Supply Chain (Vendor Menu)
- Mai Labagnoy
- 1 Bookings
- 1.1 Booking List
- 1.2 Booking Add
- 1.3 Shipments
- 1.3.1 Cancellations
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.
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
The Vendor can only request a cancellation if the Planning state is "BOOKED" (After Booking is submitted to Origin Agent).
The Origin Agent can cancel at any booking state except when it is in State "Draft SI".
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.
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)
Booking Reference must be a Unique alphanumeric reference across all Client’s Ref#
(Cannot be duplicated but can use dash # instead e.g MT121224-1, MT121224-2, MT121224-3)
If no Booking Ref is provided, the system will create the unique reference for the booking.
This is a 10 digit random number prefixed by the letter 'B' (e.g. B0160683477, B1159577369)
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.
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.
Documents of the following is required to upload in Section 5
Material Safety Data Sheet (MSDS) for Dangerous Goods is Non DG with MSDS Upload
Fumigation Certificate - Wood Packaging (Fumigated By is Shipper)
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)
If you encounter any issues or cannot proceed to the next step, ensure that all mandatory fields are filled correctly.
Section 3: Select Orders
This section is to add PO line items to the Booking.
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
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
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.
The total QTY must match the QTY advised in Goods Details section.
This is the total units to be shipped at SKU line level per Purchase order.
Update the correct quantity for each SKU/Product Code in the “Booked QTY” column
Once all POs quantities are confirmed, Click Next to Continue
PO Qty - Agreed units at Purchase stage
Available Qty - by default this is = PO Line Qty but this column will be updated based on the actual Packed quantity. If there are multiple bookings, your Available QTY may be Zero.
Booked Qty - by default, this is = to the available quantity but needs to be updated by actual booked quantity
If quantity does not match in the Goods Details section, it will be highlighted at the top of the screen and you have to correct Goods Details or the Booked QTY.
Tolerance % - This is the specific thresholds for quantity tolerances that Client has set. A warning message will appear if Booked QTY is outside the Tolerance.
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:
Review the booking summary
Read Terms & Condition and Toggle YES button to Agree
Enter your name
Click "Submit" to finalize the booking
Confirmation message will appear that “Your booking has been updated”. Take note of the Booking Ref#
Click “Print Booking Form” to Print document
Click “Add New Booking” to create new
Once the booking is completed, supplier is required to communicate directly with the local Origin SEKO office. Send email with attachment of the booking form.
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
Automatic Notification will be sent to Vendor/Supplier (email stated in the booking) when the Origin Agent approves/rejects the booking cancellation request
Email Subject is “Booking Cancellation Confirmation”
