Overview

The Client Approval process determines whether shipments are authorized for shipping. It uses rules to automatically approve shipments when possible, reducing the need for manual approval.

The system aims to minimize manual work by automatically approving shipments that fit the client's guidelines, leaving only exceptions for manual review.

Approval Types

• Automatic Approval:

  • The system automatically approves shipments that meet predefined client rules.

• Manual Approval:

  • Shipments that don't meet the automatic approval rules require manual review and approval.

Shipment Approval Status

• Draft – Client can only Add Notes on the shipment. Approve/Reject buttons are not visible.

• Auto Approved – These are the shipments that met requirements set in the Auto Approval Rules (Admin Menu). Shipment is now Authorized to Ship

• To Approve – These are the Shipments that the Origin Agent is requesting shipment authorization. These will be approved manually.

  The list also includes shipments which did not met requirements set in the Auto Approval Rules (Admin Menu)

• Approved – These are the shipments that are approved manually. Shipment is now Authorized to Ship

• Rejected – Shipment has departed and confirmed on board by origin office

Shipment Approval Rules

These rules allow customized auto approval processes, catching potential issues like quantity discrepancies, unbooked items, location mismatches, delivery delays, and inefficient container usage before shipments are authorized.

This can be set up by an Admin user in the Admin Menu Approval Rules.

1. Require Manual Approval

2. Quantity Tolerances

3. Unbooked PO Lines

4. Unmatched DC/Consignee Country

5. Consignee Set Up (Target Dwell Times)

6. Container Utilization

How to Check/Review Approvals

1. Auto Approved shipments

• On the Client Dashboard, go the first task tile “To Approve”

• Click “Auto Approved” to see List of Shipments that were Automatically approved and are Authorized to Ship based on the Approval Rules set.

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2. To Approve shipments (manual)

• On the Client Dashboard, go the first task tile “To Approve”

• Click “Review Approvals” to see List of Shipments that need manual review and authorization

• Follow these steps to Approve/Reject Shipments : Manual Approval Process

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3. Approved shipments (Manual)

• On the left side menu bar, go the Supply Chain → Shipments

• Click “Approvals” to see list of Manually Approved shipments

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How to Navigate Approvals Screen

1. Approval State and Filters

Depending on where you access the Approval screen (Dashboard or Shipments menu), it will show predefined filters by default. However, you can easily change the filters based on your need.

• Click the Approval State Dropdown and select a state. Each state has a predefined filters. These default filters are not allowed to be changed or deleted. However, you can create new Filter Views.

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1.1 Create new Views/Filters

• Click the Approval State Dropdown and select +New View

• Enter View Name then press SAVE

• Click Add New Filter for the New View (Make sure that the new View name is selected on the dropdown)

• Search or Select from the List of Filters

• Set Conditions then Click Apply button

• Click Add New Filter again if needed and repeat the next steps

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1.2 Manage Views

• Click the Approval State Dropdown and select +Manage Views

• Drag and hold (up/down, left/right) icon on the right of the column name to rearrange VIEWS

• Click the icon on the left of the name to hide/unhide a View

• Click icon on the right of the name to remove/delete a View

• Click Apply button

• Screen will refresh automatically to reflect changes

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2. Columns visibility and arrangement

• Click the Columns button (Make sure that the correct View name is selected on the dropdown)

• Click icon on the left of the column name to hide/unhide a column

• Drag and hold (up/down, left/right) icon on the right of the column name to rearrange the columns

• Click Apply button

• Screen will refresh automatically to reflect changes

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3. Export Data

• Select Approval view or Filters for specific shipments

• Click Export Icon

• Select File Type (xcel, pdf, xml. csv)

• Check your Downloads file

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4. Search

• Click Search Icon

• Enter keyword/s (Reference number, PO number, HB Ref, etc)

5. Sort Column Header Grid

• Default Sort: The list is initially sorted by Reference number, with the latest shipments at the top.

• Sort by Column: Click on any column header to sort the list by that column. You can sort by multiple columns.

• Remove Sort: Click the same column header again to remove the sorting applied to that column

6. Tool Grid icons

Tool Icon	Tool Name and Use	Approval State

Tool Icon	Tool Name and Use	Approval State
Open	Click to Expand PO details	All states
Open	Click to Collapse PO details	All states
Open	Click to View Shipment Details with Approval/Rejection Notes	All states except To Approve
Open	Click to Approve/Reject Shipment	To Approve

How to Approve or Reject Shipment Manually

1. Go to Dashboard Review Approvals or to the Approval Menu (select “To Approve” View)

2. Click the Tool Grid Icon Approve/Reject Shipment to show Shipment Details

3. Review the shipment. There will be highlights on each section if it fails to meet requirements set on the Approval rules and Manual approval is needed.

PRODUCTS section

Warning Message: “One or more product approval rules are not compliant”

Click header to show details which Approval rule is not met.

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CONTAINER Section

Warning Message: “Container Utilisation not compliant”

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4. Approve/Reject Shipment

• Approval/Notes Panel is displayed on the right side.

• Reject Shipment - Type in Notes for Origin Agent to amend, then click Reject button

• Approve Shipment - Type in Notes (optional), then click Approve button

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• You can add Multiple Notes in 1 shipment

• Type Note/reason is only required when declining a Shipment.

• Decline button will only enable once notes are filled in (Indicate reason for rejection)

• Approve/Decline buttons are enabled depending on state and ETD

• If Shipment is “DRAFT”, you can only Add a Note (no Decline/Approve buttons)

• In shipment states ‘Amend’ or ‘Authorised to Ship’, the Approve/Decline buttons are disabled if

  • current date is past ETD (e.g. Today is 28/03/2025. ETD 26/03/2025)

  • the current date is 10 days or less from ETD (e.g. Today is 28/03/2025. ETD is within 29/03/2025 - 07/04/2025)