The Activity Log is an audit trail for the Air Clearing File.

It records what happened on the file, when it happened, and who performed the action.

This is important because clearing files may involve:

• Shipment updates
• BOE updates
• Cost and Sales updates
• Document uploads
• Invoice generation
• Status changes
• Cancellation
• Manual operational notes

The Activity Log helps users understand the history of the file without checking multiple screens.

The Activity Log is not a separate screen.

It must be displayed as a section at the end of the Air Clearing Add/Update page, after the Documents section.

This follows the same concept shown in the existing Ocean Clearing screen.

Screen Section¶

Section Name : Activity Log

The section should appear at the bottom of the Air Clearing Add/Update screen.

Screen Layout¶

The Activity Log section should contain:

1. Activity Log grid/table
2. Manual note textbox
3. Add button for manual notes
4. Collapse/expand icon if same behaviour exists in Ocean Clearing

Activity Log Grid Columns¶

Column	Description
Activity Date & Time	Date and time when the activity occurred
Activity By	Username / display name of the user
Activity	Description of the action performed

Example Activity Log Entries¶

28-04-2026 11:09 | supervisor | supervisor saved and generated a PROFORMA invoice with reference: MACCS26INV04429

28-04-2026 11:08 | supervisor | supervisor changed clearing status from DRAFT to COMPLETED

28-04-2026 11:07 | supervisor | supervisor saved file reference: MACCS26CLR04491

28-04-2026 11:06 | supervisor | supervisor uploaded document invoice.pdf

Functional Requirements¶

1 – Display Activity Log Section¶

The system must display the Activity Log section at the bottom of the Air Clearing Add/Update page.

The section should be available once the Air Clearing File has been saved.

Before first save, Activity Log may be hidden or display no records.

2 – System-Generated Logs¶

The system must automatically create Activity Log entries for important actions performed on the Air Clearing File.

The user must not need to manually create these system logs.

3 – Activity Log Ordering¶

Activity Log entries must be displayed in descending order.

The latest activity should appear first.

4 – Activity Log Immutability¶

Activity Log records must not be editable or deletable by normal users.

This is important for audit and traceability.

5 – Manual Note Entry¶

The Activity Log section must allow the user to add a manual note.

The screen should contain:

• A multiline textbox
• An Add button

When the user enters a note and clicks Add:

• The note is saved as an Activity Log entry.
• The entry appears in the Activity Log grid.
• The entry records the current user and system date/time.

6 – Manual Note Validation¶

Manual note textbox cannot be blank.

If the user clicks Add without entering a note, display:

Please enter a note before adding.

7 – Manual Note Length¶

The system should define a maximum length for manual notes.

Follow existing Ocean Clearing behaviour as defined.

If exceeded, display:

Activity note cannot exceed the maximum allowed length.

System Actions to Log¶

The system must log the following activities.

A. File Creation and Save Actions¶

Action	Suggested Activity Log
File created manually	<username> created Air Clearing File <CLEARING_REF> manually
File created from HAWB	<username> created Air Clearing File <CLEARING_REF> from HAWB <HAWB_REF>
File created from MAWB	<username> created Air Clearing File <CLEARING_REF> from MAWB <MAWB_REF>
File created from Quotation	<username> created Air Clearing File <CLEARING_REF> from Quotation <QUOTATION_REF>
File updated	<username> updated Air Clearing File <CLEARING_REF>

B. Shipment and Flight Updates¶

Action	Suggested Activity Log
Shipment Details updated	<username> updated shipment details for Air Clearing File <CLEARING_REF>
Flight Information updated	<username> updated flight information for Air Clearing File <CLEARING_REF>
Party Information updated	<username> updated party information for Air Clearing File <CLEARING_REF>

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C. Completed File Updated¶

When a Completed file is updated and status returns to Draft, log:

<username> updated Air Clearing File <CLEARING_REF>; status changed from COMPLETED to DRAFT

D. BOE Actions¶

Action	Suggested Activity Log
BOE added	<username> added BOE <BOE_REF> to Air Clearing File <CLEARING_REF>
BOE updated	<username> updated BOE <BOE_REF> for Air Clearing File <CLEARING_REF>
BOE deleted	<username> deleted BOE <BOE_REF> from Air Clearing File <CLEARING_REF>

E. Cost Actions¶

Action	Suggested Activity Log
Cost added	<username> added cost charge <CHARGE_NAME> for Air Clearing File <CLEARING_REF>
Cost updated	<username> updated cost charge <CHARGE_NAME> for Air Clearing File <CLEARING_REF>
Cost deleted	<username> deleted cost charge <CHARGE_NAME> from Air Clearing File <CLEARING_REF>
Supplier updated	<username> updated supplier for selected cost line(s) in Air Clearing File <CLEARING_REF>

F. Sales Actions¶

Action	Suggested Activity Log
Sales added	<username> added sales charge <CHARGE_NAME> for Air Clearing File <CLEARING_REF>
Sales updated	<username> updated sales charge <CHARGE_NAME> for Air Clearing File <CLEARING_REF>
Sales deleted	<username> deleted sales charge <CHARGE_NAME> from Air Clearing File <CLEARING_REF>
Selected sales deleted	<username> deleted selected sales charges from Air Clearing File <CLEARING_REF>

G. Document Actions¶

Action	Suggested Activity Log
Document uploaded	<username> uploaded document <FILE_NAME> for Air Clearing File <CLEARING_REF>
Document deleted	<username> deleted document <FILE_NAME> from Air Clearing File <CLEARING_REF>

Viewing or downloading a document does not need to be logged unless Ocean Clearing already logs it.

H. Status Changes¶

Action	Suggested Activity Log
Draft to Completed	<username> changed clearing status from DRAFT to COMPLETED
Completed to Closed	<username> changed clearing status from COMPLETED to CLOSED
Draft/Completed to Cancelled	<username> cancelled Air Clearing File <CLEARING_REF>. Reason: <reason entered>

I. Billing / Invoice Actions¶

If invoice actions are available from Air Clearing, the system should log them using the same style as Ocean Clearing.

Action	Suggested Activity Log
Draft invoice generated	<username> saved and generated a DRAFT invoice
Proforma invoice generated	<username> saved and generated a PROFORMA invoice with reference: <INVOICE_REF>
Standard invoice generated	<username> saved and generated a STANDARD invoice with reference: <INVOICE_REF>
Invoice cancelled/reversed	<username> cancelled/reversed invoice <INVOICE_REF>

Acceptance Criteria¶

1 – Display Activity Log Section¶

Given I open a saved Air Clearing File,
When the page loads,
Then the Activity Log section should be displayed at the bottom of the page.

2 – Display Activity Log Columns¶

Given the Activity Log section is displayed,
Then the system should show columns for:

• Activity Date & Time
• Activity By
• Activity

3 – Latest Activity First¶

Given multiple activity entries exist,
When the Activity Log section loads,
Then the latest activity should be displayed first.

4 – Create Log on File Creation¶

Given I create an Air Clearing File,
When the file is saved successfully,
Then the system should create an Activity Log entry for file creation.

5 – Create Log on Status Change¶

Given I change the file status using the ACTION button,
When the status change is successful,
Then the system should create an Activity Log entry showing the status change.

6 – Create Log on BOE Change¶

Given I add, update, or delete a BOE,
When the action is successful,
Then the system should create an Activity Log entry for the BOE action.

7 – Create Log on Cost Change¶

Given I add, update, delete, or update supplier for a cost line,
When the action is successful,
Then the system should create an Activity Log entry for the cost action.

8 – Create Log on Sales Change¶

Given I add, update, or delete a sales line,
When the action is successful,
Then the system should create an Activity Log entry for the sales action.

9 – Create Log on Document Upload¶

Given I upload a document,
When the upload is successful,
Then the system should create an Activity Log entry for the uploaded document.

10 – Add Manual Note¶

Given I enter a manual note in the Activity Log textbox,
When I click Add,
Then the system should save the note as a new Activity Log entry.

11 – Prevent Blank Manual Note¶

Given the manual note textbox is blank,
When I click Add,
Then the system should prevent saving and display:

Please enter a note before adding.

12 – Logs Cannot Be Edited or Deleted¶

Given an Activity Log entry exists,
When I view the Activity Log section,
Then there should be no option to edit or delete the log entry.

13 – Completed File Update Log¶

Given the Air Clearing File is COMPLETED,
When I update and save any editable section,
Then the system should create an Activity Log entry showing that the file was updated and the status changed from COMPLETED to DRAFT.