Chapter 7: The Prealert Screen

Introduction

The Prealert Screen is used to enter air, ocean, sea-air, domestic, LCL, return and export freight data that has not been previously pre-alerted through forwarder EDI (Electronic Data Interchange). If you are not sure whether a record has been electronically prealerted, use the FIND menu from the Main Menu in the Inquiry screen to confirm. The purpose of this screen is to do away with manually writing out non EDI shipments. When a non EDI shipment comes in, enter it into the Prealert Screen and print out the worksheet. Unlike the previous receiving screen where you could enter a record manually and receive it at the same time, the prealert screen does not allow you to receive the record. Prealerting and receiving a record are carried out in two separate screens now. see Chapter 9: Receiving Screen for details on the receiving screen.

The Pre-alert screen is accessed from the Inquiry screen via the "Edit", "Pre-alert Cargo" menu items. The Pre-alert screen is divided into five portions separated by horizontal and vertical lines (See Figure 6 ). Sections PO Screen and Cartons are inaccessible from this screen but are accessible through the Purchase Order screen (see Chapter 8: Purchase Order Screen). The user can move directly from one portion to another by using the ‘Page Down’ and ‘Arrow’ keys. The user is first prompted with "Same receiving worksheet?". Answer (Y)es ONLY if it is a continuation of the same MAWB or CNTR# displayed in the Inquiry screen. This will avoid redundant entry of the common fields associated with that Mawb# or Cntr# on the screen. The following fields are accessible for edit in the prealert screen:

*indicates field is very important and should not be skipped if at all possible.

After the above data is entered, select <SAVE> by pressing (CTRL-ENTER) to assign a unique system SEQUENCE number to that record. Hit the <ENTER> key to activate the Purchase Order(PO) Screen. See chapter 8: Purchase Order (PO) Data Screen, for instruction on the PO screen.

Figure 6: Prealert Screen

Chapter 6: Purchase Order(PO) Data Screen

The PURCHASE ORDER(PO) DATA SCREEN is the screen where PO specific information is edited. Note: These fields can no longer be edited from any other screen. The PO Screen can be activated from the Inquiry screen by choosing <View> from the main menu and <Mult PO> from the View menu. In the Prealert Screen the PO Screen will automatically pop-up after the sequence number has been assigned. It will also automatically pop-up during Receiving and Shipping transactions. See Chapter 9: Receiving Screen and Chapter 10: Shipping Screen for more detail. The following data is editable from the PO Screen:

*indicates field is very important and should not be skipped if at all possible.

Figure 7: Purchase Order Screen

After the above data is entered, select <SAVE> or hit the (CTRL-ENTER) keys to save the PO information. NOTE: You do not need to enter the XFact. Ctns and XCtry.Ctns. The screen automatically copies the cartons entered from the Ctns.Exp field. You are now given multiple options to either :<EDIT> the current PO record, <ADD> another multiple PO record for the same HAWB / FCR, <DELETE> the current PO record, or use <POVAL> to validate Mast PO’s. Note: <POVAL> is only valid for Mast Industries shipments. Also, <POVAL> will more often then not have the Customer PO value if you are unable to obtain it else where.

After you are done entering the PO information, select <OK> to leave the Purchase Order Data Screen.

Chapter 9: The Receiving Screen

The Receiving screen is accessed from the Inquiry screen via the <Edit>, <Receive Cargo> menu items. The Receiving window appears over the main inquiry screen. The user is first prompted for a sequence number. The current record automatically defaults. If the current sequence number is not the record you wish to receive, simply enter the sequence number of the record you wish to receive. NOTE: In order to receive cargo, the sequence number must already exist. If the cargo does not already have a sequence number, use the Prealert Screen to enter it as mention above in this manual. Leave blank to exit the receiving process.

The Receiving screen is divided into an upper, middle and lower portion separated by horizontal lines. (see figure 8) The upper portion contains fields from the Purchase Order (PO) table and are editable via the PO SCREEN button during Receiving. The PO Screen will pop-up during a receiving transaction either after editing HAWB/FCR field or the CntrSiz field depending on the Type and/or Delivery method of the record being received. The middle portion contains four fields which define the type of receiving transactions and Pallet information. Refer to description of fields below:

*indicates field is very important and can not be skipped.

The lower portion contains additional fields from the MASTER and RECEIVING tables, all of which need to be verified or entered as appropriate from the receiving worksheet and accompanying documents. The fields in the left column should have been enter correctly when the freight was pre-alerted. However, since they are very important, they are repeated here so they can be verified for complete accuracy. Please refer to the pre-alert documentation for usage of the fields in the left column.

The fields in the right column are specific to the receiving process, and are detailed below:

All fields on the Receiving screen are required to be verified from the receiving documents in order to produce a valid receiving record to be transmitted to our customers.

Figure 8: The Receiving Screen

Special Cases

Record Received with incorrect Type, Delivery Type and/or Division.

You will be unable to edit these fields after the record has been received. In order to change them you will need to delete the current receiving record, edit the field(s) in question and rereceive it.

Record has not been assigned to a Pallet or Container record or the Pallet or Container record has not been Start and/or End Stripped

See the on duty Dispatch if the record in question is an Ocean shipment. See the on duty Receiving manager for Air, Domestic and LCL shipments.

Chapter 10: Shipping Screen

The shipping screen is accessed from the Inquiry screen via the "Edit", "Ship Cargo" menu items. After selecting the Shipping function, the shipping window appears over the main inquiry screen. (See Shipping Screen Below) The following actions occur during the shipping process. A match is searched for in the Delivery Order Table. If a match is found, certain fields are updated in the MASTER and SHIPPING tables accordingly. The user begins editing the fields on the shipping screen. All fields on the shipping screen are required to be verified from the shipping documents in order to produce a valid shipping record to be transmitted to our customer. The shipping screen is divided into an upper and lower portion separated by a horizontal line. The upper portion contains fields from the PO table and are editable via the PO SCREEN during shipping. (See New Fields Below) The lower portion contains additional fields from the MASTER, SHIPPING and BROKER tables, all of which need to be verified or entered as appropriate from the D.O.

Figure 9: The Shipping Screen

« Save » <Cancel>

Figure 10: The Manifest Screen

« Save » <Cancel>

Special Cases

Record Received with incorrect Type, Delivery Type and/or Division.

You will be unable to edit these fields after the record has been received. In order to change them you will need to delete the current receiving record, edit the field(s) in question and rereceive it prior to shipping.. Note: If the record has been matched to a record in the DO table and the Division field is wrong there as well, it will change the record back to match what is in the DO table when ship it. Make sure you are absolutely sure the division is wrong before editing it in the DO screen. If the system will not allow you to edit the record in the DO screen contact Gary Dunham and he will edit it for you.