Tracking Module

How to Track Shipments:

· Overview

· Roles

· How to Track Air Shipments

· How to Obtain SITA Status

· How to Track Ocean Shipments

· How to E-mail HBL Summary Information

· How to Track by PO

· How to Track Other Data

· How to E-mail Searched Data to Others

1. Overview:

The Tracking module can be found on the main menu bar on the far right. There are two icons that support the tracking module: Air and Ocean.

The purpose of the tracking module is to allow the user to quickly and efficiently search for shipment data contained in the application. This data can either be current or completed shipment information. To effect changes to an ongoing shipment one must enter the add/edit shipment or booking modules.

Note: The tracking module supports “view only” and does not allow changes to take place.

The ocean and air tracking functions are currently active with similar rail and truck functionality available in the near future.

To use this tracking functionality one must be able to logon to the application. See “Roles” below or the administration module for more details on user logon and roles.

The key to this module is the Search engine. The table below shows the available search options for both ocean and air.

Ocean Tracking	Air Tracking
Search Criteria: Master Bill of Lading House Bill of Lading Container Number Vessel Name Voyage Number PO Number Item/Style SKU Number File Number Place of Receipt Loading Port Discharge Port Place of Delivery IT Number Entry Number Party Code Vendor (Shipper) Code Party Name Vendor (Shipper) Name Reference Number	Search Criteria: Master Airway Bill House Airway Bill PO Number SKU Number Item/Style Number Place of Receipt Departure Airport Code Departure Airport Name Destination Airport Code Destination Airport Name Pallet Number Departure Flight IT Number Entry Number Party Code Party Name Reference Number

2. Roles:

All users of the Tracking Pro application have access to the tracking module. If one is able to successfully logon to the application, one will be able to conduct tracking queries. As a security measure, one must be a designated party to the transaction or the create user to view those transactions. To obtain a logon user name and password, contact the company that operates the application.

To be able to track a shipment or transaction one must:

Be a Party to the Transaction or Shipment

Or

Be the Originator of the Transaction or Shipment

And

Be able to logon to the Application.

3. How to Track Air Shipments:

To Track an air shipment:

Step 1. Click on the Air Tracking icon.

Step 2. Pick the desired search topic in the box to the left - scroll down as required. See the options in the table above.

Step 3. Search by “Exact Value”, “Start With”, or “Containing” by clicking on a tick box in the middle of the screen.

Step 4. Enter the specific value into the Enter the Value field.

Step 5. Click on the Search button located at the bottom of the screen.

See the screen below to view the main search screen.

Step 6. Assuming a Master Air Way Bill (MAWB) search was conducted and the screen below was produced, click on the hyperlink located on the left.

The hyperlink will allow one to view detailed information about that master air way bill (MAWB) number.

Step 7. Click on any of the secondary tier buttons for more detail.

Secondary tier buttons include:

· Flight/Itinerary

· HAWB

· Pallets

· IT Details

· Notes

Details of the Flight/Itinerary button shown.

Details of the HAWB button shown.

Details of the Pallet button shown.

Details of the IT Details (In Transit) button shown.

Details of the Notes button shown.

4. How to Obtain SITA Status:

SITA stands for Société Internationale de Télécommunications Aéronautiques. Membership consists of approximately 70 airlines. Among other services, SITA provides airline schedule data. Global Tranxit has contracted with SITA to provide this data to Tracking Pro users. If one is registered with FD for SITA status updates, one can view the SITA Status for a given MAWB by clicking on the SITA Status hyperlink. (See the screens below for location of the Status button.)

Note: Users must sign up with Tracking Pro to receive this service.

Note: The SITA Status is only seen if the user is searching by the MAWB number.

Note: SITA Status is also discussed in the active shipments module.

Obtaining SITA Status:

Step 1. Under the Tracking Module click on the Air icon.

Step 2. Search for shipments by the MAWB (procedure noted above).

Step 3. When the search results are displayed, click on the Status icon for the desired shipment.

Note: If the SITA Status column is not visible when searching for a specific MAWB in the MAWB summary screen, one should contact Sectra at 978-834-7803to have the feature turned on. A nominal monthly fee will be applied to one’s account for this service.

The “SITA Status” information is displayed below for a specific MAWB #.

5. How to Track Ocean Shipments:

The Ocean Tracking module can be found on the main tool bar on the far right where the Vessel icon is positioned. The Ocean Tracking module has similar search functionality and similar screens as the Air Tracking module. The search engine is the main focus of this module and, as stated at the beginning of this section, the search options for ocean tracking include:

Ocean Tracking

Search Criteria:

Party Name

PO Number

Loading Port

Discharge Port

Container Number

Entry Number

File Number

House Bill

Item/Style Number

Master Bill

Party Code

Place of Delivery

Place of Receipt

Reference Number

SKU Number

Vendor (Shipper) Code

Vendor (Shipper) Name

Vessel Name

Voyage Number

To track an ocean shipment:

Step 1. Click on the Vessel Tracking icon.

Step 2. Pick the desired search topic in the box in the middle – scroll down as required. See the available search options in the table above.

Step 3. Search by “Exact Value”, “Start With”, or “Containing” by clicking on a tick box

Step 4. Enter the specific value into the Enter the Value field.

Step 5. Click on the Search Button at the bottom to start the search.

Step 6. A summary list will result showing key data for the topic being searched.

6. How to E-mail HBL Summary Information

Step 1. Click on Ocean Tracking.

Step 2. Search for shipment.

Step 3. Click record #.

Step 4. Click HBL button.

Step 5. Click on the Letter icon, to the left of the appropriate HBL#.

Step 6. Enter the appropriate e-mail address in the To field, additional addresses in the CC line, and a subject in the Subject line. A personal message may also be added in the text area.

Step 7. Click on the Send button located at the bottom of the screen.

Step 8. When a confirmation message appears, click on the Close Window button.

7. How to Track by PO:

The PO Tracking feature is a sub-component of both the air and ocean tracking modules. POs which have been attached to bookings or shipments will be searched. For POs that are unassigned (not yet attached to bookings or shipments) the purchase order module provides “tracking” capabilities. As noted previously in this section, one can search on PO related data including:

· Purchase Order Number

· Item/Style

· SKU Number

To search on a PO number:

Step 1. Click on the Ocean or Air Tracking icon.

Step 2. Scroll down the box on the left and pick the PO number from the list.

Step 3. Search by “Exact Value”, “Start With”, or “Containing” by clicking on a tick box. It is recommended that the user selects “Search Containing” to support the widest possible search option.

Step 4. Enter the specific value into the Enter the Value field.

Step 5. Click on the Search button at the bottom of the screen to start the search.

Step 6. A summary list will result showing key data for the topic selected.

The following screen captures the data that is displayed when one searches on PO data.

The following screen captures the data that is displayed when one clicks on the MBL Number hyperlink for a given PO Number.

Note: Other opportunities exist to obtain PO, Item/Style, and SKU level data. For example, a similar level of detail can be obtained by searching on the PO hyperlink that is found in the house bill of lading search screens. See the screen below.

8. How to Track Other Data:

Other data can be tracked (or searched) from the Tracking module as noted in the table below. Again, the first step is to decide on Ocean or Air and then select one of the topics listed in the search criteria (as shown in the scroll down screen).

Note: Unlike all other searches, which begin at the master level, if you track by house bill you will be go to the house bill summary screen. This screen displays all pertinent data for the house bill, without the need to drill down an additional layer.

Ocean Tracking	Air Tracking
Search Criteria: Master Bill of Lading House Bill of Lading Container Number Vessel Name Voyage Number PO Number Item/Style SKU Number File Number Place of Receipt Loading Port Discharge Port Place of Delivery IT Number Entry Number Party Code Vendor (Supplier) Code Party Name Vendor (Supplier) Name Reference Number	Search Criteria: Master Airway Bill House Airway Bill PO Number SKU Number Item/Style Number Place of Receipt Departure Airport Code Departure Airport Name Destination Airport Code Destination Airport Name Pallet Number Departure Flight IT Number Entry Number Party Code Party Name Reference Number

Below are screen captures showing the search results for Container and Notes , respectively.

9. How to Extract and Send Searched Data to Others:

One of the functionalities within the Tracking Module is Extract Data, which provides a means to search for all data, for a consignee, within a specific date range and capture that detail in a format that can be e-mailed to the consignee (or other parties as determined by the user). The data can then be tailored into custom reports.

*For Ocean, the query is run by the ETA port of discharge date; for air the query is run by ETA airport date.

To Extract Shipment Data:

Step 1. Click on the Air or Ocean Tracking icon.

Step 2. Select the Extract Data button located just below the main tool bar.

Step 3. Fill in the consignee and date fields in the Extract Data Search Box.

Step 4. After entering search criteria, click on Send.

Note: IF, EF and consignees may perform the extract data function. Consignees will only be able to select the consignees contained in the group assigned to the login user’s ID (typically only themselves).

An Excel summary spreadsheet containing the data that falls within the entered search criteria will be e-mailed to the address entered in the extract data search box.

Note: To e-mail an MS-Excel spreadsheet to more than one user, separate the e-mail addresses in the extract data search box by commas or semicolons.

Note: The Date Range is limited to 31 days. One may do as many extracts as required within a 31-day period.

Below are screen captures that show how data is Extracted and sent to various parties based on the steps cited above.

When one clicks on the Extract button, the following screen comes up.

When the Extract Ocean Shipment button is clicked, the data is sent as an Excel attachment to the specified e-mail account(s). The following return screen is presented if the e-mail is successfully sent.

Data has been transferred successfully

This is the view of the e-mail on the receiving end (with the Excel attachment).