• Introduction
• Getting Started
• Settings
• Dashboard
• Master Data
• Quotes
• Shipments
• View Shipment
• Create Shipment
• Edit Shipment
• Print & Mail Shipment
• Invoices
• Communication

The shipment entry is the main and central application within e2cargo. Once you have entered your Shipment details, the application will then calculate and provide a report for you to distribute all shipment information to your customer or other parties in the logistic supply chain.

When selecting the Shipments Tab the screen will display the Shipment Management view. This view will display all shipments that you have created. To the right-hand side there is a button Create new shipment.

• Locate and click on the words Shipment No. This will display all Shipments in ascending/descending order.

e2cargo have added a temporary save function. Once information has been entered into Shipment Header and Sender/Consignee Address Details this information will be saved in the background.

Using the mouse click on the Create new shipment button located to the right-hand side of the screen on the Shipment Heading Bar. The Create Shipment screen will be displayed.

The screen will be split into seven separate sections

• Shipment Header
• Pick Up/Delivery
• Sender/Consignee Address Details
• Transport Parties
• Shipment details
• Additional Information
• Freight Calculation

Note: Once all information has been entered into the seven sections, select the Save Shipment button.

The following fields will be displayed under Shipment Header

Quote No	If quote was created and released to a shipment, then this quote number will be displayed
Shipm. No	This will be greyed out at this stage and will not be populated until a shipment order is saved.
Inv. No	This will be greyed out at this stage and will not be populated until an Invoice is created for a Shipment.
Your Ref	For you to put in your own unique Reference number for the Shipment.
Ext Ref	Can be used to enter external Customer Reference number
Ref No	Can be used to enter any relating reference number.
Calc Date	This field will be populated on completion of freight calculation.
Ship Date	This is defaulted to the current date when you are creating the Shipment.

The following fields allow you to specify the From date and time slot when you want the PickUp and Delivery to take place. e2cargo have also added an additional Until field where you can specify the limit date and time slot for collection and delivery.

• Using the mouse, click on the Calendar icon. The current calendar month box will be displayed and today's date will be highlighted.
• Click on the date you require, this will be immediately changed in the From Date box. If you wish to change the month, use the arrows displayed along side the current month to advance to the required month.
• To specify the From Time Slot, click on the Clock icon. The Time slots will be displayed.
• Select the Time slot, this will immediately be displayed alongside the date.

The Address details are split into two separate columns Sender and Consignee. At the top of each column you have the Shortcode field which provides a drop down list of Shortcodes relating to the Sender/Consignee address that have been set-up in Master Data under Address Book.

• Using the mouse, click on the down arrow to display a list of Short Codes. Highlight and click with the mouse the required Short Code. The full address will automatically be populated into the Sender/Consignee fields.

e2cargo also appreciate that not all Sender/Consignee's will be held in the Address book, therefore you have the option to enter the details manually.

In this section you are able to select your specific Freightpayer, Orderer, Fowarder and Carrier.

The Freightpayer is defaulted to Sender as a Freightpayer must be defined for invoice creation and VAT calculation. The Freightpayer will be the invoice receiver. You can if you wish change the Freightpayer to Consignee/Order by clicking on the relevant Radio Button with the mouse. If an adress is manually entered and not stored in the adressbook, it can also be used as a freightpayer address on the invoice. There is later in the invoice screen the possiblity to insert the VAT number of the manually entered transport party address.

However, if not the Sender or Consignee is the freightpayer, we have a function where you can slect form the drop down box Other every address availabe in the adressbook and there marked as freightpayer.

The Orderer, Fowarder and Carrier data is information which is taken from the Master Data Address Book.

• When you select the down arrow a drop down list will be displayed showing the Short Code and Name.
• Once you have clicked on the relevant selection, the full name and address will appear below the Short Code as shown in the example below.

Note You are unable to put in a manual one-time address.

The Shipment details provide more information on the type of cargo/goods, together with measurements, weight and volume. This information will help in providing the freight calculation. An external customer can also add these details themselves, once they receive the quote/shipment.

• To add Shipment Details, click on the + Add new record icon, the Order Line Details screen will be displayed.
• Once you have completed the Shipment Details, click on the Save Order Line button.

Below is an explanation of each field

Quantity	This is a mandatory field in the Shipment Details.
Load Equipment	A drop down list selection taken from the Master Data entries. You can also manually type in Load equipment.
Stackable	Tick box if you stack the loading equipment on top of each other.
Goods	A drop down list selection taken from the Master Data entries. You can also manually type in Goods.
Weight (kg)	Enter the overall weight of the cargo/goods. This is a mandatory field
Chg.Weight (kg)	The chargeable weight will be synchronized automatically with the weight entry. If the chargeable weight is higher, then you need to amend the chargeable weight field. e2cargo does not automatically calculate the chargeable weight from a volume.
LM	Enter the Loading Metre.
Length (cm)	Enter the Length in centimeter
Width (cm)	Enter the Width in centimeter
Height (cm)	Enter the Height in centimeter
Vol (cbm)	Volume in cbm will be calculated from the program automatically. The volume will also be multiplied with the quantity. If you have only the volume and not the dimensions, it is also possible to insert the volume direct into the field.

• You will first need to select the Save Order Line button.
• Once selected click on the + Add new record icon to add the additional item.
• You will need to repeat these steps for each individual goods. You can also add the additional items when editing a Quote.
  Each entry will then appear in the Shipment Grid View.

This information provides Shipment classification e.g transport mode and type, product etc and also miscellaneous information relating to distance, delivery terms.

The majority of the additional information is based on selection creation built from your Master Data. If there are no selection criteria then you will need to select the Master Data and insert this information before proceeding further.

• Select the down arrow in the box under each heading. A drop down list will be displayed showing the Short Code and Name. Once you have clicked on the relevant selection, this will be immediately displayed in the box.

• Info — This box is a free text field for you to enter information.
• Delivery Terms — Preloaded with Incoterms 2000 and can be updated in Master Data - Delivery Terms. Using the mouse select the down arrow to select your choice.
• Insurance to Cover — Using the mouse untick the box if there is no cover insurance.

Under Shipping Details there are three separate tabs, Roadfreight, Airfreight and Seafreight. You will only need to enter data in the appropriate transport mode. The example below relates to Roadfreight

This option allows you to quickly and automatically create freight cost calculations based on your shipment. It is easy, you just choose your freight type, lump sum, rate, surcharge, discount and insert your price. All this can be done whilst negotiating with your customer on the phone.

• To add Freight Calculation, click on the + Add new record icon, the Rate Details screen will be displayed. Before proceeding to enter your Rate Details, we advise you to read the Important Note further down on this page.

A drop down list selection for Rate Types has been provided. Depending on the Rate type additional fields are used. Each Rate Type description, how to enter and calculate has been provided below:

Lump Sum: Is a fixed total amount for a freight cost and their currency.

• Fill in the Amount field and using the Ccy drop down list select the currency for the Lumpsum.
  
• Using the mouse click on the Calculate button. e2cargo automatically calculates the Result in Rate Ccy and Result in GBP. A brief description is also added e.g Rate Type + Amount + Ccy.
• The description field is mandatory.

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Rate per: Is a rate per unit. You are able to select the figure for "per" and also the unit (kg, volume, loadmeter, piece)

• Fill in the Amount field and using the Ccy drop down list select the currency for Rate per.
• From the Per drop down list select the per rate (per 1 - 1000).
• From the Unit drop down list select your requirement.
• Using the mouse click on the Calculate button. e2cargo automatically calculates the Result in Rate Ccy and Result in GBP. A brief description is also added e.g Amount+Ccy+Per+Unit.
• The description field is mandatory.

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Discount on previous rate: Is a percentage which can be taken down from the rate which is listed directly above. The discount will only be taken from the amount of the previous rate result of the Freight Calculation Grid.

• Enter the discount value in the "Percentage %" field.
• Using the mouse click on the Calculate button. e2cargo automatically calculates the Result in Rate Ccy and Result in GBP. A brief description is also added e.g Discount of XX% on previous rate..
• The description field is mandatory.

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Surcharge on previous rate: Is a percentage which will add up to the rate which is listed directly above. The surcharge will only be added to the amount of the previous rate result of the Freight Calculation Grid.

• Enter the surcharge percentage in the "Percentage %" field.
• Using the mouse click on the Calculate button. e2cargo automatically calculates the Result in Rate Ccy and Result in GBP. A brief description is also added e.g Surchage of XX% on previous rate.
• The description field is mandatory.

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Discount on all previous rates: Is a percentage which will be taken down from all previous calculated rates. The discount will be taken from all amounts from previous rates of the Freight Calculation Grid. All rates inserted after will not be deduced.

• Enter the discount percentage in the "Percentage %" field.
• Using the mouse click on the Calculate button. e2cargo automatically calculates the Result in Rate Ccy and Result in GBP. A brief description is also added e.g Discount of XX% on all previous rates.
• The description field is mandatory.

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Surcharge on all previous rates: Is a percentage which will be added up to all previous calculated rates. The surcharge will be added to all the amount of the previous rate result of the Freight Calculation Grid. All rates inserted after will not be added.

• Enter the surcharge percentage in the "Percentage %" field.
• Using the mouse click on the Calculate button. e2cargo automatically calculates the Result in Rate Ccy and Result in GBP. A brief description is also added e.g Surcharge of XX% on all previous rates.
• The description field is mandatory.

When using the Calculate button, e2cargo enters standard text of the Rate type in the Description field. It is an easy, quick and convenient way to create Rate text. If you don't want to use the standard rating text of e2cargo, then don't click on the Calculate button or overwrite the text.

After selecting your Rate Type, Amount, Currency and selecting the Calculate button, you will see displayed the Exchange Rate, Result in Rate Currency and Result in (the result will be based on your base currency eg. Euro, GBP, or US Dollar)

If a rate is in a different currency to the base rate of the client, e2cargo will automatically convert the result into the basis currency and will be shown in the Exchange Rate field. However you are able to manually change the Exchange Rate to your requirement or preference rate.

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Please follow the steps below when a quote has been released into a Shipment order as the screen displayed will automatically be in Edit mode.

You will also need to follow the steps below when entering any additional information e.g shipment item details.

• Using the mouse click on the relevant Shipment entry row. The Shipment Entry will then be displayed on the screen
• Change the relevant details or add additional shipment item details.
• Once the details have been changed, select the Save Shipment button located towards the top right-hand side of the screen.

The changes will then appear in the Shipment Management view.

Once you have saved your Shipment data, e2cargo have provided the facility to be able to Print, View, Export and Mail the specific documents.

• Transport Order: General freight shipping document.
• Loading Confirmation: A shipping agreement document to your carrier.
• Booking Confirmation: A shipping agreement document to your customer.

The Shipment preview menu allows you to print by selecting the print icon, or select an export format to export your Document.

• Using the mouse, locate and click on the Print and Email button located to the left hand side of the Shipment Screen. The words Transport Order, Loading Confirmation & Booking Confirmation will be displayed below. Using the mouse click on the relevant document you wish to print. The Report Viewer screen will be displayed.
• Select the Print Icon button to print the document. This is located next to the the two green arrows on the bar above the Company Name.

You may wish to export the shipping document into a different format for use later in another system or filing.

• On the Print Shipment menu bar, locate the field Export to the Selected Format, click on the arrow and select from the drop down list.
• Using the mouse click on the Export button. A File Download dialogue box will be displayed.
• Select the Save button, and specify where you want the shipment document to be saved.

If you wish to email the quote to the Customer please follow the steps below.

• Using the mouse, locate and click on the Send by mail button. A Send Mail box will be displayed above the Shipment View Bar.
• Mail To will be defaulted with the email address of the Sender. You have the option to change this.
• Subject will display the Transport Order No.
• Mail Text will display the text you entered in the Report Settings. You have the option to change this text.
• Select the Send button. A message will be displayed towards the top of the screen Mail successfully sent.

© Logtech Consult Ltd 2010