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Draft Bookings are partially completed shipments that haven't been sent to SEKO Origin yet.
Booking has been created but not yet submitted.
Bookings are
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created via
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DCM Vendor Portal
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under Bookings Menu
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Uploaded via iHub Generic services (Load Bookings)
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Click Draft Bookings Task tile to show Draft List.
To view specific Bookings:
Use search filter in the Search Panel: Type the Booking Ref/Client or Select Branch or Transport Mode then Click SEARCH button.
Use Header Column Filter tool: Click Header → Filter → Type keywords
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Use Tools in the left side of the Grid as follows:
Click + icon to expand/collapse row and show PO Line number details
Click pencil icon to edit and complete Draft Booking
Click Bin icon to delete the Booking
Edit/Update a Draft Booking
Click pencil icon and complete the details on each section/tab to submit for Client’s Approval.
Follow same steps in Booking ADD Menu.
Regularly check the Draft Bookings task tile and Task tile.
You can either complete or request to cancel these bookings.
Avoid Changes: Once a booking is sent to SEKO Origin, you cannot make changes to PO numbers, quantities, or shipment details directly in the system. Any necessary changes should be communicated directly to your SEKO Origin contact.
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Pending Shipment Instructions (SI)
Once SEKO Origin office have added in the shipment details (including mode of shipment) and Shipment is approved by the client, it will appear in the "Pending Shipment Instructions" listTask tile.
This List Bookings that have been submitted (Shipments created) but can still be amended before the final submit
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The final process for all shipment’s departing origin, we must confirm the final packing list quantity of the goods that you are shipping.
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Click Edit icon (pencil) to complete Shipment Instructions
The "Pending Shipment Instructions" data is auto-populated from your original booking
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You will complete a different process for Vendor Load and a CFS load.
Vendor Load Booking Type
Vendor is responsible for loading the goods into the Full Load Container, also known as a container yard-container yard (CY/CY) shipment and providing the container details to SEKO.
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Container Details:
Provide details of the containers used, including number, size, and seal number.
Packing Information:
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Specify which PO items are packed into each container.
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and details must be completed. (See Booking List)
Finalize the packing list quantity of the goods that you are shipping.
Follow the specific instructions provided for each types of shipments load - Vendor Load and CFS load.
CFS Load Booking Type
SEKO's warehouse or a designated CFS (Consolidation and Forwarding Station) will handle the loading of goods into containers.
Confirm Quantity:
Verify the final quantity of goods to be shipped.
When completing a Vendor Load, there will be “Container” and “Packing” tab to complete. These tabs are not visible for CFS Load.
Common Steps for Both Load Types
Once a shipment details (including mode of shipment) is approved by the client, it will appear in the "Pending Shipment Instructions" list.
Review Shipment Details:
Check the auto-populated information for accuracy.
Make necessary corrections or additions.
Confirm Goods Details:
Verify the quantity, weight, and dimensions of the goods.
Update any changes as needed.
Allocate Purchase Orders:
Assign PO numbers to the shipment.
Ensure correct quantities are allocated.
Upload Documents:
Upload required documents, such as packing lists and commercial invoices.
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All shipments approved to ship, will populate automatically into “Pending shipment instructions (SI)”
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When you select this task tile, you will be presented with the list of shipments that have approved to ship by the client and has confirmed space with a carrier
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You must complete the final packing and Shipment Instructions.
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The Shipment will be highlighted
Red when todays date is within 6 days of the ETD
Amber is less than 9 days of the ETD
Black font will be over 10 days of ETD
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From the grid you can select the applicable shipment you would like to update by choosing the pencil icon
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The “booking state” has the following options and will advise the current status of your booking
Cancellation Requested – from the booking list you can request to cancel a booking and provide the applicable reason
Confirmed Booking – Vendor has sent the booking and received and completed Shipment by SEKO Origin
Draft SI – Shipment approved and mode of transport confirmed, Vendor can add in their Shipment Instructions (SI)
Confirmed SI – Vendor has completed the SI and updated the packing of the shipment
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When selected you will be completing a similar process to your initial booking and going through the tabs at the top to update and check the Final details for your shipment
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When you are completing a Vendor Load you will have an additional “Container” and “Packing” tab to complete to confirm the container details and what PO Lines are packed into that container
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You will start on the Booking Form Tab,
Noting the information is auto populated with your booking form details and shipping information added by SEKO
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Check each box is correct and amend any applicable boxes if required
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Ensure Marks and numbers and Description of goods matches carton markings
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Complete all checks /updates and select “Next” to move onto the next tab
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all MANDATORY fields will have a red Asterixis *
The toolbar on the Header Section shows your progress:
Green checkmark (✔): This means you've finished that section.
Exclamation point (!): This means you're currently working on that section.
Red X (X): This means you still need to complete that section.
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Section 1: Booking Form
This is a Read only view of the original ‘Booking Form’
Click “Next” to move onto the next section/tab
For reference, CLICK → https://seko.atlassian.net/wiki/spaces/SMAN/pages/3059613768/Supply+Chain+Vendor+Menu#Section-1%3A-Booking-Form
Section 2: Goods Details
Amend any details that have changed, : Cartons, cbm, PO’s Kgs etc
Save any changes Before you move onto the next tab
Select “Next” for Select Orders – do you have to add any more orders ?
Yes – add from this section
No – move onto next tab
If you selected Vendor Load on your booking you will have an additional Tab to complete “Containers”
If you selected CFS load you will not receive the Container tab to complete
You will be provided a list of the size of container on the shipment
There may be multiple containers
You will edit and update each container and pack it one by one
Select the Pencil icon next to the container, to Edit and update with the container information
When selected you will receive the below pop-up where you mut add in the
Container Number / Seal Number
Size of Container, if this has changed
Update the actual CBM , Weight and Total number of Cartons
This information should match your paperwork 100%
Select Save
The Pop up screen will close and to move onto the next section, select Next
Select Orders, this screen will show you how many line items are already selected
If you need to add in any orders not already on this shipment, search the PO and then select “Upload/Pack Purchase Order”
When all additional PO have been added move onto next tab, Packing, weight, Marks and Numbers, Description of Goods, Unit Price Currency
Click "Save” to apply changes made
Click “Next" to move to the next section
For reference, CLICK → https://seko.atlassian.net/wiki/spaces/SMAN/pages/3059613768/Supply+Chain+Vendor+Menu#Section-2%3A-Goods-Details
Unit Price Currency is only required if you will use the “Invoice” section
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Section 3: Select Orders
Add PO line items If there are any orders needed to include in this shipment
a. Manually add PO - Type PO numbers in the search box and click SEARCH button
Click checkbox to select PO number header or select each PO line number if partial shipping is needed
Click “Pick Purchase order” button
Click “Next" to move to the next section
b. Upload & Pack Multiple POs using csv file - Click “Upload/Pack Purchase Order” button below the grid
Sample csv file:
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PoNumber,LineID,ProductCode,Size,Quantity,ContainerNumber,CartonsPcs,Volume,Weight,UnitPrice,InvoiceNumber
TEP PO10032023,2301,B3011BA,S,1,KKFU1572821,1,1.2,2,1,IN123
TEP PO10032023,2301,B3011BA,S,1,MSKU9030613,1,1.3,2.5,2,IN123 |
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Section 4: Confirm Quantities
For any new PO picked, it will show a Zero QTY for Booked and Shipping, you must manually update the required shipped amount. As this PO was not on the original booking that was sent for Client approval.
On this tab you will complete 2 actions
Confirm the Shipped QTY
Pack the Line items into the applicable container
If there is more than one container, you can also split the line items
The Shipped Quantity in Packing of containers,
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A warning message will show “One or more records without: Shipped Qty. Please update or delete these records” |
Update or confirm the following fields/columns:
Carton/Pcs
Shipped Qty
Shipped CBM
Net Kgs
Net Packaged KGs
Gross KGs
Batch Number
Unit Price
The Shipped Quantity must match your Packing list 100%
This will show you the original PO QTY and your Booked QTY
The Shipped QTY with automatically default to your booked QTY
If this has changed you MUST update the shipped QTY
You cannot also ship a ZERO QTY this is highlighted in red and there is a Pop Up advising you to update
You can update QTY or Delete the line using the small “Bin” icon on the line
If your clients has requested in their Supplier manual to update the Shipped cartons / cbm / Net Kgs per line, please complete (these are not mandatory)
The Shipped Quantity in Packing of containers, must match your Packing list 100%
When completed move onto the next tab – Upload Documents
CFS load
You will start on the Booking form Tab
Check each box if correct and amend any details if changes have been made
Ensure Marks and numbers and Description of goods matches carton markings
Complete all checks /updates and select “Next” to move onto the next tab
Now you will complete the Goods Details tab
Amend any details that have changed, Cartons, cbm, PO’s Kgs etc
Save any changes Before you move onto the next tab
Select “Next” for Select Orders, this will show you how many PO lines you have already selectd
Do you have to add any more orders ?
Yes- If you need to add in any orders not already on this shipment, search the PO and then select “Upload/Pack Purchase Order”
No – move onto next tab Confirm Quantities
For any new PO picked, it will show a Zero QTY for Booked and Shipping, you must manually update the required shipped amount. As this PO was not on the original booking that was sent for Client approval.
Confirm Quantities - the Shipped QTY with automatically default to your booked QTY
If this has changed you MUST update the shipped QTY
You cannot also ship a ZERO QTY this is highlighted in red and there is a Pop Up advising you to update
You can update QTY or Delete the line using the small “Bin” icon on the line
If your clients has requested in their Supplier manual to update the Shipped cartons / cbm / Net Kgs per line, please complete (these are not mandatory)
The Shipped Quantity in Packing of containers, must match your Packing list 100%
When completed select Save to ensure all your updates are added
If completed move onto the next tab – Upload Documents
Uploading Documents
Upload Documents – you must upload your
Final Packing List
Commercial Invoice
Select Upload Docs, search for the documents
When documents selected you will receive a pop up and using the drop-down selection confirm the applicable document uploading
Then select upload
Repeat this process until all documents are uploaded
Now I can view all the documents that I have uploaded, again I can use the “Bin” icon to delete if I have made a mistake and uploaded the incorrect document
Move onto next and final tab when you have checked all documents are correct
As with the booking stage, you must double check all the information on the last page prior to hitting Submit
After you submit you cannot make any changes, your QTY and Final Packing list must be 100% accurate
Your client will be viewing this data for Supplier Compliance going forward
When you select Submit it will be sent to local SEKO office
After you submit the shipment a confirmation of shipment reference and the local SEKO branch the shipment was sent to is advised
View my shipment on the Booking list
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Shipments Pending Documents
Click Bin icon to Delete the line item
Click "Save” to apply changes made
Click “Next" to move to the next section
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Section 5: Upload Documents
Click “Upload Docs” button
Select Files to upload
Select Document Type
Click Upload Button
Repeat above steps until all documents are uploaded
Click “Next" to move to the next section
You can View, Replace and Delete documents by clicking the icon in the left side of the grid
Section 6: Invoice
Optional Step
Allows vendors to record details of the invoices that will be charged to the client for the products being shipped.
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A Unit Price Currency must be selected in the Goods Details before proceeding to Invoice |
The Invoice step consists of 3 tabs:
Invoices: This tab supports creation, editing, and deletion of Invoice header records.
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Unassigned Lines: Shows booking lines to assign to an invoice record.
Assigned Lines: Shows assigned booking lines and allowing the User to unassigned them from an invoice record.
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Section 7: Submit SI
Review the booking summary and ensure that the Total PO Lines/PO Qty/Booked QTY and Cargo ready/Target Handover Dates are all correct
Read Terms & Condition and Toggle YES button to Agree
Enter your name
Click "Submit" to finalize the booking
Vendor Load Booking Type
Vendor is responsible for loading the goods into the Full Load Container, also known as a container yard-container yard (CY/CY) shipment and providing the container details to SEKO.
When completing a Vendor Load, there will be “Container” and “Packing” Section to Fill out.
These tabs are not visible for CFS Load.
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Container Details
Provide details of the containers used, including number, size, and seal number.
To Create Container:
Click “Create New” button
Input all required fields
Click “Save” button
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Packing Information
Specify which PO items are packed into each container.
Ensure the total quantity packed matches the total quantity on the POs.
<insert screen recording here>
Shipments Pending Documents
This Task tile lists all Shipments created from the Vendors bookings where either the Commercial Invoice or the Packing Lists have not been yet uploaded yet.
specific users will be given permission to View this Task tile Vendor Document Tracking
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Click “Shipments Pending Documents” Task tile to View Shipment status, details and Upload Pending Documents.
Helps to monitor the status of crucial shipping documents associated with each shipment. It provides visibility into the document lifecycle, from creation to receipt, ensuring timely submission and preventing potential delays in the shipping process.
Document types for tracking:
Packing List (Factory Packing List & Spare Part Packing List)
Commercial Invoice (Factory Invoice & Commercial Invoice & Spare Part Commercial Invoice)
Document Status:
Green Check Mark - Indicates that the document has been received and is complete.
Amber Warning - Indicates that the document is overdue and requires immediate attention.🕐 Clock - Indicates that the document is pending and has not yet been received.
Documents
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are Overdue if they have not been attached and:
2 days have elapsed since due/CoB for Packing List and Commercial Invoice documents
5 days have elapsed since due/CoB for Housebill/Airwaybill documents
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Upload Pending Documents:
Click Upload icon
Select file in your drive to upload
Select document Type
Click Upload button
Once all documents have been uploaded, Shipment will be removed from this List