User Guide - Work Order

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KFF User Guide Work Order Version:Date:

2.3September 2009

Kewill Copyright 2009

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User Guide 2.3Work Order

This document is the property of Kewill and the information contained herein is confidential. This document,either in whole or in part, must not be reproduced or disclosed to others or used for purposes other than thatfor which it has been supplied without Kewills prior written permission, or, if any part hereof is furnished byvirtue of a contract with a third party, as expressly authorized under that contract.


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Copyrights, Release 2.3

This edition applies to the current version of the Application and to all subsequentreleases and modifications until otherwise indicated.

Kewill reserves the right to make improvements and/or changes in the product(s) and/orprograms(s) described in these publications at any time. No part of this document may

be reproduced or transmitted in any form or by means without the written permission ofKewill. If there are any problems encountered in the documentation, please report themto us in writing. Kewill does not warrant that this document is error-free.

New features are informed either through support personnel, or other communicationmeans until the new edition of this manual is available. New releases of this manual willbe issued by Kewill to your company, when they become available and you have a validmaintenance agreement.

Request for technical information about Kewill products should be made to our Sales orProject Manager or Personnel.

First Print in September 2009The information contained in this book is correct at time of printing.

Copyright 2009 KewillAll Rights Reserved.


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Change Summary

Version Description Date Internal Ref

1.0 Base Documents. Feb 08 Wendy

2.1 Edited document. Sep 08 Xiu Ming

2.1 Incorporated Amendments. Dec 08 Wolfgangs

dated 12 Dec

2.2 Updated Header and Footer. Jan 09 Xiu Ming

2.3 Updated Header and Footer.

Added Container tab.

Sep 09 Xiu Ming


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TABLE OF CONTENTS

WORK ORDER MODULE.............................................................................................................5

AUDIENCE FOR THIS GUIDE ........................................................................................................5SYSTEM SETUP .........................................................................................................................5

1. HOW TO REGISTER WORK ORDER FOR A JOB?..............................................................6

HOW TO REGISTER WORK ORDER ON WORK ORDER PAGE? ........................................................ 6HOW TO REGISTER WORK ORDER AT THE WORK ORDER SCREEN? ...............................................7

2. HOW TO PRINT WORK ORDERS? ..................................................................................... 16

HOW TO PRINT WORK ORDER DOCUMENTS? .............................................................................16

3. HOW TO RECORD WORK ORDER REVENUE?.................................................................17

4. HOW TO RECORD WORK ORDER COST? ........................................................................ 20

5. HOW TO SEND WORK ORDERS TO ROAD FREIGHT? .................................................... 23

HOW TO SEND NEW WORK ORDERS TO ROAD FREIGHT MODULE?..............................................24HOW TO RESEND WORK ORDERS TO ROAD FREIGHT MODULE?..................................................26


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Work Order ModuleDispatch jobs to be assigned to a Haulier are created in the Work Order module. In this module, work orderdetails such as sub-contractor (also referred to as Haulier), pick up and delivery addresses, and shipmentinformation are captured during data entry. Work order Instructions generated from KFF can be sent to thetrucker via e-mail or printout. Work orders can be also viewed on the web-based KFF portal system by thesub-contractor.

Work Orders that are confirmed are sent over to the Road Freight Module. This converts the order into aRoad Freight booking / job.Audience for This GuideThis guide assumes that you are familiar and have understanding of the following:

KFF General GuidelineYou have access to the KFF system and have a general idea on its graphical user interface andnavigation tools

KFF File MaintenanceYou have a general idea of the basic setup in the KFF System

KFF Operation Modules

You have read the appropriate Operation Guide that describes the job function and features.

System SetupThis guide assumes the following:

User has full access rights to the Work Order Module.


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1. How to Register Work Order for a Job?For a job that you have created, you can record the Work Order at the Operation Screen by:

Using the Work Order pageThis allows you to record some basic information about the Work Order the Haulier andinstructions to the Haulier.

Using the Work Order screen.This allows you to record detailed information about the Work Order.

How to Register Work Order on Work Order Page?Step 1: Retrieve the Sea Export / Sea Import Job at the Operation Screen.

Step 2: Click the Work Order tab to access the Work Order page. Register the Work Order Party detailsand instructions.

Step 3: Click .


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How to Register Work Order at the Work Order screen?Step 1: Retrieve the Air Export / Air Import / Sea Export / Sea Import Job at the Operation Screen.

Step 2: Click on the navigation bar to activate the Work Order module. The Work Order screendisplays with the Job Information.

Step 3: Click . Enter the required Work Order information and click .

Summary

Tab Meaning

Work Order Info This page shows job information.

Revenue This page shows the revenue charges for the Work Order.

Cost This page shows the haulage costs incurred in the Work Order.

Transport This page shows the delivery details.

Remark This page shows the trucking Instructions.

Other This page shows types of vehicle and number required.

Container This page shows the container load information.

The system will doa Known /Unknown partycheck if BusinessRule is activated.


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Job Information Section

Field Meaning

Biz Type Business type.

Booking No Booking Number.

Job No Job Number.

Ref No Unique Work Order Reference Number.

Request Type FCL / CY / LCL / CFS. The request type will determine the work orderinstruction layout. FCL/CY and LCL/CFS layouts are different.

Request Date Work Order request date.

Cargo Information Section

Field Meaning

PCS/Weight/Volume Pick up cargo pieces, weight, volume (and unit). The default valuesare retrieved from job.

CTN Container types and number. The default container types areretrieved from the job.

Commodity General commodity code and description. The default values areretrieved from the job.

Carrier Name Shipping Line Name (for Sea freight Only). It is defaulted from the job.

PIC/TEL Shipping Line person in-charge and contact number. It is defaultedfrom the job.

Port Area Vessel berthing port area. It is defaulted from the job.

Shipper Shipper-ID and Name. It is defaulted from the job.

Note: If the Unknown Shipper Check function is activated by Business RuleAEKNOWNSHPRFLAG, the subcontractor (haulier) handling the Work Order and the Collect FromParty will also be checked to see if they are Known / Unknown party. This check is done when youenter the Party ID or address of the sub-contractor on the Work Order.


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Subcontractor SectionThis section shows the appointed subcontractor details, drivers detail and KPI information.

Field Meaning

Subcontractor Third party (Haulier) appointed to carry out the task. Click detailbutton to show sub-contractor detail information.

Tariff No Vendor Tariff Number. The system retrieves the Pre-defined tariffrates based on the tariff number.

Truck No Haulier or truck number assigned by the sub-contractor company.

Driver Driver assigned by the sub-contractor company to carry out the job.

IC Number Drivers Identification Number.

Contact No Drivers contact number.

Approved By/Date The Work Order Approval person, usually the department supervisorand date of approval.

Assign Date/ To Date on which the task is sent to the sub-contractor and the person in-charge.

Est. Start Date/Time Estimated work order execution date and time.

Act. Start Date/Time Actual work order execution date and time.

Est. Port Entry/Time Estimated port entry date and time.

Act. Port Entry/Time Actual port entry date and time.

Close Date Work Order close date.

Completed Work Order completed date.

Status Manually assigned work order status: pending, completed or rejected.

Reason Code Reason code of the work order status.


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Transport

Collect From SectionThis stores the collection address to collect the cargo from.

Field Meaning

Code Customer code to collect cargo from. For regular pick up locations,the addresses are setup in the customer profile.

How to setup Party-Basic?-Address Tab>

Click Factory button to list the customers factory. The customerfactory address is setup in the customer profile too.

How to setup Party-Basic?-Relation/PIC Tab>

For ad-hoc pick up address, leave the field empty.

Address There are 4 lines (45 characters each) for the address. System willdefault the first pick up address, you can click the drop down button toselect other pick up Address from the list. (Company and Pick upAddress are listed).

For ad-hoc cases, enter the pick up address manually.


Contact Customer contact person (for cargo pick up). Click the drop downbutton to select contact list.

Tel/Fax Contact persons telephone and fax number.

Country, City, Zone,

State

Addresss ISO country code, ISO city code, State Code, County or

Zone code.


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Deliver To SectionThe delivery address is normally the customer warehouse or container yard or Container Freight Station.For FCL/CY shipment, this address is normally the container yard where the empty container is to be sent to,while for LCL shipment, this address is the container freight station (CFS) for stuffing the container.

Field Meaning

Code Customer warehouse code, container yard or CFS station code.For ad-hoc delivery address, leave the field empty.

Address There are 4 lines (45 characters each) for the address. You can clickthe drop down button to select delivery address list. The companyaddress is listed. For ad-hoc cases, enter the delivery addressmanually.


Contact Contact person. Click the drop down button to select the contact list.

Tel/Fax Contact persons telephone and fax number.

Country, City, Zone,State

Addresss ISO country code, ISO city code, State Code, County orZone code.

Items

This section stores the item information.

Field Meaning

Description Item description

Item No SKU Number.

Pieces No. of pieces.

Unit Pieces, cartons, packages, pallets.

Weight / Unit Gross weight and its unit of measurement.

Volume / Unit Volume and its unit of measurement.

Package Type Pieces, cartons, packages, pallets.

L/W/H Dimension of package.

Marks & Numbers Marks and numbers.


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RemarksThis stores the job related instructions or remarks.

Field Meaning

Instruction Trucking instructions (if any) in the field.

Remark Remarks.

Other

Field Meaning

Vehicle Type Type of vehicle required for the Work order.

Vehicle Quantity Number of vehicles.

Container

This page stores / shows all containers that belong to the current work order.


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Field Meaning

Type Type of Containers e.g. 20 footer, 40 footer.

Container No Container Number.

Seal No Seal Number.

Seal No2 Seal Number 2.

Pcs Pieces.

Unit Pieces/Packages/Cartons/Pallets.

Wgt Total weight of the load.

Unit Unit of measurement for weight.

Vol Total volume of the load.

Unit Unit of measurement for volume.

Tot Gross Wgt Total Gross Weight.

Lot No. Lot Number Consol Number.

Is Closed Tick this checkbox to close the Container plan. Once the plan isclosed, the container cannot be detached.

Ref. No System generated reference number for the Container plan.

POD Port of Departure.

POL Port of Lading.

Vessel Vessel ID.

Voyage Voyage ID.

Move Type Cargo move type, e.g. CY/CY or CFS/CY.

Pick ContainerDate, Time

Date and time on which Container is picked. Applicable for MerchantHaulage.

Location Ref No Location ID of Container Freight Station.

Cont Owner Name of party to collect container from.

Cont Status Container Status-

AE - Loaded on VesselAL - Loaded on RailAR Rail Arrival at Destination Intermodel RampAV Available for Delivery (Shipment available for delivery.CU Carrier and Customs Release.D - Completed Unloading at Delivery LocationEE - Empty equipment dispatched to pick up cargoI In-GateOA Out-Gate


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Field Meaning

RD Return ContainerUV Unloaded from VesselVA Vessel Arrival (Vessel scheduled to arrive or has arrived)VD - Vessel Departure (Vessel scheduled to depart or has departed)

Cargo Status Cargo Status

C: Qty correct

S: Qty short

O: Qty Over

CarrierCarrier Code.

Seal ByContainer Seal by

CA = Carrier

CU = Customs

QA = Quarantine Agency

SP = ShipperTO = Terminal Operator

Cargo LoadCargo Loading Date and Time.

Load Ref NoCargo Loading Reference Number??

Terminal Ref NoPort Terminal Reference Number. Address where the container needsto be delivered for loading to a vessel.

Hazard Qualifier Default to I

A code that describes the hazardous material designated ashazardous. Valid codes:

4 = 46 Level DOT Code;6 = Airline Tariff 6D;

9 = Title 49 Code of Federal Regulations;

A = International Civil Aviation;

D = Hazardous Materials ID DOT;

E = Endorsement;

F = Air Force Regulation 71-4;

I = International Maritime Organization(IMO) code;

R = Bureau of Explosives 600-A(rail);

U = United Nations.

Commonly used codes are I and U.Hazard Code

Hazard Code Qualifier. If HazardCodeQualifier is not U, Hazard CodeQualifier =HAZARDCODE.

If Hazard Code Qualifier is U, Hazard Code is retrieved from UNDGMaster.

UN Page NoPage on UN DG Manual to lookup information on the hazardous good.


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Field Meaning

Hazard Class Hazard Class

Class 1 Explosives

Class 2 - Gases

Class 3 - Flammable Liquids

Class 4 - Dangerous Solids

Class 5 - Oxidizing Substances and Organic Peroxides

Class 6 - Toxic and Infectious

Class 7 - Radioactive material

Class 8 - Corrosive substances

Class 9 - Miscellaneous dangerous substances and articles

Packing GroupPacking group:

I (high danger)

II (medium danger)

III (low danger)

Note: Classes 1, 2 and 7 do not have packing groups.

ContactPerson to contact regarding Hazard queries.

Contact TelContact Number.

Temp UOMF : Fahrenheit, C : Celsius

Highest TempHighest Temperature.

Lowest TempLowest Temperature.

Set TempTemperature Setting.

Vent SettingVent Setting

1 = 25

2 = 50

3 = 75

4 = 100

5 = Closed

6 = Based on Commodity

Air ExchangeAir Exchange.

Remark Remarks, if any.


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2. How to Print Work Orders?You can print the work order document directly at the work order screen or via the document printing screenwhere you can print the document in batches.

How to Print Work Order Documents?Step 1: Choose Document > Air Export / Air Import / Sea Import /Sea Export > Work Order from the menubar. In this example, the SE Work Order Document Printing Screen displays.

Step 2: Enter the selection criteria below:

Note: There are two Form IDs supporting different layouts: one for FCL/CY shipment and the other is forLCL/CFS shipment.

Step 3: Tick the checkboxes to select the Work Orders and click .


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3. How to Record Work Order Revenue?To record the Work Order Revenue, click on the Revenue tab to access the Revenue page. Enter therequired charge items. Note that the Revenue charges on this page are provisional revenue. If your

provisional revenue is the same as your confirmed charge, you can click or togenerate the outgoing bills online for the confirmed charge. Items that are already billed from this screen orfrom the Billing Module are marked yellow and cannot be changed.

TIP: For more billing functions, use the Billing Module where you can record additional actual charges. Notehowever, the additional actual charges are not reflected on this Revenue page. Actual charges are reflectedon this Revenue page only when you choose to bill less than the provisional revenue. For example, for a$100 provisional revenue, if actual bill to customer is $60, the system writes back the actual amount in theCharge section and adds a row to show the balance of $40 as an additional provisional revenue charge fornext billing.


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Charge Detail

Field Meaning

Charge Code Charge Code e.g. TPT Transportation Fee, STC Storage Fee, STF Stamp Fee.

Description / LocalDescription

English / Local Description for the Charge Code.

Bill To Bill to Party.

Bill To Desc Name of Bill To Party.

CO Party Original Billing Party.

Rate Rate charges retrieved from Customer Tariff Table.

Quantity/Unit Chargeable Weight, Chargeable volume, Quantity, Distance and therelated unit. For example, 200 kg, 300 pallets, 60 cubic foot. Forstandard charges, e.g. custom fee, fuel surcharge, enter unit Quantityas 1.0000 STD.

Curr / Ex-Rate Currency for charges incurred and the exchange rate.

Amount Amount incurred.

Local Amt Amount incurred in Local Currency. This is automatically calculated.

PC Prepaid or Collect indicator.

VAT VAT Indicator.

3rd

Factor/Unit Third factor for charge calculation as defined in Charge Code Setup.

Doc Type The charge will be posted to / retrieved from designated billing

document type. The document type may be changed based oncustomer or overseas agent requirement.

Terms Billing terms.

Profit Centre Profit Centre/Department.

Cost Centre Cost Centre/Department.

Disburse Indicates whether the charge code is a disbursement item.

ICA Inter Company Charge. Tick the checkbox if the charge is an internalcompany charge.

VAT Amt LC VAT amount in local currency.

Remarks Remarks.

Batch No Batch Number.

From Tariff Tick this checkbox if charge is calculated based on Tariff table. Notethat if you change the charge amount, this indicator From Tariff willbe unticked to indicate that the rate is no longer From Tariff.

Non - billable Whether billable or non-billable.


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Screen Buttons

Function Meaning

Add a new charge. When you add a new charge that has been set upin the Tariff table, system will refer to the tariff to retrieve rate oramount.

Delete an existing charge.

Click on the button to retrieve tariff rate from Customer Tariff and tocalculate the charge amount. For subsequent click(s) on this button,all charges originally from tariff will be deleted and computed again.

If there are updates informed by Sales, you can click this function torecalculate the tariff. This function does not apply when the invoicehas been billed.

Click on the button to recalculate the highlighted (selected) charge onthe list based on Customer Tariff rate. (This will recalculate thecharges according to the new rate and quantity.)

Clicking on the button will display the cost items that are to be chargedto customer.

Click on the button to create Prepaid Billing online, according to theBill To and document type. After creating the bill, system will show youthe billing details on a pop up screen.

Click on the button to create Collect Billing online, according to the BillTo and document type. After creating the bill, system will show you thebilling details on a pop up screen.

Note:Invoices or Payment request could be generated via Work Order (with operation job) by PP/CC Billing orPayment Requisition button but this is not available for Work Orders without operation job.

TIP: If however, you have changed any charge originally fromtariff and you later decide to get the tariff rates again from theCustomer Tariff, then you will need to delete all the chargerecords first or else the Calculate function will not retrieve thetariff rate from Customer Tariff.


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4. How to Record Work Order Cost?Provisional Cost items are recorded via the Cost Tab. If your provisional cost is the same as your confirmed

cost, you can click to create payment requisition online. Items that are already paid aremarked yellow and cannot be changed.

TIP: To register actual incoming bills, use the Incoming Bill Register. This module helps you to match the bills to thejobs and record any other additional actual costs. Note however that the additional actual costs are not reflected onthis Cost page. Actual charges are reflected on this Cost page only when you choose to pay less than the provisionalcost. For example, for a $100 provisional cost, if actual payment is $60, the system writes back the actual amount inthe Cost section and adds a row to show the balance of $40 as an additional provisional cost for next payment.


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Cost Detail

Field Meaning

Cost Code Cost Code e.g. LAB Labour Charge, INSP Inspection charge.

Description / LocalDescription

English / Local Description for the Cost Code.

Pay To Pay to Party.

Pay To Desc Name of Pay To Party.

KB Role Role of Kick Back Party Overseas Agent, Consignee, Co-loader.

Rate Rate charges retrieved from Customer Tariff Table.

Quantity/Unit Chargeable Weight, Chargeable volume, Quantity, Distance and therelated unit. For example, 200 kg, 300 pallets, 60 cubic foot. Forstandard charges, e.g. custom fee, fuel surcharge, enter unit Quantityas 1.0000 STD.

Curr / Ex-Rate Currency for charges incurred and the exchange rate.

Amount Amount incurred.

Local Amt Amount incurred in Local Currency. This is automatically calculated.

PC Prepaid or Collect indicator.

VAT VAT Indicator.

3rd

Factor/Unit Third factor for charge calculation as defined in Charge Code Setup.

Doc Type The charge will be posted to / retrieved from designated billingdocument type. The document type may be changed based oncustomer or overseas agent requirement.

Terms Billing terms.

Profit Centre Profit Centre/Department.

Cost Centre Cost Centre/Department.

Disburse Indicates whether the charge code is a disbursement item.

ICA Inter Company Charge. Tick the checkbox if the charge is an internalcompany charge.

VAT Amt LC VAT amount in local currency.

Remarks Remarks.

Batch No Batch Number.

From Tariff Tick this checkbox if charge is calculated based on Tariff table. Notethat if you change the charge amount, this indicator From Tariff willbe unticked to indicate that the rate is no longer From Tariff.

Non - billable Whether billable or non-billable.


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Screen Buttons

Function Meaning

Add a new cost. When you add a new cost that has been set up in theTariff table, system will refer to the tariff to retrieve rate or amount.

Delete an existing cost.

Click on the button to retrieve tariff rates from Vendor Tariff and tocalculate the charge amount.

Clicking on the button will display the cost items that are to be chargedto customer.

Click on the button to create payment requisition online.

Click on the button to create Collect Billing online, according to the BillTo and document type. After creating the bill, system will show you thebilling details on a pop up screen.


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5. How to Send Work Orders to Road Freight?When the Work Order is ready for confirmation, you can proceed to send the order to the Road Freightmodule. This converts the order into a Road Freight job.

To send a Work Order, retrieve the Work Order at the Work Order Screen. Click

. The Send to Road Freight window displays.

For new Work Orders, follow the procedure stated in How to Send New Work Orders to Road FreightModule?

For existing Work Orders, follow the procedure stated in How to Resend New Work Orders to RoadFreight Module?


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How to Send New Work Orders to Road Freight Module?For New Work Orders, the Linked Orders / Jobs section is empty, i.e. the work order is not associated to anyRoad Freight jobs.

To Send New Work Orders without Linking

If you do not do need to do any linking, simply select Order or Job and click . A new RoadFreight booking (order) or job will be generated. This Work Order record is linked to the new Road Freightjob.


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To Send New Work Orders with LinkingIf you need to link a work order with a road freight job that has been created, tick the checkbox of the Order /

Job and click . Then click . The new order / job no. is generated.


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How to Resend Work Orders to Road Freight Module?For Work Orders that have been sent to Road Freight Modules before, the Linked Orders / Jobs sectiondisplays the road freight booking or job that is associated to the Work Order.Note: Only one Work Order is associated with one Road Freight Order or job.

To Re-link and Re-send Work Orders to Road Freight Module

If you need to relink the work order to another Road Freight Order / job, t ick the checkbox and click

. Then click . The new order / job no. is generated.

Note: If you do not wish to relink to another job, simply click .

In a relink, the previous Road Freight Order or job is replaced. One work order can only be linked to oneRoad Freight Order or job.

User Guide - Work Order

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Transcript of User Guide - Work Order