Sea Freigh

SysFreight.
NET system
Sea Freight Operation System
User Guide Version
Prepared By : SYSMAGIC SOFTWARE SOLUTION

Proprietary & Confidential
SYSFREIGHT.NET Sea Freight User Guide
SYSMAGIC SOFTWARE SOLUTION
USER GUIDE
In the Sea Freight System, it consistsSEA
of theFREIGHT
following sub-modules:
The Sea Freight System consists of the following sub-modules:
EXPORT OPERATION
IMPORT OPERATION
SALES
REFERENCES
SYSTEM ADMINISTRATION
TABL E O F C O NTE NT S
OVERVIEW 3
LOGIN. 4
MAIN MENU.. 5
EXPORT OPERATION. 7
Consol/FCL/LCL Booking ......................................................................................................................... 8
Booking ..................................................................................................................................................... 12
B/L Preparation ......................................................................................................................................... 18
IMPORT OPERATION.24
Consol Job Entry ....................................................................................................................................... 25
Job Entry ................................................................................................................................................... 27
Delivery Instruction .................................................................................................................................. 37
Delivery Order/Delivery Note .................................................................................................................. 41
Invoicing ................................................................................................................................................... 43
Payment Voucher ...................................................................................................................................... 44
SALES..45
Freight Quotation ...................................................................................................................................... 46
Charge Table ............................................................................................................................................. 49
Cost Table ................................................................................................................................................. 50
Shipping Cost Table.................................................................................................................................. 51
Rate Enquiry Table ................................................................................................................................... 53
SHORTCUTS..54
Creating Shortcuts ..................................................................................................................................... 55
Delete Shortcut.......................................................................................................................................... 56
REFERENCE..57
Business Party ........................................................................................................................................... 57
SYSTEM ADMINISTRATION61
Add/Modify Group ................................................................................................................................... 62
Add/Modify User ...................................................................................................................................... 64
Company Profile ....................................................................................................................................... 65
OVERVIEW
Below is the overall linkage between the sub-modules.
References
- Master File Setup
(Business Party, City,
Port etc)
Export
- Booking, Prepare Job,
Invoice, PV
Document Available
- Booking Confirmation,
Container /Trpt Rqst, Shipping
Note, BL, Job Costing,
Shipping Instruction
Import
- Job Entry, Invoicing, PV
Document Available
- Arrival Notice, Job Costing,
Delivery Order/Instruction,
Shipment Report, Port Entry
Doc
Sales & Marketing

- Charge Table, Freight
Quotation
Document Available
- Quotation
LOGIN
Double-click on the icon on your computer,
1. Key in your User ID, Password setup by your Administrator

2. Enter the Site code.
NOTE: If you would like the system to save the setting the next time you log on, EXCEPT YOUR
PASSWORD, put a tick on the checkbox.
3. Click Check Update if you want to upgrade the system to the latest version
MAIN MENU
Once successfully login, you can see below SysFreight Outlook-style Main Menu.
The tree structure Menu can be found on the left hand side.
File Change Password or Re-login the system after change system setting.
Windows Go to different Windows you have opened.
Tools Menu, Message, Calendar, Calculator, Explorer and Address Book
Look For
You can quickly look for a record in the system using the Look For function
Job Enquiry
Specify a range of Job, Invoice or Voucher No. to search the Job Information
EXPORT OPERATION
Select Export to reveal the functions available.
This is the export function of the sea freight software.

Functions user can perform in SEA EXPORT:
Create Vessel Schedule (Optional).
o Print vessel schedule.
Create Consol Booking, FCL and LCL Booking
o Print Cargo Load Plan, Manifest and Pre alert
Create Direct Booking.
o Print booking confirmation, shipping note.
Create Export Job.
o Print B/L, carriers B/L, job costing, job profit and loss.
Create Invoices/ Debit Notes/ Credit Notes.
o Print invoices.
Create Vendor Invoices/ Vendor Debit Notes/ Vendor Credit Notes/ Payment Vouchers.
o Print payment vouchers.
Consol/FCL/LCL Booking
Prepare the consol shipment in this entry.
Create a Master Job:

Enter the Consol information on the upper screen. The Job No will be automatically generated once
the job is saved. The Cargo type will be as per what you selected. For example if you selected FCL
Booking, the cargo type will be FCL. If you selected LCL Booking, the cargo type will be LCL.
Enter the Carrier Ref number.
Enter the ATA Date (Actual Time of Arrival, the date the vessel arrived in Singapore).
Enter the Vessel. You will be prompted to enter a new vessel if the vessel cannot be found in the
system. Enter the Voyage number.
Enter the ETD date. Enter the Dest (destination city). These are compulsory fields and must be filled
in before you can save the job.
Alternatively, you may click on Schedule (Optional) or press F4 to pull the information from vessel
schedule if you had entered the schedule under Vessel Schedule in the earlier part of the program.
Enter Container Type and No. of Container to specify the size of the container.
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Enter the Haulier, Carrier, Agent, Warehouse, and Yard (if applicable).
The total weight (Wt (Kg)) and volume (Vol (M3)) of the consol shipment will be calculated and
displayed
Click on save to save the job. A Master Job No. will be generated.
Note: If the shipment is delayed, simply change the shipment details here in this consol screen and the
details will be updated to all the house jobs.
Buttons Description:
New Booking button to add a new booking to the consol. The Booking entry can be referred to Section
1 Booking. This booking has to be on the same voyage as entered earlier. If you have a new booking on
another vessel or schedule, please create a new booking from the main screen.
If you want to detach a booking from the Consol, remove the tick off the booking on the first column
and then click on the Consol button.
Click on Cls Consol to close the shipment, including the house jobs.
B/L Preparation button to access the job after booking is confirmed.
Cargo Receipt to enter the Actual Cargo packages, weight and measurements. This function is simply
for acknowledgement of the cargo to the system. You may ignore this function if it is not important.
Once receiving of cargo is confirmed, a Y will appear in the W(Warehouse) column.
Note: If the actual Packages are different from the Booking, the Consol screen will appear the * next to the
column of Pkgs.
Document List is to access the document list of the job. It include Invoice, Payment Voucher and
Vendor Invoice/DN/CN.
Selected the Master or House Job indicates the job number the documents ( e.g. Invoice) are created
under.
You can right click the document to print.
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Sub Master (Optional) is for user to create a Sub Master Job in the system. User will be able to create
Sub House Booking under the Sub Master.
o This function is used when you wish to create 2 or more B/L under the same house booking.
o The job number for the sub house will end with A, B, C, etc.
Note: Click on Show Deleted to display all the deleted jobs in this consol.
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Booking
Bookings can be made for individual bookings and consol shipment. Users do not have to fill in all the details
when creating a booking. Details may be further added to the B/L under B/L Preparation.
Enter Booking Info:

Leave the Booking No. blank. You can change the booking number after you save the booking.
Job No./Job Type will not be generated after you click on Confirm Booking button to confirm the
booking. Saving the booking will not generate job number.
Enter the Import Job No. if this is a transshipment job and you had created an import job beforehand.
Details from the import job will be pulled over and applied to this export job. Leave it blank if there is
no import job attached for this export job.
Select the booking customer from a list by pressing F4 in the Customer Name field. The relevant
details such as Telephone, Fax and Email will appear as in the master files (you can change the
details if different for this shipment).
The Origin will be defaulted as Singapore.
Enter the Dest (for destination, the city where this shipment is going to).
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Enter Cargo Type (FCL Full Container Load, LCL Less than container load, CFS Container
freight station, CY Container yard).
Enter Commodity. You can F4 in the small box to select from the list of commodities in the system.
Right-click on Commodity to add new commodity if not found in list. You can also just key in the
commodity description in the longer box on the right without.
Click on Pcs/Wt/Vol button to enter cargo details.
Note: This entry is used if the job is still pending for confirmation. Otherwise, the job can be created directly
into the BL Preparation option. If it is a Consol Shipment, users have to create Master Job in Consol Booking.
Proceed to next screen, Correspondence
Enter the Shipper, Consignee (if applicable) and Delivery Agent (if applicable). Press F4 to
search from a list.
Click on Notify Party (if applicable) button to enter notify party information.
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Proceed to next screen, Shipment Info
Enter the Shipment Type. Press F4 for selection. It allows creating different Shipment Type
(House, Direct).
Select D Direct Job, if using Direct B/L. Select H House Job, if it is a House B/L
o If this is a Consol Job, a Master Job should be created first in the Consol Booking, then only
enter the Houses in the Booking Entry. Set the Shipment Type=H, and select the Master Job
(Press F4). The shipment information will be pulled out from the Master Job.
Place of Receipt is defaulted to Origin under Booking Info tab.
ATA is the vessel actual arrival date to port of loading, if known.
Enter Port of Loading, Via Port, Port of Discharge. Users can right-click on the label to enter a
new Port.
Place of Delivery is the final destination of the cargo.
Feeder/Direct Vessel is for Feeder vessel, if there is a Mother Vessel. Otherwise it is the Direct
Vessel.
Enter Shipping Line and Shipping Line Ref No/Shipping Line Booking No.
Enter the Coloader Agent Code, or Forwarding Agent Code, if any.

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Click Vessel Details
Enter the Yard and Depot Code
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Proceed to next screen, Pickup Info.
Key in the Pick Up Date/Time (time in 24 hours format, 17:00 = 5pm).
Enter the Transport Company (haulier) for cargo pickup.
Enter the Collection From and Delivery To information.
Type in any Delivery Instructions for your transporter. This instruction will appear on your Pick Up
Instructions.
Note: This tab is solely for preparation of the Pick Up Instruction. You may leave this page blank if you
do not require any instruction for your transporter or if this shipment does not require transportation on
your part.
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Proceed to next screen, Cargo Info
Enter Cargo Info:

This is to enter the cargo marking and descriptions. User may leave this section blank if the details
are not known during the booking stage. User may enter this information in the later stages when
preparing B/L.
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B/L Preparation
In this entry, information entered in the booking stage will be pulled over to the B/L. User can add
additional information to the B/L.
1. Confirm Booking - To Confirm a Booking, user can select the button Confirm Booking from the 1st
screen. System will assign a Job No automatically. BL No and Job No is the same. User can proceed to
prepare B/L by selecting the button B/L Preparation.
2. B/L Preparation Prepare the B/L. Not valid until the booking has been confirmed. Make sure the
Booking is confirmed.
3. Billing Info Enter the billing info to the Booking and print on the Booking Confirmation
4. Cargo Enquiry See all cargo details of all bookings.
5. Footer/Remark Key in any remarks here. These remarks will typically print out on your booking
confirmation.
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Proceed to Cargo Info screen.

At the Cargo Info tab, enter the Container, Mark & Description.
Click Cargo Item No to enter multiple containers.
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Proceed to next screen, BL Info.
BL Surrendered ? allows 3 options: Y, N, S

o Y for B/L surrendered.
o N for B/L not surrendered.
o S for Sea Way Bill
BL Attached Enter Y to print the House B/L show refer to the attached list.
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Proceed to next screen, Billing Info
Enter the Freight charge if is Prepaid or Collect, and the bill to party.
Enter the Other Charge if is Prepaid or Collect, and the bill to party.
Enter the Salesman, Quotation No.
Enter the B/L Currency and exchange rate.
Enter the Charges need to be collected from the overseas agent. If you need to pay to the oversea
agent enter the unit rate as negative.
Click on the Internal Job Costing to enter the costing for internal use.
Click on the Job Costing. The charges key in is used for preparing Job Costing sheet. Information
key in will be used when preparing Invoice / Payment Voucher.
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Proceed to next screen, Document List
Click on the type of document user would like to prepare, and click on the New button. The setting
of preparing different type of document depends on company configuration.
o Typical types of documents available would be Tax Invoice, Credit Note, Debit Note, Cash
Invoice, Payment Voucher, Vendor Invoice, Vendor Debit Note and Vendor Credit Note.
o Buttons may be removed or added depending on users access rights.
Note: Refer to Invoicing and Payment Voucher section for detail.
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P&L Summary
This show the summary of the Job Profit & loss after documents are prepared in the document list.
Sales to show the invoice issue to customer and credit note received from overs agents or vendors
Cost to show the cash payment, vendor invoice and the credit note issue to overs agent or vendors
Log File
Event Log is to trace the shipment status and it can reflect on the online tracking
Audit log of the job is trace the change in the record.
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IMPORT OPERATION
Click on IMPORT, and user will see the below menu options.
Functions user can perform in Import:

Enter Consol and Direct job.
Prepare Delivery Instruction/Order.
Prepare Billing and Payment Voucher.
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Consol Job Entry

In this Consol entry, users are able to key the complete consol information.
Create a Master Job:

Enter the Consol information on the upper screen. The Job No will be automatically generated once
the job is saved. The Cargo type will be as per what you selected. For example if you selected FCL
Shipment, the cargo type will be FCL. If you selected LCL Shipment, the cargo type will be LCL.
Enter the OBL No.
Enter the ETD Date (The date the vessel depart from Port of Loading).
Enter the Vessel. You will be prompted to enter a new vessel if the vessel cannot be found in the
system. Enter the Voyage number.
Enter the ETA date. Enter the Origin (Origin city).
Click on the Container to specify the size of the container.
Enter the Carrier, POL Agent, Warehouse, and Yard & Depot (if applicable).
The total weight (Wt (Kg)) and volume (Vol (M3)) of the consol shipment will be calculated and
displayed
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Click on save to save the job. A Master Job No. will be generated.
Note: If the shipment is changed, simply change the shipment details here in this consol screen and the
details will be updated to all the house jobs.
Container button to add container no, seal and container type
New House button to add a new house B/L to the consol. The B/L entry can be referred to Section Job
Entry.
Cargo Info to enter the Actual Cargo packages, weight and measurements. This function is simply for
acknowledgement of the cargo to the system. You may ignore this function if it is not important.
Document List is to access the document list of the job. It include Invoice, Payment Voucher and
Vendor Invoice/DN/CN.
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Job Entry
In this entry, users are able to key in the detail information of the job based on the information received.
Enter Import job:

If the Import Job is a Consol shipment, a Master Job should be created first. Set the Shipment
Type=M. After entering the Master Job, then key in the House Job by setting the Shipment Type=H
and select the Master Job (Press F4) to attach the House.
For Direct Job, set the Shipment Type=D in the Shipment Info tab.
Transshipment: Type in Y for transshipment job. It will allow an export job to pull in the
information entered in the import job.
Enter the BL No, Billing Customer, Shipper/Consignee Information.
Note: The system will assign the Job No once the record is saved.
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Proceed to next screen, Delivery Info
Enter the Delivery Agent/Overseas Agent information. Press F4 to select from list. You may also
type in the details manually.
Enter Haulier company information. Press F4 to select from list. You may also type in the details
manually.
To enter Notify Party, click on the Notify Party button. Press F4 to select from list. You may also
type in the details manually.
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Proceed to next screen, Shipment Info
Enter the Delivery Type. Press F4 to select from list. You may also type in the details manually.
Enter the Commodity. Press F4 to select from list. Right-click on the Commodity label and enter a
new commodity if the desire item is not found in the list.
Enter Cargo Type. For Master Job, use CY/FCL. For House Job, use CFS/LCL.
Origin, Port of Loading, Port of Discharge and ETA are mandatory fields and need to be entered
before you can save the job. A prompt will appear if you attempt to save the job before all
mandatory fields are filled in.
Telex Release?: Enter Y for telex released and N for not released.
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Select the Vessel Detail button to enter Warehouse information and also Yard/Depot information.
After you are done, close the window and the information will be saved automatically.
Proceed to next screen, Cargo Info
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Enter the Seal No, Container No, Container Type.
Enter the Pcs, Unit Of Measurement (Press F4 to select from list), Gross Weight, and Volume.
Enter the Mark and Description. The word limit in Description is 45 characters.
To enter a new cargo item, type in the next number in Line Item No. Similarly, to access previous
item, type in the corresponding item number.
Copy Container button copy all the container and seal numbers in this B/L to the markings on the
first cargo item.
Template save current markings and description to a template which can be retrieved later in other
B/L.
Same as Consignee copy consignee details to the markings section.
Remark enter remarks for this cargo item.
Net Weight allow user to key in the net weight if different from gross weight.
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Proceed to next screen, Billing Info
Enter the Freight charge if is Prepaid or Collect, and the bill to party.
Enter the Other Charges if is Prepaid or Collect, and the bill to party.
Click on the List Quotation button, to view the Quotation prepared for that customer, and select the
quotation.
The grid is for keying in all the sales items and their corresponding cost amount. For companies
whom practice printing out of Job Sheet and filing it along with other documents for the shipment,
you may use this Billing Info feature to replace your Job Sheet. The items keyed in here can be
printed out to a Job Costing Sheet.
Select the item from the list under the Code column. Key in the quantity and the unit rate. Press F4
in the Unit Rate column to amend the currency type and rate for this item. The default currency is
Singapore dollars.
The Amount is in the foreign currency (if applicable). The Sales amount will always be in
Singapore dollars.
Key in the cost amount. Press F4 in the Cost box to see advance options and change currency.
Information keyed in can be used for preparation of the Invoice / Payment Voucher.
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Proceed to next screen, Document List
Click on the type of document user would like to prepare, and click on the New button. There is no limit to
the number of documents you can create. For example, you may create as many invoices as necessary.
o Typical types of documents available would be Tax Invoice, Credit Note, Debit Note, Cash Invoice,
Cash Receipt, Payment Voucher, Delivery Instruction, Delivery Order, Vendor Invoice, Vendor
Debit Note and Vendor Credit Note.
o Buttons may be removed or added depending on users access rights.
Note: Refer to Invoicing and Payment Voucher section for detail.
33
P&L Summary
This show the summary of the Job Profit & loss after documents are prepared in the document list.
Sales to show the invoice issue to customer and credit note received from overs agents or vendors
Cost to show the cash payment, vendor invoice and the credit note issue to overs agent or vendors
Log File
Event Log is to trace the shipment status and it can reflect on the online tracking
Audit log of the job is trace the change in the record.
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Transhipment
Select Y to the Transhipment and it will show below
Enter the Destination and export information if available.
35
If you want to select the schedule from Consol Booking click the Consol Booking to show below screen
Select the available schedule to create a new booking.
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Delivery Instruction (Optional)

You can skip this section if this option is not available.
User can prepare Delivery Instruction (this option is only for Sea Import, exports delivery instruction
would come in the form of PickUp Instructions at the booking level) from the Document List of the Job
entry, by selecting the button D/I, and click on NEW button at the bottom.
The Delivery Instruction screen will appear as below.
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Create new Delivery Instruction:

Leave the Delivery Instruction No. empty. The word NEW will appear in the blue box.
Enter the Collect Date/Time. This date will be the job date for the pickup.
Find the Job No. by pressing F4. Select the import job. The job number will already be in the box if
you had created the Delivery Instruction from the Document List screen.
Enter Collection From information. Press F4 to select from list. You may enter the information
manually in the lines provided.
Enter the Commodity. Press F4 to select from list. You may enter the information manually.
Enter Delivery To information. Press F4 to select from list. You may enter the information
manually. You can also use the Same As Consignee button to copy the information from the import
job.
Proceed to next screen, Transport
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Enter the information, if available.
Transport Company will be default from the Haulier entered in Job entry.
Proceed to next screen, Cargo
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Click on the button Add Cargo from BL to pull the information from Job entry. User need to enter
the deliver quantity.
Click on Cargo Item No. to see a summary of what you had entered.
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Delivery Order/Delivery Note (optional)

You can skip this section if this option is not available.
User can prepare Delivery Order from the Document List of the Job entry, by selecting the D/O button, and
click on NEW D/O (D/I) or NEW D/O (B/L) button at the bottom.
New D/O (D/I) means user can pull the information from D/I that were prepared previously.
New D/O (B/L) means user can pull the information from B/L, if there is no D/I prepared.
The Delivery Order screen will appear as below.
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Job No will be defaulted, and information will be pulled from B/L.
Enter the Delivery Instruction and the Deliver To information (Press F4 to select from list. You may
also type in the information manually).
The next screen Transport is to enter the Haulier information. It will be pulled from the Job, if
entered.
Cargo Info screen will show the cargo description, and quantity to be delivered.
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Invoicing
In this module, users can prepare the Invoice from the Document List screen in B/L Entry for Export and
Import.
1. The Job No and Shipment Info will be defaulted to the Invoice. User will need to key in the Billing To
party.
NOTE: The Billing To code with Customer Code attached can be used for preparing Invoices. If
the code does not have Customer Code attached, please consult your Supervisor/Accounts
department.
2. The charges can pulled from the Job Costing, which was prepared in Billing Info in B/L Entry for Sea
Export/Import, by selecting the Costing button. User can select which item to be billed, and select the
OK button to display the charges.
3. If Charge template was setup in Sales module, user can view the Charge template by selecting the
Charges button. The system will automatically calculate the charges based on the setup in the Charge
table, and user can select which item to be billed, and select the OK button to display the charges.
NOTE: User can manually enter additional charges into the Invoice even though it was not setup
in the Job Costing or Charge template. For Credit Note, the amount must be in Negative
Documents Available: Print Invoice, Job Billing Sheet(optional)
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Payment Voucher
In this module, users can prepare the Payment Voucher from the Document List screen in B/L Entry for Sea
Export and Import.
The Job No and B/L No will be defaulted to the Payment Voucher. User will need to key in the Vendor
Code and Name.
The charge item to be paid can be pulled from the Job Costing, which was prepared in Billing Info in
B/L Entry, by selecting the Costing button. User can select which item to be paid, and select the OK
button to display the charges.
If Job Costing was not entered in the Billing Info in B/L Entry, the charge item can be entered manually
into the table.
If Charge template was setup in Sales module, user can view the Charge template by selecting the
Charges button. The system will automatically calculate the charges based on the setup in the Charge
table, and user can select which item to be billed, and select the OK button to display the charges.
Description key in any remarks for this payment voucher. Normally printed on the top of the payment
voucher.
Approval Key in cheque number for this payment voucher.

Documents available for printing: Print Payment Voucher/Petty Cash
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SALES
In this module, users are able to setup the Freight Quotation and the Handling Table.
Below option is Available

Sea Freight Quotation
Quotation by Port
Charge Table
Cost Table
Agent Rebate
Shipping Cost table
Oncarriage Rate
Import Rate
Warehouse Charge
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Freight Quotation
Enter the New to the Quotation No. which is auto create.
Enter the Customer information. Press F4 to select from list.
Select the standard Term and Condition setup in the Footer in Accounts References. User can change the
standard Terms and Condition.
Select the Standard Charges to default the standard Charge table setup into this quotation.
Header Enter opening paragraph for your quotation.
Footer Enter any ending notes for your quotation.
Special Instructions Prints just below your charges. Enter any special clauses.
Extra info If any special field is required and set up by the consultation, please enter the data here.
Standard Charges Pull in any standard charges pre-entered in the other section.
Terms & Condition Pull in the footer from Standard Clauses sections for use in the quotation.
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Charges
1. Enter the Loading Port and Discharge Port.

2. If users would like to enter multiple locations in one quotation, proceed with Quote Line No. 2, 3, and so on.
In one quotation for a Customer, user can setup Multiple Port/Location.
3. Enter the Charge Details for each Port
4. Click on the Break Point, at the bottom left hand, to enter the Charge Items Break Point for the quotation.
Charge Details
1. Enter the Sales Item for the charges. User can press F4 for selection. Please search by using Description, if
not familiar with Sales Item Code.
2. Enter the UOM Code. User can press F4 for selection. UOM (Unit of Measurement) can be M3, TON, SET,
40F, 20F, PKG etc.
3. The Charge Unit can be based on Container, Rev Ton, Rev Ton Round Up, Weight, Volume, and Shipment.
Select F4 to view.
4. At the Rate Type, key S for Standard Amount, or key R for Rate. Rate is based on break point.
Select Add New Item to continue the next Sales Item. If no more new Sales Item to be entered, select Save, and
Exit button.
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NOTE: In order to effect the Quotation, the Quotation Must Be Approved, and Effective Date Must Be
Entered.
Quotation can be printed, and send/fax to customer.
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Charge Table
1. This is used for setting up the Standard Charge template.

2. The charge unit can be based on Container, Rev Ton, Rev Ton Round Up, Weight, Volume, and Shipment.
3. Enter the Rate R = Rate (means system will do the calculation per Chg Unit), while S = Standard (means
standard amount)
4. Enter the Unit of Measurement and Currency code for the charge item setup.
5. The charges can be a standard charge or based on minimum charge versus actual charge, whichever is
higher.
6. The system also will check for any Break Point setup and do the necessary computation.
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Cost Table
Enter the costing from vendor or contractor
1. This is used for setting up the Standard Cost template.

2. The charge unit can be based on Container, Rev Ton, Rev Ton Round Up, Weight, Volume, and
Shipment.
3. Enter the Rate R = Rate (means system will do the calculation per Chg Unit), while S = Standard
(means standard amount)
higher.
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Shipping Cost Table

Enter the Shipping cost from carrier
1. This is used for setting up the Shipping Cost template per Shipping line and per Port
2. The charge unit can be based on Container, Rev Ton, Rev Ton Round Up, Weight, Volume, and
Shipment.
3. Enter the Rate R = Rate (means system will do the calculation per Chg Unit), while S = Standard
(means standard amount)
higher.
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Sales Activity Log
Enter the New to the TrxNo which is auto create.
Enter the Date of the activity
Enter the Salesman Code which default from the user login. Press F4 to select from list.
Enter the Customer information. Press F4 to select from list.
Enter the Activity details Date, Customer, Name, Description, Quotation No, Reference and Status.
Discussion Enter Meeting or conversion details.
Conclusion Enter any conclusion of this sales activity.
Action Required The action required to proceed the sales.
Remark Sales Manager can enter the remark for this activity.
Standard Charges Pull in any standard charges pre-entered in the other section.
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Rate Enquiry Table
Enter the Port of Loading and Port of Discharge. Click Query to enquiry the rate for each shipping line.
To update the Shipping Line cost for each port using the below.
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SHORTCUTS
Shortcuts can be created for your convenience. Shortcuts created will be put under the Shortcuts tab.
Figure 8.1: Shortcuts screen
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Creating Shortcuts
Figure 8.2: Creating shortcuts
Create New Shortcut:

Go to any sub-modules you wish to add as a shortcut and right-click on it.
Select the Create Short Cut tab.
Your new shortcut is now under the Shortcuts tab.
Note: Creating shortcuts will not remove the link from its original location.
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Delete Shortcut
Figure 8.3: Deleting shortcuts
Deleting a Short Cut:

Go to Shortcuts tab.
Select the shortcut you wish to delete.
Select the Delete Short Cut tab.
The shortcut is now deleted.
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REFERENCE
Business Party
Business Party: The different types of business party include Shipper, Local/Overseas Agent, Consignee,
Notify Party, Warehouse, Transport Company, and Yard.
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Enter New Business Party:
Business Party Code: You may enter your own code or allow the system to automatically generate one
for you.
Party Type: Select the party type. Press F4 to select from list.
Customer Code: Select the customer (if applicable) to be attached for this business party. The
information associated with the customer will be applied to the business party. You may edit this
information as deemed fit.
Vendor Code: Select the vendor code (if applicable) to be attached for this business party. The
information associated with the vendor will be applied to the business party. You may edit this
information as deemed fit. If you had selected a customer, selecting a vendor will cause the information
to be overwritten.
Update Customer: After completed the Business Party entry, click Update Customer if the party is
customer or overseas agent
Update Vendor: After completed the Business Party entry, click Update Vendor if the party is vendor
or overseas agent
58
Business Party Name: Enter the Business Party Name. It can be different from the customer or vendor.
Enter the Address: Leave the last line of the address section empty if you wish to use it for telephone and fax
information. Type in the Telephone and Fax number. Click on Append Tel & Fax button to attach this
information to the last address line.
Contact Info
Enter contact details for this business party:

Enter the Title.
Enter the Name.
Enter the Telephone. The default telephone number used in all documents will be the one entered in
the first page (Business Info).
59
NOTE: If the Business Party Code is not tie to any Customer Code, it CANNOT be used for Billing.
Hence, if there is any new code (Customer/Consignee/Shipper) to be used to print documents (eg B/L or
any shipping documents) and also issuing Invoice, please ask your Supervisor/Account Personnel to
create the Code in Customer File.
ACCOUNTS
Customer
Business Party
ABC Freight P/L
Client
Delivery Agent
Warehouse
OPERATIONS
i)
City
Maintain City Code and Name
i)
Commodity
Maintain the Product/Commodity Code
ii)
Container Type
Maintain the different type of Container.
iii)
Country
Maintain the Country Code and Name
iv)
Port Code
Maintain the Port Code and Name
v)
Salesman
Setup the Salesman Code and Name
vi)
Shipping Line
Maintain the Shipping Line Code, Name and SMK Code (Analysis Code)
vii)
Unit of Measurement
Maintain all the Unit of Measurement Code and Description
viii)
Vessel
Maintain the Vessel Code and Name
60
SYSTEM ADMINISTRATION
The System Administration module should only be used by knowledgeable personnel such as the network
administrator governing system usage.
Figure 9.1: System Administration screen
Functions user can perform in System Administration:

Add/Modify Group.
Add/Modify User.
Create and edit Company Profile.
Edit Registry details used by system.
Change Password.
61
Add/Modify Group
Users can be grouped together for easy management. Privileges and restrictions assigned to a group will be
imposed on all users within the group.
Figure 9.2: System Administration Add/Modify Group Access Right screen
Create New Group:

Go to Reference System Administration Add/Modify User Group Create New.
Enter Role Code for identification of the group.
Enter the Name of the group.
Click on General Rights to set the privileges of the group
62
Go to Current Users tab.
The list of Available Users is on the left of the screen while the list of Group Members is on the right of
the screen.
Use the Add/Remove buttons to transfer the members accordingly.
63
Add/Modify User
Each user of the system will require a user profile which includes a user ID and related access rights.
Administrators can create a user profile as well as modification for each individual user here.
Figure 9.4: System Administration Add/Modify User screen
Create New User:

Enter User ID and User Name.
Select Authentication by Windows NT or SQL Server.
Select User Rights.
Select Modules the user is granted access to.
Enter Password Expiry Date. Set number of days to Zero(0) or leave it empty if user is not required to
be forced to change password.
Enter Next Password Reset Date to set date for password to be reset.
Click on General Rights to set rights for user.
To suspend users account, type Y in Blocked User. To activate users account, type N.
64
Company Profile
Information in Company Profile is applied across all modules and only one company profile can be created.
This is to eliminate confusions from choosing between two company profiles.
Figure 9.5: System Administration Company Profile Company Info screen
Create New Company Profile:

Enter Branch Name.
Enter Name of company.
Enter Address. All lines in Address appear on document headers. You may wish to add in telephone
numbers and registration numbers in this field if you wish to have them appear along with your address.
Click on Multiple Address to enter different address for your sea/air/warehouse offices. Leave them
blank if you do not require them.
65

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SysFreight.

Sea Freight Operation System

User Guide Version

Prepared By : SYSMAGIC SOFTWARE SOLUTION

SYSFREIGHT.NET Sea Freight User Guide

SYSMAGIC SOFTWARE SOLUTION

SYSFREIGHT.NET Sea Freight User Guide

SYSMAGIC SOFTWARE SOLUTION

SYSFREIGHT.NET Sea Freight User Guide

SYSMAGIC SOFTWARE SOLUTION

Below is the overall linkage between the sub-modules.

Sales & Marketing

SYSFREIGHT.NET Sea Freight User Guide

SYSMAGIC SOFTWARE SOLUTION

Double-click on the icon on your computer,

1. Key in your User ID, Password setup by your Administrator

SYSFREIGHT.NET Sea Freight User Guide

SYSMAGIC SOFTWARE SOLUTION

SYSFREIGHT.NET Sea Freight User Guide

SYSMAGIC SOFTWARE SOLUTION

SYSFREIGHT.NET Sea Freight User Guide

SYSMAGIC SOFTWARE SOLUTION

This is the export function of the sea freight software.

SYSFREIGHT.NET Sea Freight User Guide

SYSMAGIC SOFTWARE SOLUTION

Create a Master Job:

Enter the Carrier Ref number.

SYSFREIGHT.NET Sea Freight User Guide

SYSMAGIC SOFTWARE SOLUTION

B/L Preparation button to access the job after booking is confirmed.

Once receiving of cargo is confirmed, a Y will appear in the W(Warehouse) column.

SYSFREIGHT.NET Sea Freight User Guide

SYSMAGIC SOFTWARE SOLUTION

SYSFREIGHT.NET Sea Freight User Guide

SYSMAGIC SOFTWARE SOLUTION

SYSFREIGHT.NET Sea Freight User Guide

SYSMAGIC SOFTWARE SOLUTION

Enter Booking Info:

The Origin will be defaulted as Singapore.

SYSFREIGHT.NET Sea Freight User Guide

SYSMAGIC SOFTWARE SOLUTION

Click on Pcs/Wt/Vol button to enter cargo details.

SYSFREIGHT.NET Sea Freight User Guide

SYSMAGIC SOFTWARE SOLUTION

Proceed to next screen, Shipment Info

Place of Receipt is defaulted to Origin under Booking Info tab.

ATA is the vessel actual arrival date to port of loading, if known.

Place of Delivery is the final destination of the cargo.

Enter the Coloader Agent Code, or Forwarding Agent Code, if any.

SYSFREIGHT.NET Sea Freight User Guide

SYSMAGIC SOFTWARE SOLUTION

Click Vessel Details

Enter the Yard and Depot Code

SYSFREIGHT.NET Sea Freight User Guide

SYSMAGIC SOFTWARE SOLUTION

Proceed to next screen, Pickup Info.

Key in the Pick Up Date/Time (time in 24 hours format, 17:00 = 5pm).

Enter the Transport Company (haulier) for cargo pickup.

Enter the Collection From and Delivery To information.

SYSFREIGHT.NET Sea Freight User Guide

SYSMAGIC SOFTWARE SOLUTION

Proceed to next screen, Cargo Info

Enter Cargo Info:

SYSFREIGHT.NET Sea Freight User Guide