FFA

Description

As a freight forwarder,
I want to manage clearing and brokering services efficiently,
so that I can ensure accurate billing and timely delivery of goods while complying with customs regulations.

As a freight forwarding user, I want to have the ability to select additional services such as clearing services, insurance, transportation, warehousing, etc. using checkboxes or toggle switches, so that I can easily customize and manage the services required for each shipment.

Screens:

1. Request for Quotation
2. Quotation
3. Clearing File - HBL section.
4. Invoice
5. Payment

---

• Request for Quotation (To discuss in Next Phase)

Suggest to rename : "Container and Shipment details" to "Shipment and Clearance"

Screen: RFQ screen > Requester Information page

From the dropdown list user will choose either "Clearing Service" or "Freight Forwarding Service" or both

Upon clicking on "Next" button will navigate user to Shipment and Clearance screen.

• Clearing Services

  • If "Clearing Services" is selected , Only Fields related to Clearing Services will be displayed. (Refer to attachment for fields to be displayed on screen)

  • Add an Upload Document button

    - allow the user to upload multiple files and images (Except exe)

  • Note: the following should be Mandatory fields

    - 'No of items' - Accept only numeric values ( no alphanumeric or negative values)

    - 'Description of goods'- Text field allowing up to 255 characters

• If "Freight Forwarding Service" is selected.
  • Only Fields related to "Freight Forwarding Service" should be displayed. (Container and Shipment details screen). (Already developed)
• If both ( "Clearing Service" and "Freight Forwarding Service") are checked , on the screen Shipment and Clearance
  • all fields related to clearing service and Freight Forwarding service should be displayed.

---

On System, Develop a Module to cater for Clearing Service. The Module should have the following menu namely "Quotation, Clearing File"

2. Quotation screen

• After Submitting a Request for Clearing Service, a quotation is created under List of Clearing Quotation screen
• The List of Clearing Quotation should have the following columns (Clearing Reference ,Importer Name, Shipper, No of container, Place of Loading, Container Type, Created on, Created by, Quotation state, Action)
• The status for the quotation should be (In progress, Requested, Cancel)
  • In progress - Just received from an RFQ or newly created quotation which has not been taken Action yet
  • Requested - Quotation has been verified by the Agent and Approved
  • Cancel - Not going forward with the quotation. Once cancelled user cannot reopened.
• On the Quotation screen, the fields should be as per attachment (Refer to attachment for fields to be displayed on screen)
• Clearing Charges should be added ( same as normal quotation screen)

3. Clearing file reference

• Add a checkbox for "Clearing" on Clearing File reference Screen. If on Request for Quotation or Quotation screen the user has already selected the option "clearing service", On clearing file reference screen the checkbox should remain "checked". The Agent will still have the flexibility to uncheck the checkbox.
• When doing a New booking,(without having a quotation) the clearing checkbox should remain "unchecked" by default.
• After Clearing Reference has been completed, The clearing department will receive a list of all HBLs which has clearing checkbox "checked".

---

Title: Add a Clearing submenu with Export and Import sections

• A new submenu titled "Clearing" should be added under the existing "Ocean" menu.

• The "Clearing" submenu should contain two sections: Export and Import.

  Export Section

  • Upon selecting the Export option, List of 'Clearing' retrieve screen should be displayed.
  • The screen should have 'Search' button, 'Filter' button, 'Download' button and 'Create Clearing' button
  • Upon clicking on 'Create Clearing' button, the retrieval screen must display all House Bill of Lading (HBL) that have clearing checkbox selected (displayed fields should be discussed by team) .
  • The user should also be able to create a clearing without having an HBL
  • Include sorting and filtering on the list of retrieve for HBL

Fields that should be displayed on Clearance Report

• Date
• Importer Name
• Shipper
• Contact Person
• Telephone number
• Mobile number
• Fax
• Email Address
• Address
• Vessel Name
• Vessel number
• Vessel Nationality
• Report number
• Report Date
• Bill of Lading (BL)
• Number of Packages
• No of Containers ( How many containers are there)
• Container Numbers ( E.g.: ML ZA6134563)
• Country of Origin
• Add Country of Destination
• Add Incoterm
• Add Port of Loading ( For Export, Default Port of Loading is Mauritius)
• Add Port of Unloading ( For Import, default port of Unloading is Mauritius)
• Container Type ( Container type = FCL, Container number and Seal number should be added. Container type = LCL, Container number, No of Pieces, Weight or volume). For an LCL seal number is not mandatory.
• 'Place of Lading' should be replaced by 'Place of Landing Shipping'
• Add field 'Storage Area' for warehouse
• Marks and Numbers
• Prepared By (A less experienced Agent fills the form)
• Processed By ( An experienced Agent gives approval or rejects)
• When document is being Prepared by there is no Bill of Entry, Once Processed by is Approved, we get a Bill of Entry.)
• Document received (This is not mandatory at RFQ, but when processed it is a mandatory field)
• Add 2 checkboxes for 'Scan' and 'Exam' ( Example: Same person can do verification and Scan. if all good it can release the item)
• Missing Document
• Replace 'Freight' by 'Basic Freight'
• Add field 'Other Charges'
• Add field Post of Entry
• Add Dispatch Verification date range (from - to )
• Dispatch location
• Dispatch Date
• Add Dispatch Remarks fields
• Rename 'delivery done on' to 'Client Delivery'
• Add a label using the type component ( Angular Tag Component)

Cashier Department

• This section should have the following columns (Particulars, Charges, Mode of Payment, Discount , Amount , Disbursement.
• The column disbursement should have Checkboxes in each row. Disbursement is not Vatable. (Type of VAT = Disburse)

Clearing for an Individual (A task has been created https://gitlab.maccs.mu/rnd/ffa/ffa-fe/-/issues/463)

• Refer to screen: Maintenance > Client

The following fields should be added:

• ID
• First Name
• Last Name
• NIC
• TAN number
• BRN number
• Email ( Not a Mandatory field)

#########################

Additional fields will be available on the screen:

1. Salesperson
2. Follow Up By
3. Clearing (linked with clearing department if done by the freight forwarder).
4. Clearing can be created in two ways:

·       Without HBL: For clients hiring only clearing services without an associated HBL.

·       With HBL: Users can select from a list of all HBLs tagged for clearing services to create a linked clearing record.

4. Selection of Additional Services: (Already done in RFQ)

·       The system will provide checkboxes or toggle switches for selecting additional services like clearing services, insurance, transportation, warehousing, etc.

·       Users can choose to book for single and multiple services as needed.

3. Clearing/Brokering Management:

·       The system will enable the creation of transactions for clearing/brokering services on Clearing screen, including all the necessary charges( Maintenance screen >Charge) .

·       The system will enable creation of Delivery Pass and a list of consignments to be delivered. ( Import) @seetul_yashvee this should be created for Ocean Import tickets.

·       The system will interface with TradeNet for seamless submission of bills and clearing processes—not for the time being

4. Tracking and Notifications: (@yashvee, this should be in Tracking & Notifs ticket)

·       Tracking and notifications will be based on the Estimated Time of Arrival (ETA) ( import).

5. Authorization and Security:

·       Only authorized personnel (can be a clearance officer or a supervisor or a FFWD who got the authorization of a supervisor) can create and update transactions for clearing/brokering services. An Agent can have multiple roles assigned.

6. Detailed Transaction Capture:

·       Clearing/brokering transactions will capture/input details such as:

·       Customs documentation

·       Duty and Taxes

7. Invoicing Options: (@yashvee, this should be in invoicing tickets)

·       When issuing invoices, users should have the option to include charges for:

·       Freight forwarding services only.

·       Freight forwarding services and clearing.

·       Clearing only.

·       Transport.

·       Warehousing.

·       Sale of container.

·       Business solution.

8. Cashier Reports:

·       The system will generate detailed cashier reports, providing comprehensive information on transactions, including:

·       Customer names

·       Department names (e.g., clearing, import, export)

·       Mode of payment

·       References

·       Transaction details

9. Dashboard:

·       Design a single dashboard to display all clients based on the type of service chosen (e.g., clearing, forwarding, or both).

10. User Registration for Clearing Officers:

·       The system will allow the creation and updating of transactions for clearing/brokering services by registered clearing officers. ??????

Attached is a Clearance document from Silverline.