Expedient User Manual – Rates Module
Contents
1. Allow Global This field nominates if global updates can be done on this rate This is the internal rate code This Masterfile is found in the Rates Menu Optional Blank under Rate Account Code Click on the A to search on the Rate Account Code Masterfile Cur This is the Currency in which you will be billing the client Mandatory AUD NZD It will default to the local currency Field Name Description Validation Default Method This is the method of rating Select from the following options Mandatory Blank Method VIII T F Basic Minimum Kilograms Per Master Bill Please Note Zone which can only be used for Import Overseas Inland Cartage CO Basic System calculates a basic charge plus a per unit value i e Cartage 20 00 basic charge plus 0 20c per kg Expedient will print the word Basic in front of the amount Per Unit System calculates based on per unit value i e Port Charges for FCL containers if entering method Per allows the system to calculate the rate based on the number of containers so if 2 containers Port Charges of 30 00 the system will calculate 60 00 when auto billing The system will print the words per kg for AIR per container for FCL amp per 1000 kgs cbm for LCL after the amount One Off System calculates based on house registration hawb hbl i e Air Cargo Automation if entering method type O ne off tells the system to calculate the ra2. This is the date in which the Rate becomes effective Mandatory Blank Field Name Description Validation Default Currency adjustment factor levy Mandatory Dollar If CAF is applicable the select either Percentage or Dollar Amount CAF Percentage If Percentage is selected then the value that will be rated is based on the following calculation freight value amount CAF Per Unit 100 Please Note A local code list mapping needs to be set up by the GMA Team to activate this Bunker adjustment Factor levy due to the fluctuation of the fuel oil price Mandatory Dollar hence the levy to protect the shipping company from any lost in case of the price escalating Enter either Percentage or Dollar Amount BAF Percentage gt If Percentage is selected then the value that will be rated is based on the following calculation freight value amount BAF Per Unit 100 Please Note A local code list mapping needs to be set up by the GMA Team to activate this Status All new records that get created have a status of Quotation In order to Optional move the Quotation to become an Active Rate the Quote needs to be approved This is the Expedient reference number for the rate System Generated This is a count of the notes stored for the customer regarding their System Forwarding Rates Generated Approved All quotes must be approved by nominated staff in order to be able to use Mandatory Blank this rate for Auto Rating
3. lines for the Charge Optional Optional Optional Optional Optional Forwarding Rates The Forwarding Rates System allows the user to perform the following functions 1 Input and store Rates for various clients based on a number of parameters such as Port of Origin Destination Effective Date Region Shipping Line 2 Ability to Print a Quote for a client and automatically transfer that into a Rate upon acceptance of Quotation 3 Copy Rates from existing rate to a new client supplier origin destination to save double entry 4 Multiple Update facility to update a specific charge code based on a number of parameters such as client code 5 Ability to set up Account Codes within groups which dictates which charges will automatically populate when preparing your invoice 6 Based on the above the charges will be pre populated based on the Rates Masterfile and the measurements of the freight on the job To add view or modify a rate go to the following menu a Rates Rates List Customs Rates Forwarding Rates Rates Masterfile Rate Account Codes Multiple Updates Rates Masterfile Archived Procedure Populate Charge Lines no values from Rate Account Code Masterfile matched by Class Automatically Return Rates Search Results based on on the Customer Code and Import Export Flag Forwarding Consol Registration Does Rate that yo want Display Select Rate Forwarding Job Regi
4. the data entering process Copy Rate Client Copies the rate you are in to a different client code Copy Rate Supplier Copies the rate you are in to a different supplier code Copy Rate Origin Copies the rate you are in to a different origin code Copy Rate Destin Copies the rate you are in to a different Destination code Copy Rate Effective Date Copies the rate you are using a different effective date This is would be the most commonly used copy feature where you want to copy a rate Printing Quotes Expedient provides the ability for users to print quotations for both active customers and prospective customers To Print a Quotation for a prospective customer the entity needs to be added into the Customer Masterfile as Active Status of Prospect SINGLE QUOTE TEST ONLY MILLMAN amp ASSOC AUST DEMO DEMONSTRATION SCOTT CRAVEN sootcfherpediertsoftware coma PORT MELBOURNE VIC 3207 WwW gmaaust comau JEBEL ALI SYDNEY AIR CANADA AIR FREIGHT 30 07 2011 03 07 2011 MINAMIGUCHI BEARING MFG CO 425068 EXPORT SECURITY FEE i iL o0 oo per kg Freight Charges FREIGHT J 51 00 per kg 1 00 per kg WAR RISK i iL 00 00 per kg Destination Changes IMPORT DOCUMENT FEES Od per shipment mF in l Do AUD 00 per kg 00 00 per kg 00 per shipment 14 TO ATTENTION FROM Origin Destination MULTIPLE QUOTE TEST ONLY DEMO DEMONSTRATION SCOTT CRAVEN scotte expedientsoftware com
5. Import or Export Select from the drop down Mandatory Blank Please Note Selecting Export Rates will display a Prepaid Collect Field in the Charge Lines This allows for auto rating for both Prepaid and Collect Parties within both Air Sea Job Registration Charges Screen Description FREIGHT ollt Minimum 1 56 568 00 FRT NOT APPLICABLE BILL OF LADING FEE AUD Prepaid OneOff 1250 0 00 BOL NOT APPLICABLE EXPORT CLEARANCE NUMBER AUD Prepaid OneOff 25 00 0 00 ECN NOT APPLICABLE EXPORT AGENCY Collect OneOff 100 00 0 00 EAG NOT APPLICABLE Cont Type Ey Mandatory Blank Enter the ISO Container Type Click on the zoom to search for Containers Types that exist in the Masterfile ULD Type This field will appear for Export Rates where Cont Type is AIR Optional Blank Client e Mandatory Blank Enter client code Click on the zoom to search for Customers in the Customer Masterfile where the Debtor flag is checked NETAS Carrier Destination Supplier Cons Sales Person Effective Description Validation Default Imports Mandatory Blank Enter carrier code This can consist of Shipping Line Airline or type of service you are quoting on should be entered Click on the zoom A to search for Vendors in the Customer Masterfile where the Creditor flag is checked If a quote is specific on a carrier then this can be shown in this field but points to consider when entering this information e Client can see details of this servi
6. Volume Expedient User Manual Rates Module Gavin Millman amp Associates Aust Pty Ltd 281 Buckley Street Essendon VIC 3040 Phone 03 9331 3944 e Web www expedientsoftware com au Table of Contents Rates Module OVEIVIEW ee ee ee 2 CUSTOMS OS aaa 2 FF OC SN ee E e e ee ee 2 FOPWATO NO ROS laredo 6 POC ee oe 6 NEW RAID anios 6 EKSENE Pe e O ee era 12 e re ee 12 Meca ee eee 13 nn e e 0 il e e Eee 13 II O O II II A A 13 CODINA tas 14 nn E yg sec cop ei E AE tera Saree een 14 nn PP A 14 MUI Ple OUD E srt tender 15 Rate Account e itironesa 15 RATES INTRODUCTION Xpedient software contains the Forwarding Customs Rates amp Quoting Module which allows for storage of Rates and Quotations The Rates System allows users to predefine rates which save time when preparing invoices as the charges are automatically populated based on the rates and the freight measurements on each job The purpose of adding Quotations and Rates into the Expedient System is e To store amp maintain client quotes within one database e Tobe able to auto insert quotes rates into the Expedient billing system to ensure correct charging is used Rates Module Overview Customs Rates The Customs Rates Module allows users to a Input and store rates for any client based on Job Type b Allows for Charges to be automatically populated from the Prepare Charges button within the Charges screen on each Job Registration screen c Input and Store C
7. artage Rates based on Client and Carrier Code To add view or modify a rate proceed to the following menu 4 Rates H Rates List 4 Customs Rates El Rates Masterfile Procedure CUSTOMS RATES Populate Local Amount Charge lines based on Costs already associated to the job assumes no profit Customs Job Registration A AI gt 3 Populate Charges _ A 2 Prepare Charges gt based on Rates 2 Prepare Invoicing Calculation GB Expedient Once you have selected the Rates Masterfile Function you will be presented with the following screen See below 2 Customs Rate EXPEDIENT DEVELOPMENT File View Options GMA Maint Help a X Q la 4 gt Add Update Delete Find Browse Previous Next Customs Rates Cartage AIR Client DEMCON Q DEMONSTRATION COMPANYWWW ID Customs Type A Q AIR Notes User helens Last Used 26 02 2013 Approved Date Description Method Flat Min AIRLINE HANDLING FEE Entry 0 00 CARTAGE Container 1 00 1 of 4 Field Name Description Validation Default Client 1 Mandatory Enter client code Click on the zoom to search for Customers in the Customer Masterfile where the Debtor flag is checked Customs Type Mandatory Enter the Customs Job Type Click on the zoom to search for Customs Job Types This indicates how many notes are on file for the Customer N A System regarding Rates Generated Approved Date Not Currently Used N A N A This is the inte
8. au 01 12 2011 JEBEL ALI JAKARTA JAVA Shipping Terms Carrier Transit Time Frequency Container Size Validity Expires Supplier Cons Note AIR CANADA AIR FREIGHT 21 01 2010 DEFAULT PLEASE SEE NOTES Quote Reference 425043 Origin Charges EXPORT SECURITY FEE MIn 1 00 per kg AUD or per per kg Freight Charges FREIGHT Min 45 kgs 45 kgs 100 kgs 250 kgs 300 kgs 500 kgs 1000 kgs or per per kg WAR RISK Min or per per kg 0 00 per kg 10 00 per kg 1 00 per kg 1 00 per kg 1 00 per kg 1 00 per kg 1 00 per kg 1 00 per kg 1 00 per kg AUD 0 00 per kg AUD 1 00 per kg AUD 0 00 per kg Destination Charges AIRLINE HANDLING FEE Min AUD 1 00 per kg EXPEDIENT SOFT ABN 52 006 246 260 Unit 256 53 McCormack STREET PORT MELBOURNE VIC 3207 Expedient PH 03 9354 1112 Software FAX 03 9354 2223 www gmaaust com au QUOTATION FOR TEST ONLY JEBEL ALI MELBOURNE AIR CANADA AIR FREIGHT 09 06 2011 DEFAULT PLEASE SEE NOTES 425076 1 00 per kg 0 00 per kg 70 00 per kg 2 00 per kg 2 00 per kg 2 00 per kg 2 00 per kg 2 00 per kg 2 00 per kg 2 00 per kg 60 00 per kg 1 00 per kg 0 00 per kg 1 00 per kg All rates quoted are subject to our standard trading terms and conditions a copy of which ls avaliable st www nnnnnnt com au or Is already in your possession and the terms and conditions of any Bills of Lading or A Waybils used in the transport Booking of an
9. ce so if you don t want to show which carrier you are quoting on then don t enter carrier information use alternative service details private notes can be entered to show which service you are quoting on so operations have details for billing When global updates occur global is entered on port and is not carrier specific when sales admin enter global they will take into account all carrier information entered Recommend using carrier codes if quote is rate level or service specific Alternative Import Export services can be shown instead actual carriers e Direct Direct Service e TS Transhipment Service e EXP Express Service e DG Dangerous Goods e Do Not Leave this Field Blank a Mandatory Blank Enter origin where goods will be shipped from Click on the to search on the ISO Port Code Masterfile a Mandatory Blank Enter destination where goods will be shipped to Click on the search on the ISO Port Code Masterfile Enter Supplier Code for imports or Mandatory Blank Q Consignee Code for exports Click on the to search on the Suppliers Masterfile for that client If left blank HDEF default will insert this means the quote is just based on loading port only not pickup from a specific supplier The clients sales code will auto insert This can be manually changed if Optional Customer Cal Masterfile to search on the User Masterfile for that client Debtor Tab required Click on the
10. e code CO you will need to enter method M in if applicable Flat Per Unit Enter if Flat rate or Per unit rate KG CBM If per then enter if per KG or CBM Convert Factor Convert Factor will auto default to 333kgs Break Points Enter breakpoints and value INLAND ZONES Used only for Import Overseas Inland Cartage Inland Zones have been setup for some countries so rather than entering individual Inland Freight Break Points you can link the rate quote to Inland Zones You must enter a charge line with the internal rate code CO you will need to enter method ZJone and enter under the VALUE field the Zone number To view what zone to use refer to 08 14A Country Notes look up the country you want to use and refer Zone 1 2 3 4 5 6 The currency flat per unit kg or CBM and convert Factor for Inland Zones are setup within Country Notes database NOTES Notes or comments can be added to the quote rate User Will auto insert to show who added the note if adding this will be you Date Will auto insert to show date note was added if adding this will be today Entries Enter your note or comment you want to print on the quote note NB note do not word wrap you will need to enter as you complete each line At the end of each line you can mark if the note is P rivate which then only pops up as a reminder when we auto bill or R eport which then prints and pops up 13 COPY RATES You can copy rates to limit
11. e using the Calc Value This is only used if the is less than the Max Value and greater than the Minimum Value Charge Base Calc 100 Customs value from Customs Entry capped at max Invoice Lines the charge will be applied for each Supplier s Invoice Line for the job based on the Base Amount Value plus a the Cal Value Amount times the Number of Supplier s Invoice Lines less the Start Amount Value If the charge is higher than the Flat Min and less than the Max values Otherwise the minimum or maximum value will be used Flat Min This is the Minimum Amount that will be applied to this Charge Line If the calculation of the Rate for the relevant job equates to less than the Flat Min Amount then the Flat Min Amount will be applied to the Charge Line This is the Maximum Amount that will be applied to this Charge Line If the calculation of the Rate for the relevant job equates to more than the Max Amount then the Max Amount will be applied to the Charge Line This is the starting Amount that is applied to the Charge Line before the Calculation of the Rate for the relevant job is applied This is Calculation Factor that is applied to the Charge Line for the relevant Job This is from which item to commence the calculation on E g If the Method is Invoice Lines and the Supplier s invoice has 10 lines on it and the Start is 5 then the Calculation of the lines will be at 5 therefore the system will calculate 6
12. ffective date e Options Copy Rate Client Code to copy the template rate to a new client code Please Note if copying a rate to a new client code check if the effective date or other data also needs to be updated specifically in the notes section Options Notes It is advised to not delete rates and prefer that old rates are copied to a new one rather than just updating an existing rate this allows history of data and allows operations to bill correctly based on effective dates Once a rate has been copied you can also further Update the new ID number to increase add further charges where required OPTIONS The rates master file includes various options as per below GMA Maint Inland Zones Add Notes Copy Rate Client Copy Rate Supplier Copy Rate Origin Copy Rate Destination View User Actions History Copy Rate Effective Date amp Print Rates Print Quote With Logo Print Quote Without Logo Help Inland Freight Break Only used with Internal Rate Code CO for Imports Overseas Points Inland Cartage Copy Rate Destin To copy the rate using a different destination code View User Actions To view who has updated details on the rate quote Copy Rate Effective To copy the rate using a different effective date Date Print Rate To print rate 12 INLAND FREIGHT BREAK POINTS Used only for Import Overseas Inland Cartage e You must enter a charge line with internal rat
13. ode AP Description PORT CHARGES IMPORT ACCOUNTS Import Group D Q DESTINATION Charge Code AP a Charging Type Min z Job Class AIR Unit Description Active FCL Unit Description Active LCL Unit Description Active EXPORT ACCOUNTS Export Group O Q ORIGIN Charge Code AF al Charging Type Min r Job Class AIR Unit Description Active FCL Unit Description Active LCL Unit Description Active 1 of 10 OVR This is used to default the Company Tariff based on the Job Class and whether the shipment is Import Export Company Tariffs default when users hit update or when users cancel out of Rate Prepare Charge Code must be valid 16
14. rnal rate code This Masterfile is found in the Optional Rates Menu under Rate Account Code Click on the a to search on the Rate Account Code Masterfile Method This is the method of rating Select from the following Mandatory Blank options Method Container Container Charge is Calculated for each FCL or FCX container on the job If the Base Amount Value Plus the Calc Amount Value times the Number of Containers less the Start Amount Value used if this is higher than the minimum and less than the maximum values Otherwise the minimum or maximum value will be used Entry Charge is calculated for each Customs Entry on the job based on the Base Amount Value plus the Calc Amount Value times the number of Customs Entries less the Start Amount Value used if this is higher than the minimum and less than the maximum values Otherwise the minimum or maximum value will be used Job The charge will be applied for each Job using the Flat Min Amount Value Lines Entry Lines The charge will be applied for each Customs Entry line associated with the job based on the Based Amount Value plus the Calc Amount Value times the number of Entry Lines less the Start Amount Value If the charge is higher than the minimum and less than the maximum values Otherwise the minimum or maximum value will be used Value Percentage of Customs Value Charge is Calculated based on the Base Amount Value plus a Percentage of the Customs Valu
15. stration Populate Charges is based on Rates 4 Prepare Invoicing Calculation NEW RATES Once you have selected the Rates Masterfile Function you will be presented with the following screen See below Forwarding Rates Master File EXPEDIENT DEVELOPMENT File View Options GMA Maint Help Ar X Q E lt gt E B B Add Update Delete Find Browse Previous Next Print Multiple Quotes SLK Print Multiple Quotes PDF Print Single Quote Rates Master File Inland Freight Breaks Additional Information Import Export Import gt Cont Type 22B0 Q 20 DRY BULK CONTAINER Status Quotation z Client DEMCON Q DEMONSTRATION COMPANYWWWWWWWW ID 427953 Carrier DM Q DIRECT MASTER Notes 8 Origin USLAX J Destination AUMEL Q MELBOURNE By Supplier Cons CN Q CONSOLIDATION CHIWAN On Sales Person taniab QJ TANIA Printed No Allow Global Updates Country US UNITED STATES OF AMERICA Region NAM NORTHERN AMERICA Effective From 14 01 2013 4 Expiry Date CAF Dollar y BAF Dollar Q LOS ANGELES Approved No Last Used Change User taniab Total Charges Description Method Value Per Unit Charge Code Charge Type PEAK SEASON SURCHARGE Minimum 0 00 PSS FREIGHT CMR COMPLIANCE FEE One Off 0 00 CMR DESTINATION THC Minimum 0 00 TH DESTINATION FREIGHT Minimum 0 00 FR FREIGHT CAF Basic 0 00 CB FREIGHT 1 of 75 Field Name Description Validation Default Imp Exp
16. te per hawb registration The system will print the words per shipment after the amount Minimum Allows the system to charge Per unit but with a minimum value i e FR freight for LCL or Airfreight if entering method type Min allows the system to calculate a Per unit rate but allowing for a minimum charge so if the rate for Seafreight was 100 00 per m3 0 75m3 and we allow for a minimum of 100 00 the system would charge 100 00 or rate for airfreight was 2 25 per kg 10 kgs and with a minimum of 50 00 the system would charge 50 00 Zones Allows the system to charge a flat rate based off the zone used for the shipment Import only Per Cargo Report This allows a Documentation Fee where multiple Cargo Reports exists for one Job Per Master Bill This allows one Charge for the Consol where there are multiple House Bills Value Value is entered only on method types Min Basic One off Mandatory Blank 10 Field Name Description Validation Default Per Unit Per Unit is entered only on method types Min Per Basic Mandatory Blank Charge Type This information is retrieved from the Import Export Group Description in Mandatory Rate the Rate Account Code Screen Account NOTE If the Group is N NOT APPLICABLE then it will not appear on the Code Quote when printed 11 EXISTING RATES If finding an existing entry rate e Options Copy Rate Effective Date to copy the rate to the same client but with a new e
17. y shipments win us or our agents signifies acceptance of these terms a nd condions pope cma Goverment tares duties or other associated charges such as War risk and Fuel surcharge s unless otheratse specified Quotation Is vald subject to acceptance within 30 days and are based on GeneraliNon Hazardous cargo and are su bject to change win or without notice Al charges quoted im foreign currency are subject to an exchange variation tee of 3 Rate Account Codes The Rate Account Code Screen allows users to associate job class Air LCL FCL with charges for both import and export shipments Once charge codes have been entered into this screen for certain job classes the Rates Masterfile will allow users to select the Charge Code based off the Account Codes found in the Rate Account Codes Masterfile This is also used when users prepare charges in the Job Registration and no rates match and or no rates are selected by a User The values in this Screen will automatically populate in the Charges lines with zero amounts This allows management to force certain charge codes to be added on every job Please Note Any duplicate charge Codes will not be duplicated in the Charges Screen and must contain the relevant Alpha Charge Code 15 Rate Account Codes screen below is located in the Rates Menu la Mio TRAA Adaint BEAT IE V PEW Lay A WILL FCO B x a 5 lt b Add Update Delete Find Browse Previous Next Account Code Groups Acct C
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