General Navigation
The main dashboard, the first page once logged in, shows the list of Documents.
The left hand menu, allows you to navigate between documents, products, and contacts.
The top right hand menu, labelled with the organisation name, has the logout button.
Select the contacts or products to move to those dashboards.
Document Dashboard Page
The dashboard shows all your documents – the default filter is ALL document types.
It allows you to search (free text search) by document Number or Reference (depending on the type of the document, these represent different values in those documents).
The dashboard can be filtered to show only certain document types: this is for ALL, or each document type.
Currently, the status of documents is shown as FINAL. Once a document is selected for Viewing (click view), it can change status so that it can be changed by selecting the Edit button.
To create a new document, select the New Document button.
Document can be downloaded by clicking the download icon sitting at the right of side of each document row.
Documents
The current list of documents is: Packing List – LCL, Air Waybill, Sea Waybill, Commercial Invoice ,Shippers Letter of Instruction, Purchase Order, Proforma Invoice, Beneficiary Certificate, Combined COO/Invoice, Taiwan Certificate of Origin (ANZTEC) Certificate of Origin, Korea (FTA) Certificate of Origin, Verified Gross Mass Declaration, Australia Harmonised Export Commodity Classification, Australia Export Declaration Withdrawal Notice, Australia Export Declaration Supplementary Page, Australia Export Declaration Or Application Under Subsection 162A(6A), Australia Application for Confirming Exporter Status, Australia Contingency Export Declaration
Each document can be created in a new page, by selecting New Document and choosing the type.
Document type of the new document can be searched with Document type name while creating new document.
Documents can be deleted.
All Document layouts are guides by the United Nations Layout Key instructions: see here:
https://www.unece.org/fileadmin/DAM/cefact/recommendations/rec01/rec01_ecetr270.pdf
All documents are fixed templates, with limited mandatory fields.
For information about reference data used across ALL documents, see the reference section below.
Purchase Order
This document is from the Buyer to the Seller. These contacts must be chosen from your list of contacts. Select from the drop-down list, or use this to create a new contact (this opens the same form as the Contact’s new contact dashboard).
Products are added by the Product code. Select from the drop-down list, or use this to create a new product (this opens the same form as the Product’s new product dashboard).
Add new product lines by selecting the add line button – one line is provided.
Consignment totals are created automatically.
Additional charges or discounts can be added – again use the add line button to create a new charge/discount.
Once a product code is elected, other fields for that product can be changed.
A hand-drawn signature can be added.
Dates are chosen from a calendar and are shown as DD-MM-YYYY.
Warning messages will show you issues with the data.
To save or cancel the document, use the Save or Cancel buttons at the base of the form.
Save will save the document and allow you to copy to another document or just confirm you want to save as Final.
Once a document is saved it is show as a read-only form.
The document then has three functions available: Edit, Print as PDF, Copy to…
Edit: this allows the document to be changed from read-only to be editable.
Print as PDF: This will create a document as a PDF. Currently, the document has a generic name.
Copy to: This allows some of the data from a document to be transferred to a different document type.
When creating a New Document, the auto-fill can be used to copy data from the same document type to this newly created document.
Navigate back to the Documents dashboard page by selecting the top left-hand menu (breadcrumb) which says documents.
Commercial Invoice
See above Purchase Order details for the same generic instructions.
A commercial Invoice is from an Exporter to the Consignee but may also require the buyer: In a contract of carriage, the consignee is the entity who is financially responsible (the buyer) for the receipt of a shipment. Generally, but not always, the consignee is the same as the receiver.
These are all selected from the drop-down list of contacts.
Packing List
See above Purchase Order details for the same generic instructions.
A commercial Invoice is from an Exporter to the Consignee but may also require the buyer (see above).
Shipper’s Letter of Instruction
See above Purchase Order details for the same generic instructions.
A Shipper’s Letter of Instruction provides the shipper’s details, carrier/forwarder details, and consignee details. It can also include a part that needs to be notified.
These are all selected from the drop-down list of contacts.
Air Waybill
See above Purchase Order details for the same generic instructions.
An Air Waybill is a complicated document that has rules specific to each Air Line.
It provides the shipper’s details, the carrier’s agent details, and consignee details.
These are all selected from the drop-down list of contacts.
Document Copy To
As described above, when certain document types are saved then can also be copied to another, different document type.
Document Auto-fill
As described above, when documents are created, a previous document of the same type can be selected to auto-fill certain fields in the new document.
Collections Dashboard Page
Contacts Dashboard Page
The dashboard shows all your contacts – the default filter is ALL contact types.
It allows you to search (free text search) by contact Company Name.
The dashboard can be filtered to show only certain contact types: this is for ALL, or each document type.
A contact can be changed by selecting the three dots and the Edit
To create a new contact, select the New Contact button.
Contacts can be imported as a text-only CSV file – select Import above the contacts list. This will provide you with an example CSV file to upload with builtin instructions.
Contacts
Contacts have a type – they are: Third-Party Logistic, Freight Forwarder, Carrier, Importer, Exporter
These are just labels so they can be selected by type when using them in documents.
To create a new contact, or edit a contact, a pop-up form is provided.
Mandatory fields had a red star.
An additional logo (image) can be included which will then be presented with the contact address details in a document.
Contacts can not be deleted.
Products Dashboard Page
The dashboard shows all your products – there is no filter.
It allows you to search (a free text search) by product Code or Description.
A product can be changed by selecting the Edit button.
To create a new product, select the New Product button.
Products can be imported as a text-only CSV file – select Import above the products list. This will provide you with an example CSV file to upload with builtin instructions.
Products
To create a new product, or edit a product, a pop form is provided.
Mandatory fields will be indicated by warning messages.
Products can be deleted – please ensure this is your intention. A document that has used that product will retain the data, but the product will no longer be available to be added to new documents.
Reference Material
Method of Dispatch
The method of dispatch (Maritime, Air etc) is based on the UN Transport mode name code (Code specifying the name of a mode of transport Notes: UN/ECE Recommendation No 19.)
Units Of Measure
The Units of Measure is a sub-list based on Measurement unit code (Code specifying the unit of measurement Notes: See UN/ECE Recommendation 20.)
Country Codes
The country codes are taken from the current list on UN country codes – the name being displayed.
https://www.unece.org/cefact/locode/service/location
The drop-down allows searching based on name or code.
Port Codes
The port (sea/air) codes are taken from the current list on UN country codes – the name being displayed.
https://www.unece.org/cefact/locode/service/location
The drop-down allows searching based on name or code.
City Codes
The city codes are taken from the current list on UN country codes – the name being displayed.
https://www.unece.org/cefact/locode/service/location
The drop-down allows searching based on name or code.
Type of Shipment
The type of shipment is taken from the UN Code specifying a type of movement.
These are in detail:
LCL/LCL;Defines the movement of cargo packed in and unpacked from containers by the carrier on behalf of the shipper/consignee. ‘LCL’ means Less than Container Load.
FCL/FCL;Defines the movement of cargo packed by the shipper or shipper’s agent and unpacked by the consignee or consignee’s agent. ‘FCL’ means Full Container Load.
FCL/LCL;Defines the movement of cargo packed by the shipper or shipper’s agent and unpacked by the carrier. ‘FCL’ means Full Container Load. ‘LCL’ means Less than Container Load.
LCL/FCL;Defines the movement of cargo packed by the carrier and unpacked by the consignee or consignee’s agent. ‘LCL’ means Less than Container Load. ‘FCL’ means Full Load.
Breakbulk;Defines the movement of general cargo not carried in ISO standard containers.
Incoterms
The list is based on the standard terms – see https://2go.iccwbo.org/incoterms-2020-eng-config+book_version-Book/
EXW – ExWorks (2010 and 2020)
This term represents the seller’s minimum obligation, since he only has to place the goods at the disposal of the buyer. The buyer must carry out all tasks of export & import clearance. Carriage & insurance is to be arranged by the buyer.
FCA – Free Carrier (2010 and 2020)
This term means that the seller delivers the goods, cleared for export, to the carrier nominated by the buyer at the named place. Seller pays for carriage to the named place.
CPT – Carriage Paid To (2010 and 2020)
This term means that the seller delivers the goods to the carrier nominated by him but the seller must in addition pay the cost of carriage necessary to bring the goods to the named destination. The buyer bears all costs occurring after the goods have been so delivered. The seller must clear the goods for export. This term may be used irrespective of the mode of transport (including multimodal).
CIP – Carriage and Insurance Paid (2010 and 2020)
This term is the same as CPT with the exception that the seller also has to procure insurance against the buyer’s risk of loss or damage to the goods during the carriage, which is at least equivalent to the conditions of ICC A. This term may be used for any mode of transportation.
DPU – Delivered at Place Unloaded (2020)
Seller delivers until unloading of arriving means of transport, bears the risk until agreed place of destination and exports. This term may be used for any mode of transportation.
DAP – Delivered At Place (named place of destination) (2010 and 2020)
Seller pays for carriage to the named place, except for costs related to import clearance, and assumes all risks prior to the point that the goods are ready for unloading by the buyer.
DDP – Delivered Duty Paid (2010 and 2020)
This term represents maximum obligation to the seller. This term should not be used if the seller is unable to directly or indirectly to obtain the import license. The terms means the same as the DDU term with the exception that the seller also will bear all costs & risks of carrying out customs formalities including the payment of duties, taxes & customs fees.
FAS – Free Alongside Ship (2010 and 2020)
This term means that the seller delivers when the goods are placed alongside the vessel at the named port of shipment. The seller is required to clear the goods for export. The buyer has to bear all costs & risks of loss or damage to the goods from that moment. This term can be used for ocean transport only.
FOB – Free On Board (2010 and 2020)
This term means that the seller delivers when the goods pass the ship’s rail at the named port of shipment. This means the buyer has to bear all costs & risks to the goods from that point. The seller must clear the goods for export. This term can only be used for ocean transport. If the parties do not intend to deliver the goods across the ship’s rail, the FCA term should be used.
CFR – Cost and Freight (2010 and 2020)
This term means the seller delivers when the goods pass the ship’s rail in the port of shipment. Seller must pay the costs & freight necessary to bring the goods to the named port of destination, BUT the risk of loss or damage, as well as any additional costs due to events occurring after the time of delivery are transferred from seller to buyer. Seller must clear goods for export. This term can only be used for ocean transport.
CIF – Cost, Insurance, Freight (2010 and 2020)
The seller delivers when the goods pass the ship’s rail in the port of shipment. Seller must pay the cost & freight necessary to bring goods to named port of destination. Risk of loss & damage same as CFR. Seller also has to procure marine insurance against buyer’s risk of loss/damage during the carriage, which is at least equivalent to the conditions of ICC C. Seller must clear the goods for export. This term can only be used for sea transport.
DAT – Delivered at Terminal (named terminal at port or place of destination) (2010)
Seller pays for carriage to the terminal, except for costs related to import clearance, and assumes all risks up to the point that the goods are unloaded at the terminal.
DAF – Delivered At Frontier (2000)
This term means that the seller delivers when the goods are placed at the disposal of the buyer on the arriving means of transport not unloaded, cleared for export but not cleared for import, at the named point & place at the frontier – but before the customs border of the adjoining country. To be used when delivering to a land frontier.
DES – Delivered Ex Ship (2000)
Seller delivers when goods are placed at the disposal of the buyer on board the ship, not cleared for import at the named port of destination. The seller bears all costs & risks in bringing the goods to the named port before discharging. This term can only be used when the goods are to be delivered by ocean.
DEQ – Delivered Ex Quay (2000)
This terms is the same as DES with the exception that the seller is responsible to place the goods at the disposal of the buyer, not cleared for import, on the quay (wharf) at the named port of destination. Seller bears all costs & risks as in DES plus discharging the goods on the quay. This term can only be used in ocean transport.
DDU – Delivered Duty Unpaid (2000)
This term means the seller delivers the goods to the buyer, not cleared for import, and not unloaded from arriving means of transport at the named place of destination. The seller bears all costs & risks involved in bringing the goods to the named place other than “duty” (which includes the responsibility for customs formalities & payment of those formalities, duties & taxes) for import into the country of destination. Buyer is responsible for payment of all customs & duties & taxes.
