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Introduction

The "General" tab of the direct shipment captures the parties involved in the shipment, the transport details, summary of the cargo and shipment references. From this tab transport orders can be created, bills of lading generated and customs information entered and in some cases transmitted to customs. On saving the information in this tab, a unique shipment number (USI) will be issued for the shipment.

Description

Application actions

In the Scope title bar, various overall functions are available:

New

If sufficient data about the direct shipment has been entered and saved, the "New" option allows:

  • Create a new pickup order
  • Create a new pickup order for empty containers
  • New Customs order

Save

When all mandatory fields for a direct shipment have been entered it is possible to save the direct shipment. At this point a USI is issued.

Print

When the direct shipment is saved this option will allow printing of:

  • File cover
  • Booking confirmation
  • Preadvise
  • Shipping advise
    • For shipper
    • For consignee
  • Export declaration
  • B/L instructions

Extras

When the direct shipment is saved, use the extras option for:

  • Create a template (the shipment is used as a template for further shipments)
  • Change shipment type - it is only possible to change a direct shipment to a house shipment or a back-to- back shipment.

Close

Close the shipment without saving or further action. If there is unsaved data, a dialogue will appear confirming if unsaved data should be discarded.

Title Bar

Above the shipment tabs the title bar appears. This summarizes the details of the shipment and offers further actions:

  • Shipment type
    This will be "Direct" indicating a direct shipment.
  • Shipment number
    This unique number (USI) is generated on first saving the shipment. Prior to saving it will display the greyed text direct shipment. After saving the shipment number will be generated in the format of the 2 digit mode "SE" (Sea Export) followed by the 1 digit shipment type "D" (Direct) followed by a 6 digit shipment number.
  • Service date
    If an estimated sailing date is present on first saving, this will be the service date. If not present then the current date will be used.
  • OBL Number
    The OBL of the direct shipment
  • Depart and destination port codes
  • Internal USI
  • Status
    The status will be "Open" until the shipment is billed. By clicking this item the shipment can be manually closed.

Tabs

All available tabs are displayed. The focus will be on the open tab.

Application area

Shipper

Shipper of the shipment. The desired partner may be found with the search field. The drop down menu will open the business partner context menu where in addition to other functions, a new partner may be created or an existing partner may be edited.

Consignee

Consignee of the shipment. The desired partner may be found with the search field. The drop down menu will open the business partner context menu where in addition to other functions, a new partner may be created or an existing partner may be edited.

Shipper's Reference

References used by the shipper to identify the cargo. Multiple references should be separated by a comma. All references will automatically appear in the References section of the general tab.

Consignee's Reference

References used by the consignee to identify the cargo. Multiple references should be separated by a comma. All references will automatically appear in the References section of the general tab.

Customer

Generally the customer is the business partner who is responsible for generating the shipment and for the transportation costs. The desired partner may be found with the search field. The drop down menu will open the business partner context menu where amongst other things, a new partner may be created or an existing partner may be edited.

Edit Partner

Opens the business partner editor , where the partner can be edited.

Edit address

Opens an editor to change the address for the current shipment.

Update address

Updates the address.

Use default address

Sets address to the default address for the field stored in the master address data.

Edit document address

The option "Edit document address" allows the selected address to be edited as required, but these changes are not stored as master data and only appear on this shipment.

New Partner

The option "New Partner" opens the master data maintenance in order to create a new business partner in the Scope database. This new address will then be available as a shipper for example.

Compliance check

Performs an address compliance check.

Edit contact description

Opens a window where a new contact and details can be entered for this shipment.

Notify

The Notify ("to be notified") is the party to be notified when the shipment arrives in the port of discharge. The Notify can also be the consignee. The notify is entered by clicking the blue action link "Edit Notify". This opens a dialog window in which notify party is recorded.

The notify address can be located by using the search field. The context menu of the Partner field provides options for new partner addresses to be created or existing partners may be edited.

Incoterms

Incoterms identify the costs risks and tasks associated with international transportation of commercial goods. They are 3 letter codes issued by the ICC (International Chamber of Commerce). The current version of the list is Incoterms 2010. This field is used to record the Incoterms that will be applied to the shipment.
Choose from the following Incoterms using the drop-down menu (Click on the arrow):

Incoterm

Description

EXW

ex works

FCA

free carrier

FAS

free alongside ship

FOB

free on board

CFR

cost and freight

CIF

cost, insurance and freight

CPT

cariage paid to

CIP

carriage, insurance paid to

DDP

delivered, duty paid

DAP

delivered at place

DAT

delivered at terminal

Incoterms place

The place name referenced by the incoterms.

Movement Scope

The type of transport being arranged. These can be selected via the drop-down menu (click on the down-arrow), the following movement orders are available:

Type of order

Description

Door2Door

The shipment is picked up at the customer / plant ("front door") in the exporting country and delivered to the customer / plant ("front door") in the importing country.

Door2Port

The shipment is picked up at the customer / plant ("front door") in the exporting country and transported to the port of loading or port of discharge.

Port2Door

The shipment is received at the port of loading or port of discharge and delivered to the customer / plant ("front door") in the importing country.

Port2Port

The shipment is received at the loading port and transported to the port of discharge.

Place of receipt

The place of receipt is the place where the goods are handed over by the shipper.
The UNLOCODE can be entered in the left field or the place name may be entered. The search function of the field will then confirm or assist with locating the correct UNLOCODE. The full name of the place will appear in the right field or may be adjusted, for example to to allow for a different spelling of the place name to be used only on this shipment.

Place of delivery

The place of delivery is the final destination of the goods.
The UNLOCODE can be entered in the left field or the place name may be entered. The search function of the field will then confirm or assist with locating the correct UNLOCODE. The full name of the place will appear in the right field or may be adjusted, for example to to allow for a different spelling of the place name to be used only on this shipment.

Port of departure

Place or port where the goods are loaded onto the ship.
The UNLOCODE may be entered directly, or part of the code or place name may be entered and the search function of the field will assist in identifying the correct code.

Port of discharge

Place or port where the goods are unloaded from the ship.
The UNLOCODE may be entered directly, or part of the code or place name may be entered and the search function of the field will assist in identifying the correct code.

Voyage / Sailing Schedule

The voyage number of the vessel may be entered directly. The drop down menu also offers access to the sailing schedule or use the F3 function key.

From

The port the cargo will depart from

To

The port the cargo will arrive at

Earliest E.T.S.

The earliest estimated sailing date the cargo can depart.

Latest E.T.A.

The latest estimated date of arrival for the cargo.

Type to search

Use the search function to enter search terms that will narrow down the list of possible sailings.

Cancel

Cancels selection of a sailing without further action

Apply

Applies the select sailing to the shipment and writes the folling information to the shipment:

Sailing Schedule information:

Voyage (Voyage Number)

Vessel

Line Agent

Carrier

Port of Loading

Port of Discharge

E.T.S. = Estimated Time of Sailing

E.T.A. = Estimated Time of Arrival

Vessel

The vessel on which the goods will be loaded.

Liner Agent

The agent of the steamship line to whom the goods will be delivered for export. Only carrier addresses will be available using the search field

Carrier

The owner of the vessel that will carry the goods. This will be the SCAC code and name of the carrier and should appear automatically when the "liner agent" is entered.

CFS/CY Closing time

The date and time the container freight station or container yard cease accepting new cargo for the voyage selected. This is a date and time field, use the drop down option to select from the calendar

4. E.T.S.

The estimated sailing date and time of the vessel. This is a date and time field, use the drop down option to select from the calendar

E.T.A.

The estimated arrival date and time of the vessel at the port of discharge. This is a date and time field, use the drop down option to select from the calendar

Booking reference

This is the reference issued by the carrier to identify the goods and confirm their acceptance for the sailing. This reference is often used prior to the issue of an OBL number.

OBL number

The ocean bill of lading number issued by the carrier.

Number, Type

In the left field the number of packages will be entered. In the right field the packing type is entered ( cardboard boxes, pallets, crates ...). The available packing types are maintained in the master data packing types maintenance program . The total entered in these fields defaults to the "goods" tab automatically, and further details about the goods may be entered there.

Gross Weight, Volume

The gross weight of the shipment. This is defaulted in kilograms (kg). If the symbol "kg" is changed to "lb", the total will automatically convert to "kg". In the right pane the total cubic volume i record. This will default to cubic meters (m3). If the symbol "m3" is changed to "CFT" the figure is assumed to be in cubic feet and will automatically convert to "m3"
The data entered in these fields automatically transfers to the to the "goods" tab.

Commodity Description

A short description of the goods. This is a brief synopsis of the goods to be transported. The data entered in this fields automatically transfers to the to the "goods" tab.

Chargeable Weight

This field displays the freight ton (Frt). It is calculated automatically using a comparison of weight (1 t) versus volume (1 m3). The higher value (ton or volume) is the freight ton.

Reference

The various reference numbers for the shipment are entered here using the references application

Documents

To the right of the "General tab" is an area that provides action links to create various Scope documents and any existing documents are shown. In general all documents created in scope are output to PDF file and are shown in the "Documents tab.

To create a document, the mandatory data of General tab must be completed and saved. Once saved, the gray links transform to blue action links and when clicked launch the appropriate editor to create the document.

New pick-up order

Once the data has been stored, a new pick-up order can be created. This order gives the trucking companies all the necessary instructions to pick up the shipment at the shipper or his loading point transport the cargo to a Container freight station or container yard.

Launch the editor by clicking the blue action link "New pickup".

New Pickup empty containers

This action link launches an application that allows the user to arrange the pickup and delivery of empty containers.

Delete transport order

Existing pick_up orders or empty container orders will appear in the right hand table of pickup orders. Any of these can be deleted by highlighting them and selecting the Delete transport order action link.

Ocean=B/L

An ocean B/L is either an original or non-original (express cargo bill / waybill/ seawaybill/Express B/L) issued by the carrier or their agent. Click the action link to open the editor for creating an Ocean B/L.

Fiata FCR

Click the action link to open the FIATA FCR editor to create a FIATA forwarders certificate of receipt.

Message - Area

The message area displays and allows creation of electronic export information to customs.

All customs entries manually created or transmitted electronically to customs are displayed in the upper field. The current status of the entry is displayed to the right of the entry type.

New Customs Order

This function is available after entering and saving the important shipment data. By clicking on action link "New Customs Order" a pop-up window will appear where the user may define the kind of message they wish to create.

Edit Customs Order

Once a customs entry has been created, it appears in the list of customs entries. By highlighting the desired entry in the list and then selecting the action link Edit Customs Order, the existing entry may be reopened for alteration.

Shipment Note

By clicking on the note icon, the user can see notes already created for this shipment. A window opens and displays all existing notes. Further notes can be created or an existing note may be modified.
For each note there are three possible priority classifications available: red dot means high, yellow spot moderate and a note without a dot is low priority. An expiration date for the notes will be created and will appear on the note.