Active Shipments Report

1. Filter Panels (Top Section):

These filters help you drill down into the data to find the exact shipments you are managing or to monitor specific clients or shipping details:

• C. REP, Shipper Name, Cnee Name, MBL, CNT#, M. Vessel, DONE, INVOICED:

  • You can filter shipments by the representative handling the shipment, the shipper, consignee, master bill of lading (MBL), container number, vessel name, or status (Done/Invoiced).

  • This allows you to focus on shipments that are either ready for invoicing or those that are still in progress.

• BGL FILE NO, POL, POD, SS LINE, DELIVERY, TRUCKER, ETD, ETA:

  • These filters let you narrow down shipments based on unique identifiers like the BGL file number, specific shipping lines, the ports involved, delivery information, or trucker details.

  • This is particularly useful for tracking specific legs of the supply chain or coordinating with ground handlers and carriers.

2. Main Data Table (Bottom Section):

This is where detailed shipment data is displayed, allowing you to get granular visibility into each shipment’s journey:

• C. REP (Carrier Representative): The freight forwarder or company representative managing this shipment.

• BGL FILE NO: The unique file reference for the shipment. This is critical for aligning your internal records with shipment details.

• Shipper Name, Consignee Name: The parties involved in the shipment. As a freight forwarder, it’s important to ensure these match the bill of lading documents.

• MBL (Master Bill of Lading): The key legal document for the shipment.

• CNT# and CNT TYPE: The container number and type, such as 40' HQ or 20' Dry. This helps you ensure the right equipment is used for each shipment.

• POL (Port of Loading) and POD (Port of Discharge): The ports where the shipment starts and ends its journey.

• ETD (Estimated Time of Departure) and ETA (Estimated Time of Arrival): Dates when the shipment is expected to leave and arrive at the destination port.

• M. Vessel (Main Vessel): The name of the vessel transporting the cargo..

3. Key Use Cases:

a. Track Pending Shipments:

• Use the DONE and INVOICED filters to separate shipments that are still in progress from those that have been completed and billed.

• Example: If you need to know which shipments are still pending closure, filter the NOT DONE field to exclude those marked as completed.

b. Monitor Key Milestones:

• The ETD and ETA fields are crucial for tracking when shipments are expected to depart and arrive. Compare these dates with actual events to monitor delays or early arrivals.

• Example: If a shipment’s ETA has passed without confirmation of delivery, you can follow up with the shipping line or ground handling facility to avoid further delays.

c. Ensure Correct Shipping Documentation:

• Keep a close eye on the MBL (Master Bill of Lading) and CNT# (Container Number) fields to ensure that all shipment details are properly documented. This helps avoid discrepancies that could cause delays in customs clearance or invoicing.

4. Efficient Shipment Management:

• Use Filters Wisely: When you need to focus on specific parts of the supply chain (e.g., a particular port or shipping line), use the filter options to quickly hone in on the relevant shipments.

• Monitor for Delays: Keep an eye on the ETA column to ensure shipments are on track. If you notice a delay, take preemptive action by contacting the carrier or consignee to arrange for contingency plans.

• Communicate Shipment Status: The report helps you stay informed about the shipment status, so you can proactively update clients on any changes or issues that arise.

5. Critical Data Points to Watch:

• ETA/ETD: Monitoring the timeline is essential for planning warehouse deliveries or coordinating with truckers.

• BGL FILE NO: Use this file number to cross-reference documents and ensure alignment across your systems.

• MBL and HBL: These documents are critical for customs and legal purposes, and they need to be handled accurately at each stage.