Date: December 11th, 2024

What Has Been Released?We’ve updated the Book Outside Cargooexperience, giving users more flexibility when managing shipment in Cargoo. Users now add bookings placed manually outside Cargoo to the system for visibility and tracking.  

Detailed Changes to the Booking Flow: 

• Users will now choose between three booking options:  Book via Cargoo, Delegate or Book Outside Cargoo.

• Only users operating with Cargoo’s Shipment V2 module will have access to the Booking Outside Cargoo option.

2. Status-Based Action

• For shipments in Draft or Delegated status, users will be prompted to select one of the three booking options mentioned above.

• When selecting Book Outside Cargoo, users must specify shipment status depending on whether they know the Booking Number.

  • Select status option (1) Submitted if Booking Number is unknown.

  • Select status option (2) Confirmed when Booking Number is known.

• The required information will vary depending on the selected booking status.    

3. Submitted vs. Confirmed Manual Bookings:

• Submitted Booking – Booked Outside Cargoo:

  • “Submitted” is a shipment booked outside Cargoo but not yet confirmed by the carrier.

  • Booking outside Cargoo is aligned with general rules of booking process:

    • User can search for matching contracts or enter contract manually depending on their organization setups.

    • ETD is required and user can set it by selecting schedules provided in Cargoo or specify date manually.

    • General information on containers, goods, parties and charges to be provided.

  • In addition to standard Cargoo rules when Booking via Cargoo.

    • Shipment can be entered retrospectively, thus dates for searching contracts can be left in the past and the user will get options suitable for part periods.  

    • If known Booking and BL Numbers can be provided.

• Confirmed Booking – Booked Outside Cargoo:

  • “Confirmed” a shipment booked outside of Cargoo and already confirmed by the carrier.

  • The same as with Submitted Booking – Booked Outside Cargoo , the same rules stated above are applicable with the only differences being that:

    • Booking Number is a required field.

    • ETA is required, the same as ETD user can set it by selecting schedules provided in Cargoo or specify date manually. 

Impact on Existing Processes 

• Early Decision Point: Booking users now need to decide early in the booking flow whether to book via Cargoo or manually outside platform, then update the booking details within Cargoo.

• Shipment Status Options: Those who choose Book Outside Cargoo, will select between those booking statuses: Submitted or Confirmed. Submitted shipments require minimal details, while Confirmed shipments need the full set of booking information.

• Clear Responsibility: To ensure visibility of bookings made outside of Cargoo, users must input the confirmed booking details in the platform. Only with this information can Cargoo maintain up to date visibility over shipments placed outside the platform.

Benefits

• Improved Control: Cargoo users now have more flexibility and control over how they place and manage their bookings.  

• Fewer Errors: Early decision-making on booking flow ensures users follow the right process from the start.

• Streamlined Visibility: With the right information about bookings made outside of Cargoo, the platform can provide visibility over shipments booked manually outside the platform.

How to Use the Updated Booking Flow in Cargoo 

Step 1.  Navigate to the Shipment Plan 

SHIPMENTS > Shipments > Select shipment > Open Shipment Plan  

Step 2: Select Your Booking Flow

At the start of the booking process, you now need to choose whether to Book via Cargoo (system submission), Delegate and Book Outside Cargoo (manual booking). 

• For Book via Cargoo: Submit your booking as usual.

• For Delegate: Delegate your booking as usual.

• For Book Outside Cargoo: Input shipment information manually.

Important: If the user does not have a CRT, BA or OHA role, only delegate and book via Cargoo options will be available. For more information see Important considerations section below.

Step 3: Add booking details for a shipment booked outside Cargoo  

For users selecting Book Outside Cargoo, the system will prompt them to select between two statuses:  

• Submitted: A booking placed outside Cargoo but not yet confirmed by the carrier.

• Confirmed: A shipment booked outside Cargoo and confirmed by the carrier.  

Step 4: Complete the Booking 

Option 1: Submitted Booking  

• Enter ETD (required), ETA (optional), Booking Number (optional) and BL Number (optional).  

• The system allows users to work with a Cargoo contract for submitted bookings.

• If allowed by the organization, users can enter the contract manually under Carrier Selection. The following fields will be required:  

  • Carrier Name (selected from a drop-down menu)

  • Contract Number (entered manually)

  • ETD 

• ETD  and ETA can be set by selecting schedules provided in Cargoo (preferred option) or specify date manually when Cargoo has no information about schedules.

• Optional fields include Contract Validity, ETA, Vessel, and Voyage.  

Option 2: Confirmed Booking  

• Enter Booking Number (required), BL Number (optional), ETD (required), and ETA (required).  

• ETD and ETA can be set by selecting schedules provided in Cargoo (preferred option) or specify date manually in case Cargoo has no information about schedules. 

Step 5: Submit Outside Cargoo  

If booking outside Cargoo, users will need to confirm the shipment manually. A pop-up reminder will inform the user that no booking request will be sent to the carrier and that they are responsible for providing the Booking Number of Confirmed Bookings to enjoy updated tracking information.

Important Considerations 

• Role-Based Restrictions: Users who are not CRT, Booking Agent (BA), or Origin Handling Agent (OHA) will only see the Delegate and Book via Cargoo options.

• Past Bookings: You can add a booking to the system even if the shipping window is in the past. However, schedule options won’t appear for bookings with past shipping windows.

• Tracking Responsibility: Users who choose Book Outside Cargoo must manually enter booking confirmation details in Cargoo. Once a Booking Number is added, the system will automatically update the booking status and dates.

• Amending Confirmed Shipments: Booking amendments can only be made in the system for shipments that were booked via Cargoo.