Partner Connect Module

 

Partner Connect is a sub-system of TrackingPro utilized by export freight forwarders.  Partner Connect can feed United States customs brokerage systems with information on Commercial Invoices, Partner Instructions, House Bills of Lading and Master Bills of Lading.    Partner Connect uses the US Customs codes for ports, countries etc.

 

Administration

 

How to Work with Purchase Orders in Partner Connect

 

Commercial Invoice

 

Partner Instructions

 

Administration

 

Add Company

 

To enable Partner Connect the administrator must assign the role of export forwarder and a 3-digit code when the company is established.  In addition to creating a company, the administrator must follow the procedure as outlined in Administration for establishing Groups and User IDs.

 

Note: Company codes should match the US Customs system codes to enable the transfer of data.

 

To Add companies (refer to the company screen below):

Step 1.  Click on the Administration button in the main tool bar.

Step 2.  Click on the Company button under the main tool bar.

Step 3.  Click on the Add button.

Step 4.  Add the company specific data to the Company table.

Step 5.  Add the desired roles in the Roles table.

Step 6.  At the bottom, click on the Save button to save changes.

 

 

 

Step 7.  Click the check box for Partner Connect and assign a unique three character code.

Step 8.  At the bottom, click Save to save the changes.

 

Note: Make sure the company code you use matches your internal freight forwarding/CHB system.

 

 

 

Purchase Orders

 

Overview

Purchase Orders may be entered and searched for within the Partner Connect module and in the Purchase Order module.

 

Add

Step 1.  Click on the Partner Connect button in the main tool bar.

Step 2.  Click on the Purchase Order button under the main tool bar.

Step 3.  Click on Add.

Step 4.  Enter PO information, click Save.

 

Search Unassigned

Step 1.  Click on the Partner Connect button in the main tool bar.

Step 2.  Click on the Purchase Order button under the main tool bar.

Step 3.  Click on Unassigned.

Step 4.  From the Select Date drop down menu choose a search option (consignee required ETA, Estimated Shipping Date, Confirm Shipped Date).

Step 5.  Click Unassigned POs

 

 

Search POs

Step 1.  Click on the Partner Connect button in the main tool bar.

Step 2.  Click on Purchase Order

Step 3. Search for the Purchase Order.

a)     In Column 1: Highlight the criteria to search by (i.e. PO #, SKU #, Item/Style #, etc.).

b)     In Column 2: Search by “Get All”, “Containing”, “Starting With”, or “Exact Value”. Select the appropriate tick box.

c)      In Column 3, field 1: Enter the specific value into the Enter the Value field.

d)     In Column 3, field 2:  From the drop-down menu select all, assigned or unassigned.

e)     Click on the Search button.

Step 4. From the search results, click on the Record # hyperlink for the appropriate Purchase Order.

 

 

Commercial Invoice

 

Overview

The Commercial Invoice is used to export goods.  This form is typically used by the supplier in response to the receipt of a purchase order.  Export forwarders can create commercial invoices if required.

 

Add New

Step 1.  Click on the Partner Connect button in the main tool bar.

Step 2.  Click on the Commercial Invoice button under the main tool bar.

Step 3.  Click on the Add button.

Step 4.  Click on the New button.

Step 5.  Add the party information to the Commercial Invoice.

 

Note: If you know the company code you may enter the code and click the Pull button.  This will populate the address and contact fields.  Otherwise you may use the search feature by clicking on Search.  After entering each party you must click Save.

 

Step 6.  After entering all parties, click Next.

Step 7.  Enter Commercial Invoice details. 

Step 8.  Click Save button.

 

Add Template:

Step 1.  Click on the Partner Connect button in the main tool bar.

Step 2.  Click on the Commercial Invoice button under the main tool bar.

Step 3.  Click on the Add button.

Step 4.  Click on the New Template button.

Step 5.  Add the party information to the Commercial Invoice.

Note: If you know the company code you may enter the code and click the Pull button.  This will populate the address and contact fields.  Otherwise you may use the search feature by clicking on Search.

 

Note: You must click save after entering each party.

 

Step 6.  Enter Commercial Invoice Information.

Step 7.  Click on the Save button to save changes.

 

Add New Commercial Invoice Utilizing Template

Step 1.  Click on the Partner Connect button in the main tool bar.

Step 2.  Click on the Commercial Invoice button under the main tool bar.

Step 3.  Click on the Add button.

Step 4.  Click on the template name hyperlink to open an existing template.

Step 5.  Make changes to the template and click Save.  Once you save, a new Commercial Invoice will be created.  The template will remain intact in the original state.

 

Add Details

Step 1.  Click on the Partner Connect button in the main tool bar.

Step 2.  Click on the Commercial Invoice button under the main tool bar.

Step 3.  Click on an invoice number

Step 4.  Click Details button

Step 5.  Enter Commercial Invoice details. 

Step 6.  Click Save.

 

 

Search

Step 1.  Click on the Partner Connect button in the main tool bar.

Step 2.  Click on Commercial Invoice.

Step 2.  Click on the Search button.

Step 3. Search for the Commercial Invoice.

f)        In Column 1: Highlight the criteria to search by (i.e. Commercial Invoice #, Shipper Name, Shipper Code, etc.).

g)     In Column 2: Search by “Get All”, “Containing”, “Starting With”, or “Exact Value”. Select the appropriate tick box.

h)      In Column 3: Enter the specific value into the Enter the Value field.

i)        Click on the Search button.

Step 4. From the search results, click on the Commercial Invoice # hyperlink for the appropriate Commercial Invoice.

 

Edit

Step 1.  Click on the Partner Connect button in the main tool bar.

Step 2.  Click on the Commercial Invoice button under the main tool bar.

Step 3.  Click on a Commercial Invoice # hyperlink.

Step 4.  Click on Edit button

Step 5.  Make changes.

Step 6.  Click Save.

 

Delete

Step 1.  Click on the Partner Connect button in the main tool bar.

Step 2.  Click on the Commercial Invoice button under the main tool bar.

Step 3.  Click on a Commercial Invoice # hyperlink.

Step 4.  Click on the Delete button.

Step 5.  Click OK to confirm that you want to delete the Commercial Invoice.

 

View as PDF report

Step 1.  Click on the Partner Connect button in the main tool bar.

Step 2.  Click on the Commercial Invoice button under the main tool bar.

Step 3.  Click on the PDF icon to the right of the Commercial Invoice number.

 

 

 

Partner Instructions

 

Overview

Partner instructions allow you to tie together commercial invoices, purchase orders and pre-house bills.  This package of data can be moved from Partner Connect to the shipment module.

 

Add New

Step 1.  Click on the Partner Connect button in the main tool bar.

Step 2.  Click on the Partner Instructions button.

Step 3.  Click Add button.

Step 4.  Click New button.

Step 5.  Add the party information to the Partner Instructions.

Note: If you know the company code you may enter the code and click the Pull button.  This will populate the address and contact fields.  Otherwise you may use the search feature by clicking on Search.  After each party you must click Save.

Step 6.  Enter Partner Instructions.

Step 7.  Click Save.

 

Add Template

Step 1.  Click on the Partner Connect button in the main tool bar.

Step 2.  Click on the Partner Instructions button.

Step 3.  Click Add button.

Step 4.  Click New Template.

Step 5.  Add the party information to the Partner Instructions.

Note: If you know the company code you may enter the code and click the Pull button.  This will populate the address and contact fields.  Otherwise you may use the search feature by clicking on Search.  After each party you must click Save.

Step 6.  Click Next.

Step 7.  Enter information for the Partner Instructions Template.

Step 8.  Click Save.

 

Add New Partner Instructions Utilizing Template

Step 1.  Click on the Partner Connect button in the main tool bar.

Step 2.  Click on the Partner Instructions button.

Step 3.  Click Add button.

Step 4.  Click on hyperlink for the template name you want to utilize

Step 5.  Edit the party information to the Partner Instructions.

Note: If you know the company code you may enter the code and click the Pull button.  This will populate the address and contact fields.  Otherwise you may use the search feature by clicking on Search.  After each party you must click Save.

Step 6.  Click Next.

Step 7.  Make changes to the template and click Save.  Once you save, new Partner Instructions will be created.  The template will remain intact in the original state.

 

Search

Step 1.  Click on the Partner Connect button in the main tool bar.

Step 2.  Click on Partner Instructions button.

Step 3.  Click on the Search button.

Step 4. Search for the Partner Instructions.

a)     In column 1, field 1: Select from the drop-down the shipment type (all, air or ocean).

b)     In column 1 field 2: Select from the drop-down status (all, new, released, in-progress etc).

c)      In column 2: Select a criteria to search by: (Instruction #, Export Reference #, Vessel Name etc).

d)     In column 3, field 1: Enter the specific value into the Enter the Value field.

e)     In column 3, field 2: Select by “Get All”, “Containing”, “Starting With”, or “Exact Value”. Select the appropriate tick box.

f)        In column 3: Click on the Search button.

Step 5. From the search results, click on the Partner Instructions hyperlink for the appropriate Commercial Invoice.

 

Edit

Step 1.  Click on the Partner Connect button in the main tool bar.

Step 2.  Click on the Partner Instructions button under the main tool bar.

Step 3.  Click on a Instruction # hyperlink.

Step 4.  Click on Edit button.

Step 5.  Make changes.

Step 6.  Click Save.

 

Delete

Step 1.  Click on the Partner Connect button in the main tool bar.

Step 2.  Click on the Partner Instructions button under the main tool bar.

Step 3.  Click on a Instruction # hyperlink.

Step 4.  Click on the Delete button.

Step 5.  Click OK to confirm that you want to delete the Commercial Invoice.

 

Create New Shipment

When you convert Partner Instructions to a new shipment the status will change from ‘New’ to ‘Available to Ship’.  The shipment is now a real house bill and may be attached to a master bill of lading (the import and export forwarders on the Partner Instruction and the MBL must be the same).

 

Step 1.  Click on the Partner Connect button in the main tool bar.

Step 2.  Click on the Partner Instructions button under the main tool bar.

Step 3.  Click on an instruction # hyperlink.

Step 4.  Click on New Shipment button.

Step 5.  Click OK on the pop up window to confirm you want to convert the partner instructions into a new shipment.

Step 6.  Click on the Ocean or Air Add/Edit Shipment button

 

Step 7.  Click on New Shipment button.

Step 8.  Enter shipment party information (make sure the import and export forwarders are the same as on the Partner instructions).

Step 9.  Click Next.

Step 10.  Enter Master bill information.

Step 11.  Click Save.

Step 12.  Click on House Bills button.

Step 13.  Click Add Existing button.

Step 14.  Click the tick boxes to the left of the house bill number to attach house bills.  Click the Assign Checked button.

 

 

Note: Once you attach the Partner Instructions to a master bill of lading the Partner Instructions are removed from the Partner Instructions list.
Add Notes

Step 1.  Click on the Partner Connect button in the main tool bar.

Step 2.  Click on the Partner Instructions button under the main tool bar.

Step 3.  Click on an instruction number hyperlink.

Step 4.  Click Notes button.

Step 5.  Click Add button.

Step 6.  Type in the note and click Save.

 

Manage POs

Step 1.  Click on the Partner Connect button in the main tool bar.

Step 2.  Click on the Partner Instructions button under the main tool bar.

Step 3.  Click on an instruction number hyperlink.

Step 4.  Click Manage POs button.

Step 5.  You may add, edit or delete POs attached to the Partner Instructions as outlined in the PO module.

 

Manage Commercial Invoices

Step 1.  Click on the Partner Connect button in the main tool bar.

Step 2.  Click on the Partner Instructions button under the main tool bar.

Step 3.  Click on an instruction number hyperlink.

Step 4.  Click Commercial Invoice button.

Step 5.  Add, edit or delete commercial invoices as outlined in the commercial invoice section.