Bookings

Booking List

Navigate to Supply Chain Menu → Bookings→ Booking List

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

See Booking Status/States here:

Search Options

1. Search Panel

• You can select one or multiple options to refine your search

• Type the Booking Ref/Shipment Ref /House Bill Ref/Client or Select Branch or Transport Mode

• Click SEARCH button.

2. Header Filter tool

• Click Column Header → Filter

• Select on the options or Type keywords to search.

• Each column will have a different filer criteria. Utilize “contains” on filter which will not restrict the search.

To view Booking Details:

Click VIEW icon to show Booking Details Screen

Booking Details Screen

1. Request Booking Cancellation

• Click “Request Cancellation” Button

• Select Cancellation Reason from the dropdown

• Click SUBMIT button

• Click “OK” to confirm

note

• Automatic Notification will be sent to Origin/Branch once Request for cancellation is submitted.

Email Subject is “Booking Cancellation Request”

• Automatic Notification will be sent to the Supplier email stated in the Booking when the Origin Agent approves/rejects the cancellation request.

Email Subject is “Booking Cancellation Confirmation”

2. 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 Form is the Export Requirements for Customs.

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 (These can be updated by the Origin team in the Admin Menu → Transport Location List)

   • Ports: Select the Origin and Discharge Ports (These can be updated by the Origin team in the Admin Menu → Port List)

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. Please ensure you have accounted for transit time from Factory to Port )

• 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.

QTY will be checked with Total of PO lines QTY and must match in the Confirm Quantities section/tab.

• Container Requirements: specify the number of containers needed by Size

Required for all Sea shipments that are Vendor load Type. You can also select multiple container sizes.

• 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.

e.g. Cartons 1 to 100

• Description of Goods: Declare what the goods are.

Provide Brief Product description e.g Garments or Tools etc.

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” button then click “Next" button 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. Select PO lines to Ship

• Type PO numbers in the search box and click SEARCH button

• Click PO number header checkbox to select all of the PO lines or select per PO line number

• Click “Pick Purchase order” button

• After PO Picking, a message will appear and will be highlighted in Green, the number of PO/records picked.

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

• Click Next to Continue

2. Upload Multiple PO

• Click “Upload Purchase Order” button below the grid

• Choose csv file to upload

• A Confirmation message will appear and will be highlighted in Green, the number of PO/records successfully uploaded or An error message will appear if records do not match and will show what is needed to be fixed.

• Click Next to Continue

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

note

Restricting Purchase Order (PO) Line Splits

To prevent accidental double-booking of items, in the Load Purchase Order service use "Restrict Split" column can be set to True or False. This ensures that once a PO line item is assigned to a shipment booking, it cannot be used in another booking unless specifically released/removed.

Restrict Split PO is set to “TRUE”

• If Lines were used in Booking, it must not allow to assign again in other booking.

• If Lines were used in Booking to shipment, it must not allow to assign again in other booking.

• If lines were removed in the shipment edit created using the vendor booking it must allow to re-assign again to new booking.

• If Restricted PO were assigned in shipment, it can be use again in Booking Add or SI.

If the Restricted Split PO line/s were assigned to another booking a message will be appear:

“_ line(s) not available as already assigned to existing bookings”.

Restrict Split PO is set to “FALSE”

• Allows split PO Lines booking

• No restrictions

If No value has been set, automatic set to “FALSE”

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 (Booking Form)

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