New Shipment

1.1 Basic

1.1.1) How to create a new shipment


  1. Go to the Navigation bar on the left hand side, select “New Shipment” under “Air Export” section.



  1. You will see a place to create MAWB. The cells with red asterisk are the compulsory info you must fill in. If the shipment has connecting flights, click “Connecting Flight” to record it. You can add Charges of Carriers by clicking the “+” at the bottom.

        






Let’s say your client have 2 pallets of goods (100*120*110cm each) and they said the total weight is 1000kg, your selling price is 4 dollar per kg, how do you do it in the system?    

    

  1. Select unit as pallets at the “Package” and input 2.



  1. Click “Set Dimensions” at the bottom left to calculate volume weight. Click the green plus to add dimensions and input length, width, height accordingly. PCS have to be the same as the Package unit you just input at step 1. GoFreight will calculate the volume weight automatically. Click “Apply” to proceed.

  1. Volume weight will have the calculated results shown. Since we haven’t input Gross Weight yet, the chargeable weight field will be 440 kg, same as the Volume Weight.


  1. Now input the Gross Weight as 1000 kg. Since the Gross Weight 1000 kg is greater than the Volume Weight 440 kg, the Chargeable Weight will now be 1000 kg.



  1. When you receive this shipment, you will measure the weight again. Let’s say this shipment actually weights 1050 kg according to your warehouse. Input 1050 kg at “AWB Gross Weight”, since 1050 kg is greater than 1000 kg, the AWB Chargeable Weight will be 1050 kg.



  1. Input 4 per kg at “Selling Rate”, GoFreight will calculate the total price automatically.


  1. For charges that need to be shown on MAWB, click the green plus and add it at “Other Charges”. 

        

You can also click the gear icon at “Other Charges” to edit default charges.


  1. After completing MAWB, remember to “Save” your file. You can always come back and edit.


  1. Click “Add  HAWB" if this isn't a Direct Master shipment. If you have multiple HAWB under one MAWB, click “Add HAWB” to add more. Remember to “Save” after completing as well.



1.1.2) How to generate documents 

There’s a "Tools” at the upper right corner of the MAWB and HAWB. You can generate most of the documents here.


 




1.2 Accounting

In Accounting Tab, we also divide into MAWB and HAWB. Usually, for non-direct master and non-coload cases, monetary transactions with the Carriers and oversea agents belong with MAWB, transactions with your clients (Shipper/Consignee) belong with HAWB. You can create Account Receivables, Account Payables, Invoices and Debit/Credit Note here.


    1.2.1) How to create AR/Invoice(s) 


  1. Click “ Destination Revenue (Invoice/AR)”.


  1. “Bill to” is the must-have information here. You can add charges and fees by clicking the “Green +” , then key in the rest of the info accordingly. At the “Type” column, you can decide whether this charge is Our Sales, Collect for Agent or Sales for Agent. If you’re not sure about some details and don’t want this to be an official Invoice/AR, click “Save as Draft”.


1.2.2) How to convert a draft to normal Invoice/AR


Click “Tools” at the upper right corner, and choose “Convert to Normal”. This draft will become an official Invoice/AR.

1.2.3) How to create AP/Cost


  1. Click “ Destination Cost (AP)”.




  1. “Vendor” is the must-have information here. The rest is the same as in AR and D/C Note. If you check the box under the “N” column, it means this charge is Non-Profit. When GoFreight calculates your profit, this charge will be excluded.  





  1. Once you’ve done creating an AR/AP/DC note, it will bring you back to the accounting entry. Our system will auto-calculate the total amount of all AP/AR/DC and display on the upper part of the MAWB and HAWB section(marked in blue). 


  1. We will also auto-calculate the total profit which excludes all the “Non-Profit” charges, showing the actual profit on the lower part of the MAWB and HAWB (marked in red).


 


What if there are some draft invoices and you don’t want to include them in the total amount? 

You can uncheck “Include Draft Amount” and all draft invoice(s) won’t be counted into the total amount. 

Note: The total profit calculation won’t include any draft invoice(s).



1.2.4) How to create Debit/Credit Note(s)


  1. Click “Origin Revenue/Cost (D/C Note)”


  1. Load and Link from AR/AP : “Agent Name” is the must-have information here. If you have created AR/AP, which type is “Collect for Agent” , “Sales for Agent” or “Pay for Agent”, “Cost for Agent”, when you move your mouse over “Load and Link”, it will show how many items there are in AR/AP. Click “Load and Link” to bring those AR/AP to this D/C Note.



  1. After that, you can choose to save it as a draft or simply “Save” as an official D/C note.The freights marked in red below are load-and-linked from AR/AP, and the freight marked in blue is added manually by clicking “+”. 



  1. All the entries under the types of “collect for agent” or “sales for agent” will be loaded into the debit/credit notes and these entries will be linked as shown by the”linked” icon. The status of the freight charges you create directly in the D/C note but cannot be found in AR/AP will show “unmatch”. 







1.3 Doc Center

1.3.1) How to maintain documents

You can drag and drop your files to both MAWB and HAWB sections. Files that were uploaded successfully will be shown on “Document List”. You can choose to “Preview” or “Download” files under the “Actions” column. 


1.3.2) Auto-saved generated documents

Whenever you click “Tools” on MAWB or HAWB to generate documents, select “Download PDF” , “Print PDF” or “Email” on the top of the page, GoFreight will save the file to “Doc Center” automatically.
 

1.4 Work Order

In this section, if you have multiple delivery locations for different trucking companies, we suggest you use the “Work Order” feature to maintain your D/O(s).


1.4.1) How to create pickup & delivery order

  1. Click the green plus button to create Pickup & Delivery Order



  1.  Complete the information of the “Trucker”, “pick up location”..etc, and other data you need. You can use company search to fill the TP info.



  1.  Select “Download PDF” , “Print PDF” or “Email” on top of it will automatically save the file to “Work Order”. If you have several DOs with different truckers or pick up locations,you can edit the file name by clicking “Edit” to rearrange. Also, it’s free to download again when you click the green button “Download”.



1.5 Status

Every update and amendment can be seen at “Change Log”. Click “More Detail” to see what exactly was changed. Each shipment will have an OP in charge, you can also shift your shipment to different OP when needed. 

You can appoint Sales in charge here at HAWB section.