Ocean & Air

Ocean Export – New Booking Information

Create a new ocean export booking (shipment) step by step.

Booking Information is the form that opens from New Shipment on the Shipment List. It has 14 steps — Customer, Booking, Shipper & Consignee, Routing, Transship, Commodity, Cargo Details, Trucking, Warehouse, AR / AP Charges, Documents, Notes, Clause and Agent & Remarks.

Open in Info-X

The screen

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What each number means

  1. 1
    Booking Information

    The title of the new booking form.

  2. 2
    Back

    Leave the form and return to the Shipment List.

  3. 3
    Save Draft

    Save what you have so far without submitting — finish it later.

  4. 4
    Submit Booking

    Create the booking. All * fields must be filled.

  5. 5
    14-step bar

    Jump to any section: Customer, Booking, Shipper & Consignee, Routing, Transship, Commodity, Cargo, Trucking, Warehouse, AR/AP, Documents, Notes, Clause, Agent & Remarks.

  6. 6
    Customer Information

    Who the shipment is for.

  7. 7
    Customer / Shipper *

    Search and pick the customer — contact details fill in automatically.

  8. 8
    Contact Name

    Person to contact at the customer.

  9. 9
    Telephone

    Customer phone number.

  10. 10
    Email

    Customer email.

  11. 11
    Address

    The customer's address (filled from the address book).

  12. 12
    Sales Person *

    The salesperson who owns this booking.

  13. 13
    Booking Information

    Main booking settings.

  14. 14
    PRE BOOKING

    Tick to mark this as a pre-booking (not yet confirmed by the carrier).

  15. 15
    SEND TO CARGO SMART

    Send the booking request electronically through CargoSmart.

  16. 16
    SEND TO INTTRA

    Send the booking request electronically through INTTRA.

  17. 17
    BL Mode *

    Single BL, Multiple BLs or Direct MBL.

  18. 18
    Office Type *

    The office handling the shipment.

  19. 19
    File Number

    Created automatically after saving.

  20. 20
    Customer PO #

    The customer's purchase order number.

  21. 21
    Carrier Booking Number *

    Booking number given by the shipping line.

  22. 22
    Carrier BL Number

    The carrier's bill of lading number.

  23. 23
    Booking Type

    Freight Forwarder, NVO, BCO or Document Only.

  24. 24
    File Manager

    Staff member managing the file.

  25. 25
    Co-loader Ref No

    Reference from a co-loader, if used.

  26. 26
    Inco Term

    Trade term (FOB, CIF, EXW…).

  27. 27
    Rate Quote Number

    Link the booking to an existing rate quote.

  28. 28
    Old Reference Number

    Any older reference for this shipment.

  29. 29
    Shipping Type

    FCL (full container), LCL (shared container) or RO-RO (vehicles).

  30. 30
    BKG Creation Date

    Date the booking was created — filled automatically.

  31. 31
    Shipper & Consignee

    The parties on the bill of lading.

  32. 32
    Shipper

    Who ships the goods.

  33. 33
    Same as Customer

    Copy the customer as shipper.

  34. 34
    Consignee

    Who receives the goods.

  35. 35
    Forwarder Ref. Number

    The forwarder's own reference.

  36. 36
    Forwarder

    Forwarding agent, if any.

  37. 37
    Notify

    Party told when the cargo arrives.

  38. 38
    Same as Consignee

    Copy the consignee as notify party.

  39. 39
    Agent Routed

    Tick if an overseas agent routed this shipment, then choose the Agent Name.

  40. 40
    Also Notify

    A second notify party.

  41. 41
    Ultimate Customer

    The final customer, if different.

  42. 42
    Shipment For

    Who the shipment is for, for internal reports.

  43. 43
    Daily / Activa Report

    What this shipment is listed as in the Daily and Activa reports.

  44. 44
    Booking Requested Date

    When the customer asked for the booking.

  45. 45
    Cut off Date Requested

    The cut-off date the customer asked for.

Hover a number to highlight its explanation. Click the screenshot to zoom.

Part 2 — Routing, vessel, commodity & containers

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What each number means

  1. 1
    Routing Information

    The route and all key dates.

  2. 2
    Ship From

    Pickup address.

  3. 3
    Ship To

    Delivery address.

  4. 4
    Place of Receipt

    Where you take the cargo.

  5. 5
    Carrier Place of Receipt

    Where the carrier takes it.

  6. 6
    Port of Loading *

    Port the ship sails from.

  7. 7
    Port of Discharge *

    Port the cargo is unloaded at.

  8. 8
    Carrier Place of Delivery

    Where the carrier hands over.

  9. 9
    Our Place of Delivery

    Final delivery place you quote.

  10. 10
    Country of Destination

    Destination country.

  11. 11
    HIDE CARRIER

    Hide the carrier name on documents.

  12. 12
    Our Move Type *

    Your move type to the customer (port/door).

  13. 13
    Carrier Move type

    The carrier's move type.

  14. 14
    OUR Doc C/O

    Your internal document cut-off.

  15. 15
    VGM C/O

    Verified gross mass cut-off.

  16. 16
    SL Doc C/O

    Shipping line document cut-off.

  17. 17
    Earliest Pickup Date *

    First day the cargo can be collected.

  18. 18
    Latest Return Date

    Last day to return the container.

  19. 19
    Auto C/O

    Auto cut-off date/time.

  20. 20
    Title cut off

    Title documents cut-off (vehicles).

  21. 21
    Inland/Rail C/O

    Rail cut-off.

  22. 22
    Port C/O *

    Port cut-off — cargo must be at the terminal.

  23. 23
    ETS at Origin

    Expected sailing at origin.

  24. 24
    ETS at POL *

    Expected sailing at the port of loading.

  25. 25
    ETA at POD *

    Expected arrival at the port of discharge.

  26. 26
    ETA at Destination

    Expected arrival at the final place.

  27. 27
    Vessel Schedule

    Pick a sailing — fills carrier, vessel and voyage.

  28. 28
    Carrier *

    Shipping line.

  29. 29
    Co-Loader

    Co-loader used, if any.

  30. 30
    Carrier Contract Number

    Contract number with the carrier.

  31. 31
    Vessel

    Ship name.

  32. 32
    Voyage

    Voyage number.

  33. 33
    Update Vessel

    Save vessel changes.

  34. 34
    Transshipment Ports

    Open to add ports where the cargo changes ship.

  35. 35
    Commodity Information

    What is being shipped.

  36. 36
    Commodity Group

    Category of goods.

  37. 37
    Commodity

    The goods.

  38. 38
    HSCodes / Sch B#

    Customs classification code.

  39. 39
    Haz Cargo

    Yes if hazardous — then fill IMO Class, PKG # and UN NBR.

  40. 40
    IMO / PKG / UN NBR

    Hazardous details.

  41. 41
    Weight

    Unit and total weight.

  42. 42
    Container Information

    How many containers of each type.

  43. 43
    Container rows

    Count + type; bin icon removes a row.

  44. 44
    Reefer Temperature

    Temperature for refrigerated containers, with Temp UOM.

  45. 45
    Vent Status

    Vent Open or Closed (reefer), with Vent Remarks.

  46. 46
    Reefer Equipment Attributes

    Extra reefer settings.

  47. 47
    Payment Mode Type

    Prepaid, Collect or No Status.

Part 3 — Trucking instructions

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What each number means

  1. 1
    Cargo Details (LCL/RO-RO)

    Open to add piece, weight and size details for LCL or RO-RO cargo.

  2. 2
    Trucking Instructions

    Pickup and delivery trucking.

  3. 3
    Trucker

    Trucking company.

  4. 4
    Trucker Hide on Booking Print

    Don't print trucker on the booking.

  5. 5
    Trucker appt confirmed

    Tick once the pickup appointment is confirmed.

  6. 6
    Rate Agreed

    Agreed trucking rate.

  7. 7
    Rate for wait time/hour

    Waiting time charge.

  8. 8
    Container / Type

    Number and type of containers to truck.

  9. 9
    Empty Container Pickup

    Where the empty is picked up.

  10. 10
    Container Return To

    Where it goes back (Same as Empty Container copies it).

  11. 11
    Earliest Pickup Date

    First day the trucker can pick up.

  12. 12
    Earliest Recvd Date

    First day the terminal accepts.

  13. 13
    Latest Delivery Date

    Last day to deliver.

  14. 14
    Cargo Description

    What the trucker is moving.

  15. 15
    Trucker Instructions

    Notes for the driver.

  16. 16
    PO Number

    Purchase order reference.

  17. 17
    Loading Status

    Live Loading, Drop & Pick or Pending.

  18. 18
    Trucking Status

    No Status, Carrier Trucking or House Trucking.

  19. 19
    Live Load Date

    Live load date.

  20. 20
    Drop Date

    Drop date.

  21. 21
    Loading Date

    When loading happens.

  22. 22
    Same as Empty customer

    Copy the loading location.

  23. 23
    Loading Location

    Where the cargo is loaded.

  24. 24
    Load Loc Contact Person

    Contact at loading location.

  25. 25
    Loading Location Tel & Fax

    Their phone/fax.

  26. 26
    Loading Remarks

    Notes for the trucker.

  27. 27
    Trucker POC

    Trucker contact person.

  28. 28
    Trucker Phone

    Trucker phone.

  29. 29
    Trucker Email

    Trucker email.

Part 4 — Charges, brokerage & remarks

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What each number means

  1. 1
    Warehouse Instructions

    Open to add warehouse handling notes.

  2. 2
    A/R & A/P Information

    Revenue and cost charges.

  3. 3
    Lock Charges

    Stop charges being changed.

  4. 4
    Show on Booking Print

    Print charges on the booking.

  5. 5
    AR / AP / Both

    Choose which charge tables to show.

  6. 6
    Job Costing

    Open the job costing view.

  7. 7
    Accounts Receivable

    What you bill the customer.

  8. 8
    AR columns

    Charge, currency, rate of exchange, basis, container, qty, bill-to party, ref, amount, sell rate, prepaid/collect, delete.

  9. 9
    Add AR Charge

    Add a revenue line.

  10. 10
    Total AR (USD)

    Total billed.

  11. 11
    Accounts Payable

    What you pay vendors.

  12. 12
    AP columns

    Same columns with vendor and buy rate.

  13. 13
    Add AP Charge

    Add a cost line.

  14. 14
    Total AP (USD)

    Total cost.

  15. 15
    Rate Remarks

    Notes on the rates.

  16. 16
    Total AR

    Revenue summary.

  17. 17
    Total AP

    Cost summary.

  18. 18
    Total Profit / Margin

    AR minus AP, with margin %.

  19. 19
    Sales Brokerage

    Commission taken from profit.

  20. 20
    Sales Person 2

    Who earns brokerage.

  21. 21
    Basis

    How brokerage is calculated.

  22. 22
    Percentage

    Brokerage % (0–100).

  23. 23
    Sales Brokerage Amount

    Calculated commission.

  24. 24
    Shipez Profit

    Profit after brokerage.

  25. 25
    Agent & Remarks

    Overseas agent and notes.

  26. 26
    Overseas Agent

    Destination agent.

  27. 27
    Agent Remarks

    Notes for the agent.

  28. 28
    Customer / Internal Remarks

    Notes for the customer and for staff.

Key areas

1

Customer & booking

Who the shipment is for, BL mode, office, carrier booking number, booking type, Inco term and shipping type (FCL / LCL / RO-RO).

2

Parties

Shipper, consignee, forwarder, notify parties, agent and customer-requested dates.

3

Routing & vessel

Ports, move types, every cut-off date, ETS / ETA and the carrier, vessel and voyage.

4

Cargo & containers

Commodity, HS code, hazardous details, weight, container counts and reefer settings.

5

Trucking

Trucker, pickup and delivery dates, loading location and trucker contact details.

6

Charges & profit

Accounts Receivable and Payable lines, totals, profit / margin and sales brokerage.

How to use it

  1. 1On Ocean → Export → Shipment List click New Shipment — the form opens in a new tab.
  2. 2Fill Customer Information and pick the Sales Person.
  3. 3In Booking Information choose BL Mode, Office Type and enter the Carrier Booking Number.
  4. 4Add the shipper, consignee and notify parties.
  5. 5Enter Port of Loading, Port of Discharge, Our Move Type, Port C/O, ETS at POL and ETA at POD.
  6. 6Pick the carrier (or use Vessel Schedule), then fill commodity and container counts.
  7. 7Add trucking details and AR / AP charges if needed.
  8. 8Click Save Draft to keep working later, or Submit Booking when everything is complete.

Tips

  • Fields marked * must be filled before Submit Booking will accept the booking.
  • Use Same as Customer / Same as Consignee to copy addresses instead of retyping them.
  • Turn on Lock Charges once the pricing is agreed so nobody changes it by mistake.