation, Shipper and Consignee can

also be created in Organization Master.

101


Create Shipment Page_ Port Details Tab_Air Import Module

5.1.2 Steps to Create New Shipments

As per the section 5.1.1, Create Shipment Page for Air Import Module provides

the following tabs to be filled:

Port Details

Planned/Consignment

Charge Details

Summary

To Create New

Client, Go to

Organization Master

After completion of details entered in each tab, click icon to

proceed to the next tab or click icon to cancel the changes made

or click icon to be directed to the previous tab or page.

102


5.1.2.i Port Details Tab

Shipment details fields such as Branch, Department, Shipment Date,

Client, Shipper, Consignee, Address of the Client, POR, Port of

Departure, Port of Arrival, POF, HAWB No, INCO Terms, Service Type,

ETD, ETA, PP/CC, Payable at and Dispatch at are provided.

Create Shipment Page_Port Details Tab

Enter the mandatory fields marked as - Client, Port of Arrival, Port

of Departure, ETD and ETA.

5.1.2.ii Planned/Consignment Tab

Basic information about Planned/Consignment details fields such as

Airline, Flight Name, Flight No, No of PCs, Pack Type, Gross Weight,

103


Volume Weight, Volume Chargeable Weight, HS Code, Commodity

Description and Remarks are provided.

Create Shipment Page_Planned/Consignment Tab

Enter the necessary details and proceed to the next tab.

5.1.2.iii Charge Details Tab

Basic Charge details such as Amount and Standard Charges are entered

and displayed in this tab.

Any Standard Charges available for the Clients will be automatically

picked up and details appears by default.

Charge Description, OFD type, Unit, Quantity, Freight, Currency, Sale

and Amount (USD) details are displayed in the table format under

Standard Charges.

104


Create Shipment Page_Charge Details Tab

Check the details and proceed to the next tab.

5.1.2.iv Summary Tab

Shipments Summary based on the details entered in the previous tabs

are summarized in the page.

Summarized details such as Booking Information, Booking Container

Details and Charge are displayed.

The user can check all the entered details are correct in this tab and any

corrections needed navigate to the previous tabs and edit the details.

105


Create Shipment Page_Summary Tab


Click icon to submit the details.

Shipment for Air Export has been created successfully

The success message will be displayed in the Shipment Details Page.

The System will automatically navigate to the Shipment Details Page and

Viewing, Editing and updating can be done in the page.

106


5.1.3 Edit Shipments Details

Minimum information is displayed in the wizard.

View the created Shipment using the filters and search field – refer to section

3.1.1.

The Shipment details will be fetched and displayed in the table.

Further updating can be done by edit icon available.

Click icon available to the left side of the Client field in the table, Shipment

Details Page appears.

Shipment details are

fetched based on

Shipment No Filter

EDIT

ICON

107



The default saved Shipment details are summarized and displayed in

the page.

5.1.3.i Edit Shipments-Main Icons


Page:

5.1.3.i.a Create Icon

icon available in the main icons will help the user to create new

shipments.

New shipments can be created and added as explained in the section 3.2.

5.1.3.i.b Edit Icon

Main Icons

Special Icons Special Tabs

108


Click icon available in the top right corner of the page, Edit Shipment


Edit Shipment Pop up Window

Edit the shipment details in the pop up window and click icon to

save the edited details or click icon to cancel the changes made.

5.1.3.i.a Report Icon

Click icon available in the top right corner of the Shipment Details

page and List of Reports Pop up Window appears.

List of Reports – Pop up Window

Options drop down field provides options such custom, favorites and standard.

Search the reports type either from the drop down list of search field or the

available reports icons arranged across the List of Reports Pop up window.


separate window.

109








page.










Clients can be notified about shipment information using the

below mail options.


.

5.1.3.ii Edit Shipments-Special Icons

110


Shipment Details Page – Special Icon

In Shipment details Page, Special icons are available with various functions.

5.1.3.ii.a Copy Shipment Icon

Click icon and Copy Pop up Window appears.

Existing shipments can be copied and further amendments can be done.

SPECIAL

ICONS

Client

Outstanding

can be viewed

111


Copy-Pop up Window

Enter the relevant details such as Shipment Date, No of Pcs, Gross Weight,

Volume Weight, Volume, Reference Type, Reference No and Reference Date.

Select either Yes or No icons for Parties, Consignment, Cost, Sale, Dimensions

and Activities fields.

Click to copy Shipment details. New Shipments will be copied based

on the older shipments.

5.1.3.ii.b Generate Job Icon

Click icon and confirmation message pop up window appears.

Click icon to generate job or click icon to cancel job generation.

112


Job will be generated successfully.

Generated Job Number along with job generated date will be displayed in the

Job No field of the shipment Details page.

Generate Job icon

5.1.3.ii.c Change Status Icon

Click icon and Change Shipment Status pop up window appears.

Change Shipment Status-Pop up Window

Default Shipment No, Shipment Date, Current Status will be displayed in the

fields.

Generated

Job No with

date is

displayed Generated Job

can be detached

using this icon

Remember: Click icon and the generated job no can be

detached.

113


Under New Status drop down list field, select relevant status such as Booked,

Received, Loaded, Sailed, Arrived, Unloaded, Delivered and Cancelled.

Click to save the status or click to cancel the changes made.

5.1.3.ii.d KPI Icon (Key Process Indicator)

Click icon and KPI Details pop up window appears.

KPI Details-Pop up Window

Details related to documentation for generated KPI related to shipments Arrival,

Booking, Cargo Pickup, CFS/CY Cargo in, Space Reservation, Door Delivery,

Manifest Transmission, On Board and Departure are displayed along with

generated date and time.


5.1.3.ii.e Show O/S Icon

Click icon available next Client field of the Shipment Details page

and Show Outstanding pop up window appears.

Client Outstanding can be viewed.


Show Outstanding-Pop up Window

5.1.3.iii Edit Shipments-Special Tabs

114


Editing Shipment details can be done under the Categories Tabs available such

as Show All, Info, Organization, Dimensions, Planned Consignment, Costing,

Short Cuts, Department, Shipping Bill, Customs, Routing and AWB Charges.

5.1.3.iii.a Show All Tab


and allows editing.

Show All Tab

5.1.3.iii.b Info Tab

Pre-entered Shipment informations such as Flight Name, Flight No,

Airline, B/L Place of issue, No of Original B/L, MAWB No, MAWB Date,

Is Cross Trade, HAWB No, HAWB Date, Service Type, ETD, ETA, DO

No, Do Date, Cutoff Date, INCO Term, Mark No, Internal Remarks

and Remarks are displayed.

and Icons are available under Show All Tab – (right

corner to each category) and also in other Category Tab. Under

tab, all the tab details are displayed in single form and editing can be

done easily.

115


Info Tab

Click icon available in right corner of Info Tab, Edit Shipment

Info pop up window appears.

Edit Shipment Info-Pop up Window

Edit the required shipment details and click icon to


MAWB No and HAWB No are by default displayed in the respective

fields.

116


5.1.3.iii.c Organization Tab

Organization Tab

Select Organization Type such as Carrier Agent, CHA,

Clearance, Delivery Agent, Notify1, Notify2, Origin Agent and

Pickup from drop down list.

Click icon appearing beside the Organization Type

field and Parties Pop up Window appears.

Organization Tab_Parties-Pop up window

New Organization can be added by entering the relevant

parties details such as Carrier Agent Name, Party Name,

117


Contact, Door No, Building Name, Street, Territory/Area, City,

Zone/State, Country, Postal, Phone, Fax, Mobile, Post Box No,

Contact Person, Reference Type, Reference No and Date, Email

To, CC, BCC, Standard Subject, Remarks and Follow up

required or not in the fields.

Click to add Organization or to cancel the

changes made.

Organization that are related to this shipments are displayed

under this tab.

Click icon available beside the organization Type column,

Parties Pop up Window appears and editing can be done.

Organization Tab_Parties-Pop up Window

Edit the required Organization details and click icon to


Click icon to delete the created Organization

5.1.3.iii.d Dimensions Tab

118


Commodity dimensions details are displayed in this tab.

Dimensions Tab


Dimension Pop up Window appears.

Dimensions Tab_Dimension Pop up Window

Edit the relevant commodity dimension details such as Line

No, Unit, Length, Width, Height, No of pieces, Gross Weight,

119


Volume Weight, Net Weight, Volume, Total Weight, HS Code,

Type, Commodity Description, COO, Quantity, Quantity

Currency, Goods Value, Total Value and Remarks.

Click to save the edited details or to

cancel the changes made. Click icon to delete the

created dimension.

Click icon available in the right corner of the Dimensions

Tab, Dimension Pop up window similar to the above section appears.

Enter the details in the fields and click to add new

dimension.


Dimensions Tab, Dimensions Multiple Update Pop up Window

appears.

Dimensions Multiple Update-Pop up Window

Multiple Dimensions can be updated by clicking

icon and new rows are added.

Edit or enter the relevant details such as Line No, Commodity

Description, No of Pieces, Pack Type, Unit, Length, Width,

Height, Volume and Gross Weight.

Click to save or to cancel the changes

made. Click icon to delete the dimension.

New Row

can be

added

Delete the added

dimensions

120



Dimensions Tab, Upload Dimensions Pop up Window appears.

icon available to download

the sample dimension upload format in excel format.

Enter the details in the downloaded excel sheet.

Copy and Paste the entered details in the space available in

the Upload Dimensions Pop up Window.

Upload Dimensions-Pop up Window

Click to save the uploaded format or to

cancel the upload.

5.1.3.iii.e Planned Consignment Tab

Planned Consignment Tab

Planned Consignment details such as Line no, No of Pieces, Gross

Weight, Volume, Volume Weight, No of Pallet and Commodity

description are displayed in the table format.

121


Click icon available beside the Line No field of the table, Planned


Planned Container/Consignment_Pop up window




Planned Container/Consignment Pop up Window appears.

Enter the relevant Container/Consignment details such as No

of Packages, No of Pallet, Gross Weight, Net Weight, Volume

Weight, Total Weight, Volume, Chargeable Weight, HS Code,

Description, Commodity Type, No of Free Day, From and To

122


free dates, Free Day Remarks, Dates such as Release, CY IN,

CY Out, Loaded, Discharge, Return, Truck out, Detention upto

and Storage upto date, COC/SOC, Terminal, CFS, CFS

Remarks, Clerk, Forklift Operator, CFS Bay No, RORO Year,

RORO Brand, RORO Model, RORO Chasis No, RORO

Specification, RORO Engine No, Used/New, Truck Type, Truck

No and Remarks.

Planned Container/Consignment-Pop up Window


changes made.

5.1.3.iii.f Actual Consignment Tab

Actual Consignment details such as S.No, No of Pieces, Gross Weight,

Volume, Volume Weight, No of Pallet and Commodity description are

displayed in the table format.

123


Actual Consignment Tab



Container/Consignment_Pop up Window





124




Enter the relevant actual Container/Consignment details

similar to the Planned Container/Consignment Pop up Window.

Additionally Manifest Seal, Actual Seal, Custom Seal and

Driver Name fields are given.


changes made.

Click available to the right corner of

the tab, to update Volume Weight.

message displays in the page.

5.1.3.iii.g Costing Tab

Costing Details such as Charge Description, Unit, Sale, Amount,

DR/CR, Cost and Amount, Freight(PP/CC), Gross Profit for all the

shipment related charges are displayed in the table format.

Costing Tab

The icons available in the costing tab are explained in next sections

in the manual.

5.1.3.iii.h Shortcuts Tab

Shortcuts Tab displays the Shortcuts details.

125


Shortcuts Tab

5.1.3.iii.i Department Tab

Department Details such as Employee, Department, Feedback and

remarks are displayed in the table format.

Department Tab

Click icon available beside the Employee field of the table and

Edit Employee Pop up Window appears. Editing can be done.

Click icon available to the right corner of the Department

tab, similar Edit Employee Pop up Window appears.

Add the employee details such as Employee, Department,

Feedback and Remarks in the fields and click icon.

Edit Employee-Pop up Window

5.1.3.iv Attach To Job (MAWB)

As per the section 5.1.3.ii.b, generating Job for the Shipments is explained.

126


The generated Job can be viewed, edited and processed either from the icons

or from Side Panel Tool bar in Home

Page.

5.1.3.iv.a View Generated Job

Click icon, proceed to All Shipments icon and All Shipments

Page screen appears.

To view and search the created shipment, refer to the section 5.1.1.

Search the required Shipment using search fields and click Shipment No to view

the shipment details.

Shipment Details page appears.


Click the Link (Generated Job No/ Date) provided beside the Job No field.

Job Page will open.

Click Shipment

No to view

shipment details

Click link beside

the Job No field

to open Job

page

127


Job Page

Click icon, proceed to All Jobs icon from the listed menu

and All Jobs Page screen appears.

All Jobs Icon

Icon available in the top corner of the Job page will redirect to

the All Jobs Page of the Menu.

128


All Jobs Page

To view all the jobs list by salesperson wise, customer wise and

report segment wise available from All Jobs page,


the appropriate category and enter the detail of selected

category and click icon.


such as Job No, Branch, Department, Report, Job Date,

Shipment No, Job Status, No of Subjob MBL No, BL No, Client,

Invoice No, Sales Person, Vessel/ Flight Name, Vessel/Flight

No, POR, POL, POD, POF, ETD, ETA, Total Pcs, Total Volume,

Gross Weight, Containers, Remarks and Created User are

fetched and displayed in the table.



129


Special Filters_All Jobs Page

Date Range Filter:

Date Range Filter


All Records

Custom Range

Today

This Week

This Month

Yesterday

Last Week

Last 7 Days

Last 14 Days

Last Month

Last Calendar Month

Last 2 Months

Last 3 Months

Last 6 Months

Last 1 Year

Special Filter options

All Records

options fetch all

the shipments

details

irrespective of

the filter

selected.

130


Last 2 Year

Tomorrow

Next Week

Next 7 Days

Next 14 Days

Next Month

Next Calendar Month

Next 2 Months

Next 3 Months

Next 6 Months

Next 1 Year



5.1.3.iv.b Edit Job Details

Click icon available to the left of the Job No column of the table that is

displayed in All Jobs page, Job page screen appears.

The default saved Job details are summarized and displayed in the Job page.

Job Page

5.2 Add/Detach Shipment

5.2.1 Add Shipment

Multiple Shipments can be added to the same Job.



Client, Sales Person, Department, Origin, Destination, Job No, BL No, Job

Status, Container No and Created User. Click icon and job details

along with shipment details are fetched and displayed.

Special Icons

Special Tabs

Main Icons

131


Refer section for 2.1.3.ii.b for generation of Job process.

Refer section for 2.1.4.ii for editing Job page.

Under Edit-Special Tabs of Job page, Subjob tab is available.

Subjob Tab_Job Page

Icon is used to Create/Add Shipments.

Create Shipment Page appears and multiple shipments can be

added as explained in the section 2.1.2 in the manual.

Icon is used to upload the shipment from the

specified format.

5.2.2 Detach Shipment

Icon available in the Job page is used to detach the selected

shipment.

5.3 SALE / COST

Refer section for 5.1.3.iii.g, for Costing Tab under Shipment Details Page.

132


Costing Tab_Shipment Details Page

Further Sale and Costing for the shipments are processed under costing tab as

explained below.

2.3.1 How To Book Sale/Cost for the Job


displayed table of the Costing Tab and Vouchers List pop up window

appears. In this window, already booked / Purchased Invoice are

displayed.

Vouchers List-Pop up Window

Vouchers List with Sale and Cost descriptions are displayed.

2.3.2 Invoice Generation

133



displayed table in the Costing Tab and Create Voucher Wizard List

pop up window appears.


Select Invoice as the Voucher Type.








Click icon.


Voucher Type as “Invoice”

134



Charge Details Tab:





page. Click icon.

Summary Tab:

Check the

relevant

charges

135





changes made.

Invoice Voucher will be created successfully.

The following message will be displayed on the screen:


displayed table and Generate pop up window appears.

Enter the relevant details such as Book, Voucher Type,

Organization, V.Date, Address, G.L.Date, Currency, Ex.Rate,

Narration, Ref No, Ref Date, Interbranch and Remarks. Sale

List and Vouchers List are displayed according to the pre-entry

details.

Note: All the Vouchers can be created using Create Wizard Method or Simple

Invoice Method.

136


Generate-Pop up Window

Click to generate the Invoice or to cancel

the changes made.

2.3.3 Payment Request Creation (Cheque/Cash)



appears.


Select Payment Request as the Voucher Type.


Select the Client and Voucher

Type as “Payment Request”

137






Select the Book Type.

Provide the Bank and Cheque Details in the relevant

fields as shown above.

Proceed to Next Tab.

Charge Details Tab:

Provide the Bank

and Cheque Details

138






page. Click icon.

Summary Tab:




changes made.

Invoice Voucher will be created successfully and message will be displayed.

Check the

relevant

charges

139


Payment Request Page appears.

Click icon and List of Reports pop up window appears.

Select Payment Request icon.

Payment Request Report is generated and displayed in separate window.

Click Reports icon to generate


140



2.3.4 How to Book the Purchase Invoice

Against each cost charge details, Vendor should be mapped.


5.3.1 Purchase Invoice Generation

Select the Vendor

141


Click icon available in the Costing Tab and Create

Voucher Wizard List pop up window appears.


Select Purchase Invoice as the Voucher Type.









Voucher Type as “Purchase

Invoice”

142



Click icon.

Charge Details Tab:





page. Click icon.

Summary Tab:


Check the

relevant

charges

143




changes made.

Invoice Voucher will be created successfully and the message will be displayed.

5.3.2 How To View the Job Profit Sheet

Click icon available under the Costing Tab of Job

Page, the user can view the Job profit sheet related to the

Job/Shipments.

Job Profit Sheet- Pop up Window

144


5.4 Cargo Arrival Notice


Job Page


List of Reports Page








145



Job Card




Click Cargo Arrival Notice icon and the corresponding reports screen is displayed

in the new window.

Sample Cargo Arrival Notice Report:

Sample Cargo Arrival Notice Report







page.


146











.

5.5 Delivery Order

147



Job Page


List of Reports Page









Job Card


148



Delivery Order


Click Delivery Order icon and the corresponding reports screen is displayed in

the new window.

Sample Delivery Order Report:

Sample Delivery Order Report

The generated report can be exported to the output format such as PDF, XLSX,

XLS, CSV, Word or RTF.

5.6 How to Close the Job and report the Profit

and Loss

Finance team will verify the Gross profit sheet and close the Job.

Job can be closed by changing the status to close.

In Job Page, click icon to change the Job status as closed.

149


Change Status Pop up Window appears.

Change Job Status - Pop up Window

Select the Job status as Closed.

Click icon.

Job status will be changed successfully.

5.7 How to scan Barcode?

Search for the shipment details using the Shipment No and Shipment Details

page will appear.

Remember:

After Job Closing, further Operational and Financial related entries are not

allowed.

150



Under the Help menu, click icon to scan Barcode for Air

Export.

Barcode Scanning Pop up Window appears.

Barcode Scanning-Pop up Window

Current Time format and Shipment No will be displayed in the field.

Scan or enter the HAWB No

Barcode for Air Export has been scanned successfully.

5.7.1 View Scanned Barcode Details

Click Barcode

Air icon to

scan Barcode

151


To view the scanned Barcode details, click icon from the

expanded Side Panel Toolbar of the Home Page. Select the Report – MIS icon from the menus under the Management.


Select Barcode Scanning Detail icon.

Select the required shipment using either the shipment No or Job No filter and

enter the Date fields.

Barcode Scanned Details are displayed in the table format with details such as

Branch group, Branch, Department, Client, Job no, Shipment No, Scanned

Value and Scanned Date.

152


Barcode Scanning Detail-Pop up Window

5.7.2 How to Check Barcode Scanned Report?

To view the generated Barcode scanned Summary Report, Click Barcode

Scanning Summary icon.

Barcode Scanning Report with all the barcode scanned details are displayed

in the report.

Select using Shipment

No filter, Scanned

Barcode Details are

displayed

153


Barcode Scanning Report-Pop up Window

Documents

Fresa Technologies · Fresa Technologies Pvt Ltd is an independent, neutral and professional software company that provides IT and IT enabled services with focus on providing solutions