Bookings

Booking List

Booking List will load All current Bookings and show their corresponding status/state.

Navigate to Supply Chain Menu → Bookings→ Booking List

Booking Status/States:

• Draft - when a booking has been created but not yet submitted to Origin Agent

• Submitted Booking - when a draft booking is submitted to Origin Agent

• Cancellation Requested - when the Vendor requests a cancellation for a Booking

• Cancelled - when the Origin Agent approves the cancellation request made by the Vendor

• Draft SI - when a submitted Booking is waiting for Final Instructions

• Submitted SI - when a draft Shipment Instruction (Draft SI) is submitted to Seko Origin/Branch

To view specific Bookings:

1. Use search filter in the Search Panel: Type the Booking Ref/Shipment Ref /House Bill Ref/Client or Select Branch or Transport Mode then Click SEARCH button.

2. Use Header Column Filter tool: Click Header → Filter → Select on the options or Type keywords to search

To view Booking Details:

Click VIEW icon to show Booking Details Screen

1. To Request Booking Cancellation:

• Click “Request Cancellation” Button

• Select Cancellation Reason from the dropdown

• Click SUBMIT button

• Click OK to confirm

2. To Download or Print Booking Form

• Click “Print Booking Form” Button to View document

• Click Download icon on the top right to Download Document in your Computer

• Click Print icon on the top right to Print Document to a printer connected to your Computer

Booking Add

To Add a new Booking: Navigate to Supply Chain Menu → Bookings → Booking Add

You need to Fill out each Section/Tab, complete Mandatory fields to move to the next section/tab.

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.

Section 1: Booking Form

This is the shipment's logistical requirements. Fill out the essential information necessary for processing and managing the transportation of goods.

1. Add Booking Information - Complete the fields especially the ones with mark *Required.

   • Consignee: Select the final recipient of the shipment.

   • Supplier/Factory: Default Supplier will appear but for Multiple Factories, Select the supplier/factory responsible for the shipment in the dropdown.

   • Booking Type: Choose the appropriate booking type (e.g., CFS Load, Vendor Load)

   • Branch: Select the SEKO local office handling the shipment.

   • Cargo Collection: Choose if Agent Collects or Vendor will deliver the cargo

   • Transport Mode: Choose the mode of transport (Air, Ocean, or Road)

   • HBL Release Type: Select the appropriate release type for the House Bill of Lading

   • Incoterms: Default is FOB but Select from the dropdown if using different Shipping Terms

   • Incoterms Location: Type location of Shipping Terms (e.g. FOB Hongkong)

   • Place of Receipt & Final Destination: Select the Place of receipt and Final destination of the shipment/ Transport Locations

   • Ports: Select the Origin and Discharge Ports

2. Save and Proceed:

   • Once all required fields are filled, Green checkmark (✔) will show on the Booking Form header to confirm you have completed the Section required details.

   • Click "Save” then click “Next" to move to the next section.

Alternatively, You can also click the section header to move to the next section → Goods Details

Section 2: Goods Details

This section provides specific information about the cargo being shipped which includes Description, Shipment Timeline, Cargo dimension and weight, Packaging & Handling.

1. Shipment Details: Complete the fields especially the ones with mark *Required.

   • Cargo Ready Date: Enter the expected departure date from the vendor's warehouse or factory.

   • Target Handover Date: Enter the expected handover date to the carrier or CFS. (Cargo Ready Date cannot be later than the Target Handover Date)

   • Total Expected Cartons & CBM: Enter the total expected number of cartons & volume of cargo

   • Total Expected PO Quantity & Kgs: Enter the total expected quantity and weight (Ensure the total quantity matches the sum of all PO line items)

   • Container Requirements: specify the number of containers needed by Size (only required if the Transport Mode is Sea and Booking Type is Vendor Load)

   • Packaging Details: Provide information on packaging materials (e.g., wood packaging, DG goods, MSDS).

   • Fumigated By: ONLY required if Wood Packaging is set to ‘Yes’

   • Marks and Numbers: Enter any specific markings or numbers for the shipment.

   • Description of Goods: Declare what the goods are, what they are made of, and what they are used for.

2. Save and Proceed:

   • Once all required fields are filled, Green checkmark (✔) will show on the section header to confirm you have completed the required details.

   • click "Save” then click “Next" to move to the next section.

Alternatively, You can also click the section header to move to the next section (e.g. Select Orders)

Section 3: Select Orders

This section is to add PO line items to the Booking.

1. Allocate PO line items 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

• Repeat above steps If you have an additional PO to add to the booking

• Click Next to Continue

2. Upload Multiple POs using csv file - Click “Upload Purchase Order” button below the grid

Columns in CSV file for “Upload Purchase Order”

PONumber: required

LineId: Optional

ProductCode: required

Size: Optional

BookedQty or Quantity: required

csv file sample for uploading :

PoNumber,LineID,ProductCode,Size,BookedQTY
PO030124,101,PO030124-A,Small,1
PO030124,102,PO030124-B,Medium,1

Section 4: Confirm Quantities

Update/confirm the Booked Quantities of each line item in this Section.

This is the total units to be shipped at SKU line level per Purchase order.

1. Update the correct quantity for each SKU/Product Code in the “Booked QTY” column

2. Once all POs quantities are confirmed, Click Next to Continue

Section 5: Upload Documents

Uploading Documents in this section is Optional. Green checkmark is already defaulted as soon as you complete “Confirm Quantities” section.

• Click “Upload Docs” button

• Select file to upload (Document Type: “Booking Form”)

• Once uploaded, you can Replace, Delete and View documents by clicking the icons on the left side of the grid

• Click Next and proceed to “Submit Booking” section

Section 6: Submit Booking

Final step in the Booking process:

1. Review the booking summary

2. Read Terms & Condition and Toggle YES button to Agree

3. Enter your name

4. Click "Submit" to finalize the booking

5. Confirmation message will appear that “Your booking has been updated”. Take note of the Booking Ref#

6. Click “Print Booking Form” to Print document

7. Click “Add New Booking” to create new

Shipments

Cancellations

Navigate to Supply Chain Menu → Shipments → Cancellations

This List all Cancellation Requests created from the Booking List Details Screen

• Use Search Panel to filter specific Bookings or use Header column to Filter.

• Cancellation Requests are sent to Origin Agent for confirmation.

• Shows Cancelled Booking (Confirmed by Origin Agent) on another Tab