Two modules have been added into CartonCloud, Shipments and Containers.
Shipments have been added as a way of grouping together one or more purchase orders and one or more shipping Containers. The benefits of using these modules include:
- Visibility of Containers arrival and departure dates on Dashboard Widget
- Grouping multiple Purchase Orders together that are under a single shipment
- Managing and Updating the status of inbound shipments and containers
The below instructions will guide you through configuring the Container and Shipment settings, followed by the intended workflow for using these modules in day to day operations.
- Setting Up Containers
- Setting Up Shipments
- How Containers and Shipments Work
- Adding a New Container Record
- Adding a new Shipment Record
- Allocating a Purchase Order to a Shipment
Setting up Containers
Before you can use the new container module you need to configure the fields that you will use to record and manage your Containers. To do this, in the Search for Anything box, enter "Custom Fields" (as below).
Then select the "Containers" Tab, and Click "Add Custom Field" (as below).
Enter the details of your Custom Field, ensuring you select the correct Field Type for the field you are creating. Also ensuring you select the appropriate options. We recommend for Containers the following fields;
|Field Name||Short Name||Field Type||Mapped Field Name||Enable||Required||Heading||Is Primary Field||Notes|
|Container Number||Cont#||Text||container_number||Y||Y||Y||Y||Choose Text as Container Numbers are a combination of letters and numbers|
|Seal Number||Seal#||Integer||seal_number||Y||Y||Y||N||Select Integer as Seal Numbers are only numbers|
|Vessel Name||VName||Text||vessel_name||Y||N||Y||N||Choose Text as Vessel Names are letters, also not making this field a required field can be helpful as it is sometimes not known at the time of entry|
|Voyage No||Voyage#||Integer||voyage_number||Y||N||Y||N||As Vessels make multiple trips in a year, the voyage number is important it is only numbers so select Integer as the Type|
|Available Date||ADate||Date Time||available_date||Y||N||Y||N||The Available date is the date when the Container becomes available to collect from the Wharf. Select the Date field type. This is often not confirmed until the Vessel has docked at the Wharf.|
|Dehire Date||DDate||Date Time||dehire_date||Y||N||Y||Y||The Dehire Date is the Date that the Container must be returned to the Shipping Companies Container Yard before Demurrage Charges start applying.|
Below is an example of creating a Container Custom Field. To create additional fields, follow the same process by clicking the "Container" Tab and then click "Add Custom Field".
Once you have created the Custom Fields, you are now able to configure the Dashboard Widget for Container Dates. To do this go to the Dashboard and select the "Actions" button, then "Manage Widgets" (as below).
Follow this link for the remaining instructions to set up the new Container Calendar Widget Click Here
Setting up Shipments
To start using the Shipments Module you need to first create the Custom Fields you require against a shipment. To do this follow the same steps as for Containers, type in the "Search for anything!" search bar, enter "Custom Fields", then select the Shipments Tab (as below).
Then select the "Shipment" tab and click "Add Custom Field" (as below).
We recommend the following fields to be setup for Shipments.
|Field Name||Short Name||Field Type||Mapped Field Name||Enable||Required||Heading||Primary||Notes|
|Reference Number||RefNo||Text||reference_number||Y||Y||Y||Y||This field is used to capture the Unique reference for each shipment|
|Supplier Name||Supplier||Text||supplier_name||Y||Y||Y||N||This field is to capture the name of the Supplier for this shipment|
|Estimated Arrival Date||ETA||Date||estimated_arrival_date||Y||N||Y||N||This date is the ETA for the shipment. Note it should be a Date Type field and should be set to not required as the date may not be known at the time of creation.|
Below is an example of the Custom Field Creation screen. To create additional fields follow the same process, click the "Shipments" tab, the click "Add Custom Field".
How Containers and Shipments Work
To use the Containers and Shipments Modules, you need to follow the below workflow;
A Container record and or a Purchase Order need to be created before creating a shipment.
Adding a new Container Record
To add a new Container Record, select Warehouse from the Menu and then select Containers (as below).
Click the Add button to add a new Container Record (as below).
Then fill out the form with the details you have available. Skip the Shipment Number as you will associate the Container to the Shipment once you have created the Shipment, see the next section in this document.
Repeat the process for additional containers.
Adding a new Shipment Record
To add a new Shipment record, navigate to the Warehouse menu, then select Shipments (as below).
Then click "Add" to add a new Shipment Record (as below).
Complete the form and click Save
Click the "Container" tab to associate the Container Records that below with this shipment (as below).
To associate a Container Record, click "Add Container" (as below).
Enter in Arrival or Dehire Date Ranges if known and click "Go" to search for un-allocated Containers (as below).
Select the Container/s that are associated with the Shipment then click "Add Selected Containers" (as below).
Please note that updating Shipment Status will push down to Containers and Purchase Orders (see below). Individual Status of Containers can be updated by navigating to the Containers Module, selecting the Container and updating the status manually.
Associating a Purchase Order to a Shipment
Open your shipment record and navigate to the Purchase Orders tab (as below).
Then click "Add Purchase Order" (as below).
Search for the Purchase Order and Click Go, then select the Purchase Orders you want to associate with this Shipment (as below).