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1. Prepare master data
Confirm the customer, shipper, consignee, vendor/carrier, route locations, currency, exchange rate, charge codes, and accounting mappings.
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2. Create the shipment order
Choose Seafreight, Airfreight, or Landfreight. Enter the service, parties, cargo, route, schedule, responsibility, and external references.
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3. Confirm the job reference
Save the order and use its generated reference in all documents and financial transactions.
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4. Prepare operational documents
Create the shipping instruction and applicable transport documents, such as the Bill of Lading or Air Waybill. Complete draft review before final release.
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5. Record estimates and actual charges
Add buying and selling charges using the correct charge code, party, currency, exchange rate, tax treatment, and job reference.
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6. Process expenses and billing
Create advances and settlements for operational disbursements. Create vendor bills and customer invoices through the configured workflow.
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7. Approve and post
Complete each document’s approval and posting steps. Verify its status before starting a dependent transaction.
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8. Pay and collect
Use Cashier Management to create payment or receipt vouchers and allocate them to the approved open documents.
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9. Monitor and reconcile
Review milestones, missing documents, estimate-to-actual variance, unbilled jobs, AP/AR, outstanding advances, and job profitability.
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10. Close the job
Close only after operational delivery, documentation, billing, costs, advances, settlements, and financial allocations are complete.
Required control checks
Related guides
Sea Freight
Ocean shipment procedures
Expense Management
Advances and settlements
Cashier Management
Payments and receipts