Cargoo’s new enhanced delegation and booking tool (Shipment Plan V2) facilitates an easy and fast process of shipment planning - shipment creation, delegation and booking process. 

Depending on your needs, planning process can be started in 3 ways:

1. Planning for a particular order(s): for that purpose, start your journey at Orders module.
2. Pre-booking, placing booking request without orders by defining main conditions: for that purpose, start your journey at Shipments module.
3. You can receive delegated shipment to finalize carrier selection and submit booking request.

You can submit booking request on your own or instruct your partners by delegating shipment to them.

Regardless of starting point, instruction how to work with the tool are identical, so for all flows, refer to “Navigation in Shipment Plan V2” here. The only 2 differences for each option are:

• When you receive delegated shipments, some criteria and parameters will be defined without possibility to update them.
• When planning process starts from order(s), then most of parameters are pre-filled with possibility to modify them and you can finish planning process much faster.

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Creation of a Shipment Plan without a Linked Order

You can create a shipment plan without a linked order from the Shipments module. 

For the creation of a shipment plan: 

1. Under Main Menu, click Shipments ->Shipments.
2. At the upper right corner of the page, click Add Shipment Plan.

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Creation of a Shipment Plan on Linked Order(s)

You can create a shipment plan by selecting one (single) or multiple orders from the Orders module. 

For the creation of a shipment plan from a single order 

1. Under Main Menu, click Orders.
2. When the orders list page appears, find your order on the list, or search for a specific reference․
3. As you find your desired order card, click “Create shipment plan” icon (the icon is available only to the order creator company, the booking agent, or Origin Handling Agent (OHA).

For the creation of a shipment plan from multiple orders 

1. Under Main Menu, click Orders․
2. At the right side of the page, click Select multiple Orders to create Shipment Plan.

3. At the left side of the order card, select the checkboxes of the desired orders/order items (only open order items can be selected, i.e., the ones without an existing shipment plan for the whole quantity).

    4. At the right side of the page, click Create Shipment Plan on selected Orders.

The remaining steps in the usage of the tool are identical to the process of “Creation of a Shipment Plan without a Linked Order’. 

The only difference in the creation of a shipment plan based on the linked order(s) is that most of data are already pre-filled based on selected orders.

Navigation in Shipment Plan V2

The new tool (Shipment Plan V2) page includes the following tabs:

• Summary
• Booking Criteria 
• Shipping Instructions and Parties
• Charges and Additional References

Summary

The Summary tab is read only summary of the shipment plan, always visible and represents the main information of the shipment plan. It dynamically changes along with modifying your shipment plan. 

For the shipment plan in delegated status, there will be additional information: delegation history and option to discard delegation with optional possibility to provide reason for cancelling delegation.

Booking Criteria

In this tab, you decide if you would like to delegate shipment plan to you partner or book on your own. To proceed with any flow, you shall provide required and optional information based on which, Cargoo will propose options for the transportation: available contracts, rate, allocation and schedules. In case no suitable options are proposed, you can enter data manually.

You can check information to be filled on each field in Table 1, and the visualization is given in the following Figure.

Table 1: Booking Criteria Fields

ITEM IN THE  FIGURE ABOVE	FIELD	DESCRIPTION
1.	Shipping Items	Visible only if shipment plan is linked to order(s). It’s expandable  area where you can see and modify information about each   shipping item form the order.
2.	Rates Consumer	Rates Consumer allows you to select Business Partner whose     shipment contracts you want to use instead of yours.     If you as a Shipment Creator, Origin Handling Agent or   Booking Agent are involved in any Rate Group, then the   logged in company name is pre-filled in Rate Consumer field,   otherwise the shipment’s Buyer Business Partner name is pre-   filled in Rate Consumer field. If there is no buyer’s contract   either, the contract should be provided manually.     The rate consumer will be disabled for the further delegated   parties, and the selected rate consumer will be automatically   transmitted to the next delegated parties.
3.	Commodity  and Article Description	Commodity and Short Description of goods to be shipped. In   case shipment plan is linked to order(s), these fields will be pre-   filled with order information.
4.	Departure Window	Time range when goods to be shipped. In case shipment plan is   linked to order(s) these fields will be pre-filled with order     information.
5.	Locations	If Place of Receipt and Final Destination are ports, then Port of   Loading and Port of Discharge are automatically filled in with   the same port names.
6.	HS Code	In the Submission Flow, in case of shipments from Brazil (POR    or POL is in Brazil), it is required to fill in the HS code; otherwise,while sending the booking request to the carrier, the system will generate an error message at the upper-right part of the page.
7.	Movement Type	The movement type is by default set as FCL/FCL by the system, however you can edit it manually.
8.	Containers	Under Containers you should fill in the number of containers, the container type and the cargo weight.  If you request multiple containers of the same type, then in weight fields enter total weight for all containers.  In case the refrigerated container type is selected, you will have to manage the refer container settings. For this action Next to container type, click on the “yellow snowflake” button.  In the popup window, fill in the required (and optional) information and click Save.
9.	Haulage Instructions at Origin	Optionally while filling in the container details, you can fill in the haulage details. Based on selected locations, system automatically defines haulage type at origin (merchant or carrier) For this action click on “Show haulage details”
10.	Flow Selection	Under flow click Book, Delegate to, or Book outside Cargoo.  In case of selecting “Book” flow, no additional information is to be provided, you shall proceed to carrier selection. In case of selecting “Delegate” flow, under Delegate to, select the business partner name from the dropdown. Under Email, select the desired emails (in addition to the automatically generated one) to which Cargoo should send email with request to proceed with delegation. Then proceed to carrier selection. In case of selecting the Book outside Cargoo flow, fill in the Booking Number and BL Number (optional).

Booking Flow - Booking Outside Cargoo 

Note: If the user does not have CRT, Booking Agent, or Origin Handling Agent role assigned, only Delegate and Book via Cargoo options will be available.

Carrier Selection

While selecting a carrier, you can pick options proposed by Cargoo (default option), add a new carrier contract manually; continue with any carrier (only in delegate flow); or without carrier selection (only delegate flow).

Search dates are by default equal to Departure Window. Upon necessity, you can search for options beyond requested Departure Window. In case you change Search dates or any booking criteria, you shall click “Show Options” (see the Figure here) to see updated results.

Select Existing Carrier Contract from Search Results

At this step, the system will suggest the available carrier contracts matching with booking criteria you specified at the beginning. Depending on configurations you can see:

• Carrier ratings 
• Allocation (see the Figure here)
• Rate (You can see detailed rate breakdown by clicking on Rate) (see the Figure here)

Sometimes, the system can provide a carrier without shipment schedule options. In this case, only in book flow, you have to provide ETD (required), vessel and voyage information. In the delegation flow, you can continue without filling in the ETD.

Enter Contract Manually

This option is used if no carrier contract is available on the carrier contracts list as per the set parameters, or the shipment plan creator wants to add a new carrier contract and use it while submitting the booking request. You cannot at the same time select a carrier from the suggested list and add a carrier manually. Either of the selection will be dropped.

To add a carrier contract:

1. Click Enter Contract Manually
2. From the drop-down menu select the desired carrier.
3. Type in the Contract number (required field).
4. In case of booking flow and no schedules shown by the system, you are requested to provide at least ETD.

Any Carrier (Only Delegate Flow)

If you as a delegating/shipment creator party do not want to select specific contract(s) you have a possibility to proceed with Any Carrier option. In this case the next delegated party will see all the available/valid contracts as per pre-set criteria and the rate consumer. The delegated party is able to select contract(s) at his discretion or can again select the Any Carrier option to delegate to the next party.  The delegated party can further select from the list of contracts that are available for shipment creator party (not their own contracts) and can again select the Any Carrier option to delegate to the next party. 

To proceed with this option: 

• Under the suggested Carrier selection options, select Any Carrier.

Continue without Carrier Selection

The shipment creator can delegate shipment plan using the option “Continue without Carrier selection”, which is being used when at the point of creation/delegation Creator either does not have an active contract yet or wants to come back and select alternative contracts at the later stage.

To proceed with this option 

• Under the suggested Carrier selection options, select the Continue without carrier selection. 

Once carrier selection is completed, expand tab “Shipping Instructions and Parties”.

Shipping Instructions and Parties

In this tab you can define the following details:

• Parties (manually or apply template)
• Requested Documents (manually or apply template)
• Instructions to shipper (manually or apply template)
• Booking Contact and emails for Shipment updates

The details of the tab are given in Table 2 below and the visualization - in the following Figure.

Table 2: Shipping Instructions and Parties Fields

Charges and Additional References

In this tab you select Incoterm, additional terminal charges (based on Incoterm), and leave additional comments.  The details of the tab are given in Table 3 below and the visualization - in the following Figure.

Table 3: Charges and Additional References Fields

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