CHAPTER 5: CONSOLIDATION AND DE- CONSOLIDATION FUNCTION
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1 CHAPTER 5: CONSOLIDATION AND DE- CONSOLIDATION FUNCTION - Consolidation and de-consolidation functions are only available in Forwarder platform. 5.1 CONSOLIDATION CONSOLIDATE SHIPPING ORDER This system enables forwarder to create a Master Shipping Order to Carrier by consolidating various House Shipping Orders received from Exporters. 1. User can simply click SO Consolidation under Search menu to search and select various Inbox House Shipping Orders, and then click Consolidate button to proceed. (Please refer to section for details) S HIPPING O RDER S ERVICE W EB F ORM M ANUAL (V1.0) 128
2 2. Then a system loading screen pops up. 3. After a while, a consolidated Master Shipping Order is opened and the system loading screen is closed automatically. - In the opened Master Shipping Order, some data are preloaded to the form automatically. These include: - shipper information - shipping agent information - common fields of notify party information, consignee information and shipment details - goods items details - container details 4. User may edit the content of the Master Shipping Order. 5. In the Master Shipping Order form, user can consolidate goods items in other House Shipping Order simply by clicking the Add Search button (located in Goods Items Information section). S HIPPING O RDER S ERVICE W EB F ORM M ANUAL (V1.0) 129
3 6 6. On click the Add Search button, a search criteria screen pops up. User can input search criteria for searching the desired House Shipping Order(s) By clicking the Search button, matched documents are listed underneath. 8. User may click the desired House Shipping Order(s) to be consolidated and click OK button. The goods items of those selected document(s) are added to the Master Shipping Order form. S HIPPING O RDER S ERVICE W EB F ORM M ANUAL (V1.0) 130
4 - By using the Add Search button, only the goods items of the selected House Shipping Order(s) will be loaded to the Master form. 9. After modification, user can save/ print/ preview & send the Master Shipping Order. (Please refer to Chapter 4) 5.2 DE-CONSOLIDATION CREATE HOUSE DRAFT BILL OF LADING / FORWARDER CARGO RECEIPT BY DE-CONSOLIDATION The system enable Forwarders to create House Draft Bill of Lading / Forwarder Cargo Receipt to various Exporters by de-consolidating a Master Draft Bill of Lading / Sea Waybill received from Carrier. De-consolidation function helps Forwarders to reply draft bill of lading / forwarder cargo receipt to corresponding House Shipping Order from various Exporters with a faster and easier mean Open consolidation summary window S HIPPING O RDER S ERVICE W EB F ORM M ANUAL (V1.0) 131
5 In the Inbox, there are two ways to de-consolidate a Master Draft Bill of Lading / Sea Waybill: i) click red diamond or ii) click Create House BL/FCR button. 1. User can directly click the red diamond to open a consolidation summary pop up window. (please go to step 4) 2. User can open the Master Draft Bill of Lading / Sea Waybill (by clicking the blue link under column heading Details/Sender ). 3. Click Create House BL/FCR button Either method (i) or (ii), a consolidation summary window will pop up as below: 1 S HIPPING O RDER S ERVICE W EB F ORM M ANUAL (V1.0) 132
6 Manipulate consolidation summary window In the consolidation summary window, it lists out all the House Shipping Orders of which consolidated as the Master Shipping Order. User can prepare House Draft Bill of Lading/ Forwarder Cargo Receipt to Exporters by following steps: 1. Select a bullet under the red column heading Create HBL/FCR. (HBL = House Draft Bill of Lading, FCR = Forwarder Cargo Receipt) 2. For example, a House Draft Bill of Lading is selected. 3. System loading message pops up instantly. 4. The House Draft Bill of Lading will be opened. The system loading message pop up windows will be closed automatically. - House Draft Bill of Lading is generated with data preloaded from House document and Master document. - Data preloaded from House Shipping Order: - goods items details - container details - trading partners details (e.g. consignee and notify party, if any) - shipper information - shipping agent information - Data preloaded from Master Draft Bill of Lading / Sea Waybill: - shipment details - forwarding agent reference details (if any) 5. User can edit the House Draft Bill of Lading except the Shipping Agent EDI address. 6. After modification, user can save/ print/ preview & send the House Draft Bill of Lading. (Please refer to Chapter 4) S HIPPING O RDER S ERVICE W EB F ORM M ANUAL (V1.0) 133
7 Features of consolidation summary window In the consolidation summary window: 1. House documents that have been sent are marked with a tick under the red column heading HBL/FCR. 2. If a house document is created and sent, then its radio button under column heading Create HBL/FCR will be removed. 3. After a House Draft Bill of Lading / Forwarder Cargo Receipt is created, user may click Refresh button to update the status in the consolidation summary window (i.e. column HBL/FCR will be marked with a tick while the bullet under column Create HBL/FCR will be removed.) 4. Consolidation summary will be updated and saved automatically if user closes the summary halfway of preparing the house document. 5. If all house documents have been created and sent, then the red diamond of Master document (in Inbox) will be changed to blue. - If a house document is created and saved as draft, user will be prompted with the following message in next time when he tries to create that house document again from consolidation summary. - User will be alerted that the house document is already existed in draft box. He will be asked if he wants to create a new house document or open the draft house document. S HIPPING O RDER S ERVICE W EB F ORM M ANUAL (V1.0) 134
8 - When house document in draft box is sent, that house document is considered as completed. That house document will be marked with a tick in the consolidation summary automatically. - If user chooses to create and send a new house document, then the house document in draft box is no longer treated as a house document. It will be considered as a normal document. S HIPPING O RDER S ERVICE W EB F ORM M ANUAL (V1.0) 135
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