Expedient User Manual Administration Module

Transcription

1 Volume 27 Expedient User Manual Administration Module Gavin Millman & Associates Pty Ltd 281 Buckley Street Essendon VIC 3040 Phone Web

2 Table of Contents Customer Masterfile... 7 General Information... 8 Debtor Creditor Importer Exporter Aviation Security Certificate of Origin Preference (AU) Forwarder Agent Transport Transport Provider EDI Broker Depot Terminal Bonded Warehouse Shipping Line Airline Chamber Configuration Customer Documents Manually adding documents to the Documents tab Drag & Drop Documents from Outlook Document Options ing from the Documents tab Copying files out of the Document tab SOP Alert Browse Client Events Client Logo Personnel Document Distribution Groups Letter of Authority Check Preferred Transport Providers Delivery Addresses Document Pack Masterfile Creditor Quality Review Registered Client Jobs Business Units Interstate Agents Client Notes Client Add Info Print List of Updates Print Note Logging Attachments Register Client in ICS ICS EDI CCID Submission Process Update History Print RACA Undertaking Form Client Options Import Order Tracking Customer Setup Export Order Tracking Customer Setup Creditor Enquiry (Accounting Module Only) Debtor Query (Accounting Module Only) Client Jobs Info Sales Profile (Accounting Module only)... 75

3 New Visit Sales Reporting Letter of Recommendation Supplier s Masterfile Shipping Instruction Transit Times Supplier s Personnel Register Supplier in ICS Customer Personnel Agent Network Masterfile Customer Documents Report Aviation Security Report Country Code Masterfile OS Currency Rates Masterfile OS Currency Masterfile Vessels Masterfile Load File Lloyds Vessel Masterfile Load Vessels File Customs Craft Names (NZ) NAWB Text Masterfile Airline Enquiry Transport Zones Client Logo Payment Terms Autosend Forwarding ISO Port Codes Masterfile Alpha Charge Code Masterfile Customer Groups Workflow Input Import Job Milestones Header Detail Customer Import Milestones Customer Import Milestone Exemptions Input Workflow Role Categories Input Work Groups Definition of Milestone Categories Definition of User roles for Import Work Flow Export and Domestic Job Tracking Input Export and Domestic Job Milestones Header Detail Customer Export and Domestic Milestones Customer Export and Domestic Milestone Exemptions Company Details Menu Company Details Trading As/Division Masterfile Menu Branch Masterfile

4 Users Masterfile Signature Resetting User Password User Options User Menu Access Lodgement Authority Levels (Customs Module) Entry Payment Levels (Customs Module) Forms Maintenance Document Management Document Distribution Group Document Attributes Document ID Masterfile Required Docs Configuration Import Job Required Documents Import Job Required Documents Workflow Export Job Required Documents Export Job Required Documents Workflow Import Consol Required Documents Import Consol Required Documents Workflow Export Consol Required Documents Export Consol Required Documents Workflow Resolving Conflicting Rules Document Pack Masterfile Cost Centre Maintenance Departments Input Terms Printouts Disclaimer Text Bank Account Details Adding/Modifying PKI Certificate Auto Journal Maintenance Reassign Account Maintenance Job Only Auto Journals Maintenance Auto Cheque Number Sequence Billing Sheet Maintenance PortConnect Interface FSU Interface Sales Visit Maintenance Inter Country Maintenance Auto Invoice Admin View Downloaded Export Invoices Load Parts File Corporate Interface Inbound Container Code Cross Reference (AU Only) Import Department Mapping Pack Type Cross Reference EDI Jobs Interface Mapping Events Mapping Outbound Events Mapping Customs Charges Mapping

5 Autoforward Documents DAWR Communication Maintenance (AU Customs Sites only) Creditor Quality Review Quality Review Question Maintenance Merge Menu Customer Merge Customer Rename Supplier Merge Supplier Check Report Client Statistics Report Administration Report Log User Client Event Enquiry Users Currently Logged In

6 ADMINISTRATION INTRODUCTION E Xpedient software contains a series of Master files which store various information needed to perform the Registration, Accounting and Banking functions. The administration menu is found in the Main Menu, see below: 6

7 Customer Masterfile The Customer Masterfile holds all information related to any company that your company deals with. The ranges of company types in which you can store information against shown below: To access the Customer Masterfile, from the Administration Menu select Customer Masterfile. Once you have entered this screen you will be presented with the following Customer Masterfile Screen (blank data): 7

8 General Information Field Name Description Validation Default Cust Code This is the short code that is used to search for the Entity. Generally a short code is based on a rule using the first 3 letters of the first word and the first 3 letters of the second word. E.g.: Gavin Millman & Associates would be set up with GAVMIL as the short code. You have up to 8 characters to enter a code. The Cust Code can be left blank and the Company Name can be populated first. The Cust Code will be automatically generated based on the Company Name entered. NOTE: Specific characters will be ignored which are listed in stxinfor IGNORWORDS. Name This is the name of the Entity. External ID Parts ID This is the short code of the customer in your company s external system (if applicable) The same External ID can apply against multiple Client Codes if the system option CMFEXTUNIQ is turned on. Otherwise the External ID is unique per Customer. This is the related Parts ID that is linked to the parts found in the Customer Masterfile. (if applicable) 8

9 Field Name Description Validation Default ABN/CAC or CCID Active This is the Australian Business Number. If this is an overseas customer then just enter an arbitrary number. If your customer has a Client Activity Centre number, CAC, please put the 3 digit code at the end of the ABN. This defines whether the Customer is Active, Inactive or Prospect. If the Customer is not Active then no import or export jobs can be created for that customer. Validation on first 11 digits or CCID Active Please Note: A Prospect Customer is used to be able to provide Quotations for potential customers. Contact This is the primary contact for the entity Phone This is the primary phone number for the entity Fax This is the primary fax number for the entity Account Manager Forwarding Representative Customs Representative Street Address 1 Identifies who services the Account. Active Users from the User Masterfile are shown in the Zoom. Identifies who services the Account. Active Users from the User Masterfile are shown in the Zoom. Identifies who services the Account. Active Users from the User Masterfile are shown in the Zoom. This is the first line of the street address. Generally this is used for Unit, or Level information. If there is no level or unit then leave this blank. E.g.: Unit 52, Level 1. Street Address2 City State Use the to open the default browser to the Google map location for the address This is the second line of the street address. This is generally the actually address. E.g.: 1 Smith Road This is the city. You can click on the zoom which will allow you to select a city, state, or zip code from the Australia Post listings. Once you have selected a city then the City, State, Postcode will populate into the main screen This is the state. You can click on the zoom which will allow you to select a city, state, or zip code from the Australia Post listings. Once you have selected a state then the City, State, Postcode will populate into the main screen 9

10 Field Name Description Validation Default Postcode This is the postcode. You can click on the zoom which will allow you to select a city, state, or zip code from the Australia Post listings. Once you have selected a postcode then the City, State, Postcode will populate into the main screen Country This is the Country of the Street Address Billing Address 1 If you leave this blank the Street Address will populate automatically. This is the first line of the billing address. Generally this is used for Unit, or Level information. If there is no level or unit then leave this blank. E.g.: Unit 52, Level 1. Use the to open the default browser to the Google map location for the address Billing Address2 If you leave this blank the Street Address will populate automatically. This is the second line of the billing address. This is generally the actually address. E.g.: 1 Smith Road City This is the city. You can click on the zoom which will allow you to select a city, state, or zip code from the Australia Post listings. Once you have selected a city then the City, State, Postcode will populate into the main screen State This is the state. You can click on the zoom which will allow you to select a city, state, or zip code from the Australia Post listings. Once you have selected a state then the City, State, Postcode will populate into the main screen Postcode This is the postcode. You can click on the zoom which will allow you to select a city, state, or zip code from the Australia Post listings. Once you have selected a postcode then the City, State, Postcode will populate into the main screen Country This is the Country of the Billing Address This is the primary of the entity Website This is the website of the entity Client Logo This is the logo stored for the client. In UPDATE, use the Upload Logo button to locate and load a logo file. This logo can appear on User Configured Reports and some Export Documentation where the Export Order Tracking module is On 10

11 Field Name Description Validation Default Company Type This is the type of entity. You can select multiple types for the one entity. Once you select each company type, the associated tab will appear (where applicable) for you to enter the related information. See below: Own Company Branch Overseas This describes if this is your company. This is used for billing purposes in the Job Registration process. In the Import Registration screens in the Broker Code and Forwarder Code field, if these are set to your company then the system will allow you to prepare the related charges (Customs, Forwarding, or Both). This is also used in Jobs Reporting, splitting Customs and Forwarding Shipments This relates to which branch the Own Company code relates to. This is used for pre-populating the Forwarder Code in the Import Job Registration from the Consol Screen based off the user s Branch. It links their branch with Own Company= Y and the matching branch. This refers to whether the entity is an overseas based company Conditional No No No 11

12 Field Name Description Validation Default Debtor Sales Person Responsible Person Responsible Office Last Pay Date This is the sales person that was responsible for the sales account. Users can click on the zoom button search on the Users Master file. This is found in Main Menu Administration Company Details Menu Users Masterfile. The information in this field will automatically populate the Sales Person for new Import and Export jobs. This is the person who is responsible for the account. Generally this person ensures that money is paid by the debtor. Users can click on the zoom button search on the Users Master file. This is found in Main Menu Administration Company Details Menu Users Masterfile This is the Branch that is responsible for the Debtor. This field is a dropdown of all Branches set in the Branch Masterfile. This is used in the Debtors ATB Reporting for debt retrieval. This is the date in which the customer last paid their invoice. This is a no entry field N/A General Ledger On Acct Amount This is the amount of money in which the debtor has on account. N/A General Ledger Total Owed This is the amount of money in which the debtor owes N/A General Ledger 12

13 Field Name Description Validation Default Agreed Terms Credit Check Date Account Control If you have agreed terms with the customer then set this to Yes This is the date in which the last credit check date was performed This is used to prohibit users from invoicing this client if the Accounting Module is used in Expedient. To prohibit invoicing, enter -1 in this field, or leave blank to allow invoicing. If this is set to -1 then the following message appears when attempting to invoice this client: -1 The amount in this field is the allowable amount that the customer is to owe. When users are invoicing a customer the system checks the current on account amount plus what the current invoice amount and compares this with the Account Control field. Exchange Variance This is used when billing the customer in local currency but you have Foreign Currency charges. The exchange variance adds a percentage to the foreign cost amount and adds this to the invoice. This is used in the Charges Screen within the Job Registration screen depending on the Job Type Air defaults to match the Sea value on ADD Payment Terms: Disbursement A value entered in the Sea Exchange Variance field will automatically populate the Air Exchange Variance field if an Air value is not already provided. This is the number of days you want the customer to pay the disbursement charges. The invoice due date will be reflected by the number of days you enter in to this field 0 13

14 Field Name Description Validation Default Payment Terms: Final This is the number of days you want the customer to pay the final charges. The invoice due date will be reflected by the number of days you enter in to this field Please note: This is used in conjunction with the Invoice Due Date field. If the Invoice Due Date is set to Invoice Date then the Final Invoice Due Date calculation is: Invoice Date + Final Days. Alternatively if the Invoice Due Date is set to End of Month then the Final Invoice Due Date calculation is: End of Month of Invoice Date i.e.: 31/08/10 + Final Days. 0 Invoice Due Date This is when you want the invoice due date to be calculated from. This is used in conjunction with the Disbursement and Final Days. You can select from Invoice Date or End of the Month. E.g. Invoice Date: If you raise an invoice today then the invoice due date will be calculated based off today s date + the number of days in the Payment Terms (disbursement or final) End Of the Month: If you raise an invoice on the 15 th of August then the invoice due date will be calculated based off the last day of August 31 st, + the number of days in the Payment Terms (disbursement or final) Please Note: If either the Disbursement or Final Terms = 0 then Expedient will ignore the End of Month Setting and set the Invoice Due Date to be the same as the Invoice Creation Date. Print Invoice Attachment? Send EDI Invoice? Please Note: if this field is blank then the Invoice Due Date will default to the Invoice Date This allows users to print an invoice attachment when there are more than 9 containers and 9 orders on the shipment. If a shipment has less than 9 containers or orders then the invoice attachment will not print. If the shipment has more than 9 containers or orders and the invoice attachment is set to No then the invoice will display the first 9 containers/orders with the word more after the last container/order This indicates whether the Debtors can receive invoices by EDI. If set to Yes the Send EDI Invoice toolbar button is available in the Debtor Invoice screen. A file can be generated containing the invoice data which can be uploaded into the Debtors system. 14

15 Field Name Description Validation Default Print Invoice Copies Charges Print Order Import Invoice Show FXC Amount Export Invoice Show FXC Amount Print Terms On Invoice When a Debtors Invoice or Manual Debtors Invoice is printed, the value in the Print Invoice Copies field will be shown in the Copies field of the Print Menu Screen. This orders the way the charges print on the invoice. Users have the choice of Alpha Code, General Ledger Code, Screen Order. Screen Order will print the invoice lines as they appear on the screen. This is used when invoicing in local currency but you wish to display the Foreign Currency and Amount against each line item. This is only displayed when the foreign amount is entered at the time of entering the charges in either the charges or invoice screen. This is used when invoicing in local currency but you wish to display the Foreign Currency and Amount against each line item. This is only displayed when the foreign amount is entered at the time of entering the charges in either the charges or invoice screen. Setting this to yes will print the Number of Days Terms on the Original and Copy Invoices based on the Invoice Type (Disbursement / Final). If terms are 0 then the invoice will print COD. See below for example: 1 Print Imp/Exp Customs Number Export All-In Charges (non GST) Set this flag to yes to print the Customs Entry Number for Imports, or the EDN number for Exports on invoices. If there are multiple Customs Entry Numbers for a job the first number will print on the invoice. Where the first number has been withdrawn the next available Customs Entry Number. This indicates whether the individual charge lines are to be made inclusive in a single account code on the printed invoice. Select a charge code using the zoom button. If a GST charge is included on the invoice the charges will not be rolled up. This feature will only apply to Export invoices. Flag. Account Code if All-In flag is Yes No 15

16 Field Name Description Validation Default Interstate Agent This is a Y/N Flag. If this Debtor is acting as an agent for their customers to perform the Customs Clearance. This then allows users to add this debtors customers via Options/Interstate Agents Clients Receive Statements by Select how this debtor receives statements Print Include Debtor in Batch sent Statements? Invoice Comment Client Special Note Select if this debtor will receive a statement by during a batch send process. If the debtor has as least one Personnel with an address that receives the Document Distribution Group Customer Statement or All Documents the client will be included in the batch send process. This option will only appear if your site has the Batch Send functionality This is a single line of comment which will display on the printed invoice This is a single line of comment which will not display on the printed invoice No 16

17 Field Name Description Validation Default Creditor Payee This is the name of the company in which you are paying. This appears on the bank statement. Instruction This is a free type field for any payment instructions Account Reference Creditor Terms This is your company s account reference at the Creditor. This reference will be included on all remittances to this Creditor This is the number of days in which you have to pay the Creditor. The number of days will automatically display in the Creditors Invoice Screen based of this value Account Number This is not used EFT Creditor This displays how the Creditor is paid Credit Card GL This is not used On Acct Amount This is the amount that you have out of balance. For example an amount you have overpaid Account Balance This is the amount that you owe the Creditor Last Payment Date This date is automatically updated with the date the last Creditor Payment was made. This date is updated when the following Creditor posting options are run: Post Creditor EFT Bank File Post Creditor Payments Read Only field. 17

18 Field Name Description Validation Default Default Currency This is the currency that will default when invoices are added for this Creditor Site Currency if Street Address country matches the Site Country Creditor Bank Details Bank This is the name of the Creditor s bank Branch This is the name of the Creditor s bank branch BSB No This is the BSB number for the Creditor s bank Account No This is the Creditor s bank account number SWIFT Code ABA Number (AU Only) This is the international SWIFT code for the Creditor s bank This is the Australian Bank Association s reference for the Creditor s bank Beneficiary Bank Details Beneficiary This is the name of the Creditor s Beneficiary Address Line 1 This is the first address line for the Creditor s Beneficiary Address Line 2 This is the second address line for the Creditor s Beneficiary City This is the city for the Creditor s Beneficiary State This is the state for the Creditor s Beneficiary Zip This is the post code for the Creditor s Beneficiary Country This is the country for the Creditor s Beneficiary Receive Creditors Invoice EDI? This indicates whether the Creditor will send their invoices by EDI No Receive Creditors Statement EDI? This indicates whether the Creditor will send their statements by EDI No Approved Creditor This function outlines the Signed Agreement details between you and the Creditor. 18

19 Field Name Description Validation Default Service Approval Status Valid To Active This is the Service that the Creditor Supplies. The Zoom function will list these Services. This is the Agreement Status for the Creditor. The Zoom function will list the different Status. This information is retrieved from the Expiry Date attribute for the Document Type ASA [Approved Sub- Contractor Agreement] in the Customer Documents stored in the Customer Masterfile. Read Only field. This information is retrieved from the Archived flag in the Customer Documents tab for Document Type = ASA [Approved Sub-Contractor Agreement]. Conditional Conditional Customer Document s Customer Document s EDI Creditors Invoices This section of the Customer Masterfile will appear if the Creditor Invoice EDI module is active. Please refer to the Creditors User Manual for more details File Format This indicates what format the Invoice data will be received in This field is followed by the address the Creditor Creditor s Identifying Reference should send the with the Invoice file to. This is the reference contained in the Invoice EDI that identifies which Creditor sent the invoice Invoice GST This indicates whether GST is applicable to the invoice Consolidate lines with the same Cost Code per Job/Consol number? This indicates whether lines of the same cost code in the invoice will be consolidated on upload No Applied Exchange Rate This is the date the exchange rate will be applied Date of Invoice 19

20 Field Name Description Validation Default Importer Customs Bill To Forwarding Bill To Customs Broker Send automatic notification at Cargo Check In Enter the Customs Code of who will be billed in the Customs Job Enter the Forwarder Code of who will be billed in the Forwarding Job Enter the Broker Code of who the Customs Broker is that handles the client If your site has the Air Cargo Forwarding and/or the Sea Cargo Forwarding module you will see this flag to show if the default Broker receives Cargo Availability notifications automatically on check in N/A From the Broker Customer Masterfile Owner EFT OEFT Limit Last Job Is the Customer on Owner EFT when paying for Customs Duty This field is shown if Owner EFT = YES. If this field is populated, then the value will be printed on the Job Sheet. This is the date of the last job associated with this Importer N/A No System Generated Local EFT EFT Authorisation Expiry Supplier Invoice P/O Edit Default Is the Customer on Local EFT when paying for Customs Duty This is the date the client has set the EFT payments to expire to AU Customs. This field appears if the site is in Australia, the Customs Module is active and the Owner EFT is set to Yes This sets the P/O Edit button to default On when a Supplier Invoice or Pre-Job Supplier Invoice is added or updated for this client. This should indicate to the User that the client wants Purchase Order information added to Supplier Invoice lines No No 20

21 Field Name Description Validation Default Land Cost Does the Customer Require a Landed Costing No Auto Entry Copies This determines the number of copies auto-printed of the 1 Nature10/20/30 documents. Select from 1 to 9. Defer GST Does the Customer wish to Defer the GST on Duty No ONS Factor Default Marine Insurance Factor Used in the Nature10/20 Screen to calculate ONS Entry Type Select the type of entry set for this client Ask at Entry Time DAWR Owner EFT This is the default payer for DAWR payments. This field only appears where your sites allows DAWR payments from the Owner EFT account. Autoprinting Matches Owner EFT Customs Entry EFT Payment Receipt This indicates whether the Customs Entry should automatically print when received from Customs This indicates whether the EFT Payment Receipt should automatically print when received from Customs Yes Yes Auto Entry Copies This indicates the number of copies automatically printed on receiving the Entry from Customs Automatic ing Import Customs Declaration EFT Receipt (AU Only) EFT Notification EFT Authority to Direct Debit Delivery Order (NZ Only) This indicates if the Customs Declaration is automatically ed to the client on receipt of the Entry from Customs. There must be at least one contact at the Client in the Document Distribution Group for the Customs Declaration This indicates if the EFT Receipt is automatically ed to the client on receipt of the Entry from Customs. There must be at least one contact at the Client in the Document Distribution Group for the EFT Receipt This flag determines if the Notification of Direct Debit is ed automatically to Personnel at the Client with the Entry when Customs confirm successful Entry. This flag determines if the Authority to Direct Debit is ed automatically to Personnel at the Client with the Entry when Customs confirm successful Entry. This will be sent if the EFT Expiry Date has passed This indicates if the Delivery Order is automatically ed to the client on receipt of the Entry from Customs. There must be at least one contact at the Client in the Document Distribution Group for the Delivery Order Customs EFT Bank Details No No No No No 21

22 Field Name Description Validation Default Bank Branch BSB No. Account No. Account Name Swift Code ABA Number (AU Only) The name of the Importer s Bank to make Customs EFT payments from The name of the Importer s Bank Branch to make Customs EFT payments from The name of the Importer s Bank BSB Number to make Customs EFT payments from The Importer s Bank Account Number to make Customs EFT payments from The name of the Importer s Bank Account to make Customs EFT payment from The name of the Importer s Bank Swift Code to make Customs EFT payments from The Importer s Bank ABA Number to make Customs EFT payments from Automatic Check In Notification Broker Contacts This section will appear if the Send automatic notification at Cargo Check In flag is Yes Address Recipient Name Destination Port Does the client have special detention terms or storage terms? Is the client an Accredited Trusted Trader? Add the address for the Broker Contact who should receive the automated notification of Cargo Availability for this Importer. Click on zoom to view the contacts stored for the default Broker. Add the Broker contact name who will receive the notifications Enter the destination port the Broker contact is associated or leave blank. If the importer has preferential terms for detention and/or storage at Bond Warehouses and/or Depots select Yes here to enter those terms. Expedient will use these to calculate the Detention Start Date and Storage Start Date/Time automatically If the importer is approved as an Australian Trusted Trader, the ATT can be flagged as YES. It will impact multi- Job consolidation rule for import declaration. No 22

23 Field Name Description Validation Default AU Exporter NZ Default Origin Port Enter the normal origin port for this Exporter Export Entry Type Select the type of export entry defaulted for this client Ask at Entry Time Automatic ing Default Additional Information (AU) Exporter Declaration Text (AU) Select whether the listed Export Customs documents are automatically forwarded to the appropriate contacts at the Exporter This group will appear where the Export Order Tracking module is on and the Exporter is set up for Export Order Tracking. Select the type of Export Forwarding document, and enter the text to appear on the document for the Shipper Where the Exporter is configured to generate their own Certificates of Origin in the Certificate of Origin Preference tab, add the Exporters Declaration Text to appear on the Certificates of Origin No 23

24 Field Name Description Validation Default SEP Code (NZ) Enter the Security Export Partner Code. This will be used to automatically add the SEP code to the Header Codes in an Export Entry for this Exporter Currency (NZ) Enter the currency the Exporter has forward cover for Forward Cover Rate (NZ) The exchange rate provided for the forward cover if a currency is selected Valid From (NZ) Enter the date the forward cover is applicable from if a currency is selected Valid To (NZ) Enter the date the forward cover is applicable to if a currency is selected Aviation Security To become a regulated Client for Export Air Freight, a RACA Undertaking Form is sent to the client to be completed and shipments are sited at the Shipper s premises before the cargo can be exported. Report on these details using the Aviation Security Report Forwarder Details Group Forwarder Code Who is the regular forwarder and associated Name. Known Shipper with Forwarder Does the Forwarder know the Shipper? Written Statement From Forwarder Held on File Does the Forwarder have a document ensuring aviation security is cleared? Customer Details Group 24

25 Field Name Description Validation Default Customer has 3 previous Shipments Security Cleared These fields are used under the following conditions: Held Shipments First Shipments Sited Shipments Comments Any comments added that relate to the Job No 1, 2 and 3 fields. Regulation Type Select how the Export was given Regulated Status from the pull down list. Regulated Client The Aviation Security process has been completed and Status the Shipper is Security Cleared. This flag can be automatically set to No when the Expiry Date passes. Cron Job REGCLISTAT updates this flag from YES to NO if it has expired. NOTE: If the Expiry Date is blank then this is classified as a Regulated Client. Security Information Group # Line Number. Read Only field. Alt Code Alt Code and Description are free text fields. Only 1 line can have a blank Alt Code. Authorised Who is the person responsible for the Export Air Site? Company Officer Free Text field. Conditional Visual ID of Shipper Verified by Staff Did the Customer/Staff visit the Shipper s premises and site the shipment before exporting? Combo Box YES and NO Values. Staff Visited ID The Username of the Staff who visited the Shipper s premises and sited the shipments. The Zoom attached to this field looks up the User Masterfile for Active and Inactive Users. Date ID Verified The Date the Site was visited and Shipment sited before exporting. Address Line 1 Address of the Shipper. Address Line 2 Address of the Shipper. City Address of the Shipper. State Address of the Shipper. Postcode Postcode of the Shipper. Phone Phone Number of the Shipper. Fax Fax Number of the Shipper. 25

26 Field Name Description Validation Default Address of the Shipper. Letter Sent Date What Date was the RACA Undertaking Form sent? Expiry Date What date does the Aviation Security clearance Expire? This field is automatically populated under 2 conditions: 2 years from the Letter Sent Date 5 years from the Date ID Verified This date can be used to automatically set the Regulated Client Status to No when the Expiry Date has passed. Active Is the Customer Active with Export Air Security? Combo Box Values Active and Inactive. Comments Any comments added that relate to the Shipper. Detention Terms This tab will appear if the Does the client have special detention terms or storage terms flag is Yes Forwarder Code Shipping Line Code Origin Country Valid from Vessel Arrival Number of Free Days Enter a forwarder code here if the client has special detention terms through a specific forwarder and shipping. Select from the zoom. The Forwarder Name will appear in the next column This is the code for the Shipping Lines. Use the zoom to select a Shipping Line. The full name of the Shipping Line will be shown in the next column Enter an origin country code if the client has specific detention terms for an origin country Enter the vessel arrival date if the terms apply from a specific date. Expedient will apply the terms if the ETA Destination date is on or after this date This is the number of free days the client has agreed with the Shipping Line 26

27 Field Name Description Validation Default Container Type Detention Start Date Select from the pull down list the types of container the Shipping Line has granted special detention terms for. This the is the date the Shipping Line counts the number of free days from Available Date Bond/Depot Select if the special storage terms are for a Bond Warehouse or Depot Bond Warehous e Bond/Depot Code Enter the Bond Warehouse or Depot code. The zoom will change depending on the Bond or Depot selection in the first column. The Name will appear in the next column if Bond/Depot selected Job/Type This indicates if the Job Type will be Air or LCL depending on whether Bond or Depot selected in the first column N/A Conditiona l on Bond/Dep ot column Free Time (Hours) Free Time (Days) Enter the number of free time provided to the client at the selected Bond Warehouse. Expedient will use this figure to calculate the Storage Start Date/Time for this client at this Bond Warehouse Enter the number of free days provided to the client at the selected Depot. Expedient will use this figure to calculate the Storage Start Date/Time for this client at this Depot Certificate of Origin Preference (AU) if Bond selected if Depot selected Preferred Chamber Enter the code for the Preferred Chamber. Use the zoom to search on the chambers in the Customer Masterfile 27

28 Field Name Description Validation Default Chamber Name This is the full name for the Chamber Code N/A Customer Masterfile Port of Loading This is the port of loading the Preferred Chamber is Iinked to. Enter a port code or leave blank to set the Preferred Chamber for all origin ports Buyer Enter the Buyer associated with the Preferred Chamber. Use the zoom to search on buyers in the Customer Masterfile Consignee Enter the Consignee associated with the Preferred Chamber. Use the zoom to search on Export Consignees for the Shipper Consignee Name This is the name for the Consignee code N/A Export Consignee Masterfile Exporter Own Certificates Consignee Does the Exporter provide their own Certificates of Origin. If they do provide the codes for the Consignees that receive the Exporter own Certificates of Origin Where the Exporter provides their own Certificates of Origin provide the codes for the Consignees that accept them. The Consignee name will appear after the code. Forwarder No Master Agent Enter the Master Agent of the Forwarder Usual Unpack Depot This is the name of the depot in which this forwarder usually uses Forwarder Note Any notes that are useful for this forwarder Air Cargo EstID Preferred Agent This describes whether this Forwarder is used for Air, Sea or both 28

29 Field Name Description Validation Default Agent This tab is visible when the entity is identified as an agent in the General Tab Agent Network This is the group of agents this agent belongs to. The network is used in the Creditors and Debtors Invoice Listing reports to allow reporting on all agents within the same Agent Network. Click on the zoom to view the available Agent Networks. Transport This tab is only visible when the customer is identified as a Transport in the General Tab. This tab can only be edited by a Super User Does the Transport Provider send Proof of Delivery Transport Provider System Expedient will process files received from the Transport Provider if this is set to Yes. Expedient can receive a POD in pdf form and save it to the Job. The document will be identified as a POD and a POD event is created in the Job. The Transport Provider can also send a csv container delivery information that can update container management and import job registration. Select the system the Transport Provider will send the PODs from or select the name of the Transport Provider if the Transport Provider sends POD No 29

30 Field Name Description Validation Default How do we receive the POD? Select from the pull down list how Expedient receives the files if the Transport Provider sends POD IP Address Enter the details for FTP interface if the interface is FTP Username Enter the details for FTP interface if the interface is FTP Password Enter the details for FTP interface if the interface is FTP Directory Path Enter the details for FTP and Write to File Server interface if the Transport Provider sends POD Reference sent Select the type of reference the Transport Provider uses in the file name to identify the job in Expedient if the Transport Provider sends POD Job Number Contact to receive unsuccessful load alerts Enter at least one contact at your Expedient site to receive an alert by if the Transport Provider sends a file that cannot be assigned to an Expedient Import Job. Example: The attached Proof of Delivery file from CARRIERTEST1, could not be loaded in Expedient as the Job Number could not be matched to an Import Job. Please confirm the Job Number with the Transport Provider and ask them to resend the file. if the Transport Provider sends POD The has the original file attached for reference. 30

31 Field Name Description Validation Default Transport Provider EDI This tab is only visible when the Transport Booking EDI Module is active and the customer is identified as a Transport Provider in the General Tab. This tab can only be edited by a Super User Transport Provider Account Reference This is the account number you have with your Transport Provider. This helps the Transport Provider to identify which client the transport requests have come from Transport Provider Company Reference Transport Provider Branch Reference Port Code Transport Provider accepts EDI Bookings? This is an additional reference to the account you have with your Transport Provider. This helps the Transport Provider to identify which client the transport requests have come from. If this is unknown please repeat the Transport Provider Account Reference. This is an additional reference to the account you have with your Transport Provider. This helps the Transport Provider to identify which client the transport requests have come from. If this is unknown please repeat the Transport Provider Account Reference. This is the ISO Port Code you associate with the Transport Provider, e.g. Enter AUSYD if your Transport Provider deals with all the imports into Sydney. The full port name will be displayed. Please note you cannot enter the Port Code more than once in this table. Expedient will send the Account Reference in the Booking Request that matches the Destination Port in the Job This indicates that the Transport Provider will accept EDI transport bookings from you. 31

32 Field Name Description Validation Default Transport Provider System Customer Ref How do we send the data? This indicates the IT system the Transport Provider uses to accept EDI transport requests. Select from the down down list. If you do not see your required Transport Provider system please contact Expedient Software support. This field appears where the Transport Provider System is CONTAINERCHAIN. Select if only the Expedient Job Number is sent in the CustomerRef field in the booking request message, so that the Transport Provider can consolidate all containers on the same Expedient Job Number to one Transport job and invoice accordingly This indicates how you send the EDI files to the Transport Provider. Select an option from the pull down list. Expedient Job Number Container Number How do we send the data? Transport Provider Address This indicates how you send the EDI files to the Transport Provider. Select an option from the pull down list. Depending on the method used different fields will appear requiring entry. Enter the Transport Provider address to send EDI transport bookings to the Transport Provider by Conditional on Send Data selection IP Address Enter the IP address to send EDI transport bookings by FTP to the Transport Provider Conditional on Send Data selection User Name Enter the username to send EDI transport bookings by FTP to the Transport Provider Conditional on Send Data selection Password Enter the password to send EDI transport bookings by FTP to the Transport Provider Conditional on Send Data selection Directory Path Enter the Directory Path to send EDI transport bookings by FTP or by Write File to Server to the Transport Provider Conditional on Send Data selection How to we receive the Transport Provider s update file? This indicates how you receive the Transport Provider s updates to your transport booking. 32

33 Field Name Description Validation Default Address Enter the address to receiving EDI transport updates from the Transport Provider by . The address will be set by Expedient Software Conditional on Receive Data selection. IP Address Enter the IP address to receive EDI transport updates by FTP from the Transport Provider Conditional on Receive Data selection User Name Enter the username to receive EDI transport instructions by FTP from the Transport Provider Conditional on Receive Data selection Password Enter the password to receive EDI transport instructions by FTP from the Transport Provider Conditional on Receive Data selection Directory Path Enter the Directory Path to receive EDI transport instructions by FTP or by Write File to Server from the Transport Provider Conditional on Receive Data selection Transport Provider Codes Mapping This tab is only visible when the Transport Booking EDI Module is active and the customer is identified as a Transport Provider that accepts EDI Booking Requests in the Transport Provider EDI tab. This tab can only be edited by a Super User Job Category Codes Imp/Exp Job Category Description Transport Provider Job Category Code This identifies if the Job Category is appropriate for Imports or Exports This is the long form description of the service requested of the Transport Provider. This text will appear in the Import Job Registration screen when this Transport Provider is used. This is the code the Transport Provider will receive for the Job Category Description. The Transport Provider will advise the code they expect to receive Transport Types Expedient Transport Type This is the trailer type or Air/LCL service expected of the Transport Provider. This text will appear in the Transport Type column in the Container tab in the Import Job Registration screen 33

34 Field Name Description Validation Default Transport Provider Transport Type Code This is the code used in the message to the Transport Provider to describe the Transport Type. The Transport Provider will advise the code they expect to receive Port Code This is the port that the transport type can be selected for. The list of Transport Types available in the Import Job Registration screen will change depending on the Transport Provider and the Destination Port. Client Sender ID This tab will appear if the Transport Booking EDI module is on and the Transport Provider uses the MAXIMAS or the QUBE MAXIMAS Transport Provider System. If the Client in the Job is listed in this screen, and the port matches the Destination Port in the Job, the Booking Request will include the Client s account reference and the Transport Provider will invoice your Client Client Code This is the client that is invoiced directly by the Transport Provider. Enter the Client Code or use the zoom to select from the codes available Sender ID This is the account reference for the Client that identifies the client to the Transport Provider as the debtor Port Code This is the port code the Client has an account with the Transport Provider for Port Name This is the full port name for the ISO port code N/A ISO Ports Codes Masterfile Transport Zones Tab The Transport Provider Transport Zones are to be set up in this tab, the Transport Zones are used in conjunction with the cost tariff. Please see the Rates Manual > Cost Tariff, for further information. Broker Send automatic notification at Cargo Check In Select whether this Broker should receive automatic notifications when Air Cargo or LCL Cargo is checked in. No Address Add the address for the Broker Contact who should receive the automated notification of Cargo Availability for this Importer. Click on zoom to view the contacts stored for the default Broker. There must be at least one contact if the Broker receives automatic notices 34

35 Field Name Description Validation Default Recipient Name Destination Port Add the Broker contact name who will receive the notifications Enter the destination port the Broker contact is associated or leave blank. Depot Operating Hours Depot Website These are the open hours for the Depot. This will be printed on delivery dockets, LCL Cargo Availability notice, Delivery Orders and Arrival Notices This is the website address for depot enquiries. This will be printed on delivery dockets, LCL Cargo Availability notice, Delivery Orders and Arrival Notices On ADD default to General Tab website Establishment ID (AU Only) Transitional Facility (NZ Only) Select the AU Customs Establishment ID that corresponds to the Depot. This is useful to enter to calculate the Storage Start Date/Time where your site is a Sea Cargo Depot. This is the 6 digit code identifying the Automatic Transitional Facility. This code will auto-populate the AFT question in the Customs Entry screen and the ebacca application. LCL free storage days Are brokerage Clients charged storage? Select the number of hours the Depot provides for free storage. This figure is used to calculate the Storage Start Date/Time from the Cargo Available Date/Time This field appears where the Depot is OWN Depot. Select if clients are charged storage at the Depot for Customs Jobs No 35

36 Field Name Description Validation Default Operating Days and Hours Enter the opening times for each working day at the Depot. This is used to calculate the Storage Start Date/Time from the Cargo Available Date/Time. If no information is provided here Expedient will assume the Depot is open 24 hours daily. If the Depot is not open on a particular day do not add this day to the list Terminal Operating Hours Terminal Website These are the open hours for the Terminal. This will be printed on import and export delivery dockets, Delivery Orders and Arrival Notices This is the website address for terminal enquiries. This will be printed on import and export delivery dockets, notice, Delivery Orders and Arrival Notices On ADD default to General Tab website Establishment ID (AU Only) Select the AU Customs Establishment ID that corresponds to the Terminal 1-Stop Terminal Code AU and 1-Stop sites Only. Select the 1-Stop Terminal name that corresponds to the Terminal. When vessel schedule updates are received from 1-Stop the Terminal information will be updated in the import and export consols and jobs. 36

37 Field Name Description Validation Default Bonded Warehouse Operating Hours Warehouse Website These are the open hours for the Bonded Warehouse. This will be printed on import and export delivery dockets, Delivery Orders and Arrival Notices This is the website address for Bonded Warehouse enquiries. This will be printed on import and export delivery dockets, notice, Delivery Orders and Arrival Notices On ADD default to General Tab website Establishment ID (AU Only) Select the AU Customs Establishment ID that corresponds to the Bond Warehouse Air Cargo free storage time Are brokerage Clients charged storage? Select the number of hours the Bond Warehouse provides for free storage. This figure is used to calculate the Storage Start Date/Time from the Cargo Available Date/Time This field appears where the Bond Warehouse is OWN bond. Select if clients are charged storage at the bond for Customs Jobs No Operating Days and Hours Enter the opening times for each working day at the Bond Warehouse. This is used to calculate the Storage Start Date/Time from the Cargo Available Date/Time. If no information is provided here Expedient will assume the Bond Warehouse is open 24 hours daily. If the Bond is not open on a particular day do not add this day to the list 37

38 Field Name Description Validation Default Shipping Line Cust Code This is the customer the details are displayed for N/A System Generated Name This is the full name for the Customer N/A System Generated SCAC Code Principal Agent ID (AU Only) This is the four letter Standard Carrier Alpha Code which is mapped to the Customer. This can be used to recognise the Shipping Line when Jobs are imported from external sources This is the code used in Sea Cargo Reporting to identify the Shipping Company or Co-Loader. PRA Shipping Line Code (AU Only) This is the code that is submitted in the PRA. If this field is populated, then this code will be autopopulated when the PRA is created. Detention Group Shipping Line Code Shipping Line Name This is the client code for the Shipping Line N/A From the Customer Masterfile. No Update This is the full name for the Shipping Line N/A System Generated. No update Number of Free Days Container Type This is the number of days the Shipping Company allows the client to keep the import container before detention charges are applied Select from the pull down menu which type on containers the number of free days is applied to. 38

39 Field Name Description Validation Default Detention Start Date Select from the pull down menu the date the Shipping Line uses to start the count of free days from Available Date Airline The Airline code set up in the customer masterfile is to be used in conjunction with the cost tariff for autorating. Airline Code No Select from the available list of airline code prefixes N/A Air Code Select from the available list of airline codes N/A Default Creditor The default creditor is used with the cost tariff to default the creditor code into the charges tab when the costs are autorated. Import/Export Select if the default creditor is for import or export N/A Rate Group Select whether the creditor is for Origin, Freight or N/A Destination charges Port Code Select the port code for the creditor default N/A State Select the state for the creditor default N/A Creditor Select the creditor you wish to default into the job N/A charges tab Creditor Name The full name of the creditor selected N/A Use Agent Select this option if you wish to default the agent from N/A the consol. When selected a creditor code is not required. Chamber Declaration Text This text will appear on the Certificate of Origin generated for this Chamber 39

40 Configuration Configuring Pop up Notes Expedient allows users to configure what type of notes to pop up at a customer level. The following pop up notes can be configured via the Customer Masterfile (Configuration Tab): Import Job Registration: Delivery Notes each time a user clicks on the Delivery Tab in Add/Update mode the Customer s Delivery Notes will pop up Job Registration Notes each time a user adds/updates a Job, the Customer s Job Registration Notes will pop up Forwarding Supplier Notes each time a user adds/updates a Job, the Customers Suppliers Forwarding Notes will pop up Add Job - Pre-Alert Reminder each time a new job is created pop up a reminder to send the Pre-Alert Notification Add Job Pop up SOP Alert each time a new job is created pop up an alert that an SOP exists for the Client that matches the Job. The Pop up will include a button to open the SOP Customs Pop Up Customs Notes each time a user adds/updates a Job and Broker Code is the Own Company, the Customer s Customs Notes will pop up Sup. Inv Note Every time when a user adds/updates a supplier invoice, Sup. Inv Notes will pop up. Note: A system option is available to set it default to All Invoices when a new client is created. User can contact Expedient support to turn on the system option. Customs Supplier Notes each time a user adds/updates a Job, the Customers Suppliers Customs Notes will pop up Entry Notes - each time a user adds/updates/submit a Job the Customer s Entry Notes will pop up, provided there is an entry note registered for the customer. Export Air Consol Registration: Agent Notes each time a user adds/updates a Consol, the Agent Notes will pop up if the Agent Code is entered Export Air Job Registration: Job Registration Notes each time a user adds/updates a Job, the Customer s Export Air Job Registration Notes will pop up Booking Confirmation Reminder each time a new job is created pop up a reminder to send the Booking Confirmation Add Job Pop up SOP Alert each time a new job is created pop up an alert that an SOP exists for the Client that matches the Job. The Pop up will include a button to open the SOP Export Sea Consol Registration: Export Sea Notes each time a user adds/updates a Consol, the Export Sea Notes will pop up Agent Notes each time a user adds/updates a Consol, the Agent Notes will pop up if the Agent Code is entered Export Sea Job Registration: 40

41 Job Registration Notes each time a user adds/updates a Job, the Customer s Export Air Job Registration Notes will pop up Booking Confirmation Reminder each time a new job is created pop up a reminder to send the Booking Confirmation Add Job Pop up SOP Alert each time a new job is created pop up an alert that an SOP exists for the Client that matches the Job. The Pop up will include a button to open the SOP Accounts Pop Up: Prepare Charges Customer Invoice Notes - each time a user prepares charges in a Job pop up the Customer Invoice Notes Create Debtors/Creditors Invoice Customer Invoice Notes - each time a user creates a Debtors Invoice or Creditors Invoice pop up the Customer Invoice Notes Import Order Registration Pop Up: This group appears where the Import Order Tracking module is On and the Customer is set up for Import Order Tracking Add/Update Order Registration Notes each time a new order is created, or an order is updated pop up the Registration Notes for the client Add Order Pop up SOP Alert each time a new order is created pop up an alert that an SOP exists for the Client that matches the Order. The Pop up will include a button to open the SOP Export Order Registration Pop Up: This group appears where the Export Order Tracking module is On and the Customer is set up for Export Order Tracking Add/Update Order Registration Notes each time a new order is created, or an order is updated pop up the Registration Notes for the shipper Add Order Pop up SOP Alert each time a new order is created pop up an alert that an SOP exists for the Shipper that matches the Order. The Pop up will include a button to open the SOP 41

42 Accounting Module only: Prepare Charges each time a user prepares charges, the Customer s Invoice Notes will pop up Create Invoice each time a user creates a Job Invoice, the Customer s Invoice Notes will pop up Import/Export Order Tracking Modules only: Import/Export Order Tracking Registration each time the user adds or updates an Order for the client the Order Notes will pop up. Please note the pop ups will only appear if Notes have been entered and the Notes are configured to pop up. Auto Import Delivery Date Update: Auto-update Import Delivery Date? This is used when you re not performing the deliveries for the customer and don t have access to the actual delivery date. This will automatically populate the Import Job Registration Delivery Date Field. Auto Update X Days after Clearance or ETA. This setting can auto-close Import jobs in the Web Portal. The text for this configuration setting is dependent on access to the Customs module. If you are using the Customs module you can set the number of days you want the delivery date to be auto-populated AFTER the Customs Clearance Date. If you do not use the Customs module you can set the number of days you want the delivery date to be autopopulated AFTER the vessel arrival date. Job Milestones/Workflow: This flags the client for import and export job tracking within the Enquiry Only function and the Workflow Customer Groups can be assigned to the client. 42

43 Customer Documents Expedient can store files in the Customer Documents tab of the Customer Masterfile that are required from the client to complete shipments, and that are generated by Expedient to be forwarded to external parties. Files are added to the Documents tab by generating a document or report from within Expedient and autosaving the document to the Customer manually adding files Field Name Description Validation Default Documents Doc Code Document Type This is the document code assigned the file stored for the Client. This is automatically assigned if the document has been generated by Expedient This is the document description associated with the Doc Code N/A N/A System Document ID Masterfile Filename This is the filename and file extension N/A System Filepath System Generated This column is hidden by default. It displays the file location. If Expedient cannot find a file with the filename shown in the Document tab FILE MISSING is displayed. This means the document properties cannot be updated and the file cannot be downloaded or ed from Expedient This indicates that the document was generated by Expedient. Documents generated by Expedient cannot be N/A N/A System System 43

44 Field Name Description Validation Default reassigned a different Document Type Archived This indicates the file has been archived but can still be accessed. Archived files are hidden by default. Use the toggle button N/A No e.g. to see the archived files. This button also indicates how many files are archived. Archived documents are not included in the count of documents in the Documents tab label e.g. Last Modified By Last Modified Comments Use the button to archive and un-archive documents. The option to change the archive status of documents will not be available if the Valid from and Expiry Dates are added as document attributes. An overnight process checks the validity of the document for Today and will automatically archive or unarchive the document This is the user who added or last updated the file This is the date and time the file was added or last updated. File will appear in Last Modified order with the most recent date/time at the top These are short comments linked to the file. This comments do not appear in any other screen or report in Expedient Document Information N/A N/A N/A N/A N/A N/A Document Attribute Value Description This is a list of information that can be stored for the document. This list is maintained in the Administration > Company Details Menu > Document Management > Document ID Masterfile. The attributes will be listed in the same order they appear in the Document ID Masterfile for the Document Type This is the value stored for the Document Attribute. This can be optional or mandatory. The requirement is set in the Administration > Company Details Menu > Document Management > Document ID Masterfile This is the full description of the Value for the attribute if the value entered is a code N/A Conditional on setting in Document ID Masterfile N/A Document ID Masterfile N/A 44

45 M A N U A L L Y A D D I N G D O C U M E N T S T O T H E D O C U M E N T S T A B Files can be easily dragged and dropped into the Document Tab and identified as a specific Document Use the mouse to drag in a file from your desktop or another location and drop it into the Documents tab. The file will be copied across and you will be prompted to identify the file. Select a code in the Document Type field. When the Document Properties screen is saved the file will be listed in the documents tab and identified. Files can also be added into the Documents tab using the button in the tab. Multiple files can be selected to drag and drop into the tab. These will automatically appear as Document Type Unassigned UNA. Expedient can be configured to remove this pop up when files are dragged and dropped in. D R A G & D R O P D O C U M E N T S F R O M O U T L O O K Users have the option to drag & drop s directly from outlook, into the documents tab. This enhancement is specifically for Windows Users. Users will need to set this up through Sundry > Outlook DnD Add-In 45

46 Follow the prompts in the screen as listed below You will be forced to close your outlook application if it is running during installation. 46

47 Once successfully installed select OK Open outlook & select: File > Options Verify DnD to HTML5 Addin for Microsoft Outlook is listed under Active Application Add-ins 47

48 Select OK & you will be able to save s by dragging & dropping the from your Outlook into the documents tab of Expedient. D O C U M E N T O P T I O N S When the file is listed in the Documents tab, the following options are available. Buttons appear under the Documents list. Please note to access these options only one document should be highlighted this will allow you to add a new file to the list. The button opens a File Explorer window. This button is always available. Only one file should be added at a time as Document Properties must be applied to the file this button allows you to Edit the Document Properties. You can make the following changes Update the Filename 48

49 Change the Document Type. The document type cannot be updated if the document was generated by Expedient. If the change affects the Required Documents, the list of Required Documents will be updated immediately Archive the document. The document will not be deleted but hidden from normal view. The document can be accessed by using the button e.g.. This button also displays a count of the archived documents for the Consol or Job. Short comments can be added to each document. These are seen in the Documents tab and some reports this button will delete the document and all comments associated with it. If the document was included in the Required Documents list, the list will be immediately updated to show the document is required type this button will show the document or download the document, depending on the file this button will open the Print Menu screen and show the selected document as an attachment. - this button allows rows in the Documents tab that have no physical file linked to them to link to Unassigned documents. If you 'unhide' the Filepath column you will see that the filepath may display ***FILE MISSING***. This is because Expedient has not yet linked the Document information to a physical file. If the physical files exist in the Client documents folder you will see them listed as 'UNA' in the Documents Tab. Expedient allows you to link document information to the 'UNA' files with a link button, e.g. The below Customer Masterfile shows that Expedient is storing information about a Customs Import Permit but the physical file is missing. There is also an Unassigned Document which is a pdf file of the actual permit. 49

50 To link the Document Type to the Unassigned file take the following steps 1. Highlight the row in the Documents tab with the document type, e.g. ACS 2. Click the 'link' button 3. This window shows all the 'unassigned' documents in the Documents tab. a) Select from this list or, b) Click on Attach Local Docs to select a file from another location 4. Click OK to attach the physical file to the highlighted Document Type. The original Document type will be updated to show the correct filepath, and the Unassigned row will disappear. The link button is only available where the document row highlighted has a Document Type and the Filepath is missing. Please Note: The Document Type ACS cannot be assigned to documents when files are added to the Documents Tab in the Customer Masterfile. 50

51 E M A I L I N G F R O M T H E D O C U M E N T S T A B The button can be used to select a document, or multiple documents, in the Document tab to quickly create and send an with the document, or documents attached. Use keyboard shortcuts to quickly select multiple documents e.g. Ctrl A Select all Shift+Left Mouse Button block of documents Ctrl + Left Mouse Button select multiple files Then select the option. The Print Menu screen will appear and all the selected documents will be listed as attachments. If you have selected only one document, and Expedient finds contacts that are configured to receive that document type in the Personnel Masterfile, their address will appear in the Print Menu screen. C O P Y I N G F I L E S O U T O F T H E D O C U M E N T T A B Files can be selected from the Document tab and dragged out from the Job or Consol to copy to an external location e.g. COLS website, your desktop etc. Use keyboard shortcuts with your mouse to select multiple files. Expedient will alert you if the file cannot be located before copying the files. If you see this error go to Options > Consol Files or Job Files to add back the missing file 51

52 S O P A L E R T Expedient will alert users when they are registering Import and Export Jobs and Orders that there is a Standard Operating Procedure stored for the Client. Where a document with Document Type Code 'SOP' is stored in the Customer Documents, and is not archived, the Job Registration screen, and Order screen will show 'SOP' in the top right hand corner of the screen. e.g. Expedient can be configured to pop up a warning that an SOP exists when a new Job or Order is created When 'View SOP' is selected Expedient will open the SOP that most closely matches the Job or Order. To configure the SOP Alert to appear on Job or Order creation, go to the Customer Masterfile for the Client and update the Configuration tab e.g. You will be warned when updating the SOP Alert pop up configuration if an SOP doesn't exist in the Document tab for the Customer. SOPs can be saved to the Client and the SOP can be specifically applied to a Supplier, to Import or Exports, and to Sea or Air. 52

53 Expedient try to find an SOP that matches the Job or Order by using the following matching priority order 1. Supplier 2. Import/Export 3. Mode Where there no specific Supplier, Import/Export direct or Mode stored against the SOP, Expedient will treat 'blank' as a match Browse Use the button to view a list of clients that fulfill your criteria in the Customer Masterfile screen. The button provides an easy way to restrict the number of customers returned on your search and provides the facility to sort the records in the Browse screen. Move the sliding pointer to adjust the number of records you want to view in the Browse screen. Click on OK. You may get a warning message if you want to view a large number of records. You will now be able to sort the data by clicking on the column headings in the Browse window. One click on the column header sorts A to Z or numbers ascending. Two clicks on the column header sort Z to A or numbers descending. You can download the sorted data to a.csv file which you can further manipulate in Excel. Click on to download the.csv file. 53

54 Client Events Use this option to view client level events e.g. Batch Sent Statements. If the event was an event use the button to view the recipients Client Logo Use this option to view client level events e.g. Batch Sent Statements. If the event was an event 54

55 Personnel From the Customer Masterfile, it is possible to add further contact information for employees of that company. This is used in lookups on various screens. Namely the Automatic Report Module. This screen is available from the toolbar button and from the Options Menu. This screen is also available directly from the Administration folder>customer Personnel option. Personnel cannot be Added or Updated if the Client is inactive in the Customer Masterfile. Field Name Description Validation Default Client Code This is the Customer Code, this information is brought across from the Customer Masterfile Screen From Customer Masterfile First Name This is the First Name of the Contact Person Company Telephone ID No This information is retrieved from the Phone field on the General Tab of the Client Masterfile. Read Only field. This ID Number is system generated when a new record is created. Read Only field. 55

56 Field Name Description Validation Default Active This indicates that the person is an active contact Yes Surname This is the Surname of the Contact Person Job Title This is the job title of the Contact Person Mobile This is the Mobile Phone Number of the Contact Person Direct Telephone This is the Phone Number of the Contact Person Company telephone number This is the Address of the Contact Person Business Unit Active Business Units that are setup against the Client Code will be shown in the drop down list. If there is more than 1 Active Business Unit, then the option ALL will be shown in the drop down list, along with the list of Active Business Unit Codes. Office Office Location of the Client Order Tracking information available only where the Order Tracking module is active and the Customer is set for Order Tracking See the Order Tracking User Manual for more information Mode This indicates whether the contact is useful for Air and/or Both Sea Job Types. Country This displays which country the contact requires Order Tracking for. Use the zoom to select a Country code Receive Status This indicates whether the contact should be sent Order Tracking status updates by No Receive Info This indicates whether the contact should be sent Order No Tracking Information by Auto Reports This indicates whether this contact receives any Auto Reports. Each tab shows a different kind of automatic System Generated report. Double click on a row in a tab to open the Autoreport screen to update the report recipients. Document Distribution Groups this section lists the Document Groups the Personnel Contact has been added to. The Auto Reports, Container Management Reports and User Configure Auto Report tabs list the automatic reports the Personnel contact receives. Double click on a report name to open the Auto Report set up screen and update there to make any changes to the recipient list. Please note that the contact cannot be removed from a distribution list for a report by updating the Personnel Masterfile. 56

57 D O C U M E N T D I S T R I B U T I O N G R O U P S Documents sent externally to customers from Expedient Software have been assigned to specific group. Personnel Contacts are then assigned to receive these document groups. The document groups are used to pre-populate the recipients to s generated for documents. For example, contact John Smith, who works in the Import Department of client DEMCON, is assigned to the Import Notifications Document Group. John Smith s address will automatically appear in the distribution list for the documents FCL Delivery and Return of Empty Container, and all other Import Documentation sent to DEMCON. In Update click in an empty row to add or update a Document Group. Click in an empty row in the Document Distribution Group table to view the list of available groups. Select a specific Document Group or select All Documents if you want the contact s address added to the distribution list for every document intended for this client. Please note if you select All Documents you are not able to select another Document Group in the next row of the table. Double click on a saved Document Group to view the documents that belong to the group. The same screen can be accessed from Administration>Company Details Menu>Document Distribution Groups This screen can be used to view all the documents belonging to a Document Group and to look up which group a specific document belongs to. Use the Find option to search on a Distribution Group Then search for the document in the Document Name list. 57

58 The screen will advise the Distribution Group the document belongs to. L E T T E R O F A U T H O R I T Y C H E C K A warning that a Letter of Authority has not been received for a client can be shown when a Job is registered where you are the Broker and an unarchived Letter of Authority is not in the Customer Documents that matches the Job. This check will be made when jobs are added in the Import Job Registration screen, when the Copy Job function is used and when Jobs are created from EDI Manifests. If you would like the facility to warn users when a Letter of Authority has not been received for a client please contact Expedient Software by raising a Support Ticket. Preferred Transport Providers It is possible to assign preferred Transport Providers that will be used as a default when registering a Job for that Customer. Transport Providers can be assigned by Airfreight, FCL, LCL, Parcel Post and Break Bulk. The Preferred Transport Providers screen is available from the Options Menu in the Client Maintenance screen. 58

59 Field Name Description Validation Default Client This is the Customer Code and Name, carried across from the Customer Masterfile Customer Masterfile Transport Provider Type This identifies the type of job the Transport Provider is associated with. Select a type from the pull down list Port Import/Export Transport Provider This identifies the Destination Port the Preferred Transport Provider is associated with. Leave blank to assign the Transport Provider to all destination ports This indicates with the Transport Provider is associated with imports or exports This is the code for the Transport Provider. Zoom on active Transport Providers Conditional on Transport Provider Type Conditional on Transport Provider Type Transport Provider Job Category Access to this field is conditional on whether the Transport Provider type is FCL, AIR or LCL and the Transport Booking EDI module is active. Select a Job Category from the pull down list. A description for the selected Transport Provider type will be displayed. Conditional on Transport Provider Type Comments Comments for this Transport Provider 59

60 Delivery Addresses Multiple delivery addresses for the Customer. This option is available from the toolbar button and from the Options menu in the Client Maintenance screen. These addresses are used within the Job registration screen and the Export Delivery Docket Screen. The default address will automatically populate when a Job is registered for that Customer. This address will also populate in the Nature 10/20 Screen. The delivery addresses are able to be changed based on this Masterfile and/or a free type address which will print on the Import Delivery Docket. Field Name Description Validation Default Client This is the Customer Code and Name, carried across from the Customer Masterfile Customer Masterfile Delivery Code A unique code assigned to this delivery address Active This determines if the address is available to select as a delivery or pick up address in Orders, Shipments and Jobs. The address will appear in zooms if the address is currently active. Active 60

61 Field Name Description Validation Default Transitional Facility (NZ Only) This is the 6 digit code identifying the Automatic Transitional Facility. This code will autopopulate the AFT question in the Customs Entry screen Bus Name This is the Business Name of the Delivery Point Street This is the Street Address of the Delivery Point Suburb This is the Suburb of the Delivery Point State This is the State of the Delivery Point Zip This is the Post Code of the Delivery Point AQIS Class AU ONLY: This is the DAWR Classification for the postcode in the delivery address System Generated Contact Name This is the Name of the Contact of the Delivery Point Phone This is the Phone of the Contact of the Delivery Point This is the of the Contact of the Delivery Point Fax This is the Fax of the Contact of the Delivery Point Transport Provider Instructions This is the Instructions for the Transport Provider for the Delivery Point Transport Type Default Address This is the Transport Type associated with the Delivery Address. This will be used to populate the Container Details tab and Container Management when an Import Job with containers is delivered to this address Select this if you want this address to automatically populate when registering a job / delivery docket (export). A defaulted address will be automatically updated to non-default if the address is updated to nonactive 61 The following fields appear in the Delivery Address screen when the Transport Booking EDI module is activated Transport Provider This is the preferred Transport Provider for this client. Click in the field to access the zoom on active Transport Providers. The selected Transport Providers full name is displayed. This Zoom shows Transport Booking EDI providers only Only i.e. If Transport Provider Accepts EDI Bookings = YES in the Customer Masterfile, Transport, Transport Booking EDI tab for the Transport Provider

62 Field Name Description Validation Default Transport Provider Customer Delivery Address This is the code the Transport Provider uses to identify the delivery address. This code will be inserted into to EDI booking requests to the Transport Provider Conditional on Transport Provider Transport Provider Customer Sub Delivery Address This is the code the Transport Provider uses to identify the sub delivery address. This code will be inserted into to EDI booking request to the Transport Provider. This may be used where there are several delivery locations at the same address. Primary Yard Secondary Yard This is the code the QUBMAXIMAS systems required for the Primary Yard for delivery. This code will be included in EDI Transport bookings to Transport Providers using the QUBMAXIMAS system This is the code the QUBMAXIMAS systems required for the Secondary Yard for delivery. This code will be included in EDI Transport bookings to Transport Providers using the QUBMAXIMAS system Document Pack Masterfile This option will open the Document Pack Masterfile screen to display the Document Pack where the client code in the Customer Masterfile is included in the configuration for the Document Pack. Where the Customer Masterfile is for an Importer or Exporter, Document Packs where the Client Code in the Pack matches the Customer Masterfile will be shown Where the Customer Masterfile is for an Overseas Agent, Documents Packs where the Overseas Agent matches the Customer Masterfile will be shown. This screen can be used to add packs and update the pack contents. See the Document Pack Masterfile for more information on this screen. 62

63 Creditor Quality Review This option is provided to allow review of Creditors. The option will only appear where the Company Type is Creditor. This screen will display the most recent Quality Review record for the Creditor based on the Valid to Date Field Name Description Validation Default Client This is the Customer Code and Name, carried across from the Customer Masterfile. Read-Only field. Customer Masterfile Valid From This is the date the set of Quality Review Answers is valid from Day after expiry date of last set of Quality Review answers 63

64 Field Name Description Validation Default Valid To This is the date the set of Quality Review Answers is valid to Today plus 365 days Question These are the questions that are active in the Quality Review Maintenance screen in Administration and are required to be answered for the Creditor N/A System Generated Answer These are the answers to the Quality Review Questions Created By This is the user who created the set of Quality Review Answers N/A System Generated Modified By This is the user who last updated the set of Quality Review Answers N/A System Generated Approved by This is the User who Approved the answers Registered Client Jobs This screen outlines the Date of Registration for the first Job that was created and the most current Job that is created. It also includes the total number of Jobs that have been created under specific rules. This screen can be accessed via the Options Menu in the Customer Masterfile. The link will be enabled once a Customer is shown in the Customer Masterfile. When this link is selected, it will only show the Job details that relate to the Customer that is shown in the Customer Masterfile. This information is automatically updated via a scheduled cron job; SALE_CN. 64

65 Field Name Description Validation Default Client Code The Customer Code that the Job is registered under. Customer Masterfile Country Code Import Air Export Air Custom Air Import Sea Export Sea Custom Sea Orders The Country Code is based on the following: Imports: Load Port Exports: Destn Port Defaults to ALL and then sorted in Alphabetical Order. The Import Air Job must be attached to a Consol for it to be recorded in this table. The Export Air Job must have a Destin Code for it to be recorded in this table. The Customs Import Air Job must have a Broker Code where Own Company (Cust MF) = Yes. The Import Sea Job must be attached to a Consol for it to be recorded in this table. The Export Sea Job must have a Destin Code for it to be recorded in this table. The Customs Import Sea Job must have a Broker Code where Own Company (Cust MF) = Yes. This information is retrieved from the Input Order. Must have an Origin Port to be included in this table. Country Masterfile 65

66 Business Units A Customer can have internal divisions. E.G. Fabrics, Machinery, etc. Customers only want to see their specific Orders/Jobs within their own Business Unit. Field Name Description Validation Default Client This is the Customer Code and Name, carried across from the Customer Masterfile. Read-Only field. Customer Masterfile Business Unit Code Business Unit Name Address Line 1 Address Line 2 Unique Code for the Business Unit. Name for the Business Unit. Address Line 1 details for the Business Unit. N/A Address Line 2 details for the Business Unit. N/A Suburb Suburb for the Business Unit. N/A State State for the Business Unit. N/A Zip Postcode/Zip for the Business Unit. N/A Active Indicates if the Business Unit is being used. If a Business Unit has been used and is changed from Active to In-Active (NO). Then the following warning message is shown: There are Personnel assigned to this Business Unit. Are you sure you want to Update the Business Unit to Inactive YES 66

67 Field Name Contact Name Description Validation Default Contact Name for the Business Unit. N/A Address for the Business Unit. N/A Phone Phone Number for the Business Unit. N/A Fax Fax Number for the Business Unit. N/A Interstate Agents Client Customs require the final delivery destination of the goods in the Import N10 entry. Where the job has an Interstate Agent Client code entered Expedient will automatically set the Delivery Address in the N10 to the address for the Interstate Agents Client regardless of the Delivery Address in the Job. This ensures that the delivery address on the N10 is the correct final address rather than the delivery address in the Job. Use this option to add multiple importer and delivery addresses for the import customer for customs purposes. Where the job customer masterfile Cust Code is an Interstate Agent Client, and the Agents Client Agn. Clt. code is entered; Expedient will automatically set the Delivery Address in the N10 to the address for the Interstate Agents Client regardless of the Delivery Address in the Job. These addresses are used within the Job registration screen. This address will automatically populate in the Nature 10/20 Screen as the delivery address. The delivery addresses, if required, are able to be updated in the Entry (Options -> Delivery Address Details). This ensures that the delivery address on the N10 is the correct final address for the entry, rather than the delivery address in the Job. This option will only be enabled when the customer masterfile is set up as an interstate agent in the debtors tab. When the customer masterfile is set to be an interstate agent, you will be able to go to Customs -> Interstate Agent Clients, form the customer Masterfile, and add in the customer s details for the customer. 67

68 Notes From the toolbar button,, Notes added against the client for Job Registration, Customs, Export Air, Export Sea, Miscellaneous, Debtors Invoice, Creditors, Delivery, Supplier Invoice, Agent, ICS, Order, Collections, can be viewed, added, updated and printed. Client Add Info This screen provide a quick reference to the person how created the client details. This is available from the Options menu in the Client Maintenance screen. Print List of Updates This screen provides a report on the updates to the client masterfile. This is available from the Options menu in the Client Maintenance screen. Print Note Logging This screen provides a report on notes attached to the client masterfile. This is available from the Options menu in the Client Maintenance screen. Attachments This option opens a browse screen to find documents for attachment. This is available from the Options menu in the Client Maintenance screen. 68

69 Register Client in ICS From the Customer Masterfile, it is possible to send information to Customs Australia to register the business and receive a CCID. This can be selected from the Options Menu. This can only be selected if a customer is displayed on the Customer Masterfile Screen: 69

70 I C S E D I C C I D S U B M I S S I O N P R O C E S S Field Name Description Validation Default Type This is the Customs Entity Type. This can consist of ABN Client (where you have the ABN on hand), Organisation (where you don t have the ABN), or Individual. The associated fields to the Type will display. ICS Role This is the type of business the Company / Individual is performing. Possible values are: Importer Exporter Exporter Agent Supplier SAC Communicator Air Cargo Reporter Sea Cargo Reporter CCID This is the CCID reference received from Customs From Customs Business Name This is the business name 70

71 Field Name Description Validation Default Address Type Select the address type from the pull down menu Business Address Address Line 1 This is the first line of the address First line of address from Customer Masterfile Address Line 2 This is the second line of the address Second line of address from Customer Masterfile Town/Suburb This is the suburb for the address Town/Suburb from the Customer Masterfile Post Code This is the zip code or post code for the address Post Code from the Customer Masterfile State This is the state for the address for AUS addresses State from the Customer Masterfile Country This is the country for the address Country from the Customer Masterfile Contact Name This is the contact person for the business Title/Purpose This is the job title for the contact person Address Type Select a contact type from the pull down list. Various contact fields will appear relevant to the contact type chosen, e.g. if you select Mobile a Phone number field will appear Evidence Ind. This indicates whether Evidence of Identity is included No Document This is the reference for the document Issue Country This is the country issuing the identification document EXDOC User This indicates if the business is an DAWR EXDOC user 71

72 Click on in the toolbar to send the application to Customs ICS. The response will be displayed in the Submission field together with date of submission and which user sent the application. History of the submissions to ICS can be seen using the Communications menu, EDI History Use the detail. in the toolbar of the EDI history screen to view EDI error messages in more Update History This screen provides a list of the users that added and updated this Customer displaying date, user and the action. Print RACA Undertaking Form To meet the requirements of the Transport Security Aviation Governing Body, the RACA Undertaking Form is lodged for Export Air Customers. The Undertaking Form can be printed via the Options Menu in the Customer Masterfile and will only be enabled if the Exporter = YES. 72

73 Client Options This screen lists options that can provide additional functionality for this client BONDCUST: Identifies a customer with Cars in Bonded Warehouse DEFPARTS: Defaults the Supplier to Default Supplier (#DEF) for this Client when classifying parts DLD_GST: Identifies clients that use GST from downloaded charges PRECLASS: Identifies if the compiler can add the Part Description when adding new parts in the Supplier or Shipper Invoices ENT_PRT_CP: Generate entry print with CP Question for selected clients only. (System option needs to turn on) Import Order Tracking Customer Setup Available only where the Import Order Tracking module is activated, this option, Import Order Tracking - > Import Order Tracking Setup -> Customer Setup, is used to set up the Customer for Import Order Tracking. Please see the Import Order Tracking manual for more details. Export Order Tracking Customer Setup Available only where the Import Order Tracking module is activated, this option Export Order Tracking -> Export Order Tracking Setup -> Customer Setup, is used to set up the Customer for Export Order Tracking. Please see the Export Order Tracking manual for more details. Creditor Enquiry (Accounting Module Only) From the Customer Masterfile toolbar, it is possible to view what the Creditor is owed, split by Aged Amounts, see below: 73

74 Debtor Query (Accounting Module Only) From the Customer Masterfile toolbar, it is possible to view what the Debtor owes, split by Aged Amounts, see below: Client Jobs Info From the Customer Masterfile, it is possible to view the Total Number of Jobs and the last time a job was registered for the following: Import Air Export Air Customs Sea Customs Air Import Sea Import Air 74

75 Sales Profile (Accounting Module only) The Sales Profile is accessible via the Customer Masterfile and the Management Reporting Menu Sales Activity, and allows users to perform the following sales functions: Client Visits Create Quotations Sales Reporting The below screen is a view of the Sales Profile. The header information needs to be added once. Please Note: All customers need to be added into the Customer Masterfile in order to add Sales Profiles, these can either be active Customers or Prospective Customers. In the Customer Masterfile, prospective customers are defined as Active = Prospect 75

76 Field Name Description Validation Default Cust Code This is the customer code for the client. Can either be Active, Prospect customer Defaults to match Customer Masterfile screen Name This is the full name for the client Defaults to match Customer Masterfile screen Sales Category This advises the volume of business expected from the client Sales Person This is the user adding the Sales Profile System generated Company Profile Payment Rating Sales Lead Source This describes the type of client Existing Advises the current payment status System generated Describes the source of the contact Active Date This is when the client became active Estimated Close Date This is the Date that you estimate to close the sale on the business Start Trading Date This is the date that the business started trading with your company. If this field is blank & an invoice is generated to the customer, this field will populate the date of the 1 st invoice to the customer. This is a system option & the auto populate of this field can be turned off. If you want this to be turned off for your site please raise a support ticket quoting option SALE_ST_AUTO turned off. / System generated on 1 st invoice to customer Last Visit Status This is the status of the last visit with the client System generated Profile Notes This is free text notes Visits This table lists the visits to the client in date descending order. Double click on a line to bring up the full details of the visit System generated 76

77 Field Name Description Validation Default Printed Quotes This table lists the quotes sent to the client. Double click on a row to reprint the quote. Port Pairs Load Port This is the port of loading within the country in which the goods are to be loaded. Use the zoom on port codes. Disc Port This is the discharge port where the goods are to end up. Use the zoom on port codes. Inland Zip This is the zip code for where the goods are to end up Air Kgs PA This is the number of Kilograms the customer is expected to import or export per annum LCL Cbm PA This is the volume of LCL shipments the customer is expected to import/export per annum No 20s PA This is the number of FCL 20 Foot containers the customer is expected to import/export per annum No 40s PA This is the number of FCL 40 Foot containers the customer is expected to import/export per annum No B/B This is the Break Bulk items the customer is expected to import/export per annum Status Select a status for the business on this port pair Active Incumbent This the forwarder currently moving the business for this port pair. Use the zoom on active forwarders. Conditional: if Status is Prospective New Visit To add a new visit, click on the New Visit Button. The screen will immediately open to enter new visit details. 77

78 Field Name Description Validation Default Visit Date This is the date of the visit Today Visit Type Whom Visiting This is the type of contact with the client. Please Note: This can be tailored to the Visit Types that your company wishes to see. To Add/Modify Visit Types, go to Administration / Company Details / Sales Visit Maintenance This is the contact person. Use the zoom to search the list of active personnel at the client. Visit Subject This is a short description for the purpose of the contact Sales Person 1 Sales Person 2 Sales Person 3 Sales Person 4 This is the primary person conducting the visit. Use the zoom to search the list of active employees. These details are shown on the Sales Visit Reports. This is the secondary person conducting the visit. Use the zoom to search the list of active employees. These details are shown on the Sales Visit Reports.es. This is the third person conducting the visit. Use the zoom to search the list of active employees. These details are shown on the Sales Visit Reports. This is the fourth person conducting the visit. Use the zoom to search the list of active employees. These details are shown on the Sales Visit Reports. 78

79 Field Name Description Validation Default Visit Status This describes how valuable the visit was. Next Visit Next Visit Note This is the date you wish to visit the customer next. This field is linked to the Follow up Automatic Report which will inform the sales person via a report when their next visits are due This is a short note useful for the next visit Notes Type in notes relating to the visit Modified By This displays the user who last modified the visit System generated Modified On This displays when the visit was last modified System generated 79

80 Sales Reporting The following reports are available from the Customer Sales Profile Screen, and from the Management Reports>Sales Activities folder: Sales Visit Report: The detailed and summary PDF reports providing information on visits to customers based on a date period selection, Branch and Sales Person. Cold Call Overview: This report is used when a new customer visit is planned and provides the sales representative with the customer name and address and a free area for writing the visit notes, and next visit date. Customer History Report: This report is used when visiting an existing customer which provides the sales representative with an overview of the customer. This includes the amount owing and amount overdue, the last import and export shipment date, the last visit note, and the last 6 months of Job Summary which includes Volume, Weight and TEU s. Sales Visit Follow Up Report: This report allows users to report on their next visit dates by Customer. This can be set up in the Auto Reports Module to remind the user that visits are due. Target Port Pairs Report: This report is available from the Management Reports Menu, Sales Activities folder. This report can be run for selected port pairs and by the status of the business. Sales Performance Report: This report is available from the Management Reports Menu, Sales Activities folder. This report is run for a Date Range that reports a summary of the Number and Type of Sales Visits per Sales Person by Branch. Letter of Recommendation The Letter of Recommendation is used to recommend your Overseas Agent Services to the Customer. When the link for the Letter of Recommendation is selected, the following window is shown. This available from Management > Sales Activities > Letter of Recommendation 80

81 Field Name Description Validation Default Client This is the Customer Code that the Letter of Recommendation is being sent too. Customer Masterfile Contact Title Supplier When the Client Code is entered the Personnel Zoom window will automatically appear to select the Contact for that Customer. When you enter into this field the Title for the Contact Name will automatically populate based on the Personnel Zoom. The Supplier Zoom lists the Suppliers details that currently have a relationship (Setup in Supplier Masterfile) with this client. Personnel Personnel Supplier Masterfile Transport Type Agent This displays the following: Air Sea Both (Air & Sea) This is the Overseas Agent that will make contact with the Customer. Customer Masterfile Agent Contact User Branch Once the Agent Code is entered, the Personnel Zoom will automatically appear which lists the contacts that apply to the Agent Code entered. If no contacts have been added against the Agent Code, then the cursor will just appear in this field. This is the Branch that the user (who is creating the Letter of Recommendation) has been setup against in the User Masterfile. Read Only field. Personnel User Masterfile 81

82 Please see below an example of the document. (Input Terms Printouts; Terms Code; LETRECPRE) Auto Reports Selecting this option allows users to view the current reports that are automatically generated for this customer. 82

83 Supplier s Masterfile The Supplier s Masterfile holds all Supplier information related to a customer that has been created in the Customer Masterfile. To access the Supplier s Masterfile, from the Administration Menu select Supplier s Masterfile. Once you have entered this screen you will be presented with the following Customer Masterfile Screen (blank data) (screen shows AU configuration): NOTE: The Suppliers Masterfile can also be accessed via the Options Menu in the Client Masterfile. The Suppliers Masterfile link will become enabled after a Customer is retrieved in the Client Masterfile. Field Name Description Supplier Address Details Group Client This is the Client Code from the Customer Masterfile. This indicates the Client & Supplier relationship. 83

84 Supplier This is the Supplier associated with the Client. You can populate the Supplier by the Code or Description field. If you enter in the Supplier Code, then the Supplier Name also needs to be entered in manually. If you enter in the Supplier Name, then the system will automatically generate the Supplier Code. NOTE: You can still amend the Supplier Code. If special characters are entered in the Supplier Name, for e.g. &,!, etc, then it will ignore these characters. This is the Address for the Supplier Business Unit This is the business unit at the client the Supplier provides for. Click on the zoom to select a Business Unit for the Client Contact This is the Contact Name for the Supplier Street This is the Street Address for the Supplier City This is the Name of the City for the Supplier Zip This is the Zip/Post Code for the Supplier State This is the State where the Supplier is located Phone This is the Phone Number for the Supplier External ID This field will display if your site stores an external code for the Supplier used in a global system Port and Other Information Loading Country This is the country the supplier normally loads from Customs Country Customs Preference Customs Preference Rule This is the Country associated with the Supplier for Customs purposes. This can populate the Country of Origin in Customs Entry screens This is the Preference associated with the Supplier. This can populate the Preference field in Customs Entry screens This is the Preference Rule associated with the Supplier. This can populate the Preference Rule field in Customs Entry screens GEN Default Load Port Currency This is the load port associated with the Supplier. This can populate the Origin Port in the Order screen and Import Job Registration screen This is the default Currency for the Supplier. This will populate the Supplier Invoice screen automatically Pay Terms Enter the Payment Terms in number of Days 84

85 Last Job This is the date of Registration for this Client/Supplier Code N/A System Generated Special Notes Provide an additional information for the Supplier Customs CCID Related Valuation Basis Shipping Terms This is the Customs Client ID registered in ICS for the Supplier Select if the Client and Supplier are related. This will No populate the Customs Entry This indicates who the Customs Value is arrived at These are the INCOTERMS associated with the Supplier Agent Sea Agent Air This is Overseas Agent for Sea Cargo associated with the Supplier. This is used in Order Tracking This is the Overseas Agent for Air Cargo associated with the Supplier. This is used in Order Tracking Order Tracking Supplier Reference This is used in loading EDI Orders to allow Expedient to find the Supplier Code from the Supplier Reference in the EDI Order file 85

86 Shipping Instruction A Shipping Instruction is a document advising details of cargo and exporters requirement of its physical movements. Input the details as shown in the screenshot below and print the Shipping Instruction. 86

87 Transit Times The Transit Times are used to determine the Lead Time. The Lead Time is the amount of time that elapses between when a process starts and when it is completed. NOTE: The details are not to any report and has no connection to the Transit Time field in the Order Tracking Screen. Supplier s Personnel Use the toolbar button to add and update contacts at the Supplier. 87

88 Register Supplier in ICS Use the toolbar button from the Supplier Masterfile to send information to Customs Australia to register the supplier business and receive a CCID. Field Name Description Validation Default Type ICS Role This is the Customs Entity Type. This can consist of ABN Client (where you have the ABN on hand), Organisation (where you don t have the ABN), or Individual. The associated fields to the Type will display. This is the type of business the Company / Individual is performing. Possible values are: Importer Exporter Exporter Agent Supplier SAC Communicator Air Cargo Reporter Sea Cargo Reporter 88

89 Field Name Description Validation Default CCID This is the CCID reference received from Customs From Customs Business Name This is the business name Address Type Select the address type from the pull down menu Business Address Address Line 1 This is the first line of the address First line of address from Supplier Masterfile Address Line 2 This is the second line of the address Second line of address from Supplier Masterfile Town/Suburb This is the suburb for the address Town/Suburb from the Supplier Masterfile Post Code This is the zip code or post code for the address Post Code from the Supplier Masterfile State This is the state for the address for AUS addresses State from the Supplier Masterfile Country This is the country for the address Country from the Supplier Masterfile Contact Name This is the contact person for the business Title/Purpose This is the job title for the contact person Address Type Select a contact type from the pull down list. Various contact fields will appear relevant to the contact type chosen, e.g. if you select Mobile a Phone number field will appear Evidence Ind. This indicates whether Evidence of Identity is included No Document This is the reference for the document 89

90 Field Name Description Validation Default Issue Country This is the country issuing the identification document EXDOC User This indicates if the business is an DAWR EXDOC user Click on in the toolbar to send the application to Customs ICS. The response will be displayed in the Submission field together with date of submission and which user sent the application. History of the submissions to ICS can be seen using the Communications menu, EDI History Customer Personnel This is a quick way to view Personnel without going through the Customer Masterfile screen. Use to search for the Personnel name or other details to locate the Personnel information. 90

91 Agent Network Masterfile This screen stores the codes and descriptions for the groups Agents can be assigned to. This screen can also be accessed through the zooms on Agent Network in the Customer Masterfile Agent tab and in Reports. Customer Documents Report This option allows users to list documents that have expired or will expire within a selected date range for one or many clients. This option will provide an XLS output which could be sent to a client for their information. 91

92 Aviation Security Report This option provides the ability to search on and create a CSV report of the details stored in the Aviation Security tab of the Customer Masterfile for Exporters. Field Name Description Validation Default Client Enter a client code or leave blank to report on all Exporters. Use zoom to search for a Client Code Expiry Date Enter the Expiry Date you are reporting on. This date will match the Expiry Date in the Aviation Security tab in the Customer Masterfile for the Exporters Regulated Report on Regulated Clients or Unregulated Clients. This Client Status field matches to the Regulated Client Status in the Aviation Security tab Security Use this field to find contacts in specific states Contact Phone State Use this field to find Clients in specific states 92

93 Country Code Masterfile This Masterfile lists all the ISO Country Codes in Expedient, along with their Currency. Field Name Description Validation Default ISO Code Country Name Currency Preference Scheme Type Region Name Enter the ISO Country Code. Use the Zoom attached to select from the ISO Code List. Country Name of the ISO Code. This field will auto-populate when selecting an ISO Code. The Name of the Country can be changed if necessary. Currency associated with the ISO Country Code. Use the Zoom attached to select from the Currency Code List. Preference Scheme associated with the Country. This information is provided by Customs. Use the Zoom attached to select from the list of Codes. This information is retrieved from the Region Code Masterfile. Read Only field. Region Code Masterfile 93

94 OS Currency Rates Masterfile This is a view of the currencies that are loaded into the system. In this screen you can search and update exchange rates, and print the current exchange rates OS Currency Masterfile This is where you can add new and update existing exchange rates into Expedient. These can be added one by one or by a load file. Field Name Description Validation Default Country The name of the country Order Display This is the order the currency is displayed in the OS Currency Rates Masterfile Currency Exchange Currency Rate This is the rate that will be used for Job Invoicing 94

95 Field Name Description Validation Default Date Current The date of the Rate Todays date Banks Rate Reference only Bank Rate from the bank file N/A From bank file The Load file needs to be a CSV File in the following order: Country / Denomination / Currency / Rate / Bank Rate Vessels Masterfile The Vessels Masterfile holds all of the Vessel information and the most recent 1-Stop (AU), Port Connect (NZ) or Lloyds DCN Vessel Arrival Information. The Vessels information covers both import arrivals and export departure information. See below for the information that is retrieved from 1-Stop Expedient runs a process to update the Vessels Masterfile from the 1-Stop information. 95

96 If a user has corrected an ETA Date for a particular port against the Vessel in the Vessels Masterfile (see below) In the above example the user taniab has changed the ETA for Melbourne from the 1/1/2013 (as reported by 1-Stop, to 03/01/2013 (the correct date). This date will now be used in the Consol and Job Registration Screen, and the Shipment screens and Container Managmeent, and will continue to use this date instead of the 1Stop date if that date is different to the 3/1/2013 Users can also manually add a new Port and Estimated Arrival Departure Dates and Times to a Vessel in the Vessels Masterfile (if 1-Stop has not reported it (i.e. Adelaide). This new port and date and time will then be used in the above Ships Process. (see below date for AUFRE which has been added manually) Load File Where the vessel information is sourced from Port Connect in NZ for Auckland and Tauranga the data must be retrieved from Port Connects website at Export a csv file to your PC, one for each Port. Use the Load File toolbar button to open the Vessel Schedule Load screen. Use the Port Template so that the template matches the xls file downloaded from their website 96

97 Importing the file will update your Vessel Masterfile update any Consols, Jobs, Shipments and Container Management records linked to the vessels and voyages send the User Options reports to Users that have these reports set up in their User Masterfile > User Options screen 97

98 Please note the Load File option will fail if Port Connect have missing Lloyds Number or text where dates are expected. Remove these lines from the file to begin the load process again 98

99 Lloyds Vessel Masterfile This screen shows the vessel information received from Lloyds which covers arrival information into Australian Ports. 99

100 Load Vessels File The Vessel movements are received by from Lloyds. If you receive the Lloyds information by use the following steps to load the file into Expedient. 1. Within the from Lloyds click the link to Download CSV 2. Open the file. This is a.xls file. 3. Save the file as a.csv to your Desktop 4. Go to the Expedient menu option Administration>Load Vessels File 5. Use the Browse button to locate the file and click Start Import. 6. The file will load. If Expedient finds any problems in the file the errors will be listed in the screen. 7. When the file load is successful Expedient will update the Vessel Masterfile, update all Consols, Jobs, Shipments and Container Management records that are affected by the Vessel Information and run reports to the Users who receive the change reports. 100

101 Customs Craft Names (NZ) This screen displays the Craft Names, vessel, voyages and flight numbers that are valid with NZ Customs. This list is provided regularly by Customs. This screen allows the list to be uploaded into Expedient. The list provided by NZ Customs is available here. From this web page download the file craftnames.txt to your PC. Do not change the file format. 101

102 Click on toolbar button to locate and load the file. The list of vessels will be refreshed in Expedient. NAWB Text Masterfile This screen allows text to be stored and used in the Neutral Airway Bill for Handling Information and Declarations. The text can be selected in the Export Air Consol Registration screen to populate the Handling Information and the Required Declarations sections to appear on the Neutral Airway Bill Field Name Description Validation Default NAWB Text Type NAWB Text Code Active? Select the type of text to be stored and where it will be inserted in the Air Consol Registration screen Enter the code to identify the text This determines if the text is available to be selected in Yes the Air Export Consol Registration screen Enter the text to be stored 102

103 Airline Enquiry This screen allows users to Search for valid airlines that are in Expedient. If an airline doesn t exist within Expedient, please lodge a support ticket with Expedient Software with all of the valid code and address details for the airline. Transport Zones The Transport Zones are used for the Rates Module. Please refer to the Rates Manual for further information. Client Logo The Transport Zones are used for the Rates Module. Please refer to the Rates Manual for further information. 103

104 Payment Terms This screen is available where the Export Order Tracking module is on. This screen stores the Payment Terms codes and their descriptions, plus information on the Letter of Credit. This information is used in the Export Order screen Field Name Description Validation Default Payment Term Code Payment Terms Description Payment Terms Text Letter of Credit Required The code used to identify the Payment Terms accepted at your site Short text description of the Payment Term. Long text description of the Payment Term. This text can appear on Export Documentation Describes if a Letter of Credit is required for the Payment Term. This value will default into the Export Order screen. where a Code is entered where a Code is entered Active Describes if the Payment Term is currently in use Yes 104

105 Autosend Forwarding This screen caters for the Customs Responses for the auto Underbonds. ISO Port Codes Masterfile This Screen allows users to view and updates some of the information on ISO Local Codes. This information is loaded nightly from the United Nations. 105

106 Field Name Description Validation Default ISO Code This is the ISO Local Code which has five characters N/A N/A IATA Code This is the code used by IATA to identify the airport at N/A this site. This can be updated at your site if the correct IATA code has not been provided by UN. Place Name This is the standardized place name advised by the UN. N/A This can be updated if required. Country Code This is the two letter ISO Country Code N/A N/A Country Name This is the standardized country name associated with N/A N/A the Country Code State This is the state code N/A N/A Code Status This is the current status of the code as advised by the N/A N/A UN. If the UN advises that the code is going to be removed they may provide the correct port code to use Expiry Date This is the date the port code will be removed. This is 6 N/A N/A months after the UN advise the code has been removed. This matches the period AU Customs continue to accept the code in Import and Export Entries. Functions This is a list of the transport modes at the site N/A N/A You can receive a list of the port codes updated by the UN file by ticking the UR_PORT_LOAD option in User Options in the User Masterfile. You will receive an with a CSV report listing the ports. Alpha Charge Code Masterfile The Alpha Code Masterfile stores the alpha characters (either 2 or 3 characters) that are used for add charge lines to invoices. Alpha Charge Codes are directly related to the General Ledger Chart of Accounts. Before adding any data in here the related Chart of Accounts need to be added first. 106

107 Customer Groups This screen is available from Administration>Job Tracking. It holds the group names and descriptions for the Customer Groups. Clients can be assigned to Import, Export and Transport Customer Groups in the Customer Masterfile. This information is used in Job Tracking queries and reports. 107

108 Workflow Input Import Job Milestones This screen is used to set up the milestones that will be assigned to each job on creation (or entry into the workflow). H E A D E R Job milestones are assigned to a job upon creation (ie the JOBA Job Add event) The header fields are used to determine which set of milestones is applicable to a job when it is created. The profile of the job is first determined and then a match for that profile is found in this screen. NOTE: The search for a match for the profile occurs in stages. That is, if a specific match is not found then a more general match is searched for and if no match is found then the default set of milestones will be used. The default set of milestones is the set where all header fields are ALL. Field Dept Description Department Zoom to view all departments ALL for All Departments Job Type Customs Applies to jobs where the broker is Own Company. Freight Forwarding Both Customs and Freight Forwarding All Applies to jobs where the forwarder is Own Company. Applies to jobs where both broker and forwarder are Own Company Applies to all jobs 108

109 Mode Type This field corresponds to the Job Type field on the job registration screen. Examples of this are: AIRFREIGHT SEAFREIGHT MISCELLANEOUS ALL for All Container Class This field corresponds to the Job Class field on the job registration screen. Examples of this are: FCL, LCL/FAK, BULK CARGO ALL for All Valid Header Value Combinations Dept Job Type Mode Type Container Class All All All All User Entered User Entered User Entered User Entered User Entered All All All User Entered User Entered All All User Entered User Entered User Entered All User Entered All All User Entered User Entered All User Entered User Entered User Entered User Entered All User Entered D E T A I L This section of the screen is used to define the steps involved in the lifecycle of a job and the sequence in which they occur. Each milestone sequence must begin with the JOBA (Job Add) event and finish with the JCOM (Job Completed) event. Field Milestone Description This is an event code. Any event can be used as a milestone. This milestone will be completed against a job when the event itself has been created. This may occur automatically via a system process. The completion of any milestone will update the status of the job. The status of the job is always the last completed milestone. The status of a job will not be marked as JCOM (Job Complete) until all milestones are completed or marked N/A. 109

110 Field Description Milestones that are completed by the creation of an event cannot be uncompleted. Description Sequence Active Manual This displays the description of the event. A positive number indicating the numeric sequence in which the milestones are expected to be completed. NOTE: Milestones can be completed out of sequence. A milestone must be marked as active in order to be allocated a job when it is created. A manual milestone can be completed manually. That is, the Milestones option can be used to enter a milestone completion date and time. NA By Default Transhipment Hours Condition Event When a user enters a milestone completion date and time against the milestone, this creates an event. This means that the milestone cannot be uncompleted. This indicates that this milestone is created as N/A. The user has the option to untick the N/A flag against the job after creation. This indicates that this milestone is only applicable to jobs where the Vessel on the job registration screen is T/S or TS or the First Vessel is populated. To be used with Condition and Event When the event is a date, hours should be in 24 hours amounts (eg 48) To be used with Hours and Event Select a condition from the predefined zoom list. To be used with Hours and Condition Select an event from the predefined zoom list. The Hours, Condition, Event combination determines an exception condition for the milestone. NOTE: The event can be another milestone event in the same sequence. In this case the number of hours for the condition can be less than 24 hours. Category This is the category of the milestone. Refer : Definition of Milestone Categories This is used to indicate the department that is responsible for the completion of this milestone. 110

111 Option Copy Milestones Description This option allows you to copy the currently displayed set of milestones. When selecting this option you will be required to enter the new Job Milestone profile information. 111

112 Option Revise Registered Jobs Description Any modifications made to the job milestone set-up are only reflected in any jobs created after those modifications have been saved. If you want the modifications to apply to jobs created before the modifications were made then use this option. This option will revise the job milestones for all jobs that match the job profile of the currently displayed set of milestones. Revising milestones will recreate the milestones but preserve any completed or not applicable updates that have been made by the user to milestones that did not change. The following screen will be displayed: Field Name Customer Code Registration From and To Dates ETA From and To Dates Validation but either this or the ETA date range must be entered but either this or the Registration date range must be entered A limit of 120 days on the date range is applied. Copy to Customer Milestones This option allows you to copy the currently displayed set of milestones to a specific customer. These milestones can then be updated in the Customer Import Milestones screen. When selecting this option, you will be required to enter a valid customer code. 112

113 Customer Import Milestones Import job milestones that are specific to a customer can be defined on this screen. Customer specific milestones are searched first to find a match for the job profile before going back to the import job milestone set-up. The milestone selection rules as defined below are the same for customer specific milestones and job milestones. 113

114 Revise Registered Jobs Any modifications made to the job milestone set-up are only reflected in any jobs created after those modifications have been saved. If you want the modifications to apply to jobs created before the modifications were made then use this option. This option will revise the job milestones for all jobs that match the job profile of the currently displayed set of milestones for this customer. Revising milestones will recreate the milestones but preserve any completed or not applicable updates that have been made by the user to milestones that did not change. The following screen will be displayed: Field Name Customer Code Registration From and To Dates ETA From and To Dates Validation Display Only but either this or the ETA date range must be entered but either this or the Registration date range must be entered A limit of 120 days on the date range is applied. 114

115 Copy Customer Milestones This option allows you to copy the currently displayed set of milestones. When selecting this option you will be required to enter the new Customer and Job Milestone profile information. Customer Import Milestone Exemptions Now, remember when we set up job milestones we did this by job profile. So we set up the milestones that we thought we needed for different types of jobs like Sea Freight LCL or Air Freight. Sometimes some of these milestones are just not applicable for some customers. To exempt some milestones for some customers use the Customer Import Exemptions screen. To enter a customer exemption: Select F ind from the Toolbar Enter or select a valid customer code from the Zoom List. Hit Enter. Select U pdate from the Toolbar. The cursor will move to the details portion of the screen. Field Name Description Validation Default Dept Enter a valid department or select a department from the Zoom list or enter ALL for all departments. 115

116 Field Name Description Validation Default Job Type Enter or select a valid job type from the drop down list. A valid job type can be selected from: Customs Freight Forwarding Both Customs and Freight Forwarding All Mode Type Enter or select a valid mode type from the drop down list. Valid mode types include Sea, Air and All. The list of mode types is equivalent to the Zoom list in the Job Type field in the Import Job Registration Screen. Container Class Enter or select a valid container class from the drop down list. Valid container types include FCL, LCL and All Container Types. The list of mode types is equivalent to the drop down list in the Job Class field in the Import Job Registration Screen. Milestone Enter or select a valid event type from Zoom List. Input Workflow Role Categories This screen allows milestone categories to be assigned to a user role. This determines which milestones appear in their workflow. 116

117 Input Work Groups The Work Groups Masterfile Screen allows users to assign users to a Work Group, so any job created that falls within the below header information will be assigned to the users in the details Screen. Field Name Description Validation Is this a Transport Group This defines whether this group is specifically for a Transport Department Work Group This is a free text field that describes the Work Group Must be Unique Branch This is the branch in which the Work Group belongs Select from Zoom Branch Masterfile Dept This is the department in which is linked to the Jobs Department Masterfile Mode Type Air or sea, Select from drop down list Container Select the type of containers this work group is associated with. This Class field will only appear if the Mode Type is Sea Active Describes if this Work Group is Active. Yes or No Customer Group Can be left blank Free text Should match either customs module air or customs module sea in the customer master file View Level When customer group is left blank then the view level can be 117

118 Field Name Description General (this group only sees jobs for customers with a blank customer customs module appropriate to the module type), or All (for all jobs regardless of customs module). Validation Filter By Use this field to define the type of workflow list you will see. This field will default to None. Show Jobs When Select the date range for the jobs listed in the workflow screen. Use the zoom to select the relationship with the event, then enter the number of days. User Valid login name, Select from zoom Users Masterfile Role Select from the pull down list the type of user Cherry Pick Allow Yes or No Can the user pick jobs out of sequence from ascending ETA for this group and role Definition of Milestone Categories The below Information is controlled by Expedient Software Staff. The below Milestone Categories are set at company level. Code Key Description 118

119 Definition of User roles for Import Work Flow The below Information is controlled by Expedient Software Staff. The below User Roles are set at company level. Code Key Description 119

120 Export and Domestic Job Tracking Input Export and Domestic Job Milestones This screen is used to set up the milestones that will be assigned to each export or domestic job on creation (or entry into the workflow). H E A D E R Export and Domestic Job milestones are assigned to an export job or a domestic job upon creation (i.e. the JOBA Job Add event) The header fields are used to determine which set of milestones is applicable to a job when it is created. The profile of the job is first determined and then a match for that profile is found in this screen. NOTE: The search for a match for the profile occurs in stages. That is, if a specific match is not found then a more general match is searched for and if no match is found then the default set of milestones will be used. The default set of milestones is the set where all header fields are ALL. Field Dept Description Department Zoom to view all departments ALL for All Departments Job Type Collect The Prepaid/Collect flag on the Export Job Registration Screen is Collect. Prepaid All The Prepaid/Collect flag on the Export Job Registration Screen is Prepaid. Applies to all jobs (both prepaid and collect). 120

121 Mode Type This field corresponds to the Job Type of the department on the job registration screen. Examples of this are: Container Class AIRFREIGHT SEAFREIGHT All Mode Types This field corresponds to the Job Class field on the job registration screen for Ocean jobs. Examples of this are: FCL, LCL/FAK, BULK CARGO BREAK BULK FCX ALL for All D E T A I L This section of the screen is used to define the steps involved in the lifecycle of a job and the sequence in which they occur. Each milestone sequence must begin with the JOBA (Job Add) event and finish with the JCOM (Job Completed) event. Field Milestone Description This is an event code. Any event can be used as a milestone. This milestone will be completed against a job when the event itself has been created. This may occur automatically via a system process. The completion of any milestone will update the status of the job. The status of the job is always the last completed milestone. The status of a job will not be marked as JCOM (Job Complete) until all milestones are completed or marked N/A. Milestones that are completed by the creation of an event cannot be uncompleted. Description Sequence Active This displays the description of the event. A positive number indicating the numeric sequence in which the milestones are expected to be completed. NOTE: Milestones can be completed out of sequence. A milestone must be marked as active in order to be allocated a job when it is created. 121

122 Field Manual Description A manual milestone can be completed manually. That is, the Milestones option can be used to enter a milestone completion date and time. NA By Default Transhipment Hours Condition Event When a user enters a milestone completion date and time against the milestone, this creates an event. This means that the milestone cannot be uncompleted. This indicates that this milestone is created as N/A. The user has the option to untick the N/A flag against the job after creation. N/A for Export Jobs To be used with Condition and Event When the event is a date, hours should be in 24 hours amounts (eg 48) To be used with Hours and Event Select a condition from the predefined zoom list. To be used with Hours and Condition Select an event from the predefined zoom list. The Hours, Condition, Event combination determines an exception condition for the milestone. NOTE: The event can be another milestone event in the same sequence. In this case the number of hours for the condition can be less than 24 hours. 122

123 Revise Registered Jobs Any modifications made to the job milestone set-up are only reflected in any jobs created after those modifications have been saved. If you want the modifications to apply to jobs created before the modifications were made then use this option. This option will revise the job milestones for all jobs that match the job profile of the currently displayed set of milestones for this customer. Revising milestones will recreate the milestones but preserve any completed or not applicable updates that have been made by the user to milestones that did not change. The following screen will be displayed: Field Name Customer Code Registration From and To Dates ETD From and To Dates Validation Display Only but either this or the ETA date range must be entered but either this or the Registration date range must be entered A limit of 120 days on the date range is applied. Copy Customer Milestones This option allows you to copy the currently displayed set of milestones. When selecting this option you will be required to enter the new Customer Code. 123

124 Copy Milestones This option allows you to copy the currently displayed set of milestones. When selecting this option you will be required to enter the new Job Milestone profile information. Customer Export and Domestic Milestones Export Job or Domestic Job milestones that are specific to a customer can be defined on this screen. Customer specific milestones are searched first to find a match for the job profile before going back to the export job or domestic job milestone set-up. The milestone selection rules as defined below are the same for customer specific milestones and job milestones. 124

125 Revise Registered Jobs Any modifications made to the job milestone set-up are only reflected in any jobs created after those modifications have been saved. If you want the modifications to apply to jobs created before the modifications were made then use this option. This option will revise the job milestones for all jobs that match the job profile of the currently displayed set of milestones for this customer. Revising milestones will recreate the milestones but preserve any completed or not applicable updates that have been made by the user to milestones that did not change. The following screen will be displayed: Field Name Customer Code Registration From and To Dates ETD From and To Dates Validation Display Only but either this or the ETA date range must be entered but either this or the Registration date range must be entered A limit of 120 days on the date range is applied. 125

126 Copy Customer Milestones This option allows you to copy the currently displayed set of milestones. When selecting this option you will be required to enter the new Customer and Job Milestone profile information. Customer Export and Domestic Milestone Exemptions To exempt some milestones from export and domestic jobs by customer use the Customer Export Exemptions screen. To enter a customer exemption: Select F ind from the Toolbar Enter or select a valid customer code from the Zoom List. Hit Enter. Select U pdate from the Toolbar. The cursor will move to the details portion of the screen. Field Name Description Validation Default Dept Enter a valid department or select a department from the Zoom list or enter ALL for all departments. 126

127 Field Name Description Validation Default Job Type Enter or select a valid job type from the drop down list. A valid job type can be selected from: Collect Prepaid All Mode Type Enter or select a valid mode type from the drop down list. Valid mode types include Sea, Air and All. The list of mode types is equivalent to the Zoom list in the Job Type field in the Import Job Registration Screen. Container Class Enter or select a valid container class from the drop down list. Valid container types include FCL, LCL and All Container Types. The list of mode types is equivalent to the drop down list in the Job Class field in the Import Job Registration Screen. Milestone Enter or select a valid event type from Zoom List. 127

128 Company Details Menu Expedient is set up in a way that allows a company to have many divisions and those divisions to have many branches with many departments. 128

129 Company Details Stores information about your company. See below screen: Field Name Company Name Description Validation Default This is the name of your Company ABN No This is the unique Australian Business Number Company Colour Address Information This allows you to control the colour that prints out of all customer documentation. Such as the invoice, statement, notifications. This also needs to be changed in the Trading As Masterfile This is your head office Address Oldest Date Oldest Journal Date This is the oldest date in which you can enter Debtors Invoices, Creditor Invoices, and Cheques for. If you enter a date previous to this date the system will not allow users to add This is the oldest date in which users can enter Job Journals for. That is, the oldest date in which uses can take up profit for 129

130 Field Name Description Validation Default Number of Days after Job Registration that Creditors Invoices can be added This number determines if a warning message appears when a user adds a creditors invoice to a Job. Enforce? Regulated Agent RACA Expiry Date This tickbox determines if the message regarding the number of days after Job Registration that a Creditors Invoice is added is a message preventing the User continuing to add the invoice or just a warning This field appears if the Air Export Forwarding module is on. This date is used in the Security Declaration form and in the FWB message to airlines Logo This is your company logo. This logo will print on Company wide documents 130

131 Trading As/Division Masterfile Menu The Trading As / Division Masterfile allows companies to operate many different divisions under the single ABN. This allows companies to create jobs, create invoices under these divisions. The Trading Colour allows the colour control printing of formal documents such as Invoices, Statements. 131

132 Branch Masterfile The Branch Masterfile allows companies to operate many different divisions under the single Division. This screen also allows users to View Job Related Departments. AU Branch screen shot below. Field Name Description Validation Default Name This is the name of the department Contact This is the main contact for the branch Postal Address This is the postal address for the branch Print Address on Financial Documentati on Select from the pull down options which address you want to print on the statements and remittances to the clients Postal 132

133 Field Name Residential Address Description Validation Default This is the physical address for the branch Live ICS BSB/Acct No AU Only This is the bank account number that Customs and DAWR will use to debit the Duty and DAWR charges Test ICS BSB/Acct No AU Only This is the test bank account number that Customs and DAWR will use to debit the Duty and DAWR charges Live Branch ID - AU Only This is used to link up with Customs and DAWR. This is used in conjunction with the Live Site ID Test Branch ID - AU Only This is used to link up with Customs and DAWR. This is used in conjunction with the Test Site ID Live Site ID AU Only This is used by Customs to identify the Company sending the Live Entry. Test Site ID AU Only This is used by Customs to identify the Company sending the Test Entry. Live Client Code NZ Only This is the NZ Customs Site ID for the branch. This is used by NZ customs to identify the company sending data. Test Client Code NZ Only This is used by NZ Customs to identify the Company sending the Test Entry. Live TSW Submitter NZ Only This is the NZ Customs Site ID for the branch. This is used by NZ customs to identify the company sending data when sending through TSW. Test TSW Submitter NZ Only This is the NZ Customs Site ID for the branch. This is used by NZ customs to identify the company sending test data when sending through TSW. Customs Printers MAF Account No NZ Only This is the printer selected for Customs documents This is the branch MAF Account Number 133

134 Field Name MAF Processing Office NZ Only Description Validation Default This is the Default MAF Processing office for the branch Batch Sending Document Set the flag to allow this branch to documents in batches to clients. This option is only visible where the Batch Send option is on at your site This is the type of document that can be ed in batch N/A No System Generated Batch s sent from Address Enter the address the document appears to be sent from. This should be an address that the recipient can reply to. Send Exception Report to Address This is the address for the person that receives the log report for the batch send process. The log report will list all the clients and addresses that were sent the document during the batch process Payments Bank Account This is the selected payments account. Click on the zoom to select from the list of accounts Receipts Bank Account This is the selected receipts account. Click on the zoom to select from the list of accounts Dept This is the Department Code that is associated to this branch Branch This is the branch code relating to this department I/E This is Import or Export Mode This is Sea or Air Additional Information IATA Code NAWB Printer This is the registered code with IATA for approval process. This prints on the Neutral Airway Bill and is also sent to CCN within the FWB message. This is the designated branch printer for the Neutral Air Way Bill Label Printer Name This is the designated branch printer for the labels 134

135 Field Name Label Printer Type Payments Bank Account Receipts Bank Account Description Validation Default This is the type of label printer at the branch This is the paying out bank account for the branch This is the paying in bank account for the branch Uses Bins Uses Scanning This shows if the branch OWN Air Cargo Warehouse has Bin Locations. This will affect check in and check out of the Air Cargo Warehouse This shows if the branch OWN Air Cargo Warehouse uses scanners to check in and check out air cargo No No Check Customs Status and update Bins on Deliver Docket print? This determines if the branch OWN Air Cargo Warehouse bins are updated by printing Delivery Dockets where the branch does not use Scanners. This would normally be set to No of the branch prints the Warehouse Release document to check out Air Cargo. No Auto Delivery Printer This is the branch automatic delivery printer Users Masterfile Upon initial installation of Expedient you will be assigned a user name and password. Your username possesses administration privileges, one of which allows you to add other users, enabling them to log in to Expedient. The screen shot below, allows you to add new users. This screen also allows you to modify existing users. This screen is found in: 135

136 136

137 Field Name Description Validation Default User ID This is the unique number assigned to the user, No Entry generated by the System Login Name This is the user s login name which they will use each time they log in to Expedient Express. This is usually their address. Full Name This is the user s full name. This is used in reporting and for logging of who does what within the system This is the user s address. This is used for sending requested documents to the user, like Customs Entries Branch This is the location of the user. This is used for statistical reporting and client facing document. Department This is the department in which the user belongs to. This is used in statistical reporting Direct Phone This is the direct phone number of the user, this assists in internal communication of users and is used in notification reporting Customs This is the default printer for customs Printer Active This indicates if the user is a current employee. This can Yes only be updated by a Super User Super User This defines the users access settings and privileges. A No Super User can restrict users menu and/or program user access. (for both Super Users and Normal Users). This field can only be updated by a Super User Style This set the colour in which each screen is displayed Default Opt out of This flag is used by the Print Menu screen to send the Blind Copy? user every in blind copy. Set to Yes to automatically remove the user from Blind Copy Manager This option allows you to assign a Manager against the User ID. ICS Broker No This is the user s ICS Broker No, and is used to lodge Customs Entries. This field can only be updated by a Super User Lodgement Authority Payment Restriction DAWR No Dangerous Goods This determines the Customs value a Broker is permitted to submit Entries up to. This field appears where the site is using this functionality This determines the maximum value a Broker is permitted to pay to Customs. This field appears where the site is using this functionality This is the user s DAWR Number, and is used when lodging with DAWR. Without this number users cannot Pay DAWR. This field can only be updated by a Super User This is the user s Dangerous Goods Code. This is used when sending Export EDN/ESM to Customs. This field 137 where System Option is on where System Option is on

138 Field Name Description Validation Default Aviation Security Signature Modify History can only be updated by a Super User This is the user s Aviation Security Number, and is used when lodging Neutral Airway Bill. This field can only be updated by a Super User Load a scanned copy of the users signature to print on Export Forwarding documents. In Update mode, use the Upload Logo button to browse and load a picture of the users signature These fields show the name of the user who last updated the User Masterfile and when. Dashboard View N/A N/A Graph Number This shows the ordering of the graphs and indicate how they will appear in the Dashboard and in the TV view System Generated N/A Dashboard View TV View 138

139 Field Name Description Validation Default Graph Name Select a graph from the pull down list. The following graphs are available Yearly Profit by Branch Revenue by Department Import Lodgement - Sea vs ETA Import Lodgement - Air vs ETA/Available Import Delivered - Air vs ETA Import Delivered - FCL vs Vessel Available Import Delivered - LCL vs Available Import Jobs Invoiced vs ETA Export Jobs Invoiced vs ETD Revenue by Sales Person Field The Field column displays a pull down menu of the elements of the graph that can be configured. For example, the graph for Import Lodgement - Air vs ETA/Available allows you to set the Branch, the date range, and whether the date range is based on the ETA or Available date. The list of fields available will change from graph to graph. System Generated Depends on Field Type Branch - select an individual Branch by using the zoom or entering the Branch Code, or select all Branches (use '*') Department - select an individual Department by using the zoom or entering the Department Code, or select all Departments (use '*') Sales Person - select an individual Sales Person by using the zoom or entering their username, or select all Sales Personnel (use '*') Import/Export - select from the pull down list Import, Export or Both Date Range - this defaults to the days shown below. 139

140 Field Name Description Validation Default This setting provides six columns in the graph; the first column shows historical data from 5 to 10 days previous to Today, plus five columns for each individual day, as shown in the Import Jobs Invoiced vs. ETA graph shown above. Expedient restricts the historic range for speed efficiency, and the historic range and current range must run consecutively. Less columns can be shown in the graph if the current range starts before Today, e.g. at 2 days prior to today. This would result in 4 columns in total in the graph; one historic column, and three daily columns. Show on Chart This setting allows you to change the data manually in the graph from within your Dashboard view. For example, if you set up the graph Import Delivered vs ETA (Air) with the Branch configured to 'Show' as below Hide the graph in your Expedient Dashboard graph tab will include a Branch field. Click on the down arrow to see a list of all the Branches at your site. 140

141 Field Name Description Validation Default Select a Branch and the graph will instantly refresh to show only the data for the selected Branch. The Show on Chart option is also available for Department, Sales Person and Import/Export. E M A I L S I G N A T U R E This screen allows the User to store default text to appear as a signature on the bottom of s sent from Expedient. Use the toolbar button screen. from the User Masterfile screen to access the Signature The screen opens in Update mode so click into the text box to begin adding the signature. 141

142 The formatting of the text can be edited by holding the mouse at the top of the signature window Please note that although images can be added to the Signature screen the images will NOT be included in the message to the recipients. This text will automatically appear in the Body section of the Print Menu screen sent by the User The text can be edited before sending the

143 R E S E T T I N G U S E R P A S S W O R D The Users Masterfile allows users to reset other Users Passwords under specific conditions. Please see the following specific rules for setting Users Passwords: Super Users can change Normal Users and other Super Users Passwords if the Security is Enabled or Disabled Normal Users with ADD Permission and Security is enabled; can change Normal Users, Super Users and their own password Normal Users with NO Permission and Security is enabled; can only change their own password Normal Users and Security is disabled; can only change their own password. NOTE: These conditions apply to ACTIVE users. Once a Super user has selected the above option, the below system prompt displays: Clicking yes will display the below: The next time that user logs in they need to enter their Username in the password field. The system will then prompt the user to enter a new password. See below: 143

144 The user then will be required to enter a new password twice. Please Note: If the system deems that the password is not strong enough, then it will display a system warning, similar to below screen. This is a warning only, the system will still allow for the user to use this password. If the user wishes to head the warning, then they can re-type a different password to be able to type in a new, stronger password. 144

145 U S E R O P T I O N S The Users Masterfile is an area where Super Users can control various functions. The below screen is accessed from the Users Masterfile / Options / Users Options: 145

146 Field Name Description Validation Default CP_REVW_TB DD_OVERRIDE DEL_NOTES EDIT_TOG_DEF IMD_PAY LOA_OVERRIDE LODEAUTHUP MEL_LLD_CONTP PER_LLD_CONT SYD_LLD_CONT OPERATIONS / GENERAL This option will replace the users Unanswered CP s toolbar option to be CP Review AU ONLY Controls whether the user can override stops on generating Delivery Dockets where Customs Status is not correct, Storage Start Date has passed, Number of Pieces is not available in warehouse. This option allows users to delete client notes, supplier notes and job notes, where the system option DEL_NOTES is set to Some Sets the General Edit and Customs Quantity toggle buttons to default On when the User is in the Supplier Invoice and the Pre-Job Supplier Invoice Controls whether a user has permission to Pay a Customs Entry. This option allows the user to override the stop of Entry Submission where Expedient has checked there are valid Letters of Authority for all Suppliers on the Entry This option allows the user to update the Lodgement Authority Level of other users. Controls where a user receives the Lloyds LCL Container Unpack Report Please Note: This is only applicable if the Site has the Lloyds DCN Subscription linked to Expedient N/A N/A N/A N/A N/A N/A N/A N/A Unticked Unticked Unticked Unticked Unticked Unticked Unticked Unticked PART_CP Controls whether a user has permission answer CP Questions. Visible if system option PART_CP is set to Some N/A Unticked PODLOAD_FAIL UPD_SP_EXP Controls where a user receives a POD Load Fail notification. Visible if system option User Reports > PODLOAD_FAIL is set to some Controls if the user can update the Sales Person field in the Air Export and Sea Export Job screen N/A N/A Unticked Unticked UPD_SP_IMP Controls if the user can update the Sales Person field in the Import Job screen N/A Unticked UR_ARR_LIST Controls where a user receives the 1-Stop or Lloyds Vessel Arrivals Report (based on which subscription the site has linked with Expedient) AU ONLY N/A Unticked UR_CONS_UPD Controls whether a user receives the Consol Updates Report. This report display those consols where the ETA has been updated by Expedient based on the Vessel Arrival Dates Changes from 1- N/A Unticked 146

147 Field Name Description Validation Default Stop. AU ONLY UR_CORP_LOAD UR_EDN_LOAD UR_EXPCONS Controls whether a user receives the Corporate Interface Load Error Report Controls whether a user receives the EDN Load Notification Report. Visible if system option User Reports > UR_EDN_LOAD is set to some Controls whether a user receives the Export Consol Updates Report. This report displays those Consols where the ETD has been updated by Expedient based on the Vessel Departure and Cut Off Dates from One-Stop. Visible if system option User Reports > UR_EXPCONS is set to some N/A N/A N/A Unticked Unticked Unticked UR_EXPJOB Controls whether a user receives the Export Job Updates Report. This report displays those Jobs where the ETD has been updated by Expedient based on the Vessel Departure and Cut Off Dates from One-Stop N/A Unticked UR_JOB_UPD Controls whether a user receives the Import Job Updates Report. This report displays those Jobs where the ETA has been updated by Expedient based on the Vessel Arrival Dates from One-Stop. Jobs updated with an Actual date of Arrival in the past will not be shown on the report. N/A Unticked UR_SHIP_UPD Controls whether a user receives the Shipments Updates Report. This report displays those shipments where the ETA has been updated by Expedient based on the Vessel Arrival Dates from One-Stop. N/A Unticked UR_TSHIP_UPD Controls whether a user receives the Transhipments Report. This report displays those Jobs where Expedient has updated the Vessel from Transhipment to the actual Vessel based off the On Board Vessel Event from One-Stop. N/A Unticked ACCOUNTING MODULE APPROVEQUOTE Controls whether the user can approve a customer N/A Unticked quote CUSTRATEPRINT Controls whether the user can print customer rates N/A Unticked DB_ACCT_CTRL Controls whether a user can edit the account control field. This field controls whether users can create invoices for that customer. Setting it to -1 will stop all invoices being created for that N/A Unticked 147

148 Field Name Description Validation Default RECO_ customer Controls whether a user receives the Bank Reconciliation Report each night N/A Unticked SALE_STRTD UR_CHQS_USED Controls whether the user can update the Sales Start trading date in the customer masterfile Controls whether a user receives the Cheque Numbers Used Report. This report monitors who is creating cheques and the corresponding cheque numbers and amounts. N/A N/A Unticked Unticked UR_CHQ_UNCNF Controls whether a user receives the Unconfirmed Cheques Report (no longer used) N/A Unticked UR_CTL_TOTS Controls whether a user receives the Control Totals Report. This report compares the total Debtors and Creditors Aged Totals with the General Ledger Control Totals and the WIP Disbursement Totals. N/A Unticked UR_INORD_ERR UR_INSHP_ERR EVENT_OVRICN EVENT_OVRIMP TV_USER ORDER TRACKING MODULE Controls whether a user receives the Inbound Order Error Notification. This report displays any order that has been uploaded incorrectly Controls whether a user receives the Inbound Shipment Error Notification. WORKFLOW / GRAPHS MODULE Controls whether a user can remove an import event from a Consol milestone Controls whether a user can remove an import event from a Job Milestone The Dashboard Graphs can be set up to display on a large TV screen for constant monitoring by your teams. The TV view can be set up to show four graphs simultaneously and these will refresh automatically. The TV_USER should be a designated user and logon used on a large TV screen only. E.g. N/A N/A N/A N/A Unticked Unticked Unticked Unticked 148

149 U S E R M E N U A C C E S S This screen allows a Superuser to set the menu options other users can see in their Expedient dashboard. Within the User Masterfile to Options>User Menu Access This screen displays all the menus available at your site on the right. The window on the left represents the view of the menu available to the user when they log in. Use the button or press F1 to Show or Hide each folder in the menu. 149

150 Open the folder to see the options inside the folder and use the button or press F1 to Show or Hide each option. For example, the user below can access the Manifest EDI folder but they cannot see the Agent Mapping and Import Department Mapping options. The window on the right automatically updates to show the Users view. The button can be used to Show or Hide multiple options in one click when combined with Shift or Ctrl. Use Shift + to select the top and bottom of a group of menu options: 150

151 Or use Ctrl + to select multiple menu options that are not adjacent to each other. 151

152 The button will set all menu options to be shown to the User. L O D G E M E N T A U T H O R I T Y L E V E L S ( C U S T O M S M O D U L E ) This function allows the Levels to be set that Brokers can be assigned to allow them to submit Entries of certain Customs Values. Expedient will check the Customs Entry value against the Brokers Lodgement Authority Level at the time of submission and stop the submission if the Customs Value exceeds the Broker s authority. If you would like this functionality please contact Expedient Software. Field Name Description Validation Default Level Code Level Description Allow Lodgement up This is the code assigned to the Level. The codes are used to order the levels with the pull down list in the User Masterfile. Enter the text description for the Authority Level. This text will appear in the pull down list in the User Masterfile Enter the maximum Customs Value in this Authority Level 152

153 Field Name Description Validation Default to Customs Value Modify History These fields show the name of the user who last update the Lodgement Authority Level and when N/A System Generated E N T R Y P A Y M E N T L E V E L S ( C U S T O M S M O D U L E ) This function allows Customs Duty Payment Levels to be set. These levels can then be assigned in the User Masterfile to individual users to limit their payment authorization. The payments levels are pre-defined by Expedient Software, however if Super users wish to change the levels, they can. To do this, go to Administration Menu, Company Details, Entry Payment Levels. The below screen displays the pre-defined levels (browse mode) Please Note: If you cannot see this option and you would like this functionality please contact Expedient Software. 153

154 Field Name Level Description Max Amount Description Validation Default This is the description for the payment level This is the maximum amount allowed at this payment level Forms Maintenance The forms maintenance screen allows users to view and change the form that is printed from Expedient. As per below screen, the user has the ability to change the Invoice Print option. The below JOBINV, is the Job Invoice Print. The Form Type Column displays which is the currently selected form. The right hand area display the available options for Invoice Printing. 154

155 Document Management This folder contains the screens that determine the documents that can be stored in Expedient, and which documents are required documents for Import and Export Jobs and Consols. Document Distribution Group This screen can be used to view all the document types belonging to a Document Distribution Group and to look up which groups a specific document type belongs in. Use the Find option to search on a Distribution Group Then search for the document in the Document Type list. The screen will advise the each of the Distribution Groups the document belongs in. E.g. Manifest belongs in multiple groups 155

156 You can also use the screen to find which Document Types are within a Document Group. The same screen is accessible from the Personnel Screen by double clicking on a Document Group in the Document Distribution Group section. Select Document Types in the Find field and a distribution group. The document types that below in the group are listed. Any other distribution groups the document appears in are shown in the right hand columns. 156

157 Document Attributes This screen displays the types of values that can be stored for Document Types. New attributes can be added and maintained here. Attributes that have been created and are maintained by Expedient Software can be viewed here. Field Name Description Validation Default Attribute Name Attribute Format Text Length This is the type of information that can stored for the document This determines the type of attribute This field determines how many characters can be stored for text value attributes Conditional: for Text format attributes Active This determines if the attribute is currently applied Yes Document This table displays a list of Document Types where the N/A Types attribute can be added System Generated Document ID Masterfile This screen determines how documents are stored and archived in Expedient. The screen lists all the Document Types available in Expedient. New document types can be added in this screen 157

158 Field Name Description Validation Default Document Type Code This is the code assigned to the Document Type. Documents Code added by Expedient and locally at your site are listed. Codes added by your site must be at least 4 characters long. Expedient will check for duplicates This is the document type associated with the code Document Type Import This indicates if the Document Type is associated with N/A System Import Consols and Job Export This indicates if the Document Type is associated with N/A System Export Consols and Job Customers This indicates if the Document Type is associated with N/A System Clients Auto Save This indicates if the Save to button displays in the No Print Menu when the document is generated from Expedient. For example, if Auto Save is set to Yes and the Private/Public option is set to Private the Expedient will default to save the document to the Job or Consol Private documents folder in the Print Menu. This can be updated in the Print Menu. Public/Private This indicates which Job Documents folder the file will Private be default to save to when the Document Type for Jobs is assigned. Change the setting to Public if you want the file available through the Web Portal. This column will default to Private for Customer only document types Auto Archive This indicates if that when the document type No 158

159 Field Name Active Allow Multiple Last Modified by Last Modified Date/Time Document Attributes Required Description Validation Default automatically is assigned to a file Expedient will archive any other files with the same document type stored for the job or consol. For example, if DEC is set to auto archive, each time a new DEC is added all previous Customs Declarations will be automatically archived. This is useful if you want users to easily access the latest version of the document This indicates if the Document Type can be selected Yes by the users when assigning a type to a file in the Documents Tab. Make the active flag No if you do not want the Document Code to appear in the Document Type zoom in the Edit Document Properties window This setting allows multiple files of the same N/A System document type with the same attributes to be stored in the documents tab This shows the user who last added or updated the N/A System Document Type This shows when the document type was last updated N/A System This is the list of document attributes that can be stored for the Document Type. The attributes are maintained in the Document Attribute screen. Attributes created at your site can be added to the list of attributes against the Document Type in this screen. Attributes that have been added to the Document Type by Expedient Software cannot be maintained by your site This column displays if a value for the attribute is must be entered when the document type is applied to a file a Customer, Consol or Job Documents tab. This column cannot be updated if the Attribute is maintained by Expedient Software Required Docs Configuration This screen allows you to automatically tick Documents as required in the Document Screen for Import and Export Jobs and Consols. This screen also includes configuration on when the list of Missing Documents will pop up and if the Bill type field in the Job can be used to tell Expedient the Bill has been received. The required documents are listed by Mode, then Job Class, Prepaid/Collect, the INCOTERM, the Origin Country, the Destination Country, the Service Type then the Document Type Code where these columns exist in each tab. 159

160 I M P O R T J O B R E Q U I R E D D O C U M E N T S 160

161 Field Name Description Validation Default Import - Job Pop up Required Document list on Job Add This will set Expedient to automatically show the list of missing required document when a new Import Job is added No Pop up Required Document list on Job Update Only Pop up Required Document list where OWN broker OWENC field in Job triggers Bill Type Received List Required documents on selecting Job Notes in Job Registration List Required Documents on selecting Customs Entry in Job Registration List Required Documents on selecting Suppliers Invoice in Job Registration List Required Documents on selecting Delivery Docket in Job Registration Mode This will set Expedient to automatically show the list of missing required document when a new Import Job is updated In conjunction with the first two options this flag will only pop up the Documents Screen for Brokerage Jobs If the OWENC/ONC field in the Import Job Registration screen is set to a Bill Type, e.g. Original Expedient can automatically tick the Original Bill (BLO) as received in the Required Documents List in the Documents tab. This will also trigger the Original Bill received event. Other Bill types will show that bill type has been received and trigger an event in the Job The list of missing required documents can pop up when the Job Notes toolbar button or option is selected. This option works in conjunction with the OWN Broker flag The list of missing required documents can pop up when the Customs Entry toolbar button or option is selected. The list of missing required documents can pop up when the Suppliers Invoice toolbar button or option is selected. The list of missing required documents can pop up when the Suppliers Invoice toolbar button or option is selected. Required Documents Configuration Select if the Document is required for Air or Sea Import Jobs No No No No No No No 161

162 Field Name Description Validation Default Job Class This indicates the Job Class where the Mode is SEA. Leave blank if the document is required for all SEA jobs. This column cannot be updated for AIR jobs Prepaid/ This indicates the payment type the document is Collect required for. Leave blank if the document is required for Prepaid and Collect import jobs. This column cannot be updated if an INCOTERM is set for the document INCOTERM This indicates the INCOTERM the document is required for. Leave blank if the document is required for all INCOTERMS. This column cannot be updated if a Prepaid/Collect setting is entered Origin Country Service Type Document Type Code This is the country of the load port in the Job that the document will be required for. Leave blank if the document is required regardless of origin country This indicates the document is required for the following circumstances Customs Only the Broker on the Job is OWN Broker, there is no Transport Provider Code and the Forwarder is not OWN Forwarder Forwarding Only the Forwarder on the job is OWN Forwarder, the Broker is not OWN Broker and there is no Transport Provider Code Customs and Forwarding the Forwarder is OWN Forwarder and the Broker is OWN Broker on the Job, there is no Transport Provider Code Customs and Transport the Broker on the Job is OWN Broker, the Forwarder is not OWN Forwarder and there is a Transport Provider Code in the Job Forwarding and Transport the Forwarder on the Job is OWN Forwarder, the Broker is not OWN Broker and there is a Transport Provider Code in the Job Customs and Forwarding and Transport the Forwarder is OWN Forwarder and the Broker is OWN Broker on the Job, and there is a Transport Provider Code Transport Only there is a Transport Provider Code on the Job, and the Forwarder is not OWN Forwarder and the Broker is not OWN Broker Leave this column blank if the document is required for all Service Types Enter the document type that is required. Use the zoom to search for a Document Type Code 162

163 Field Name Description Validation Default Document This is the document relating to the Document Type N/A Document Type Code ID Required Allow Update List for DG Determines if the Document will be listed in the Required Docs table in the Job or Consol and is a mandatory required document i.e. documents that you require for some jobs, but not all jobs, can be listed in the configuration screen as Not Required so they will appear in the Required Docs tab in the Job or Consol but will not be need to be flagged as received to complete the 'All Documents Received' milestone. Determines if the user can set the Required flag to Yes or No in the Job or Consol e.g. a QMD is sometimes required for jobs. If the document is set as Not Required but Allow Update in the configuration screen, the users can see QMD listed in the Required Documents table and change the Required flag form No to Yes so QMD is needed to complete the 'All Documents Received' milestone for that job. This may be quicker than remembering to add QMD as a required document in the relevant jobs. Determines if the document appears for Jobs that are flagged with Dangerous Goods. In Import and Export Air screens this is flagged in the Job tab, In Export Sea this is flagged in the Bill of Lading tab. Set this column to Yes if the document should be listed for DG jobs, set the column to Not Applicable if the document should appear in the Required Docs tab regardless of the Dangerous Goods flag. N/A Can be updated if Required flag is Yes Modified By The user who last updated the configuration N/A N/A On The date the configuration was last updated N/A N/A N/A Masterfile Required Defaults Yes if Required is No Not Applicable Expedient uses the following process to work out which documents are required in Import Jobs using the Required Docs Configuration screen 163

164 I M P O R T J O B R E Q U I R E D D O C U M E N T S W O R K F L O W Import Job is Added Does the Job Mode match any Document Configuration? No There are no required documents Yes Is the Mode Sea? No Yes Does the Configuration on the row specify the Job Class? No Yes Does the Job Class match the Configuration? Yes Does the configuration include payment terms? No Yes No Does the payment term in the Job match the configuration? Yes No Does the configuration on the row specify an INCOTERM? No Yes Does the Job INCOTERM match the configuration? Yes Does the Configuration on the row specify an Origin Country? No No Yes Does the country for the Job Origin Port match the Configuration? Yes Does the configuration include a Service Type? No List the Document Type as Required No Yes Does the Job have OWN Forwarder? No Does the Job have OWN Broker Yes Does the Job have a Carrier Code? Yes Yes No No Does the Job have a Carrier Code? Yes Is the configuration Service Type Transport Only? Yes No No Do not list the Document Type as Required Do not list the Document Type as required Does the Job have OWN Broker No Does the Job have a Carrier Code? No Is the configuration Service Type Forwarding Only? Yes Yes Is the configuration Service Type Customs Only? No Is the configuration Service Type Customs and Transport? Yes Yes No No Yes Does the Job have a Carrier Code? No Is the configuration Service Type Forwarding and Transport? Yes Yes No Do not list the Document Type as required No Is the configuration Service Type Customs and Forwarding and Transport? Is the configuration Service Type Customs and Forwarding? No Do not list the Document Type as required Yes Yes List the Document Type as Required E X P O R T J O B R E Q U I R E D D O C U M E N T S Field Name Description Validation Default Export - Job Pop up Required Document list on Job Add This will set Expedient to automatically show the list of missing required document when a new Export Job is added No 164

165 Field Name Description Validation Default Pop up This will set Expedient to automatically show the list No Required Document list on Job Update of missing required document when a new Export Job is updated Required Documents Configuration Mode Select if the Document is required for Air or Sea Export Jobs Job Class This indicates the Job Class where the Mode is SEA. Leave blank if the document is required for all SEA jobs. This column cannot be updated for AIR jobs Prepaid/ Collect INCOTERM Destination Country Document Type Code Document Type Required Allow Update This indicates the payment type the document is required for. Leave blank if the document is required for Prepaid and Collect export jobs. This column cannot be updated if an INCOTERM is set for the document This indicates the INCOTERM the document is required for. Leave blank if the document is required for all INCOTERMS. This column cannot be updated if a Prepaid/Collect setting is entered This is the country of the destination port in the Job that the document will be required for. Leave blank if the document is required regardless of destination country Enter the document type that is required. Use the zoom to search for a Document Type Code This is the document relating to the Document Type Code Determines if the Document will be listed in the Required Docs table in the Job or Consol and is a mandatory required document i.e. documents that you require for some jobs, but not all jobs, can be listed in the configuration screen as Not Required so they will appear in the Required Docs tab in the Job or Consol but will not be need to be flagged as received to complete the 'All Documents Received' milestone. Determines if the user can set the Required flag to Yes or No in the Job or Consol e.g. a QMD is sometimes required for jobs. If the document is set as Not Required but Allow Update in the configuration screen, the users can see QMD listed in the Required Documents table and change the Required flag form No to Yes so QMD is needed to complete the 'All Documents Received' milestone for that job. This may be quicker than remembering to add QMD as a required document in the relevant jobs. N/A N/A Can be updated if Required flag is Yes Document ID Masterfile Required Defaults Yes if Required is No 165

166 Field Name Description Validation Default List for DG Determines if the document appears for Jobs that are flagged with Dangerous Goods. In Import and Export N/A Not Applicable Air screens this is flagged in the Job tab, In Export Sea this is flagged in the Bill of Lading tab. Set this column to Yes if the document should be listed for DG jobs, set the column to Not Applicable if the document should appear in the Required Docs tab regardless of the Dangerous Goods flag. Modified By The user who last updated the configuration N/A N/A On The date the configuration was last updated N/A N/A E X P O R T J O B R E Q U I R E D D O C U M E N T S W O R K F L O W Export Job is Added Does the Job Mode match any Document Configuration? No There are no required documents Yes Is this Mode Sea? No Yes Does the Configuration on the row specify the Job Class? No Yes Does the Job Class match the Configuration? Yes Does the configuration include payment terms? No No Yes Does the payment term in the Job match the configuration? Yes No Does the Configuration on the row specify an INCOTERM? No Yes Does the Job INCOTERM match the configuration? Yes Does the Configuration on the row specify a Destination Country? No No Yes Do not list the Document Type as required No Does the country for the Job Destination Port match the Configuration? Yes List the Required Document 166

167 I M P O R T C O N S O L R E Q U I R E D D O C U M E N T S Field Name Description Validation Default Import - Consol Required Documents Configuration Mode Select if the Document is required for Air or Sea Import Consols Job Class This indicates the Job Class where the Mode is SEA. Leave blank if the document is required for all SEA Consols. This column cannot be updated for AIR Consols Prepaid/ Collect Origin Country Document Type Code Document Type Required This indicates the payment type the document is required for. Leave blank if the document is required for Prepaid and Collect import Consols. This is the country of the load port in the Consol that the document will be required for. Leave blank if the document is required regardless of origin country Enter the document type that is required. Use the zoom to search for a Document Type Code This is the document relating to the Document Type Code Determines if the Document will be listed in the Required Docs table in the Job or Consol and is a mandatory required document i.e. documents that you require for some jobs, but not all jobs, can be listed in the configuration screen as Not Required so they will appear in the Required Docs tab in the Job or Consol but will not be need to be flagged as received to complete the 'All Documents Received' milestone. N/A N/A Document ID Masterfile Required 167

168 Field Name Description Validation Default Allow Update Determines if the user can set the Required flag to Yes or No in the Job or Consol e.g. a QMD is sometimes required for jobs. If the document is set as Not Required but Allow Update in the configuration Can be updated if Required flag is Yes Defaults Yes if Required is No screen, the users can see QMD listed in the Required Documents table and change the Required flag form No to Yes so QMD is needed to complete the 'All Documents Received' milestone for that job. This may be quicker than remembering to add QMD as a required document in the relevant jobs. Modified By The user who last updated the configuration N/A N/A On The date the configuration was last updated N/A N/A 168

169 I M P O R T C O N S O L R E Q U I R E D D O C U M E N T S W O R K F L O W Import Consol is Added Does the Consol Mode match any Document Configuration? No There are no required documents Yes Is this Mode Sea? No Yes Does the Configuration on the row specify the Job Class? No Yes Does the Job Class match the Configuration? Yes Does the configuration include payment terms? No No Yes Does the payment term in the Consol match the configuration? Yes Does the Configuration on the row specify an Origin Country? No No Yes Do not list the Document Type as required No Does the country for the Consol Load/ Origin Port match the Configuration? Yes List the Required Document 169

170 E X P O R T C O N S O L R E Q U I R E D D O C U M E N T S Field Name Description Validation Default Export - Consol Required Documents Configuration Mode Select if the Document is required for Air or Sea Export Consols Job Class This indicates the Job Class where the Mode is SEA. Leave blank if the document is required for all SEA Consols. This column cannot be updated for AIR Consols Prepaid/ Collect Destination Country Document Type Code Document Type Required This indicates the payment type the document is required for. Leave blank if the document is required for Prepaid and Collect export Consols. This is the country of the destination port in the Consol that the document will be required for. Leave blank if the document is required regardless of destination country Enter the document type that is required. Use the zoom to search for a Document Type Code This is the document relating to the Document Type Code Determines if the Document will be listed in the Required Docs table in the Job or Consol and is a mandatory required document i.e. documents that you require for some jobs, but not all jobs, can be listed in the configuration screen as Not Required so they will appear in the Required Docs tab in the Job or Consol but will not be need to be flagged as received to complete the 'All Documents Received' milestone. 170 N/A N/A Document ID Masterfile Required

171 Field Name Description Validation Default Allow Update Determines if the user can set the Required flag to Yes or No in the Job or Consol e.g. a QMD is sometimes required for jobs. If the document is set as Not Required but Allow Update in the configuration Can be updated if Required flag is Yes Defaults Yes if Required is No screen, the users can see QMD listed in the Required Documents table and change the Required flag form No to Yes so QMD is needed to complete the 'All Documents Received' milestone for that job. This may be quicker than remembering to add QMD as a required document in the relevant jobs. Modified By The user who last updated the configuration N/A N/A On The date the configuration was last updated N/A N/A 171

172 E X P O R T C O N S O L R E Q U I R E D D O C U M E N T S W O R K F L O W Export Consol is Added Does the Consol Mode match any Document Configuration? No There are no required documents Yes Is the Mode Sea? No Yes Does the Configuration on the row specify the Job Class? No Yes Does the Job Class match the Configuration? Yes Does the configuration include payment terms? No No Yes Does the payment term in the Consol match the configuration? Yes Does the Configuration on the row specify a Destination Country? No No Yes Do not list the document type as reuqired No Does the country for the Consol Destinaton Port match the Configuration? Yes List the Required Document R E S O L V I N G C O N F L I C T I N G R U L E S If there are conflicting rules in the Required Documents Configuration that apply to the Job or Consol and set whether the Required flag can be updated by the user, and whether the document is listed for DG 1. If at least one of the configuration rows matching the Job/Consol for the same Document Type shows the Document is Required, the Required flag is set to Yes 2. If at least one of the configuration rows matching the Job/Consol for the same Document Type shows the Document is Required and the Allow Update flag is set to No, the User cannot update the Required flag from Yes to No 172

173 3. If at least one of the configuration rows matching the Job/Consol for the same Document Type shows the Document should be listed for DG, list the Document Type Please note that when a user manually updates the Required flag, Expedient will not overwrite the setting to match the Required Documents Configuration the next time the Job or Consol is updated. Document Pack Masterfile This screen provides the ability to create new Document Packs and edit the document contents of the packs Administration -> Company Details Menu -> Document Management -> Document Pack Masterfile Field Name Description Validation Default Pack Selection Screen Pack Name Recipient Distribution Group Select from the pull down list which screen the Document Pack is available from Enter the name of the pack. This will appear in the menu in the Job and Consol Registration screens. Enter a unique pack name This is the party to the Job or Consol the pack will be sent to. Click on the zoom to select the recipient. The list of recipients will change depending on the Pack Selection screen This determines which Personnel addresses at the Recipient are listed in the Print Menu screen when the pack is created. Unique name Agent where Export Consol selected, otherwise 173

174 Field Name Description Validation Default Pack Configuration Mode Select if the pack is for Air or Sea cargo, or leave blank for all Job Class Select what job class the Pack is relevant for if the Mode is SEA, or leave blank for all Overseas Enter the overseas country the Pack is relevant for, or Country leave blank for all. If the country is entered Expedient will match to the country of the Origin Port for Imports, or the country of the Destination Port for Overseas Agent Client Supplier/ Export Consignee Exports Where the Pack Selection Screen is for Exports enter the Overseas Agent the Pack is relevant for. Click on the zoom to select and active Overseas Agent, or leave blank for all agents Where the Pack Selection Screen is for Jobs enter the Client the Pack is relevant for, or leave blank for all. This column will be automatically populated when a Consignee or Supplier Code is entered or selected into the Supplier/Export Consignee screen Where the Pack Selection Screen is for Import Job enter the Supplier code the pack is relevant for. Use the zoom to search for a Client/Supplier Combination, or leave blank for all suppliers Last Modified By Last Modified Date/Time Pack Contents Document Type Code Where the Pack Selection Screen is for Export Job enter the Consignee code the pack is relevant for. Use the zoom to search for a Client/Export Consignee combination, or leave blank for all Export Consignees This is the user that created or last updated the Document Pack configuration and/or Pack contents This is the date/time the pack was created or last updated This is the Document Code Expedient will look for in the Documents tab of the Job or Consol System Generated System Generated N/A N/A Enter the document code or click on zoom to search all the active document codes in Administration -> Company Details Menu -> Document Management -> Document ID Masterfile Expedient expects at least one Document Code in a 174

175 Field Name Description Validation Default Document Type Version Document Pack before saving This is the full name for the Document Code Select if Expedient attaches all versions of the Document Code or the Latest version, for example attached the latest version of the Customs Declaration or all versions that were amended Where the configuration requires the Latest Version of a document type Expedient will find the unarchived document matching the Document Code with the most recent Last Modified date. System Generated N/A Latest Version Where the configuration requires All Versions of a document Expedient will find all unarchived files matching the Document Type Code and attach all of them System Generated Document Level Select if Expedient is attaching the version of the document that Expedient generated or a version that has been manually added to the Documents tab of the Job or Consol. For example the copy of the Final Invoice might be generated by Expedient or it could dragged and dropped into the Document tab. Where the Pack Selection screen is for Consol select if Expedient is looking for the document in the Consol Documents tab, or in the Documents tab for each Job on the Consol e.g. the Pack containers the Masterbill from the Consol and House Bills from each Job on the Consol Consol 175

176 Cost Centre Maintenance Cost Centres are used for separating Income and Expenses on the Balance Sheet, and on Profit and Loss Statements. This is generally used for companies that have 1 ABN but have more than 1 Trading As Name utilising Expedient. Departments The below screen all job related and accounting related Departments for Accounting purposes. Each Department can be assigned a Cost Centre 176

177 Input Terms Printouts Various Printed Documents contain specific company information that Customers need to see. Such things like Bank Account Details on Invoices. To enter this information, see Administration Menu, Company Details Sub Menu, Printouts Input Terms The Terms Code will already be added when the document is placed in the system. This screen is only used for update purposes. Field Name Printed Document Document Description Max Length Max Lines Last Updated By User Description Description Validation Default This is the document in which the data will print on. A short description of what the information is referring to This is the maximum length you can type that will fit on to the printed document This is the maximum lines you can type that will fit on to the printed document This is the last time this has been updated The user who performed this This is the actual data that will print out on the document 177

178 The below is an excerpt of the Remittance Advice which prints on the Invoice. This information is entered into the above screen. Disclaimer Text This screen allows users to add and maintain text that will appear in the body of automatically sent from Expedient e.g. with Customs Entries. Field Name Description Validation Default Trading Name Text Created by Changed by Select the Trading Name that the Disclaimer text is relevant to, or leave the Trading Name blank so that the text is added to all auto s regardless of department, branch and Trading name. Add text in here to be sent in the body of automatically forwarded s This is the user who originally added the text and when This is the user who last updated the text and when N/A N/A System Generated System Generated 178

179 Bank Account Details Expedient allows users to assign a bank account to a General Ledger Code and a default Department: These details are mandatory for EFT Bank File payments. 179

180 Adding/Modifying PKI Certificate The PKI Certificate is used to authenticate your company when lodging Customs Entries with Customs Australia. This screen is used when your PKI expires. This screen is found in the Administration Menu, Company Details Sub Menu, PKI Maintenance. You will need to have downloaded your Type 3 Certificate & saved the file onto your local files to upload into Expedient. Field Name Description Validation Default Text Address Admin This address is used for Customs to send documents to, this should be the same as per the Customs Certificate This is used in the event of any issues, Customs will Address send to this address Entity Unique identifier for your company, display only Set by System Active Check this if this site is active PKI Password PKI Certificate Address This is the password that you received from Customs Load the Customs PKI (PFX Format)Certificate into this field This is where the Customs messages are sent from and to by Customs- This will Automatically populate when the password matched the certificate Expiry Date This is the date in which the PKI expires Please Export your Type 3 certificate from your PC in.cer file format, do not export the private key. You then need to install the.cer file into the ICS Identity Manager. Please contact Expedient if you require assistance. 180

181 Auto Journal Maintenance This option is available where your site has the Accounting Module. These screens allow you to store rules to automatically create Job Only Profit Journals according to the stored rules. Reassign Account Maintenance This option is helpful in AU. AU Customs Fees are received into Expedient on Account Number 2305 (ACS Processing Fees) but may be billed to your client on Account Number 2300 (Duty GST and Customs Fees) Expedient can find all negative values for the Account Number in the screen matching positive values for the Reassignment Account Number and create Journals as part of the automatic overnight process to reassign the values to the new Account Number. The Journals will be automatically posted as part of the overnight process with the user AUTO DUTY. E.g. Account Code 2305 is to be reassigned to Account Code 2300 according to the above screen shot. The overnight process finds a Job with Account Code 2305 of value -$95. The Job also has Account Code 2300 with value $95. This means the Job has a cost of $95 against Account Number 2300 (Duty GST and Customs Fee) and billed $95 against Account Number 2305 (ACS Processing Fees). A Journal is automatically created to debit Account Number 2305 with $95 and a Journal is automatically created to credit Account Number 2300 with -$95. The Account Number 2300 is now balanced and shows no costs and no profit, and the Account Number 2305 is balanced with $95 Costs and $95 Billed out. 181

182 Job Only Auto Journals Maintenance This screen allows you to add and maintain rules to automatically create Job Only Profit Journals from WIP. The automatic Job Only Profit Journals are created and posted every night. Field Name Description Validation Default Account This is the Account Number to be automatically Number journaled Import/Export Select if the rule applies to Import or Export Jobs, or Both Both Air/Sea Select if the rule applies to Air or Sea Cargo Jobs, or Both Both Job Class Select a specific Job Class or ALL if the rule only applies to Jobs on a Consol. If the rule applies to all Not Applicable Jobs regardless of Consol select Not Applicable. Active? Select if the rule should be included in the overnight Yes generation of the journal Department Select if the rule applies only to a specific Department. Leave blank to apply the rule to all Departments 182

183 Field Name Description Validation Default Start% The rule can be applied to profits that fall within a specified % Profit range. Expedient will calculate the % value for the profit amount against the total sum of the Account Code billed for the Job. E.g. a Job has account 2700 that must be within %10 and %50 profit range to be auto profit journaled. The account code 2700 total value in credit for the job number in the journal is $20. The total value of account code 2700 billed for the job across multiple invoices was $200. Therefore the % profit is 10% and falls within the range and can be auto profit journaled. Enter the start of the % Profit range if an End % entered End% Enter the end of the % Profit range if Start % entered The Journals are posted overnight as user AUTO JNL. Auto Cheque Number Sequence Expedient allows users to print cheques. This screen allows administrators to enter the cheque sequences by Branch. 183

184 Billing Sheet Maintenance Expedient allows users to choose which Billing Codes are to print and in what order on the Billing Sheet Documents for Import and Export. See below: PortConnect Interface Expedient can send a request to PortConnect for updates on container movements in Auckland and Tauranga ports. The details for the interface are stored in this screen. 184

185 Field Name Description Validation Default Sender This is the Sender reference you have with Reference PortConnect. This identifies that the request for Customer Code address to receive ROI Acknowledge ments address to receive container events address to receive load errors container information has come from your site This is Customer Code you have with PortConnect. This identifies that the request for container information has come from your site This is the address at your site that receives acknowledgements from PortConnect for the request for container information This is the address at your site that receives the container status updates from PortConnect and updates Expedient. Please raise a Support Ticket if you would like this set up at your site and you have a PortConnect account. Quote PortConnect This is the address that receives alerts when PortConnect sends a container status update that cannot be loaded into Expedient if Sender Reference is provided if Sender Reference is provided if Sender Reference is provided if Sender Reference is provided FSU Interface Expedient will send requests for FSU updates of Air Cargo Imports. This screen stores the details of where to send the request to and how to receive the FSU updates. Your site must have an account with CCN to receive FSU updates. Expedient will send an update request containing the Master Air Way Bill number to CCN on successful lodgement of an Air Cargo Report. CCN will then send FSU updates back and the latest update will be displayed in the Air Import Consol Registration screen next to the flight number. 185

186 Further details of the FSU update can be seen using the Communication menu, View Message History. This screen lists all messaging including the original request to CCN. The most recent FSU update will be at the top of the list. Double click on a message to see the original file from CCN. Sales Visit Maintenance Expedient allows users to add/modify Sales Visits Types. Sales Visits Types are used with the Customer Sales Profile Screen when recording and reporting Sales Visits. Ensure, when adding a new Sales Visit, that the Sales Visit Code is unique and is a number. 186

187 187

188 Inter Country Maintenance Expedient allows sites to import and export supplier invoices and shipper invoices between sites in different countries e.g. between Australia and New Zealand branches. This screen stores the details of the transfer of data. Send Method LOCAL 188

189 Send Method FTP Send Method Field Name Description Validation Default Outgoing Sending This indicates if this site is sending Invoices to another Transfer Files? site Country This is the country the files will be sent too if sending files Send Method Select a method from the drop down list Address Enter the address the file are sent to FTP Pickup This is the directory where the files will be picked up Directory from Move to This is the local directory the files will be moved to Directory Incoming Receiving This indicates if this site is receiving Invoices from Transfer Files? another site Receive Select a method from the drop down list Method if receiving files Server Name This is the name of the server FTP Name This is the name of the FTP 189

190 Field Name Description Validation Default FTP Password This is the password for the FTP FTP Path This is the path for the FTP Overnight processes send and receive invoice files according to the set up in the screen above. E.g. Customs Export Entries for Air and Sea Exports in AU can be sent to an NZ site. When the Australian Export Entry is submitted the Shipper Invoice is queued to be sent in the overnight process to NZ. At the NZ site the Shipper Invoice will be matched with the NZ Import House Bill number and the invoice can be located in the NZ Supplier Invoice Number look up in the Supplier Invoice screen. The Source column will show C for transferred invoices. Export Shipper Invoices from NZ to can be sent to AU and located in the AU Supplier Invoice screen in a similar way. Auto Invoice Admin This screen stores information on which internal and external contacts are alerted when Supplier or Shipper Invoices are received into Expedient using the File Feature. This screen can be found in Sundry > Down Load Data Files Add, update or delete rows in this table of Contacts. If an address requires changing please update the User Masterfile for the Internal contact, or the Personnel Masterfile for a Client. This screen provides a view of the data in Supplier Invoices received into Expedient 190

191 V I E W D O W N L O A D E D E X P O R T I N V O I C E S This screen provides a view of the data in Shipper Invoices received into Expedient 191

192 L O A D P A R T S F I L E If you have a Parts File, you can upload this file via this menu options. The file must be in a specified format. Please refer to the Automatic Parts Download information in the Customs User Manual for further details. Corporate Interface This folder stores the configuration for receiving information into Expedient from your Corporate system and sending information from Expedient to your Corporate System. Inbound These screens contain the configuration used to import data into Expedient from external sources. 192

193 C O N T A I N E R C O D E C R O S S R E F E R E N C E ( A U O N L Y ) This screen stores the mapping between the Container Code received from the external system and the ISO Container Code used in Expedient. Use Add, Update and Delete to add and maintain this mapping. I M P O R T D E P A R T M E N T M A P P I N G Destination ports can be mapped to Departments so that imported data used to create Consol and Jobs can be assigned the correct Department Codes on receipt of the Manifest. Use the Next and Previous toolbar buttons to view the Air and Sea mode department mapping. 193

194 Field Name Description Validation Default Mode This indicates if the mapped departments are SEA or AIR AIR Dest Code This is the port code. For AIR insert the ISO Airport code. For SEA insert the 5 character port code Dept Code This is the department code. Use the zoom on your department codes matching the Mode AIR or SEA Dept Name This is the full name for the selected Department Code System Generated P A C K T Y P E C R O S S R E F E R E N C E This screen is used to map external package types to the existing Expedient Pack Type codes. Field Name Description Validation Default External Pack Type Enter the code for the package type that the external system uses. Expedient will not all the same external code to be mapped to more than one Expedient Pack Expedient Pack Type Type. Enter the Expedient Type the external pack type code is matched to if and External Pack Type code is entered 194

195 E D I J O B S I N T E R F A C E M A P P I N G This screen is used to map information in incoming files to create consols and jobs in Expedient. Field Name Description Validation Default Add Importer This field indicates if Expedient will create new No importers in the Customer Masterfile from the information in the incoming file Add Supplier This field indicates if Expedient will create new No suppliers in the Supplier Masterfile from the information in the incoming file Add Exporter This field indicates if Expedient will create new No exporters in the Customer Masterfile from the information in the incoming file Add Export Consignee This field indicates if Expedient will create new exporter consignees in the Export Consignee No Add Default Delivery Port Code Import/Export Sea or Air Dept Masterfile from the information in the incoming file This field indicates if Expedient will create a default delivery address for the client from the information in the incoming file Select a port code. Use the zoom to search on available port codes. Select from the pull down list if the mapping is for import or export jobs Select from the pull down list if the jobs are sea or air shipments Enter the department code the jobs should be belong to. Use the zoom to search on available department codes 195 No

196 Field Name Description Validation Default Dept Name This is the name the department code belongs to N/A System Generated E V E N T S M A P P I N G This screen contains the configuration used to import events from an external party and match to Expedient events. Field Name Description Validation Default External Event This is the Code for the Event used by the External N/A Code system. Import/Export This indicates if the Expedient Event is linked to Import Imports or Exports Event This is the Expedient Event Code Event This is the description of the Expedient Event Code N/A Description Active? This indicates whether the relationship between the Ticked Expedient Event and the External Event is in use. This can be updated by a Super User only. If this External Event Code is no longer required to be triggered by the Expedient Event untick this box. Last Updated This is the date the Active tick box was last updated N/A System Generated User This is the user who last updated the tick box N/A System Generated 196

197 Outbound These screens contain the configuration used to export data from Expedient to an external system. E V E N T S M A P P I N G The Corporate Event Configuration tab holds the interface settings. The Events Mapping tab controls what external code events are generated when Expedient events occur. Users can view how Expedient events are linked to External event codes. Only Super Users can turn the links on or off. Field Name Description Validation Default Event This is the Expedient Event Code Level This indicates if the event exists as Consol Level or Job Job Level Import/Export This indicates if the Expedient Event is linked to Import Imports or Exports Event This is the description of the Expedient Event Code N/A Description External Event Code This is the Code for the Event used by the External system. This is set up by Expedient Software N/A 197

198 Field Name Description Validation Default Active? This indicates whether the relationship between the Ticked Expedient Event and the External Event is in use. This can be updated by a Super User only. If this External Event Code is no longer required to be triggered by the Expedient Event untick this box. Last Updated This is the date the Active tick box was last updated N/A System Generated User This is the user who last updated the tick box N/A System Generated C U S T O M S C H A R G E S M A P P I N G This screen controls how External Charges Codes are mapped to Expedient Customs Charge Codes. Users can view the mapping. Only Super Users can add and make Customs Charge Code mapping. Field Name Description Validation Default ICS Charge This is the Customs Charge Code Code Charge This is the description of the charge N/A Description External This is the Code for the Charge used by the External Charge Code system. Last Updated This is the date the mapping was last updated N/A System Generated User This is the user who last updated the mapping N/A System Generated A U T O F O R W A R D D O C U M E N T S This option allows documents to be automatically forwarded to external systems e.g. on receiving an Import Declaration the document can be automatically forwarded to a corporate system for archiving. 198

199 Field Name Description Validation Default Document Active? Default Sender Select from the pull down list the document to be automatically forwarded Indicates whether the forwarding process is currently working This field indicates the address that the will appear to have been sent from N/A No System Generated Forwarding Reference How is the document sent? This field will appear if your site uses an External ID alongside Expedient references. Select from the pull down list the reference used to identify the client Select from the pull down list how the document is forwarded to external systems. Different fields will appear depending on the selection to complete the forwarding set up. Job Number Document Type Name Select the File Name Format that will be used to identify the document and save it to the correct location in the Corporate System This is the reference for the document type that will be used in the file name format 199

200 Field Name Description Validation Default File Name Format Created By This is the format of the file name that the corporate system will use to identify the document The File Name format <Company>_<Country>_EXPEDIENT_<EntryNo>_<HouseBill>_<Do cname>_yyyymmddhhmmss.pdf will insert the first three letters of the company name e.g. EXP. If there is no Entry Number the Job Number will be inserted. This field indicates the user who originally set up the forwarding of the document and when. N/A System Generated Changed By This field indicates who last updated the set up information and when N/A System Generated D A W R C O M M U N I C A T I O N M A I N T E N A N C E ( A U C U S T O M S S I T E S O N L Y ) This option allows your site to set up a function to receive s from DAWR and forward the with its attachments to another address, perhaps to an external system, and store the attachments to the Job Documents folder. 200

201 Field Name Description Validation Default Status updates received from address This is the address that DAWR sends the DAWR s from. Status Updates forwarding address This is the address that you want to forward the DAWR s with attachments to. This could be used to send the s to another system at your site. Forwarding Reference Save attachments to the Docs Folder? Save Docs As How is the document sent? This is the reference that DAWR will use in the subject to identify the job. Select an option from the pull down list. This question will appear if your site is configured to save Documents within Expedient. Select whether you want to save the attachments to the DAWR in the Job Documents tab automatically on receipt of the . The attachments will be automatically identified as ISR, FSR, DIR, IFI and FCC documents. Select from the pull down menu which folder the DAWR document will be saved to Select from the pull down menu how the documents are transferred to a corporate system. A set of fields will appear depending on the method selected to store the details for the interface. No Private Changed By Select the File Name Format that will be used to identify the document and save it to the correct location in the Corporate System. Displays the user name who last updated the configuration N/A System Generated On Date the configuration was last updated N/A System Generated Creditor Quality Review This menu option within Administration is available where your site has the Accounting Module. This option allows you to store a set of questions that can be applied to Creditors to monitor performance. These questions will require answers within the Customer Masterfile for the Creditor. 201

202 Quality Review Question Maintenance This screen allows addition and modification of Quality Review questions. Field Name Description Validation Default Quality Review Question Text Enter the question to appear in the Creditor Masterfile Active This indicates if this is a questions that is current and should be applied to Creditors if a questions exists Yes Modified by This is the user who last updated the question N/A System Generated Modified on This is the date the question was last updated N/A System Generated 202

203 Merge Menu Customer Merge Expedient allows users to Merge many customer codes to one Customer Code. The below screen allows users to enter the New Customer Code in the Merge To Code field. The details section of the screen allows users to input one or many valid and existing customer codes to merge from. Please Note: This and the Customer Rename function occur overnight Please Note: If the code entered exists in the customer master file then the swap is considered a Merge. When a merge customer code is entered more than one from customer code can be entered in the detail section. Set the Confirmed flag to Yes when the details on the screen are checked and the merge is ready to be performed in the next overnight process. The number of merges is limited to restrict the time taken to perform the merges in the overnight process. The customer records will be merged in Doc Number order. The Doc Number is set when the merge request is initially saved. The below screen shot displays that the user wishes to Merge the Customer Code and all information from Customer Code ARLAUS to Customer Code DEMCON. This action will then update the Customer Code ARLAUS to Customer Code DEMCON from the Customer Masterfile, along with several other items, such as: Open Balances Parts Suppliers Jobs and so on 203

204 Customer Rename Expedient allows users to rename an existing customer code. The new customer code is entered in the Merge to Code. Please Note: If the code entered does not exist in the customer master file then the swap is considered a Rename. When a rename customer code is entered only one from customer code can be entered in the detail section. The below screen has recognized that the Customer Code SLCTEEE does not exist in the Customer Masterfile, once the user clicks Yes then this will then perform a Rename Customer Code. Please Note: Users can only select one Customer Code to rename, the following message will appear if a user attempts more than one. Set the Confirmed flag to Yes when the details on the screen are checked and the renaming is ready to be performed in the next overnight process. The number of renames is limited to restrict 204

205 the time taken to perform the renaming in the overnight process. The customer records will be renamed in Doc Number order. The Doc Number is set when the rename request is initially saved. Supplier Merge Expedient allows users to merge many Supplier codes to one Master Supplier Code. Suppliers can only be merged where the CCID number (AU) or the Customs Code (NZ) is the same. If a Master Supplier is not already linked to the Customer the action becomes a Rename. The Merge Process and Rename process will occur overnight for confirmed merges. Set the Confirmed flag to Yes when the details on the screen are checked and the merge is ready to be performed in the next overnight process. The number of merges is limited to restrict the time taken to perform the merges in the overnight process. The supplier information will be merged in Reference Number order. The Reference Number is set when the merge request is initially saved. Expedient will merge jobs, invoices, entries, landed costings, parts, forwarding rates, personnel, documents from the old Supplier Codes to the Master Supplier code. 205

206 Field Name Description Validation Default Merge To Customer Select the Client code. Customer code Use the zoom to select a Supplier Select the Supplier Code to merge into. This will become the Master Supplier Code. Use the zoom to select a Supplier code from the list of Suppliers already CCID/Customs Code associated with the Customer or click on in the Supplier Code zoom window to select a Supplier to create a new relationship with the Customer This is the code supplied by Customs to identify the Supplier. The Suppliers to merge in the Master Supplier must have the same CCID/Customs Code Codes to Merge Into Master N/A Supplier Masterfile Supplier Enter the Supplier Code to be merged into the Master Supplier Code. Use the zoom to select a Supplier code from the list of Suppliers already associated with the Customer or click on in the Supplier Code zoom window to select a Supplier to create a new relationship with the Customer. The Supplier must have the same CCID/Customs Code number Supplier Name This is the full business name for the selected Supplier N/A Supplier Masterfile CCID/Customs Code This the Customs Reference for the Supplier N/A Supplier Masterfile Confirmed Action Reference Select Yes from the pull down list to add the merge to the next overnight merge process This will default to Merge if there is already a link between the Customer and the Master Supplier. If the link is to be created the Action flag will show Rename This is the reference number for the merge in the queue of Suppliers to be merged N/A N/A No Merge System Generated Modified By This is the user who last update the merge or rename instruction N/A System Generated On This is the date the merge or rename instruction was last updated N/A System Generated Supplier Check Report This report allows users to view existing Client/Supplier combinations that are setup in the Supplier s Masterfile, for clients that you would like to merge. 206

207 Pre Merge Supplier Check Report Parameters: Field Name Description Validation Default Original Client Merge Client Select the Client Code. Use the zoom to select a Customer Code. Select the Client Code to merge into. Use the zoom to select a Customer Code. 207

208 Field Name Description Validation Default Report Format Select either CSV or Report Format. CSV CSV Format; The following columns are shown: Supplier - Supplier Code that corresponds with the Original Client in the Suppliers Masterfile. Name - Description associated with the Supplier Code entered above. CCID Customs Code that corresponds with the Client/Supplier in the Suppliers Masterfile. Conflict Either of the below is shown in this column, depending on the circumstances; Same Supplier Code with Different CCID Different Supplier Code with same CCID Supplier - Supplier Code that corresponds with the Merge Client in the Suppliers Masterfile. Name - Description associated with the Supplier Code entered above. CCID - Customs Code from the Suppliers Masterfile. Report Format; The following columns are shown: Supplier Supplier Code that corresponds with the Original Client in the Suppliers Masterfile. Name Description associated with the Supplier Code entered above. CCID Customs Code that corresponds with the Client/Supplier in the Suppliers Masterfile. Supplier Supplier Code that corresponds with the Merge Client in the Suppliers Masterfile. Name Description associated with the Supplier Code entered above. CCID Customs Code from the Suppliers Masterfile. Please see below example of the Report Formats (CSV & Report): 208

209 Client Statistics Report This report allows users to find all areas in Expedient linked to a client before merge. After the merge run the report to ensure all records with the client code were successfully merged. The report should show zero results after the merge for the same client code. 209

210 Administration Report Log User This CSV report lists activities by Users filtering on Date, Branch and User. The report is limited to find activities within the last year. Please note the following The number of Supplier/Shipper Invoice lines is based on the number of lines currently on the Supplier or Shipper Invoice the User created. The count of Import Declarations is based on the number of successfully submitted entries The count of the EDNs is based on the number of successfully submitted EDNs Sample CSV output 210

211 Client Event Enquiry This option allows you to view details of events at client level e.g. Batch Sent End of Month Statements Users Currently Logged In This screen allows the users the option to view who is currently logged into the System 211