Tips for Setting Up a Freight Forwarding System

Freight forwarders in the industry must have a system that is designed to work as seamlessly as possible with the freight forwarding system software. All aspects of the forwarding process need to be documented so that processes can be performed in the correct order and with the necessary accuracy. For example, a freight forwarding system should allow for automatic integration with a company’s accounting system so that the records generated during the financial reporting process would be compatible with the accounting freight forwarding system. Automatic integration will also make it easier to update information.

User roles. Manager is the main user of the freight forwarding system. He/she is in charge of route planning and assigning loads. Route planners can generate schedules, track shipments, update documents, send bills, issue invoices, and perform other duties as assigned. Administrator has direct access to all aspects of the freight forwarding system and has constant visibility to all functional settings and features.

Functions defined within the freight forwarding system. There are several core functions defined within a freight forwarding system that every shipper need to understand. These functions include bill generation, bill payment, air freight gateway, invoice payment, air freight pick up, tracking of shipments, and billing verification. A shipper can utilize any number of these functions as they defined within the system. However, some functions may not be available or usable to a shipper depending on their current situation. For example, a bill payment may not be possible unless the shipper’s bill account is active.

Billing and Invoicing. The billing function of a logistics company allows for both standard and electronic billing formats. The shipper can use either format for billing and invoicing. Invoices can be sent via email, by fax, or by regular mail and with the freight forwarding system can be managed by the invoicing software.

Air Freight Gateway. This is the place where international shipments are transferred between carriers and shippers. The air freight gateway acts as the go-between for shippers and carriers as well as other parties involved in shipping a shipment. The carrier is the one who contacts the international freight forwarders and arranges the shipment as per their terms and conditions. The shippers pay a fee to the carrier, which is then partly paid by the importer and partly by the manufacturer before the shipment is shipped.

Customer Relationship Management or CRM. The Customer relationship management or CRM is a business function that helps manage customer relationships. This includes customer support, information about customers, preferences, buying habits, target market and so on. The following tabs provide information on CRM. Tab corresponds to the main menu of the software where the following tabs are present:

The following tab is for setting up the CRM instance for your company. By selecting the Add New Customer dialog, you can enter the details about the new Customer such as name, address, phone number and so on. After setting up the instance, you can select the fields that will be used in sending email, placing orders, tracking the orders and so on. Following the installation process, the next step is to create the main interface of the freight forwarding system and install the software according to the pre-determined procedure.

The following tab provides information on how to use the Customer Relationship Management or CRM instance. The main menu of the software contains the following tabs: Quotation, Invoices, Billing, Support and so on. Using the drop down menu, you can enter the number of shipments that you wish to track. In the Invoice tab, enter the invoice data and select the type of payment that you want to accept. If you find it convenient to import or export the invoice data from Microsoft Word, you can select File under the main menu and then Import.

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