Draft Bookings
Bookings that the vendor has started to create however yet to submit to Origin will appear within task tile ‘DRAFT BOOKINGS’ on the dashboard
It is important to ensure the bookings are processed to SEKO Origin or removed if no longer required
Any amendments to the PO number, quantities or shipment details should be communicated directly to the SEKO Origin office, supplier cannot amend the booking on the system once processed to Origin
Pending Shipment Instructions (SI)
For Vendor Load
SEKO Origin office have added in the shipment details, sea, air or road and the client has approved the shipment.
The final process for all shipment’s departing origin, we must confirm the final packing list quantity of the goods that you are shipping.
The Data in Pending Shipment Instructions is auto-populated from your original booking, so any changes from your original booking will need to be completed.
You will complete a different process for Vendor Load and a CFS load.
All shipments approved to ship, will populate automatically into “Pending shipment instructions (SI)”
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
You must complete the final packing and Shipment Instructions.
If you cannot view a shipment this means the space is not confirmed, please liaise with your local SEKO branch.
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
From the grid you can select the applicable shipment you would like to update by choosing the pencil icon
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
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
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
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
Check each box is correct and amend any applicable boxes if required
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 – 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
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, 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
Pending Shipment Instructions (SI) CFS
You will complete a different process for Vendor Load and a CFS load.
All shipments approved to ship, will populate automatically into “Pending shipment instructions (SI)”
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
You must complete the final packing and Shipment Instructions.
If you cannot view a shipment this means the space is not confirmed, please liaise with your local SEKO branch.
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
From the grid you can select the applicable shipment you would like to update by choosing the pencil icon
The “booking state” has the following options and will advise the current states 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
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
When you are completing a Vendor Load you will have an additional “Container” and “Packing” tab to complete to confirm the container details, these tab’s are not visible for CFS load’s
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
Understanding Vendor Load and CFS Load
Vendor Load: Vendor is responsible for loading the goods into the container and providing the container details to SEKO.
CFS Load: SEKO's warehouse or a designated CFS (Consolidation and Forwarding Station) will handle the loading of goods into containers.
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.
Specific Steps for Vendor Load
Container Details:
Provide details of the containers used, including number, size, and seal number.
Packing Information:
Specify which PO items are packed into each container.
Ensure the total quantity packed matches the total quantity on the POs.
Specific Steps for CFS Load
Confirm Quantity:
Verify the final quantity of goods to be shipped.