Operation Management
Module to manage the order process received from their customers, or fellow freight forwarders who bought the service from them.
Freight Forwarder is able to track what are the step needed to be performed in order to fulfill the order via the status, and the account payable, account receivable matters.
The creation of Shipping documents such as Bill of Lading, Airway Bill, or any other trade related documents is done in this module.
Likewise, the booking placement from the Freight Forwarder to their supplier is also managed here.
Operation Management comprises of the following menu:
- My Orders
Bookings made by a Customer on the LSP Portal will appear here.
Freight Forwarder can add jobs manually by clicking the Add button, and fill up the particular themselves.
There is also capability for the Freight Forwarder to download the entire list of the orders for further reporting purpose.
Freight Forwarder is able to review the Order Details, Charges, Container Information, Agency Charge, Shipping documents (Files), Si, VGM, Billing, Bill of Lading.
Freight Forwarder is still able to help to Edit the order, Export Sales Order (Booking Confirmation) in excel format and send to their customers, Book with Freight Forwarder Supplier, and Release the Sales order.
When the user Book with Supplier, the system will auto-populate the booking information, and replace the booker information with the Freight Forwarder details. This is needed because the Freight Forwarder is booking on behalf of their customers.
SO Release
When the Quotation, Booking being placed and confirmed by the customer, the Freight Forwarder will proceed with SO released.
After this is done, the Customer is able to submit the Shipping instruction information to the Freight Forwarder via LSP Portal.
Key in the SO number, and Confirm Release.
Shipping Instruction Data Population
Freight Forwarder can either help their customer to key in the Shipping Instruction info, or receive the SI Data via LSP portal from their customer.
Click on Management, and then navigate to SI (Submitted) tab.
You are able to view the SI data submitted by the customer and add your SI Info.
My SI is meant for the Freight Forwarder to Submit their SI to the carrier or their Fellow Freight Forwarder supplier.
Customer SI Info is to see the Customer SI data submitted by them to us.
If you would like to add info on the SI, then click the Add Button.
If you just want to confirm or reject the SI data from your customer, then you can go straight to Customer SI Info > Management.
Add My SI Information:
Confirm/ Reject Customer SI
Click on Management Button
Confirm/ Reject the SI
VGM
Container Information must be provided first to be able to use VGM tab.
Container Information can be provided by either the Shipper (Direct Customer/Freight Forwarder) or the Freight Forwarder himself.
Go to Container Information tab.
After filling in the container information under the Container Information tab, Freight Forwarder can fill in VGM details for the containers under the VGM tab.
Add B/L
After the SI is provided and confirmed, the Freight Forwarder can proceed to create B/L.
It can be Master B/L or House B/L.
Data can be populated from the Shipping instruction.
Go to the Order, navigate to BL Tab.
To add BL, click Add Button, choose if you want to create MBL or HBL.
Assuming that I would like to create a Master Bill of Lading, this will be the detailed screen that I would see.
The Freight Forwarder can choose to populate the Shipper/Consignee, Notify party template or populate via SI.
Click Next. Add Container and Cargo Info. Click Save.
Click Next.
Add the B/L Report setting. Click Save.
Draft BL is now available, and the Freight Forwarder can preview , print it in PDF/word to send to their customer.
Click B/L Report Button.
Bill (Account Receivable and Account Payable)
Upon the SO is released and the BL is created, the system will automatically pull the Account Receivable and Account Payable (if the rate is purchased from supplier).
Freight Forwarder can still Add or manage their billing from here.
Bill (Account Receivable and Account Payable) can be seen by counter-parties, if they are part of CALISTA freight exchange.
The Direct Customer can see the bill and confirm the charges.
Steps to View/Download Invoice
Click Management under Account Receivable.
Take note that the invoice generated is a Proforma Invoice.
Click "Bill export".
Click "Bill report".
Select a template. In this case, "Invoice template" is selected.
Click OK.
User can choose to download as PDF, Word, or Excel.
The downloaded invoice in pdf is shown below.
An invoice can also be generated under Account Payable by following the same steps as above for Account Receivable.
The downloaded invoice under Account Payable is shown below.
- External Orders
This is for the Freight Forwarder to:
- Create a job for their Freight Forwarder Partner to carry on certain jobs that they sub to them and
- Create a job that they receive from other Freight Forwarder Partner.
Create Order
Click Add to create an order.
Fill in required information.
Click Save.
Order is created successfully.
Edit Order
To edit an order, click Operation, then click Management.
Click "Edit the order".
Modify the details, then click Save.
Order Tab
Freight Forwarder can view order information here.
B/L & Container Tab
Freight Forwarder can add Bill of Lading (B/L) and Container information here.
To add B/L information, click Add under B/L List.
Fill in relevant information for B/L.
Click Next.
Fill in Cargo information.
Click Add to add container information.
Fill in required container information.
Click Save.
Container information appears as below.
Click Save.
B/L record appears as shown below.
To add container information, click Add under Container List.
Fill in required container information.
Click Save.
Container record appears as shown below.
Bill Tab
Freight Forwarder can manage Account Receivable and Account Payable here.
Account Receivable
Click Add under Account receivable.
Freight Forwarder can choose to "Add by template" or "Add charge" directly.
Freight Forwarder can create templates under Finance Management > Customer Bill Template. The templates created in the Customer Bill Template module will be available for use when Freight Forwarder clicks "Add by template".
Click "Add by template".
Choose a customer template which has already been created in the Customer Bill Template module.
Charge name, Unit price, Quantity, Source currency and Payment currency are automatically populated according to the template.
Fill in remaining fields such as Exchange rate and Remark if any.
Exchange rate is a required field.
Click Confirm.
The charge has been added successfully as shown below.
Freight Forwarder can choose to add charge directly if there are no suitable templates for use.
Click "Add charge".
Fill in the required fields.
Click Confirm.
Charge has been added successfully as shown below.
Click Save.
Account receivable record created as shown below.
Account Payable
Click Add under Account payable.
Similarly, Freight Forwarder can choose to "Add by template" or "Add charge".
In this case, no templates are available for use so the Freight Forwarder clicks "Add charge".
Fill in the required fields.
Click Confirm.
Charge has been added successfully as shown below.
Click Save.
Account payable record created as shown below.
Exchange Rate Management
There is an Exchange Rate Management button for Account Receivable and Account Payable.
Freight Forwarder can set up pay rates for the specified Source currency and Payment currency.
This is for easy reuse of exchange rates, so that the Freight Forwarder does not have to keep specifying the same exchange rate for a particular Source currency and Payment currency.
For example, click "Exchange Rate Management" under Account receivable.
Click Add.
Indicate the Source currency and Payment currency, along with the Pay rate.
Click Save.
Click Close.
When the specified Source currency and Payment currency matches the currencies which has been set up in the Exchange Rate Management, the Exchange rate field is automatically populated as shown below.
Operation Remarks Tab
Freight Forwarder can enter remarks here if any.
Click "Add" to add a remark.
Enter remarks under the Content field.
Click Save.
Remark added successfully as shown below.
Import Bill
This allows a Freight Forwarder to mass add charges to an existing order by uploading an excel sheet.
Click Import Bill.
Click "Download template" to download an empty template in excel sheet form.
These are the fields in the template.
| Field Description | Mandatory/Optional | Remarks |
|---|---|---|
| OrderNo | Mandatory |
Number. Must be an existing order number. |
| Amount | Optional | Number |
| Bill date | Optional | DD/MM/YYYY |
| Description | Optional | Free Text |
Empty template is shown below.
Fill in details for an existing order number.
Click "+Import bill".
Click "Upload Excel file".
Click Import.
Details can be edited after importing.
Click Save.
Click Operation > Management.
The imported record has appeared under Account receivable as shown below.
Click Management.
Click Details to view details of the charge,
View the details.
Click Return.
Click Action > Edit to modify or add more details.
Modify existing details if need be.
Fill in Exchange rate field.
Click Save.
Click Save.
- Order Management
- EC Parcels
EC Parcel records are created under the Enquiry menu.
Create a new EC Parcel Record
Here are the steps to create a new EC Parcel record.
Under Enquiries > Enquiry, go to "Special line/Express/Parcels" tab.
Click "New Quotation".
Fill in required fields.
Click Save,
Click Management.
Click "Place Order".
Fill in required information.
Under Consignee info, select "EC parcels" as type.
Click "Place order".
A record with Service type "EC parcels" appears under the E-Commerce Logistic tab in Enquiries > Orders menu.
The same EC Parcel record also appears in Operation Management > EC parcels menu.
From here, user can manage EC Parcel information.
Click Management.
To view more order details, click "Order information" tab.
To view fee information, click "Fee information" tab.
To manage Account receivable and Account payable, click "Bill" tab.
To view/upload files, click "Files" tab.
To track cargo, click "Cargo tracking" tab,
To view/add remarks, click "Operation remarks" tab.
To view declaration information, click "Declaration information" tab.
If all order details are confirmed, user can proceed to release SO by clicking "SO released".
If user wants to make changes to the details, user can edit EC Parcel record.
Edit EC Parcel Record
There are 5 ways to edit EC Parcel Record:
- Edit directly via EC parcels menu
- Edit indirectly via Management in EC parcels menu
- Edit via My Orders menu.
- Edit directly via Order Management menu
- Edit indirectly via Order Management menu
Edit Directly via EC Parcels Menu
Click Edit.
Modify the details.
Click Save.
Edit Indirectly via EC Parcels Menu
Click Management.
Click "Edit the order".
Modify the details.
Click Save.
Edit via My Orders Menu
Find the records with Service type "EC parcels" under E-Commerce Logistics tab.
Click Management.
Click "Edit the order".
Modify the details.
Click Save.
Edit Directly via Order Management Menu
Click Edit.
Modify the details.
Click Save,
Edit Indirectly via Order Management Menu
Click Management.
Click "Edit the order".
Modify the details.
Click Save.
