Export
We distinguish 4 types of trade for our Europe(EU) based operations :
1) Export from EU
2) Import into EU
3) Intra EU
4) Cross Trade (Non EU to non EU)
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This help document will address - Export from EU first since that is the most involved workflow listed.
Phase 1: Staging the information
1) Start with a Purchase Order. Fill out the appropriate information and save the order in ‘Review Status’.
2) Go to the documents tab, and under ‘More Actions’ tab, click ‘Print Order’. You can email this to your supplier.
3) To create a Sales Order, select ‘Copy to Sales Order’ from the ‘More Actions’ tab on the Purchase Order. This will bring over many of the required fields, saving time.
4) Select your customer, shipping terms, etc. Save the order in ‘ Review Status’.
5) Go to the documents tab. You can now print or email the sales order to your Customer. On the email template you can write a request for them to send you their Reference # and information on availability date for pickup or delivery.
NOTE: At this point, everything has been staged, waiting for actual/real weights and prices. Once you have them, you can go back onto the orders and enter them on the order, saving it in ‘Open Status’.
Phase 2: Arranging freight
1) Collect the shipping rates and information.
2) Create a new Booking and use the above information to fill it out.
3) Use the spy glass by the Order No to look up the order number.
4) Go to the documents tab, where you can print or email the Bill of Lading Instructions to your customer.
NOTE: if you need additional export shipping information such as Shipper/Notify Party/BOL Notes to appear on your Bill of Lading, then you must go back to the PO and enter the information there.
If you need to send a Booking Instruction to your supplier:
1) Go to the ‘Order Allocation’ tab on your Booking.
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2) Enter the number of reserved containers for that PO
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3) Go to the Purchase Order, on the ‘Document Tab’ and print or email the Booking instructions to your supplier.
NOTE: If you use the Booking Instruction off the PO, it will ONLY SHOW THE CONTAINERS FOR THAT PO.
If you use the Booking Instruction from the Booking, it will show ALL THE CONTAINERS RESERVED .
Phase 3:
Once you have all of the container information (seal, actual weights, container info, etc.), you will create a worksheet to track the logistics.
REMEMBER: 1 worksheet = 1 Container
1) Click ‘+ New Worksheet’
2) Use the spy glass to pull in the Booking number, and Sales and Purchase Orders. This will populate many fields, saving you time and reducing double entry.
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3) Enter the shipping references and expenses ((transport, documentation and ocean freight)
You can save this worksheet in ‘Work’ status if you do not have all of the information at first.
4) From the Documents Tab, you print the Annex VIII, freight confirmation, and more.
5) As a current work around for your Container Release, you can print the Booking Instructions from the Purchase Order to send your Supplier.
6) You can also attach incoming documents by clicking the paper clip icon.
NOTE: You can attach the loading confirmation/Scale ticket to the booking, if it is per ALL the containers listed. If it is per a SINGLE container, you can attach it to the worksheet. (Remember, 1 worksheet = 1 container)
7) Once you have entered all of the necessary information and are ready to send an invoice, save the worksheet in ‘Invoice’ status. This will lock down several of the fields and affect your dashboard and reports.
8) When you send the Invoice, you will also be able to select other documents or received attachments.
NOTE: If you have multiple containers, you can create one worksheet, and then click ‘More Actions’, ‘Copy’. This will copy all of the information, so you only need to edit prices and weights.
For Workflows 2-3 &4:
These all follow the same workflow.
1) Start with a Purchase Order. Fill out the appropriate information and save the order in ‘Review Status’. See below for an example.
2) Go to the Documents Tab, and under ‘More Actions’ tab, click ‘Print Order’. You can email this to your supplier.
3) To create a Sales Order, select ‘Copy to Sales Order’ from the ‘More Actions’ tab on the Purchase Order. This will bring over many of the required fields, saving time.
4) Select your customer, shipping terms, etc. Save the order in ‘Review Status’.
5) Go to the documents tab. You can now print or email the sales order under ‘More Actions’, ‘Print Order’. On the email template you can write a request for them to send you their Reference # and information on availability date for pickup or delivery.
6) Create your Worksheet.
REMEMBER: 1 Worksheet = 1 Load
7) Use the spy glass to pull in the Sales Order and Purchase Order. This will populate some of the fields, reducing manual entry.
8) Save the worksheet in ‘Work’ status.
Once you have all of the actual/real weights, and expenses, you can go back and edit the worksheet with them.
9) You can save the worksheet now in ‘Invoice’ status.
10) You can now go to the documents tab and print or email your invoice or other necessary documents.
If you have additional questions, please contact the Support Team via email to support@cietrade.net.