www.cybermonksd.com/cfpro system guide 40 slides

www.cybermonksd.com/cfpro

System Guide40 Slides

Introduction:

C&F PRO is a Freight Logistics management application that enables your company achieve the following objectives:

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Digitize, Analyze, Report and Automate Clearing & Forwarding operations.


Improve C&F Customer Service Department.


Increase timeliness of execution of C&F tasks.


Enable your Company see the entire picture of your operations with tools for analysis of large amount operational data.


Boost your staffs’ morale by enabling them to accomplish more with much ease using a state of the art solution tailor made for their industry.


Features & Functions


C&F PRO Features & FunctionsC&F PRO is composed of the following 7 major features and functions:1. Login (Security)2. Job Entry3. Analysis & Reports4. Accounting Functions5. Primary Data References6. Inputs & References7. System Settings


1. Login

Enter your username and password and click OK.To close the Login window click cancel.

When you run C&F PRO the Login Window will displayed.


2. Job Entry (1 of 11)

The Job Entry Window will be displayed automatically after you log in successfully. This is where consignment information is entered into the system.

This includes: File No, BL No, Client Details, Consignee Details, Shipper Details, Type of Consignment, Destination of Goods, Description of Goods ,Cargo Details, etc. Enter or edit details and click Save.

Important things to note:

1. Job Type, Job Status, Pending Clearing, Under Clearing, Dispatched up to File Closed.

2. Dates in the system are entered by clicking on the buttons next to the date field and selecting the date from a Calendar that pops up.



On the Job Entry Window Consignment Details are divided into the following parts according to the natural flow of clearing & forwarding operations:

1. Cargo Details2. Shipping3. Declaration4. Verification5. Port & Customs6. Registration7. Release

Other important functions on the Job Entry windows are: 8. Search9. Progress Updates



Cargo Details (1 of 2)

A consignment can consist of Loose cargo, 1 container , 100 containers, etc, of various sizes i.e. 20ft, 40ft, etc.

Click the ‘Add’ button to add new line on the cargo entry table to enter details of a cargo item of the consignment. This includes: Container No, Payload, Weight, CBM, Transporter, Vehicle No, Transporter, Container Status, Port Exit Date, etc.

Important things to note:1. The remaining day to demurrage are computed automatically if the vessel berthing date is provided in the shipping details.

2. Container statuses are set by selecting the appropriate status from when you click the button labeled ‘Container Status’. This list includes a special status called ‘Returned’ which when selected will prompt you to enter the Container Return Date and the Interchange No. When the return date is set the system will halt counting the remaining days to demurrage.

3. Cargo Item / Container are entered and computed per item not as a whole.



Cargo Details (2 of 2)

Transit Consignments have more details as opposed to Local Consignments.These details are entered in the More Cargo Details window.

Select a cargo item on the Cargo Items table and Click the button labeled ‘More Cargo Details’ to enter more cargo information.

This Includes: Container Cross Border Date, Destination Arrival Date, Return Date, Interchange No, etc. Enter or edit the information and click Save.



Shipping Click the ‘Shipping’ button to display the shipping window. This is where shipping details of the consignment are entered.

This includes: Shipping Vessel, Voyage No, Vessels ETA, Berthing Date, Shipping Line, etc. Enter or edit details and click Save.

Important things to note :

Selecting The Shipping Line will automatically compute Free days for local and Transit Consignments if the Berthing Date is provided

When you provide the shipping line and berthing date and close the shipping window, the system will compute the remaining free days to demurrage for each Cargo item (container) on the Job entry Window.

This information will enable the command to monitor and give priority to container whose free days are about to expire to avoid incurring lateness penalties from the respective shipping line, among other things.



Declaration Click the ‘Declaration’ button to display the Declaration window. This is where Declaration details of the consignment are entered.

This includes: IDF Nos, T810 Entry Nos, Duty amounts, Entry Status, Entry Registration , Entry Pass Date, etc. Enter or edit details and click Save.

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Verification Click the ‘Verification’ button to display the Verification window. This is where verification details of the consignment are entered.

This includes: CFS, Consignment Verification Date, KEBS Verification Start & Stop Date, etc. Enter or edit details and click Save.

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Port & CustomsClick the ‘Port & Customs’ button to display the Port & Customs window. This is where Port & Customs details of the consignment are entered.

This Includes: Port Documents Information, Port Charges Information, Release Order Information, Loading Dates, etc. Enter or edit details and click Save.



RegistrationClick the ‘Registration’ button to display the Registration window. This is where Vehicle Registration details of the consignment are entered.

This Includes: Vehicle Number Plate, Type of Registration, Registration Charges , etc. Enter or edit details and click Save.


2. Job Entry ( 9 of 11)

ReleaseClick the ‘Release’ button to display the Release window. This is where Consignment Release details of the consignment are entered.

These are: Personnel Releasing The Goods, Person the Goods are released to and the Date of Release. Enter or edit details and click Save.



SearchConsignments entered into the system are retrieved by searching for them. Click the ‘Search’ button to display the Search window.

You can Search for consignments using various consignment criteria such BL No, File No, IDF No, Container No, Transporter, Vehicle No, Telephone, Email, etc.


Enter the search string and select the criteria for search and click ok.

A list of results that meet your search criteria will be returned.

Select the item you are looking for and click the Button labeled ‘Go To’ to load that file on the Job Entry window.



Progress Update (1 of 3)

C&F PRO provides for entry of detailed progress updates on the various logistical processes carried out on consignments. Click the ‘Progress Updates ’ button on the Job Entry window to display the Progress Update window.

Click the ‘Add’ button to enter a new progress update and Click Save. The latest update will be added on top of the previous updates.




You can also edit an existing update. Click the ‘Edit’ button to load the Add/Edit Progress Window where you can edit an exiting update and then Click ‘Update’ to save. You can also adjust the date and time of new or exiting update to move it up or down in the progress updates list.




Click the ‘Preview Report’ button on the Progress Update Widow to display the Consignment Progress Report described in the system as the Daily Cargo Status Report.

This report contains all the important consignment information on the left and the progress updates on the right with the latest update at the top.


Progress update are intended to be sent to Clients on a daily basis to keep them comprehensively informed about the status of their consignments as a function of customer service.

You can print a hard copy of the report or create a soft PDF copy of the report using a PDF printer installed in your computer that you can attach and send to client via email.


3. Analysis & Reports (1 of 6)

The purpose of capturing of consignment data is to enable analysis of this data to provide various insights into the all the active ad completed logistical operations on consignments.

C&F PRO Provides the following main analysis and reporting functions :

1. Standard Job Visibility Report2. Detailed Job Visibility Report3. Container Control4. Cargo Processing Report5. Transit Efficiency Report

Other Analysis and reporting functions are: 6. Shipping Report7. Document Processing Summary

Click the ‘Analysis & Reports’ Button at the top of the main Window and select the appropriate item on the pop up menu.



Standard Job Visibility Report The Standard Job Visibility Analysis & Reporting function enables the user to view consignments entered into the system for any given period of time such as Today, This Month, This Year, Last Year, All, etc.

You do this by selecting the time scope from a list at the bottom of the window or by entering the ‘From’ and ‘To’ dates and clicking the button labeled ‘Apply Dates’. The Report Includes the Latest Progress Update for the consignment.

Important things to note:You can apply various filters on the displayed data to obtain various results such as: Consignments for a Particular Client, Consignments in a particular status e.g. ‘Pending Clearance’

The user may also combine various criteria to obtain more focused filtered results e.g. Consignments for a particular Client in a Particular Status From a Particular CFS.

The ‘Standard Job Visibility’ Window also contains functions for:1. Searching for a Consignment in the list.2. Printing the is displayed Data (to Hard Copy or soft

PDF copy).3. Exporting displayed data to an Excel file.



Detailed Job Visibility Report The Detailed Job Visibility Analysis & Reporting function enables the user to view all details for consignments entered into the system including cargo items / containers and progress updates for any given period of time such as Today, This Month, This Year, Last Year, All, etc.

Important things to note:You can apply various filters on the displayed data to obtain various results such as: Consignments for a Particular Client, Consignments in a particular status e.g. ‘Pending Clearance’

The user may also combine various criteria to obtain more focused filtered results e.g. Consignments for a particular Client in a Particular Status From a Particular CFS.

The ‘Detailed Job Visibility’ Window also contains functions for:1. Searching for a Consignment in the list.2. Exporting displayed data to an Excel file.



Container ControlThe Container Control & Reporting function enables the user to view all the containers / cargo items for consignments entered into the system for any given period of time such as Today, This Month, This Year, Last Year, All, etc.

The retuned report includes remaining days to demurrage and demurrage charges for late containers. This enable the company to make decisions and allocate resources for containers whose free time is about to expire or has already expired

Important things to note:You can apply various filters on the displayed data to obtain various results such as: Containers for a Particular Client, Containers in a particular status e.g. ‘Pending Clearance’

The user may also combine various criteria to obtain more focused filtered results e.g. Containers for a particular Client in a Particular Status From a Particular CFS.

The ‘Container Control’ Window also contains functions for:1. Searching for a Container in the list.2. Printing Displayed Data3. Exporting displayed data to an Excel file.



Cargo Processing Summary The Cargo Processing Summary & Reporting function enables the user to instantly see the stage of progress on the various logistical processes for all containers in the system for any given period of time such as Today, This Month, This Year, Last Year, All, etc. This is denoted by OK or a Dash for each item on each logistical process.

The logistical processes include: Entry Passed (T810), T812 No Received, Delivery Order Secured, Release Order Secured, Transport Secured, etc.

Important things to note:You can apply various filters on the displayed data to obtain various results such as: Containers for a Particular Client, Containers from a Particular Shipping Vessel & Voyage No.

The user may also combine various criteria to obtain more focused filtered results e.g. Containers for a particular Client from a Particular Shipping Vessel Sent to a Particular CFS.

The ‘Cargo Processing Summary ’ Window also contains functions for:1. Searching for a Container in the list.2. Printing Displayed Data3. Exporting displayed data to an Excel file.



Transit Efficiency ReportThe Transit Efficiency & Reporting function enables the user to evaluate the company’s efficiency in clearing goods from the port and transporting them to the client for all containers in the system for any given period of time such as Today, This Month, This Year, Last Year, All, etc.

The system computes the days taken from Berthing Date or Documents Received Date to Port Exit Date and Arrival at Destination Date.

Important things to note:You can apply various filters on the displayed data to obtain various results such as: Containers for a Particular Client, Containers in a particular status e.g. ‘Pending Clearance’

The user may also combine various criteria to obtain more focused filtered results e.g. Containers for a particular Client in a Particular Status From a Particular CFS.

The ‘Transit Efficiency Report’ Window also contains functions for:1. Searching for a Container in the list.2. Printing Displayed Data3. Exporting displayed data to an Excel file.


4. Primary Data References (1 of 3)

C&F PRO is designed to provide for selection of frequently used data from lists instead of typing it every time. This eliminates typing errors, cuts time spent entering data and maintains integrity of entered data for analysis.

Primary Data References are reference for Primary Data required for Freight Forwarding & Logistic Operations. This is as follows

1. Agents2. Clients 3. Consignees4. Shippers5. Shipping Lines6. Shipping Vessels7. Transporters8. Vehicles9. Drivers


4. Primary Data References (1 of 3)

C&F PRO is designed to provide for selection of frequently used data from lists instead of typing it every time. This eliminates typing errors, cuts time spent entering data and maintains integrity of entered data for analysis.

Primary Data References are references for Basic Data Required for Freight Forwarding & Logistic Operations. This are as follows:

Important things to note:1. Apart from Shipping Lines & Shipping Vessels Primary Data Interfaces are very similar and contain

more or less the same details i.e. Name, Address, Telephone, Email, Town, Country.

2. On Each Window the data can viewed in Singular Form of in a Tabular format

1. Agents2. Clients 3. Consignees4. Shippers5. Shipping Lines6. Shipping Vessels7. Transporters8. Vehicles9. Drivers


Shipping Line Information is critical to Freight Forwarding and Logistics. C&F Pro Provides for entry of Shipping Lines Names with Free Days to Return Containers for Local & Transit consignments for each entered Shipping Line.

C&F Pro also provides for Entry of Demurrage Tariffs for each shipping line in three stages for example; Charges for the first 7 days, charges for next 7 days i.e. 14 days and thereafter i.e. after the 14th day.

4. Primary Data (2 of 3)

Shipping Lines


1. Incorrect Entry of Shipping Lines leading to Editing or Deleting Shipping Line Names later on WILL affect analysis results especially Container Control.

2. The same applies to Demurrage tariffs.

3. Enter The Shipping Line and then set the agreed demurrage tariffs. Enter Zero (0) if you don’t know the tariffs

4. Shipping Lines Data Entry I only available for Super Administrators on the system.


Shipping Vessel Information is critical to Freight Forwarding and Logistics. C&F Pro Provides for entry of Shipping Vessel Names with Voyage No, ETA, Berthing Date and Exit Date (exit from harbor) which also serves as the Last Sling Date.

This information is the picked from list when entering shipping data for consignments.

4. Primary Data (3 of 3)

Shipping Vessels


1. Shipping vessel information is critical in computing remaining days to demurrage.

2. When you update any dates on the ‘Shipping Vessels’ Window click on the ‘Update All’ Button.

This will propagate the changes throughout the system for all consignments affected by the changes by following the Shipping Vessel Name and Voyage No.


5. Accounting FunctionsC&F PRO Provides for creation of Invoices to enable Costing & Invoicing for each Consignment among other Job Functions (see ‘Job Function’ Button) on the Job Entry Window.

The user can use the following accounting function and obtain the following respective reports for each client for any given period of time such as Today, This Month, This Year, Last Year, All, etc.

1. Invoices2. Statements3. Payments4. Credit / Debit Notes


6. Inputs & References (1 of 2)

Inputs References are references for Low Level Data Required for Freight Forwarding & Logistic Operations. This are as follows:

1. Container statuses2. Destinations3. Destination Depots4. Release order Statuses5. Delivery Order Statues6. Ship Statuses7. Document Statuses8. Document Types9. Port Changes Statuses10. Pickup Order Statuses11. Payloads12. Loading Statuses13. Job Types

14. Job Statuses15. Bond Statuses16. CFS’s17. Goods Descriptions18. Invoice Items19. Invoice Types20. Charges Types21. Staff Productivity22. Staff / Personnel

Click the ‘Inputs & References’ Button at the bottom of the main Window and select the appropriate item on the pop up menu. Click the ‘Add’ , ‘Remove’ or ‘Save’ button to add or remove and save reference Item .


This is where details of system users are entered. System users are usually staff of the company . You enter a new user by clicking on the ‘New Staff’ Button and entering the appropriate information in the spaces provided. You can also ‘Delete’ staff. User permission setting are also set here. These levels are:

6. Inputs References (2 of 2)

Staff / Personnel

1. Operator - Can Enter Data and Produce Reports. Cannot access Analysis functions like Container Control. Cannot delete data. Cannot Access Shipping Lines.

2. Administrator - Can Enter Data and Produce Reports. Cannot Access Shipping Lines. Cannot Delete data. Cannot Access Staff / System Users.

3. Super Administrator - Has Full Access to System Functions


C&F PRO Feature a user setting Called Read Only User. Any user in the system can be set to be Read Only User . Once set to this the user cannot enter any data. However can view consignment data and produce reports.


7. System SettingsThese are settings that affect the operation of the application when installed in a users computer. These are as follows:

1. User Log2. Invoice & Receipt No's3. Data Connection

Click the ‘System’ Button at the bottom of the main Window and select the appropriate item on the pop up menu.

Of importance is the Data Connection function that provides for entering the connection settings to the SQL Server Data Server by C&F PRO application


ConclusionThis System Guide explains the essentials for C&F PRO that will enable you to use and benefit from the system once installed.

Feel free to contact us via email if you require any clarification.Email: [email protected]

Thank you.Cybermonk SD.


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Software Development

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www.cybermonksd.com/cfpro system guide 40 slides

Documents

cargo details

job status

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shipping details

job entry windows

consignee details

shipper details

client details