Shipment
The shipment is the main document in the forwarding module. The shipment can be either converted from a quote or created directly in the list of shipments. In the shipment the main carriage of the shipment is managed.
Structure of the Shipment:
- General and Main Carriage FastTab: Register general information, such us the Sell-To Customer, Order Type, External Document No., Shipper, Ship-from, Consignee, Ship-To and on the Main-Carriage FastTab the Mode of Transport and Voyage details.
- Milestones and Events: Register and keep track of all the Events and Milestones related to the Shipment or related entities.
- Lines FastTab: Register lines of the type: Equipment, Good, Handling Intructions, Clause and Remarks:
- Good: Register the good details, such as the Description, No. of Outer Packages, Outer Package type, Gross Weight
- Dimensions: Register the Good Dimensions on the Good Line or on the Good Line Card.
- Equipment
- Equipment Details: Register the Equipment details, such as the Equipment Identification Number, the Size Code, Seal No. and Verified Gross Mass details.
- Clause: Register clauses, select a clause from the list.
- Handling Instruction: Register Handling instructions, select the handling instruction from the list.
- Remark: Register Remarks, select the remark from the list. Remarks might be printed on external reports or outputs. For internal Remarks, consider the use of Notes in the Attachment section.
- Sections FastTab: Manage and track the journey of the shipment with automatically generated Sections and Section Activities.
- Milestones and Events: Register and keep track of all the Events and Milestones related to Sections and/or Activities.
- Document Parties FastTab: Manage all Parties involved with the Shipment.
- References FastTab: Register the Shipment References.
Tip
Save time by creating templates for Shipments you use most often. Then use the template whenever you create a new document.
For recurring movements, use the Copy Document Wizard. For operational cargo checks, see Cargo weight validation and synchronization.
Filter by on the shipment list
When a customer gives you an invoice number, a cargo detail number or a reference instead of the shipment number, use Filter by on the shipment list to find the related file. The wizard searches related records rather than requiring those values to be visible as columns on the list.
- Open the shipment list and choose Filter by in the Reference Filter group.
- Enter the relevant search value:
- Reference, optionally narrowed by Reference Code, searches document references.
- Invoice No. searches shipments linked to matching invoicing ledger entries.
- Detail Line (No.) searches the No. value on document detail lines, such as a handling-unit number. This is not the cargo line's numeric line number.
- Choose Apply Filter. The wizard opens a single match directly or filters the list when multiple matches are found. If no match is found, a message is shown.
- Choose Show All in the same group to clear the advanced selection.
For a prefix search, use a wildcard such as 100000*. Start with one search criterion: supplying several criteria adds matches from the different searches, rather than requiring every criterion to match the same shipment.
No separate search setup is required, but the references, invoice links or detail numbers must already be recorded. Invoice lookup depends on invoicing ledger entries, not an arbitrary invoice number entered elsewhere on the shipment.
Change logging and field validation
Use the shipment details factbox's Change Log drill-down to review configured record changes. To set up logging or business-specific field checks, see Record Changes and Field Rules in FMS.
Cargo Release
Cargo release handling includes visibility of the shipment's customs status at origin and destination. These are separate statuses, allowing operations to distinguish the position at each end of the movement rather than relying on a single shipment status.
Configure the customs-status values and workflow used in your operation. Use the Customs Status Origin and Customs Status Destination fields to review the current position and their status log to inspect changes. Where permitted, the assist-edit action selects a status and records the change in the log.
Note
Recording an internal status does not itself obtain a release from customs or a carrier. Confirm the required external release and configure the operational checks before allowing cargo handling to continue.
General FastTab
External Document No.: On a shipment, you can specify a document number that refers to the customer's numbering system. Use this field to record the number that the customer assigned to the shipment. You can then use the number later if, for some reason, you need to search for the shipment or invoice created from the shipment using this number.
The External Document No. will be printed on external reports, such as the Booking Confirmation or Sales Invoice.
Order type: The Order type field is used to differentiate different types of shipments. Based on the order type alternative status templates can be applied and some field might be defaulted, such as the Mode of transport and Movement type fields.
Note
On the Order Type Card, define templates for Milestones and event, Document Reports, References, Document Parties and Document Contract Strategy.
Main-Carriage FastTab
Mode of transport: In The mode of transport the user can select the mode of transport of the main carriage from the available options that have been implemented in the system. Different modes can be defined on section level.
Note
Similar to the Order type field the templates for Milestones and event, Document Reports, References and Document Parties can be configured in the Mode of Transport table.
Make sure to configure unique templates. If a template is setup on the Order Type and Mode of Transport, the Events and Milestones from both templates will be merged, resulting in relevant Events and Milestones, Reports or Parties for any given Shipment.
Movement Type: The movement type field specifies the type of movement, such as FCL/FCL, LCL/LCL.
Movement Scope: The Movement scope specifies the operational scope of the shipment, such as D2D, D2P. Depending on the scope the system will automatically create Sections and Section activities for Pre-carriage, Main-carriage and On-carriage.
Voyage: The Voyage number associated with the Main-Carriage of the Shipment. The Voyage will update the Carrier No., Means of Transport, Port of Origin and Port of Destination fields and update the relevant Events and Milestones on Shipment and Activity level.
Note
When a voyage is updated, for example the ETA or ETA is, the system will automaticall synchronize the related Shipments.
Sections FastTab
In the sections FastTab the full journey of the shipment can be managed and tracked.
Learn more about how to set up Section Templates.
Most commonly a Section has one related Activity, for example a Loading activity. Sections can also have multiple associated activities, for example the Pickup Empty Equipment, Loading and Drop-off full equipment activities.
Example Mode of Transport: Oceanfreight, Movement Scope: Door-To-Door.
First Section
Carriage Type Mode of Transport Pre-Carriage ROAD
Activities First Section
Event-Milestone Source Type Source No. / Location Pickup Empty Equipment Terminal Delta Terminal Load Door Dordrecht Warehouse Solutions Return full equipment Terminal Delta Terminal
Second Section
Carriage Type Mode of Transport Main-Carriage OCEAN
Activities Second Section
Event-Milestone Source Type Source No. / Location Departure Port NLRTM Arrival Port DKAAR
Third Section
Carriage Type Mode of Transport On-Carriage ROAD
Activities Third Section
Event-Milestone Source Type Source No. / Location Pickup Full Equipment Terminal Euroports Terminal Load Door Aarhus Logistics Return empty equipment Terminal Euroports Terminal
To Create a Transportation booking
More information will follow.
To create a Transhipment
More information will follow.
To split activities
More information will follow.
Document Parties FastTab
Based on the templates and configuration Parties will be added to document. This allows you to specify which parties are involved, Parties such as the Customer, Shipper, Ship-from, Consignee and Ship-to can be synchronised with fields on the header. Other parties will not be synchronised, for example terminals, Notify address and other. Parties can be printed as a dataitem on some of the outgoing documents, for example the manifest, Parties also allow to select contact details and Email addressed when sending mail from the system. Parties can be added on a shipment level, or be linked to a specific goods line. This can be useful when the shipment has an additional stop for loading or unloading for one of the good items,
Milestones and events
Based on the configured templates all Milestones and events will be added to the document. Depending on the configuration some milestones might be linked to the Sections, for example the Departure and Arrival milestones typically would be assigned to the Main carriage section.
To create a Sales Invoice
To create a Sales Invoice from the Shipment, choose the Create Sales Invoice action on the Shipment.
Tip
Consider the us of a step function to create Sales Invoices.