User Guide - Air Freight Operations

KFF User Guide – Air Freight Operations Version: 2.
3
Date: September 2009
User Guide 2.3

Air Freight Operations
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either in whole or in part, must not be reproduced or disclosed to others or used for purposes other than that
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© Copyright 2009
KFF User Guide – Air Freight Operations Version: 2.3
Copyrights, Release 2.3
This edition applies to the current version of the Application and to all subsequent
releases and modifications until otherwise indicated.
Kewill reserves the right to make improvements and/or changes in the product(s) and/or
programs(s) described in these publications at any time. No part of this document may
be reproduced or transmitted in any form or by means without the written permission of
Kewill. If there are any problems encountered in the documentation, please report them
to us in writing. Kewill does not warrant that this document is error-free.
New features are informed either through support personnel, or other communication
means until the new edition of this manual is available. New releases of this manual will
be issued by Kewill to your company, when they become available and you have a valid
maintenance agreement.
Request for technical information about Kewill products should be made to our Sales or
Project Manager or Personnel.
First Print in September 2009

The information contained in this book is correct at time of printing.
© Copyright 2009 Kewill

All Rights Reserved.

© Copyright 2009
Change Summary
Version Description Date Internal Ref
1.0 Base Documents. Feb 08 Wendy
2.1 Rewrite Flight Scheduling functions - Sep 08 Xiu Ming
Maintain Flight Schedules,
Look Up Flight Booking at Air Export
screens, Generate console schedule,
Look Up Flight Booking at Console
screen.
Included AES Declaration function.
Put in new Revenue and Cost screens
to include EC VAT fields.
2.1 Added Business Rules, Tips, Overview Nov 08 Xiu Ming
Chart based on Wolfgang’s and Tony’s
suggestions
2.1 Incorporated amendments Dec 08 Wolfgang’s Q&A
dated 26 Nov
2.2 Added Dec 08 Xiu Ming
Route and Terms – Aircraft Type,
Known/Unknown shipper check,
Inco Location.
New Work Order Tab
User Defined Fields for Customized
Reports
Format information for AWB printing.
Print Document Packet
Setting Up Revenue and Cost on a
Single Screen
Control printing of charges
Biz rule - Define value for secured
cargo, known shipper, value switch.
ULD Charge Calculation.
2.3 Changed Header and Footer. Jul - Aug 08
Updated Known Shipper Check function
at AE Booking screen.
Added in More Party function at
Booking.
Updated new Work Order – Info tab,
Transport tab. Added Unknown shipper
check at Work Order.
Added WF Status at AI – Others page.

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TABLE OF CONTENTS
AIR FREIGHT OPERATIONS ....................................................................................................... 6
AUDIENCE FOR THIS GUIDE ..................................................................................................... 6
SYSTEM SETUP ...................................................................................................................... 6
AIR EXPORT OPERATIONS ........................................................................................................ 7
1. HOW TO MAINTAIN MASTER AIR WAYBILL INVENTORY? ............................................ 8
HOW TO STOCK IN MAWBS? .................................................................................................. 8
HOW TO STOCK OUT MAWBS?............................................................................................... 9
HOW TO QUERY / UPDATE MAWB STATUS? .......................................................................... 10
2. HOW TO REGISTER A SHIPMENT BOOKING? .............................................................. 12
HOW TO RECORD RELATED PARTY INFORMATION? ................................................................. 16
HOW TO RECORD ROUTE AND TERMS INFORMATION? ............................................................. 18
HOW TO RECORD ITEM INFORMATION?................................................................................... 25
HOW TO RECORD PO INFORMATION? .................................................................................... 32
HOW TO RECORD SHIPMENT / WAREHOUSE INFORMATION?..................................................... 33
HOW TO RECORD SUPPLIER INFORMATION? ........................................................................... 35
HOW TO RECORD JOB REMARKS? ......................................................................................... 37
HOW TO RECORD REFERENCE NUMBERS? ............................................................................. 38
HOW TO RECORD WORK ORDERS? ....................................................................................... 39
HOW TO UPLOAD OR DOWNLOAD EDOCS? ............................................................................. 43
HOW TO PERFORM DOCUMENTS TRACING?............................................................................ 45
HOW TO ENTER USER DEFINE FIELDS FOR CUSTOMIZED REPORTS? ........................................ 47
HOW TO FORMAT INFORMATION FOR AWB PRINTING? ............................................................ 48
3. HOW TO COMBINE 2 OR MORE BOOKINGS INTO 1 SHIPMENT?................................ 50
4. HOW TO SPLIT A SHIPMENT INTO MULTIPLE SHIPMENTS?....................................... 51
5. HOW TO CONVERT BOOKINGS TO AIR WAYBILLS / DIRECTLY REGISTER AIR
WAYBILLS? ...................................................................................................................... 52
6. HOW TO LINK MASTER AIR WAYBILL TO HOUSE AIR WAYBILLS?........................... 54
HOW TO ATTACH SHIPMENTS TO CONSOL? ............................................................................ 59
HOW TO DETACH SHIPMENT FROM CONSOL? ......................................................................... 60
HOW TO ATTACH A SHIPMENT TO MASTER AIR WAY BILL?....................................................... 61
7. HOW TO MAINTAIN A CONSOL OR SUB-MASTER? ..................................................... 62
8. HOW TO CLOSE A CONSOL? ......................................................................................... 63
9. HOW TO RE-OPEN A CONSOL? ..................................................................................... 63
10. HOW TO PRINT DOCUMENT PACKETS? ....................................................................... 64
11. HOW TO MAINTAIN FLIGHT SCHEDULES? ................................................................... 67
12. HOW TO CHECK UP FLIGHT SCHEDULE FOR AIR EXPORT? ..................................... 73
HOW TO CHECK UP FLIGHT SCHEDULES AT THE AWB PREPARATION SCREEN? ........................ 73
HOW TO CHECK UP FLIGHT SCHEDULES AT THE CONSOLE OPERATION SCREEN? ...................... 76
13. HOW TO AUTO-SUBMIT FREIGHT BOOKING REQUEST TO SITA? ............................. 79
14. HOW TO CREATE AN ULD LOAD PLAN?....................................................................... 80

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AIR IMPORT OPERATIONS ....................................................................................................... 83

1. HOW TO RECORD AIR IMPORT SHIPMENT?................................................................. 84
2. HOW TO MAINTAIN IMPORT CONSOL? ......................................................................... 84
3. HOW TO RECORD AIR IMPORT SHIPMENT DETAILS?................................................. 88
HOW TO RECORD ROUTE INFORMATION? ............................................................................... 93
HOW TO RECORD SHIPMENT / WAREHOUSE INFORMATION?..................................................... 95
HOW TO RECORD WORK ORDER? ....................................................................................... 100
HOW TO RECORD ITEM INFORMATION?................................................................................. 103
4. HOW TO ISSUE DO TO RELEASE CARGO?................................................................. 107
HOW TO CREATE A DELIVERY ORDER? ................................................................................ 107
SHIPMENT REVENUE AND COST........................................................................................... 112
1. HOW TO RECORD SHIPMENT REVENUE? .................................................................. 112
2. HOW TO RECORD SHIPMENT COST?.......................................................................... 115
3. HOW TO REVIEW REVENUE / COST AND ESTIMATED PROFIT? .............................. 118
4. HOW TO SET UP REVENUE AND COST ON A SINGLE SCREEN? ............................. 119
5. HOW TO CONTROL PRINTING OF CHARGES ON AIR WAYBILL?............................. 120
6. HOW TO CONTROL PRINTING OF IATA CHARGE CODES ON AIR WAYBILL? ........ 123
APPENDIX - BUSINESS RULES .............................................................................................. 125
HOW TO ENABLE SITA RELATED AIR ROUTE INFORMATION? .................................................. 125
HOW TO ADD SPACE ALLOCATION CODE FOR AIR ROUTE? .................................................... 127
HOW TO ENABLE EC VAT SETTINGS? ................................................................................. 128
HOW TO ENABLE KNOWN SHIPPER PASSENGER FLIGHT CHECK? ........................................... 130
HOW TO DEFINE MANDATORY FIELDS FOR AIR EXPORT BOOKING / AWB PREPARATION/ QUOTE?
......................................................................................................................................... 130
HOW TO DEFINE MANDATORY FIELDS FOR AIR IMPORT / AIR IMPORT ARRIVAL NOTICE? .......... 130
HOW TO DEFINE FREIGHT CHARGE ROUNDING METHOD FOR AIR EXPORT?............................ 131
HOW TO DEFINE REVENUE / COST TEMPLATE CHARGE CODES? ............................................ 132
HOW TO PREFIX CURRENCY CODE FOR OTHER CHARGE SUMMARY? ..................................... 132
HOW TO DEFINE LOCAL CHARGES ROUNDING METHOD?....................................................... 132
HOW TO DEFINE MAWB FORMAT? ...................................................................................... 133
HOW TO DEFINE DIMENSION FORMAT? ................................................................................ 133
HOW TO DEFINE DEFAULT VALUE FOR SECURED CARGO IN AE BOOKING/AWB HANDLING
INFORMATION BOX?............................................................................................................ 133
HOW TO DO VALUE SWITCH IN AE BOOKING/AWB HANDLING INFORMATION BOX? ................. 135
HOW TO DEFINE IF SHIPPER CHECK IS REQUIRED?................................................................ 135
HOW TO DEFINE DEFAULT VALUE FOR KNOWN SHIPPER IN AE BOOKING/AWB HANDLING
INFORMATION BOX?............................................................................................................ 135

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Air Freight Operations

This module shows you how to handle both the Air Export and Air Import functions:
Under Air Export, you will:

• Maintain Master Air Waybill Inventory
• Register Bookings
• Register AWBs
• Combine or Split Bookings
• Convert Bookings into Air Waybills
• Maintain Consols
• Maintain Air Flight Schedule
• Maintain ULD Load Plan
Under Air Import, you will:

• Record Air Import Shipment
• Issue Delivery Order to release cargo
• Maintain Consols
At the Operations screens, you will learn how to:

• Record Shipment Revenue
• Record Shipment Cost
Audience for This Guide

This guide assumes that you are familiar and have understanding of the following:
• KFF General Guideline

You have access to the KFF system and have a general idea on its graphical user interface and
navigation tools
• KFF File Maintenance

You have a general idea of the basic setup in the KFF System.
System Setup
This guide assumes the following:
• User has full access rights to the Air Freight Operations Module.

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Air Export Operations

The chart below shows how each module of the KFF system relates to the Air Export Operations. The blue
boxes depict the Air Export Operations that are covered within this module. Details on the other modules are
provided in the respective User Guides.
Quote Multi-Modal
Booking
Customer Customer Carrier / Vendor

Tariff Booking Tariff
Cargo Global
Master AWB Warehouse Inventory
Inventory AWB
Preparation
Work Road
Order Freight
Consol
Building Billing CASS Charge
Related Customs Sea
Declaration Freight
ULD
Building Non
Payment
Requisition Job
Job Profit
Interface to
Costing Share
Financial Systems
Service Plan / Reporting Portal

Track & Trace/ Service
Document Tracing

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1. How to Maintain Master Air Waybill Inventory?

Master AWB Numbers that you received from the carriers or other agents can be entered into the air waybill
inventory in advance through the AWB Stock / Borrow In function. On the other hand, you can also keep
track of Master AWB Numbers that you have loan out to other agents through the AWB Stock / Borrow out
function.
How to Stock In MAWBs?

Step 1: Choose Entry > Air Export > MAWB Inventory > AWB Stock / Borrow in
Step 2: Click to stock in new MAWB stock. Enter the necessary information as follows:
Stock In/Borrow In Fields
Field Meaning
Carrier Carrier code of Airline.
TIP: When selecting an existing carrier, you can search based on

several aspects of the carrier information e.g. Party ID, Full Name,
Local Name, City etc. This is achieved by right clicking the
respective field and selecting the element required.
Once this is done, you can use the system wildcard ‘%’ to search
for partial matches. For example, to search for a party named ABC
Capacitors INC, you can enter ‘%Cap%’ or ‘AB%’ and the system
would show all parties that match this criteria.
BI Agent Party ID of the agent from whom you borrowed the MAWB. You do
not need to fill in this field if you are stocking in MAWB directly from an
airline.
MAWB From Starting MAWB number. The system performs the MAWB modulus 7
th
check after you have entered the 7 first digits. It calculates the 8
digit, appends it to your entry and tells you “The last digit of MAWB
number is <result>” if your data entry is correct. If incorrect, the
system will prompt “Invalid MAWB No. Modular 7 check fail.”
MAWB To Ending MAWB number. Note: Enter either MAWB To or Total Field.

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Field Meaning
Total Total number of MAWB.
Special MAWB You can stock in special MAWB number that is not in compliance with
the standard MAWB format if needed.
Batch No System auto generates a batch number if the field is left blank.
Alternatively, you can manually assign a number.
Receive Date Date on which the MAWBs are received.
Create Date Date on which the current batch of stock is created. The system will
default to current date when a new batch is created
Create By ID of user who created the current batch of MAWB stock.
Step 3: Click .
How to Stock Out MAWBs?

Step 1: Choose Entry > Air Export > MAWB Inventory > AWB Stock / Borrow Out.
Step 2: Click . Enter the Borrow Out details:
Stock Out / Borrow Out
Field Meaning
BO Agent “Borrowed Out Agent”. ID of party to whom you loan the MAWB.
TIP: When selecting an existing party, you can search

based on several aspects of the carrier information e.g.
Party ID, Full Name, Local Name, City etc. This is achieved
by right clicking the respective field and selecting the
element required.
Once this is done, you can use the system wildcard ‘%’ to
search for partial matches. For example, to search for a
party named ABC Capacitors INC, you can enter ‘%Cap%’
or ‘AB%’ and the system would show all parties that match
this criteria.
Batch No System auto generates a batch number if the field is left blank.
Date “Borrow out” date – Loan out date. System will default to current date.
By ID of user who recorded the loan.

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Step 3: Search for the list of MAWB and click . The list of MAWBs displays.
Step 4: Select the required MAWB by clicking on the desired MAWB from the left panel
-or-
Select a consecutive range of MAWB(s) as follows:

• Scroll and locate the first MAWB and anchor it by clicking on it.
• Scroll through and locate the last MAWB and click on it while holding down the [Shift] key.
Step 5: Click to move the selected MAWB(s) from on the left panel to the right panel. You can
also click to move all MAWB(s).
TIP: Select the required MAWB by clicking on the desired MAWB from the left panel or you can
select a consecutive range of MAWB(s) as follows:
• Scroll and locate the first MAWB and anchor by clicking it
• Scroll through and locate the last MAWB and anchor by clicking it while holding down the
[Shift] key
Step 6: Click .
How to Query / Update MAWB Status?
Step 1: Choose Entry > Air Export > MAWB Inventory > AWB Status.
Step 2: Retrieve the desired MAWB(s).

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MAWB Status Fields
Field Meaning
MAWB No List of MAWB(s) retrieved.
Status BK-Airline Space Booked.

NU - Not Used.
BO - Borrow Out
BI - Borrow In
R - Returned
U - Used
V -Void (Directly Void from AWB Status function)
VD - Delete (Master deleted in Operation module)
Receive Date Date on which MAWB is received from the airline or borrow in agent.
Return Date Date on which MAWB is returned from borrow out agent.
Void Date Date on which MAWB is voided.
Delete Date Date on which MAWB is deleted.
Remark Remarks.
BO Agent ID of Party to whom you lent the MAWB(s).
BO By ID of user who “borrowed out” the MAWB(s).

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Field Meaning
BO Date Date on which MAWB(s) are borrowed out
BI Agent ID of Party ID whom you borrowed in the MAWB(s).
BI By ID of user who “borrowed in” the MAWB(s).
BI Date Date on which MAWB(s) are borrowed in.
2. How to Register a Shipment Booking?

The Shipment Booking module captures the customer booking details. You can register a booking for a
customer by entering the shipment type, service required, customer information, cargo information and
transportation request. This Booking function can be done by your Customer Service Department.
After the booking is made, the Operations staff can retrieve the booking from the AE Booking screen, review
it and click . The Booking record displays as an AWB record. All the fields on the Booking and AWB
Preparation screens are the same except that the AWB Preparation screen has additional Job Number and
Job Date fields. Upon saving, the AWB is given an Air Waybill number.
To access the AE Booking screen, choose Entry > Common Booking > AE Booking. The Air Export Booking
screen displays. (Note: For some organisations, the Booking function is not used. The Air Export job is
directly created at the Air Waybill Preparation screen.)
Choose Entry > Common Booking > AE Booking. The Air Export Booking screen displays.

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TIP: Any fields that are shaded are mandatory fields and MUST be populated prior to saving the
record.
Booking Reference
Field Meaning
Shipment Type D - Direct. H – House. B - Sub-house.
Booking No System auto generates a batch number if the field is left blank.
MAWB No MAWB number that this booking will be attached to. Note: You must
create the MAWB booking first in order to attach the direct or house
bookings to it.
The system performs the MAWB modulus 7 check after you have
entered the 7 first digits. It calculates the 8th digit, appends it to your
entry and tells you “The last digit of MAWB number is <result>” if your
data entry is correct. If incorrect, the system will prompt “Invalid
MAWB No. Modular 7 check fail.”
Consol Consol number assigned to a specific MAWB upon consol creation.
Booking Date Customer Booking Date. Defaults to system date.
RLJ Shipment order type – Local, Routing or Joint order.

<Refer to File Maintenance – System Code List: “RL”>
Coload Type of co-load. CI: Co-load In shipment. CO: Co-load Out shipment.
NA: Not Applicable.
<Refer to File Maintenance – System Code List: “COLOAD”>
Coloader For co-load shipment, enter the co-loading party.
Customer Customer of the booking.

Usually, for local shipment, customer is the prepaid Billing party for the
shipment. For routing order, customer is the overseas agent.
TIP: When selecting an existing customer, shipper,

consignee, etc, you can search based on several aspects
of the carrier information e.g. Party ID, Full Name, Local
Name, City etc. This is achieved by right clicking the
respective field and selecting the element required.
Once this is done, you can use the system wildcard ‘%’ to
search for partial matches. For example, to search for a
party named ABC Capacitors INC, you can enter ‘%Cap%’
or ‘AB%’ and the system would show all parties that match
this criteria.

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Field Meaning
Shipper Shipper as shown on Air Waybill.
Consignee Consignee as shown on Air Waybill.
Notify Notify Party as shown on Air Waybill.
Sales, Department Sales representative and Sales Department that handles the customer
accounts.
Status User definable milestone code. The list of milestone codes available
for selection is maintained through System Code Table. Examples of
codes:
BKD: Booking
AWB: Air Waybill Preparation
BILL: Billing
PUP: Cargo Pickup
CLR: Customs Clearance
DEP: Departure
<Refer to File Maintenance – System Code List: “MILESTONE”>
Stage User definable stage code. The list of milestone codes available for
selection is maintained through System Code Table. Examples of
codes:
BKDC: Booking Confirmation
CLRS: Customs Declaration Sent
CLRC: Customs Declaration Completion
CLRR: Customs Declaration Return
BILLB: Billing (Billed)
BILLC: Billing Completed
<Refer to File Maintenance – System Code List: “STGCODE”>

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Services
This section records the services and service level required for the shipment. This information can be used
for determining the Customer Tariff. Also during the shipping process, you can review the actual service
level provided either via the Service Plan or the KFF Portal Service.
Field Meaning
Final ETA Initial target delivery time to the place of delivery.
Service Type DTD - Door To Door, DTH -Door To Hub, DTP - Door To Port, HTD -
Hub To Door, HTH - Hub To Hub, PTD -Port To Door, PTP - Port To
Port. <Refer to File Maintenance – System Code List : “SV”>
Service Level Service Level Required for the shipment.

<Refer to File Maintenance – System Code List : “SRVLEVEL”>
Service Plan Service Plan for the shipment. This refers to a pre-created list of
standard tasks that the shipment must go through. The Service Plan
helps to keep track of milestone events throughout the shipment life
cycle.
Service Request User definable according to the services they offer: Customs
Clearance / Quarantine / Full-Pickup / Partial-Pickup/ Shipper Delivery/
Carrier Haulage. <Refer to File Maintenance – System Code List:
“SESRVREQ”>
Special Requirement Special shipping requirements. User definable e.g. Big Size Cargo,
Dangerous Cargo, and Refrigerate Cargo, Not Secured Cargo, etc.
<Refer to File Maintenance – System Code List: “SESREQ”>.
Note: Checking of secured / unsecured cargo is a requirement in Germany. If you have ticked
in the Special Requirement section, you can only choose a cargo flight for your non-
secured cargo. See Aircraft Type field on Route & Terms tab.

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How to Record Related Party Information?

When customer booking has been confirmed, you can record the related party information in detail.
Related Party
Field Meaning
Real Csgn Shipment Real Consignee. You may enter “To Order” or a bank name
in the consignee field for air waybill printing, but enter the real
consignee in this field for reporting or tariff searching purpose.
Also Notify Also Notify Party on air waybill.
nd nd
2 Also Notify 2 Also Notify Party on air waybill.
OAgent Overseas Agent. Collect Charges are billed to the overseas agent.
Note: It is important that you enter the Overseas Agent so that the
system can send Pre-Alerts to him.
Handling Agent For triangle shipment, handling agent is the break bulk agent at
destination and Overseas Agent is the sales agent.
Broker Customs Broker assigned for customs declaration. It can be defaulted

from the party relationship set up.
Quarantine Agent assigned for Quarantine declaration. It can be defaulted from

the party relationship set up.
Warehouse Warehouse assigned for cargo storage.
Trucking Trucking/Pickup Agent assigned for cargo pickup
Statistic Report statistical group. It can be defaulted from the party relationship
set up.
3rd Party Rating When you want to apply 3rd party tariff to a customer, you can fill in the
rd
3 party ID here. System will assign the tariff number according to the
rd
3 party.
Outsource To/Party Mark to Outsource the entire shipment to another agent.
Opens the CSI Information screen for you to input Shipper, Consignee
and Notify Party information for AMS submission.
Opens the Job Party screen for you to input information on other
parties involved in the job. See Job Party screen.

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Job Party
Field Meaning
Party Type CFS / LOADADDR. CFS – Container Freight Station (applicable for
Sea Freight jobs). LOADADDR –( Shipper’s load address for Export
jobs / Customer’s address for Import jobs).
Party ID Identification Code of Party to pick up cargo from.
Contact, Full Name, Party related contact details.

Tel, Fax,.
Address CFS Addresses are filtered by POL for export jobs and by POD for
import jobs. LOADADDR will be retrieved from
PickUp/Local/Company address, in that order.
Profit Share
This is an indication of the agreement between export and import agents as to how much of the shipment
profit is distributed to each party. These agreements are pre-entered by your system administrator via
Maintenance > Profit Share Setup. You can manually assign an existing profit share contract number for the
profit share module or leave it blank to let system automatically assign a contract number when you prepare
the profit share. You can enter third party and fourth party for profit share if needed.
Field Meaning
Contract No Profit Share Contract number. You can manually assign an existing
profit share contract no. for the profit share module or leave it blank to
let system automatically assign a contract no.
rd
Third Party 3 Party ID involved in the profit share.
Fourth Party 4th Party ID involved in the profit share.

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How to Record Route and Terms Information?

You can enter the transportation information, freight terms, etc in this section. You can pick the Master Air
Waybill from the list of Master Air Waybills that match the origin city and destination.

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To Pick Master Air Waybill

You can pick the Master Air Waybill from the list of Master Air Waybills that match the origin city or
destination
Step 1: Right click on the MAWB No field. The Search By Menu displays. Select your choice. In this
example, we chose Search by Origin City.
Step 2: At the MAWB field, click to activate the pull-down menu. Only those MAWBs with origin “US” are
displayed for your selection.

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TIP: Branch user can pre-assign his/her job to an existing MAWB/Consol by clicking
. The system will show all available MAWB/Consols based upon the criteria
already entered in the Origin/Destination fields. The user can assign the shipment to this master
booking. The person in control of this master will then confirm the booking later. Note that the final
decision on whether the shipment is booked to that master is in the hands of the MAWB/Consol
controller.
Route
Field Meaning
Mode Mode of transport – Air.
Origin Country code and city code.
Dest Destination country code and city code.
Carrier Carrier.
Flt No Flight number.
VIA For transit shipment, enter the via country and city code.

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Field Meaning
Known Shipment Known Indicator - Known / Unknown / Screened.
-When a booking or AWB or MAWB is created, before a Shipper has

been nominated, you can leave the Shipper field as null. If shipper
field is null, the system will indcate the Shipment Known indicator as
“Unknown”.
-If shipper field is not null and the “known” indicator has not been
ticked on the Party Master, the system checks the address at the
Shipper field. If that address is Unknown, then the User receives a
pop up window stating that this will make the shipment ‘Unknown’ and
asking if the User wishes to continue.
If ‘No’, then the User will be returned to the screen and the Shipper
field will be blank.
If ‘Yes,’ then the Shipment Known indicator will be stated as
‘Unknown’.
-If shipper field is not null and the “known” indicator has been ticked on
the party master module, shipment is “Known” Shipment.
-If a shipper is ‘Unknown’, then the system will force the User to only
use non-passenger aircraft and will not allow the shipment to be
consolidated with other ‘Known’ shipments. This is in accordance to
U.S. and U.K regulatory requirements.
If you still wish to include the shipment with other “Known”
shipments, the freight has to be screened. After screening, an
authorized user can change the Shipment Known Indicator to
“Screened”. On saving the record, the time date and name of user
who changed the status to “Screened” is recorded in the Action Log for
the Job. This change action is auto monitored by KFF’s Data Driven
Management System. For more information, ask your System
Administrator.
Note that any Addresses which are added ‘on the fly’ (i.e. no existing
Party ID) will automatically be treated as ‘Unknown’.
In the Work Order tab, the system also performs checks on unknown
party at the collection address and subcontractor field.
Note: Only authorized user can change the Known Status in
shipment. This is controlled by privilege AEMODKNOWNSTATUS.
Aircraft Type A - Additional Cargo Mail Service

F - Cargo Aircraft
J - Normal Passenger Service
Q - Passenger Cargo in Cabin
U - Coaches, Trains, Limousines
V – Road Feeder
<Refer to File Maintenance – System Code List: “OAGST”>.
Follow Master Tick the checkbox if the Route Section information (Origin,
Destination, Flight, Carrier etc) is the same as master information.
ETD Estimated date & time of departure.
Exp Carrier/Flt Customer expected carrier and flight number.
Carrier Actual carrier ID and carrier code used for the shipment.

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Field Meaning
Lane User definable lane code. This will be defaulted from Master.
Route Route ID specifying a specific routing path from origin to destination.
Space Allocation Code XX: Cancel Any Previous Space Allocation

SS: Report Sale of Space
NA: Requesting Space Allocation. If not available, will accept
alternative.
NL: Requesting Space Allocation. If not available, put on wait
list.
NN: Requesting Space Allocation. If not available, will not accept
alternative.
HN: Space allocation on a specific flight has already been
requested.
HK: Space is being held as confirmed on a specific
flight.
HL: Space allocation request on a specific flight
has been assigned to a wait list.
<Refer to File Maintenance – System Code List :
“IATASPACEALLOC”>
ATD Actual date & time of departure.
ATA Actual date & time of arrival.
Note:
The Look Up Flight function is available for Master or Direct Air Waybills. For more information, refer to How
to Check up Flight Schedule for Air Export?
Clicking shows the confirmed / other route arrangements from SITA. For more information, refer to
<User Guide – Interface Facilities on How to View SITA related Air Route Information?>

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Terms
Field Meaning
Inco Term International Commerce Terms

CFR - Costs and freight to port of destination
CIF - Costs, insurance & freight to port of destination
CIP - Carriage and Insurance Paid to named destination
CPT - Carriage Paid to named destination
DAF - Delivered at Frontier to named place
DDP - Delivered Duty Paid to named place
DDU - Delivered Duty Unpaid to named place
DEQ - Delivered Ex Quay to named port
DES - Delivered Ex Ship to named port
EXW - Ex Works at named location
FAS- Free Alongside Ship to named port of origin
FCA - Free Carrier to named point
FOB - Free On Board to named port
<Refer to File Maintenance – System Code List: “INCOTERM”>
Inco Location Location displayed depending on the Inco picked. For example, if you
picked FOB, then port of discharge (LOS ANGELES) is displayed.
This Inco Location setting is defined at the System Code Maintenance
table.
When you define the INCOTERM code during System Code

Maintenance, this is how you can put in the location name setting in
the Notes1 field:
Options are porname, polname, podname, devryname or destname.
Prepaid Prepaid Charge currency code and exchange rate. The exchange rate
is retrieved from the Exchange Rate table.

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Field Meaning
Billing Terms The agreed payment terms with the customers e.g. Credit or Cash
sales. <Refer to File Maintenance – System Code List : “CS”>
Freight Freight Terms - Prepaid or Collect.
Freight Term Desc Freight Payment Terms to be printed on the Air Waybill. <Refer to File
Maintenance – System Code List : “AIRFRTTERM”>
Collect Currency code and exchange rate for the Collect Charge. The
exchange rate is retrieved from the Exchange Rate table.
Insurance Type Insurance Type. <Refer to File Maintenance – System Code List :
“INSURTYPE”>
Other Terms Prepaid, Collect or All In.
LC Shipment Whether Letter of Credit is required.
Insurance Date Insurance Date.

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How to Record Item Information?

You can enter the item information in this section.
Enter the actual item

details in this section.
These details are
printed on the Air
Waybill.
Pcs/Unit/Weight/Unit/Volume/Unit Section
Field Meaning
Booking:
Pcs & Unit Enter the pieces and unit at time of booking.
Weight & Unit Enter the weight and unit at time of booking.
Volume & Unit Enter the volume and unit at time of booking.
Actual:
Pcs & Unit The system uses Business Rule AEACTQTY to default the actual
Weight & Unit pcs/weight/unit to the booking. You can overwrite and enter the actual
Volume & Unit numbers.
Commodity Section
Field Meaning
Commodity Enter commodity code and description. <Refer to File Maintenance –

System Code List : “CO”>

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Item Section
TIP: The individual columns on this screen can be hidden (right click on the column) and/or
manually arranged (drag and drop) depending upon the user preference. Refer to User
Guide – UI Configurator for more details.
Field Meaning
Tariff Customer Tariff number applicable to the shipment.

The tariff number can be automatically or manually assigned. System
can automatically assign an existing valid tariff based on shipment
information if you leave it blank.
Vendor Tariff Vendor Tariff number applicable to the shipment.

The tariff number can be automatically or manually assigned.
System can automatically assign an existing valid tariff based on
shipment information if you leave it blank.
Vol Weight Volumetric weight. System will automatically calculate volumetric

weight base on the dimension information. You can enter the item
dimension by clicking .
Chrg Wgt Chargeable weight.

The system will pick up either the actual weight or the volumetric
weight to be the chargeable weight using whichever is higher rule.

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To enter Dimension Information:
Step 1: Click . The data entry screen to capture the dimension information.
Step 2: Use to create additional dimension line item(s) or to remove specific dimension line
item(s).

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Unit Type
Field Meaning
CM / Inch Select unit of measurement.
Pcs Number of pieces with this dimension.
Length Length of packing.
Width Width of the packing.
Height Height of the packing.
Total System calculated volume as follows:

Volume = Pcs x (length x width x height)
Inner Pcs Inner packing pieces.
Type Type of dimension taken.

E: Estimated (reported from customer)
T: Trucking (Reported from the pickup service)
W: Warehouse (Reported from warehouse cargo receipt)
<Refer to File Maintenance – System Code List: “DIMTYPE”>
Total Pcs System calculated total pieces by summing all the individual line item’s
pieces entered.
Volume System calculated total volume by summing all the individual line
item’s volume.
Dividing factor Dividing factor used to convert volume into volumetric weight:
<Refer to File Maintenance – System Code List: “AIRVCF”>
Volumetric Weight System calculated volumetric weight by dividing the total volume with
the dividing factor
To enter Manifest Information:
Click to bring up an entry screen to capture information for the manifest. You do not need to use
this option if information printed in the house air waybill and the export manifest is the same.

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Manifest
Field Meaning
Pcs Total no. of pieces.
Wgt Discount Rate Discount rate in percentage, for calculating the weight base on the
actual weight entered under “Pcs/Unit/Weight/Unit/Volume/Unit”
section during shipment booking.
Weight Total weight / unit. If Wgt Discount Rate is entered, the system will
calculate it.
Vol Total volume and unit.
Description Goods description.
Remarks Remarks, if any, to be printed on the manifest.
To enter Item Details
Step 1: Click . Enter the required information.

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Item Details
Field Meaning
Pcs Enter item pieces. This will be defaulted to the actual pieces entered
under “Pcs/Unit/Weight/Unit/Volume/Unit” section during shipment
booking.
If there are multiple line items, this field can be empty if
1. Freight is part prepaid and part collect

2. Freight is multi-leg with different selling freight rate
Unit Pcs /Unit/ Weight/ Unit/ Volume.
Gross WT Gross weight of item.
Unit Gross weight unit of measurement.
RC IATA rate class for the item.

B Basic Charge
C Specific Commodity Rate
E ULD Additional Rule
K Rate Per Kilogram
M Minimum Charge
N Normal Rate
Q Quantity Rate
R Class Rate Reduction
S Class Rate Surcharge
U ULD Basic Charge or Rate
W Weight Surcharge
X ULD Additional Information
Y ULD Discount
<Refer to File Maintenance->System Code List : “RC”>
ULD Type of Unit Loading Device. This field is enabled only if the Rate
Class entered is “U”.
Qty ULD quantity. This field is enabled only if the Rate Class entered is
“U”.
No. Item Number.
Chrg. WT Item chargeable weight.
Unit Unit of measurement of chargeable weight.
Rate Freight selling rate. System will automatically pull the appropriate
selling rate if a matching tariff is found.
Unit Unit of measurement for computing freight.
Min Tick this checkbox if the freight charge falls below the applicable
minimum charges. This box will automatically be ticked if the
calculated freight charge based on a matching tariff is below the
applicable minimum charges.
Chrg The system automatically calculates the freight charges based on the
selling rate and the chargeable weight.

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Field Meaning
PPCC PP – Prepaid or CC - Cash Collect.

<Refer to File Maintenance->System Code List : “IT”>
AS Tick this checkbox if the AS Rate rule is used in the calculation of the
freight charges.
Converted Weight The converted chargeable weight if the freight rate unit differs from
chargeable weight unit. You can use business Rule: AEFRTUTCON
to define the conversion method.
Note: For Master and Direct Air Waybill preparation, the system performs freight charge calculation for ULD
based on the ULD Charge Codes.
Rate Class – U
for Basic
Charge, E for
Additional Rate,
X for Additional
Information
ULD Charge Code:

A - Pivot rate or charge per kg. Charge = CW * Rate
B - First minimum charge – minimum weight. Charge = PCS * Rate
C - First over pivot rate per kg. Charge = CW * Rate
D - Second minimum charge – minimum weight. Charge = PCS * Rate
E - Second over pivot rate per kg. Charge = CW * Rate
F - Third minimum charge – minimum weight. Charge = PCS * Rate
G - Third over pivot rate per kg. Charge = CW * Rate
H - Flat charge – minimum weight. Rate
I - Flat charge – maximum weight. Rate
J - Unitization payment for loading and/or unloading. Incentive rate.
Charge = CW * Rate

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How to Record PO Information?

This section captures the Purchase Order information. This information is retrieved and printed onto the
Delivery Order when you pick an item for release.
PO Item
TIP: The individual columns on this screen can be hidden (right click on the column) and/or
manually arranged (drag and drop) depending upon the user preference.
Field Meaning
Description Item description.
Pcs No. of pieces.
Unit Pieces, cartons, packages, pallets.
Wgt / Unit Gross weight and its unit of measurement.
Vol Volume.
Inner Pcs Inner quantity
Invoice No Invoice number.
Invoice Date Invoice Date.
Unit Price Unit price.
Currency Currency code.
FOB/CIF FOB or CIF value.

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Field Meaning
ExRate Exchange rate.
Local Amt Amount in local currency.
Origin Country of origin of item.
Hazard Code Hazard Code.
Item Owner at Origin Owner of Item at Origin.
WHS Code at Origin Warehouse Code at Origin.
Item Code at Unit price currency code.

Destination
WHS Code at Warehouse Code at Destination.

Destination
Note: If you wish to release a cargo from the warehouse, click to pick the item from the item
listing.
How to Record Shipment / Warehouse Information?

At this section, you can enter other shipment information such as information regarding dangerous goods,
Warehouse instruction etc.
Note: Currently, what is recorded in this section is not linked to the Cargo Warehouse module. This page is
just for capturing basic shipment and warehouse information.

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Shipment section
Field Meaning
Global ID Unique ID automatically assigned for Global Tracking of a job.
Shp Category Shipment Category that will be determined by Origin and Destination.
Available type:
Type Description
I International
D Domestic
L Local.
<Refer to File Maintenance – System Code List: “SHPCATG”>
If Origin and Destination are different country, shipment category will

be “I” .
If Origin and Destination are in same country, shipment category will
be “D”.
If Origin and Destination are in same city, shipment category will be
“L”.
Status Shipment Status – Completed, Pending or Cancel.
<Refer to File Maintenance – System Code List: “DS”>
Triangle Tick this checkbox if it is a triangle shipment.
Assembly Shp Tick the checkbox if it is an assembly shipment.
Transshipment This is a read only field indicating the type of transshipment. The
value is pulled from the import shipment transshipment type.
Project Project ID.

<Refer File Maintenance: Project Master>
DG Class/UN No Dangerous cargo class, UN Number and Code page.

/Code Page
Flash Point Flash point for dangerous cargo and refrigeration point for perishable
/ Refrigeration cargo.
Highest/Lowest/Set Highest, lowest temperature and ideal temperature setting for

Temp perishable cargo.

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Warehouse section
Field Meaning
Cargo Receipt No Cargo Receipt Number.

It can be automatically generated or manually assigned. You can set
this up using business rule CMAUTOINTOWH.
Move In Cargo move in date and time.
Move Out Cargo move out date and time.
Instruction Instruction to warehouse, if any.
CFS Identification code of Container Freight Station assigned by US

Customs.
<Refer to File Maintenance – System Code List: “CFS”>
How to Record Supplier Information?

This section stores the supplier information. You can record multiple supplier records here if the goods are
supplied by more than one supplier or supplied under different sales orders.

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Supplier
Field Meaning
Supplier ID Supplier Party ID.
Name Supplier Name.
EC Vat No. EC Vat Number.
Sales Order No Sales Order Number.
Goods Desc 1, 2, 3, 4,5 Goods Description Line 1, 2, 3, 4, 5.
Pcs / Pcs Unit Pieces and Unit – Packages, Pallets, Pieces, Cartons.
Weight / Weight Unit Weight and Unit of Measurement.
Volume Volume.
Pickup Indicates if cargo pick up is required.
Expect Receive Expected date on which cargo is received from supplier.
Dock Warehouse dock to offload the cargo.

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How to Record Job Remarks?

The Remark page captures job remarks or instructions pertaining to shipping.
Remarks
Field Meaning
Type Type of remarks : DM – Dimension, RM – Remarks, IN – Shipping

Instruction.
<Refer to File Maintenance – System Code List: “REMARKTYPE”>
Description Description of remark type.
Remarks System will retrieve any shipping instructions that are defined in the
party relation.
System will retrieve the shipping instruction based on
-Shipper and consignee pair
-Shipper’s shipping instructions
-Consignee’s shipping instructions.

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How to Record Reference Numbers?

This section stores the trading, customs clearance, and other document reference number.
Ref No
Field Meaning
Ref Code Reference Type: DO-Delivery Order, INV- Commercial Invoice, PMT-
Permit Number, LIC - License Number. <Refer to File Maintenance –
System Code List : “DT”>.
No. Reference Number.
Remarks Document Reference Remarks.

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How to Record Work Orders?

You can use the work order page to register cargo pickup information. You can arrange multiple pickup here
by creating multi line records. The pickup information that you entered here can be retrieved at the Work
Order module. The display of the Work Order page is controlled by Business Rule A*SHOWWO.
Upon entering this page, when you click , basic item and transport details are obtained from the Air
Waybill record. Enter the other required information.
Info
Field Meaning
Pcs/Wgt/Vol No. of pieces / Weight of cargo / Volume of cargo.
CTN Container Type X No. of containers.
Comm Commodity Code and Description. E.g. CAM – Chemical, COM-

Computer Parts, GEN – General Cargo. <Refer to File Maintenance –
System Code List: “CO”>
Carrier Carrier Code.
PIC Person who takes charge of the cargoes / contact person.
Tel Telephone Number.
Shipper Shipper ID.
Port Area Port Area. To send container to which port.

<Refer to File Maintenance – System Code List: “PORTAREA”>
Not applicable for Air Freight.
Tariff No Customer Tariff Number.
Location For Air Freight Operations, this is the Pool Address – Address for
consolidating goods.
Subcontractor Subcontractor ID. Subcontractor can be the internal trucking

department or outsider (third party).

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Field Meaning
Ref No Work Order Reference Number. Leave blank if you want system to
generate the number.
Truck No Truck Number.
Driver Driver ID.
IC Number Driver’s Identification Number.
Contact No Contact Number.
Status Work Order Status.
Approved By ID of user who approved work order.
Date Date of approval.
Assign Date Date on which Work Order is assigned.
Assign To Assigned to party.
Est Start Estimated Start Date.
Act Start Actual Start Date.
Est Port Entry Estimated Date of Port Entry. Not applicable for Air Freight.
Act Port Entry Actual Date of Port Entry. Not applicable for Air Freight.
Close Date Container Yard / Container Freight Station Close Date. The dates are
propagated from the Vessel Voyage table. Not applicable for Air
Freight.
Completed Date Date on which work order is closed.
Note: If the Unknown Shipment Check function is activated by Business Rule, the subcontractor (haulier)
handling the Work Order and the Collect From Party will also be checked to see if they are Known /
Unknown party. This check is done when you enter the Party ID or address of the sub-contractor on the
Work Order page.

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Transport
This page stores the collect from and deliver to addresses.
Note: If the Unknown Shipper Check function is activated by Business Rule, the subcontractor (haulier)
handling the Work Order and the Collect From Party / collection address will also be checked to see if they
are Known / Unknown party. This check is done when you enter the Party ID or address of the sub-
contractor on the Work Order page.
If the subcontractor / collection address is unknown, the system will ask if you wish to continue as this will
make the shipment unknown. If ‘No’, then the User will be returned to the Work Order and the subcontractor
/ collection address field will be blank. If ‘Yes’, the Shipment Known Indicator will become ‘Unknown’.
-If a shipper is ‘Unknown’, then the system will force the User to only use non passenger aircraft and will not
allow the shipment to be consolidated with other ‘Known’ shipments. This is in accordance to U.S. and U.K
regulatory requirements.
If you still wish to include the shipment with other “Known” shipments, the freight has to be screened. After
screening, an authorized user can change the Shipment Indicator to “Screened”. On saving the record, the
time date and name of user who changed the status to “Screened” is recorded in the Action Log for the Job.
This change action is auto monitored by KFF’s Data Driven Management System. For more information, ask
your System Administrator.
Field Meaning
Collect From Address, Customer Load Address and contact details . Customer Load Address
Contact Details is the address to collect goods from.
Deliver To Address, Terminal Address – Address to be delivered for loading to aircraft.

Contact Details
Remark
This page stores instructions and remarks related to the current work order.

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Field Meaning
Instruction Instructions in relation to work order.
Remark Remarks if any.

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How to Upload or Download eDocs?

At the eDoc page, you can upload or download a document here. You can also specify the access right of
each document. The e-document is viewable from the KFF Portal.
Field Meaning
Doc Type Type of document, e.g.

CI – Commercial Invoice
GD – General document
MF – Manifest
PO – Purchase Order
SD – Shipment Details
SI – Shipping Invoice
SO – Shipping Order
<Refer to File Maintenance – System Code List: “JOBDOCTYPE”>
Description Name of document.
File Name File name.
Status Status of document.
Upload Upload status of document.
Created by User who uploads the document.

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Field Meaning
Created Date Creation date.
Update by User who updates the document information.
Update Date Update date.
Remark Remarks.
Access Control Indicates which user can access the document.
To Upload a Document
Step 1: Click . This creates a new record.
Step 2: Enter Doc Type.
Step 3: Click . Select file from directory. The File Name displays.
Step 4: Enter Access Control and Remarks.
Step 5: Click .

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To Download a Document
Step 1: Tick the checkbox beside the record to select the document.
Step 2: Click .
Step 3: Click .
How to Perform Documents Tracing?

Several documents are required for freight forwarding. You can use the Document Tracing page to register
important documents for tracing purpose or you can register them via the Document Tracing module.
Job Related Documents
Field Meaning
Doc No. Document reference number.
Doc Code Document Type e.g. COE – Certificate of Origin, INV – Invoice, LIC-
Textile Licence, PO – Purchase Order, VIS – Visa, WHC –
Warehouse. <Refer to File Maintenance – System Code List : “DN”>
Description Document Name.

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Field Meaning
From Party, name Party from whom the document will be obtained.
No. of Copy Number of original copy required. This can be used to calculate the
document preparation charge at per set basis.
Status Document - Pending, Complete or Cancel.

Status Description Status Description.
Paid N: Not Paid

P: Partially Paid
F: Full Paid
You can base on the status to decide whether to return the document
to the customer.
Required to Prepare Indicates if the document needs to be prepared by local agent
Remark Remarks.
Get Indicator,Date, If the Get Indicator box is ticked, you can record the date and time of
Time, PIC and Get submission, Person-in-charge, who to obtain document from.
From
Need Send Out If the Need Send Out Indicator is ticked, you can record the sent out
Indicator, Date, Time, date and time, Person in charge of sending the document, which party
PIC, Send To the document is sent to.
Need Collection, Date, Tick the Need Collection box if you need to record:
Time, PIC, Collect -Collection date and time
From, Ref No -Person in charge of collection of document
-Which department or Person In Charge to collect document from
-Any cross reference number the party assigns to the document.
Need Return, Date, Tick the Need Return box if you need to record
Time, PIC, Return Mode -Return date and time
-Person in charge to return the document to
-Return mode - by courier or mail.
Courier Party, Name If the document is returned via courier, enter the courier company and
and Reference No. reference number.
Return Price (Currency) Courier charges.
Return Note Return Notes.
Created by User who register the document tracing information.
Created Date Creation Date.
Note: Alternatively, you can maintain a record of the documents via the Document Tracing module. Choose
Entry > Document Tracing.

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How to Enter User Define Fields for Customized Reports?

This section is applicable if you have customized reports that make use of the data entry at the user defined
fields (UDF). Refer to User Guide - File Maintenance on How to Set Up User Defined Fields.
Step1: Access the UDF page.
Step 2: Enter the required information.
Step 3: Click .
Step 4: If there are customized reports, click to print the report.

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How to Format Information for AWB Printing?

You can use the functions on this page to get invoice numbers, dimension, reference numbers and pre-set
notification messages for printing on the AWB. After the information is retrieved to the free text box, you can
type in additional text if needed. These text will be printed onto the Air Waybill.
The SCI (Special Customs Information) is to be printed on Air Waybills for consignments that are loaded,
unloaded or reloaded in an Airport in the European Community. At the SCI field, you can select the SCI
code or manually enter in the SCI free text. The SCI code denotes the category of shipment based on the
origin and destination country. Options are C – European Community (shipment originate from an EU
Country and to be delivered to European Country), X – Outside European Community (shipment originating
from an EU Country and to be delivered to a non-EU country), T1 – Customs Doc (bonded goods being
shipped out or within EU).

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Select from the drop down list for SCI codes or enter in the free text.
For fields relating to charges, you can also use the Others page to define how you want the charges to be
printed on the Air Waybill. Please see How to Control Printing of IATA Charge Codes on Air Waybill?

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3. How to Combine 2 or more Bookings into 1

Shipment?
Two or more shipment bookings can be combined into one shipment. In edit or modify mode, click
and select the other bookings to be combined to the current booking.
Step 1: Select the desired booking(s) to combine by ticking on the checkbox next to the booking no. You
can click to select all bookings from the current page.
Step 2: You can de-select desired booking(s) by ticking on the next to the booking number or you can
click on to de-select all selected booking(s).
Step 3: Click to initiate the combine process. You can select all bookings spanning multiple
pages by clicking .
All the combined booking’s cargo items are copied to the first booking and the pieces, weight and volume will
be totaled up.
Step 4: Click .

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4. How to Split a Shipment into Multiple shipments?

Large shipment booking can be split into two or more shipments. You can edit or modify the shipment and
click on to split into smaller shipment.
In the spilt screen, enter the shipment type of the new booking and the number of copies to split into. Click
to process. After this, you can edit the split shipments at the AWB Preparation screen.
Field Meaning
Split To Shipment type for the split shipment(s): H – House, B -Sub-house.
Split Of Copy Number of copies to split into.

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5. How to Convert Bookings to Air Waybills / Directly

Register Air Waybills?
In the previous section, “How to Register a Shipment Booking?”, you have seen how a booking is registered.
After booking is confirmed, you can prepare the Air Waybill as follows:
Via Booking From the Booking screen, you can activate the AWB Preparation hot
key on the Navigation bar to access the AWB Preparation screen.
Upon saving the booking record at the AWB Preparation screen, the
shipment booking converts to an Air Waybill Preparation record.
Note: All the changes made to the Air Waybill will be reflected on the
booking.
Via Menu bar Access the Air Waybill Preparation screen using the Menu Bar.
Choose Entry > Air Export > AWB Preparation.
At the Air Waybill preparation screen, click to retrieve the

shipment booking record. Upon saving, the shipment booking will be
converted into an air waybill.
-or-
At the Air Waybill preparation screen, click to copy from the

options.
Note: If you create AWB based on shipment booking, all the changes
made to the air waybill will not be reflected on the original booking.
Alternatively, if your organisation does not make use of the Booking facility, you can directly create the Air
Waybill record at the AWB Preparation screen. Choose Entry > Air Export > AWB Preparation at the Air
Waybill preparation screen. Click to create the new record.

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Air Export Air Waybill Screen
Note the Job No. and Job Date fields which are not found on the Booking screen. For the rest of the fields
and their description, refer to How to Register a Shipment Booking?

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6. How to Link Master Air Waybill to House Air

Waybills?
You can use the Consol operation to register carrier booking. Following this, you can attach the house air
waybills to this consol. Choose Entry > Air Export > Consol > Consol Operations. Note that the system will
not allow consolidation of a Master bill with a known shipper and a House bill with an unknown shipper and
vice versa if the Known Shipper Function is activated.
Consol Reference Section
Field Meaning
Shp Type Type of shipment: D - Direct shipment, M - Master shipment, S - Sub

Master, X - Super Master.
MAWB No Do one of the following:

1. Leave it blank: If you want to have an internal generated consol
number to identify the newly created consol upon saving. When
the consol is confirmed, you can assign a valid MAWB number on
modify mode.
2. Manually pick a valid MAWB number from the AWB inventory by
entering the MAWB prefix.
3. Leave it blank and tick the auto-assign MAWB No checkbox to let
system assign a valid MAWB automatically upon saving.
4. Manually enter a MAWB number. If the MAWB number is an
existing available MAWB in the AWB inventory, the system will
allow you to use the number and mark the MAWB status as
“used”.

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Field Meaning
Auto Assign MAWB No System will auto-allocate the next available MAWB No. from the
MAWB Inventory when this box is ticked.
Job No. Job number. Can be system assigned or manually entered
Job Date Consol Job Date. System will default to current date upon creation.
Coload Type of co-load shipment. CI - Coload In, CO - Coload Out, NA - Not

Applicable (normal consol).
Coloader Enter the co-loading party’s ID. You do not need to enter if the Coload
field is “NA”.
Shipper Shipper as printed in Master Air Waybill. It will be defaulted by local

agent.
Consignee Consignee as printed in Master Air Waybill. It will be defaulted to

overseas agent.
Close By ID of user who closed the consol upon completion of consol planning.
Once a consol is closed, you cannot make any changes to the consol.
All shipments under this consol cannot be detached / attached. Also,
shipment details cannot be changed. However, you can still make
changes on the revenue and cost details from the Job costing module.
Close Date Date on which the consol is closed.
Status Current consolidation status.
Type Description
C Created
D Departed
H Hold
M MAWB Number Assigned
N Cancelled
O Open for Booking
X Close for Booking
<Refer to File Maintenance – System Code List: “CONSOLSTS”>
Register By ID of user who registers the consol.
Vendor Tariff Vendor Tariff number applicable to the shipment.

System can automatically assign an existing tariff based on shipment
information.
Yield Yield = (Revenue - Cost) / Cost * 100
Revenue = Sum of all House Revenue (in local currency)+ Sum of
Consol Revenue (in local currency)
Cost = Sum of all House Cost (in local currency)+ Sum of Consol Cost
(in local currency)
Rounding method: 5-up-4-down and 2 decimal.
Note: Clicking brings up the Vendor Tariff Master Information.
See also How to Attach a Shipment to Master Air Way Bill?

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Flight Details
Tip: By entering certain search criteria e.g. Airport of Load/Discharge, then selecting the query box
alongside the entry line, the system will show all pre-loaded carrier schedules that have been uploaded
into the system. For further explanation, see How to Check up Flight Schedule for Air Export? in this
Guide.
Field Meaning
Carrier ID Airline carrier ID.
Carrier Code Airline Code.
Known Shipment Known Indicator - Known / Unknown / Screened.
-When a booking or AWB or MAWB is created, before a Shipper has

been nominated, you can leave the Shipper field as null. If shipper
field is null, the system will indcate the Shipment Known indicator as
“Unknown”.
-If shipper field is not null and the “known” indicator has not been
ticked on the Party Master, the system checks the address at the
Shipper field. If that address is Unknown, then the User receives a
pop up window stating that this will make the shipment ‘Unknown’ and
asking if the User wishes to continue.
If ‘No’, then the User will be returned to the screen and the Shipper
field will be blank.
If ‘Yes,’ then the Shipment Known indicator will be stated as
‘Unknown’.
-If shipper field is not null and the “known” indicator has been ticked on
the party master module, shipment is “Known” Shipment.
-If a shipper is ‘Unknown’, then the system will force the User to only
use non-passenger aircraft and will not allow the shipment to be
consolidated with other ‘Known’ shipments. This is in accordance to
U.S. and U.K regulatory requirements.
If you still wish to include the shipment with other “Known”
shipments, the freight has to be screened. After screening, an
authorized user can change the Shipment Known Indicator to
“Screened”. On saving the record, the time date and name of user
who changed the status to “Screened” is recorded in the Action Log for
the Job. This change action is auto monitored by KFF’s Data Driven
Management System. For more information, ask your System
Administrator.
Note that any Addresses which are added ‘on the fly’ (i.e. no existing
Party ID) will automatically be treated as ‘Unknown’.
In the Work Order tab, the system also performs checks on unknown
party at the collection address and subcontractor field.
Note: Only authorized user can change the Known Status in
shipment. This is controlled by privilege AEMODKNOWNSTATUS.

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Field Meaning
Aircraft Type A - Additional Cargo Mail Service

F - Cargo Aircraft
J - Normal Passenger Service
Q - Passenger Cargo in Cabin
U - Coaches, Trains, Limousines
V – Road Feeder
<Refer to File Maintenance – System Code List: “OAGST”>.
Origin Origin of the MAWB.
Destination Destination of the MAWB
To Enter the additional legs, which the MAWB transit prior to reaching the
final destination.
Flight No Flight number for each leg.
Flight Date Flight date and time of departure for each leg.
Pcs/Unit/Weight/Unit/Volume/Unit Section
Field Meaning
Booking:
Pcs & Unit Enter the pieces and unit at time of booking.
Weight & Unit Enter the weight and unit at time of booking.
Volume & Unit Enter the volume and unit at time of booking.
Actual:
Pcs & Unit The system uses Business Rule AEACTQTY to default the actual
Weight & Unit pcs/weight/unit to the booking. You can overwrite and enter the actual
Volume & Unit numbers.
Vol Wgt Consol Volumetric weight.
SCI SCI Code. X – Outside European Community, C- European

Community, T1 – Customs Document. <Refer to File Maintenance –
System Code List: “SCICODE”>. The code that you select will be
printed on the Air Waybill.

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House AWB
The listing is to show all shipments that are being consolidated into the current consol. The Master Air
Waybill is marked yellow.

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How to Attach Shipments to Consol?

You can attach shipments to a current consol or a shipment(s) from another consolidation to the current
consol.
To Attach Shipments to Current Consol

To attach shipments to the current consol, click . A selection screen displays for you to
retrieve the desired shipments as follows:
On the right is the current consolidation information showing space availability details as you add each
shipment to the consol.
Click to retrieve the underlying shipment(s) or you can click to retrieve the
booking(s) that satisfying the selection criteria.
Tick the checkbox beside the AWB(s) that you wish to attach. To attach the selected shipment(s)/booking(s)
to the current consolidation, click .
To Attach Shipments from another Consol to Current Consol
You can attach a shipment(s) from other consolidation into current consol simply by specifying the other
consolidation’s Master Air Waybill number into the MAWB field at the Criteria section.
Click to retrieve the underlying shipment(s) or you can click to retrieve the
booking(s) that satisfies the selection criteria.
Tick the checkbox beside the AWB(s) that you wish to attach. To attach the selected shipment(s)/booking(s)
to the current consolidation, click .

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How to Detach Shipment from Consol?

You can detach a shipment under the current consol by ticking the box next to the AWB and clicking
to initiate the process.
You will then be prompted to confirm detachment operation. Click to proceed or to cancel.
Finally, to complete the consolidation operation, click to update total of all shipments’
quantity, weight and volume to the consol actual quantity, weight and volume.

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How to Attach a Shipment to Master Air Way Bill?

You can attach the current House Air Waybill by entering the Master Air Waybill number (or a next higher
level shipment number) at the MAWB No. field. The consol details such as carrier, oversea agent, transport
information, etc. will be propagated to the Air Waybill.
Note that you will not be allowed to consolidate a house bill with an unknown shipper to a house bill with a
known shipper if the Known Shipper Function is activated.

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7. How to Maintain a Consol or Sub-master?

You can create and modify the different types of consol at the Air Export AWB screen. The shipment type is
“M” for consol, “S” for sub-master and “X” for super-master.
Note that you will not be able to modify a closed consol unless you re-open it (refer to following sections on
How to Close a Consol? and How to Re-Open a Consol? for details on closing or re-opening of consol).
Air Export Air Waybill – Consol Information
In the Item grid, you can click the button to pull all the house items into the Master or Sub
Master‘s Item. After that, you can make changes on these items. The pieces, weight and volume are totaled
up at the Master or Sub master level.

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8. How to Close a Consol?

You must be granted privileges to perform this operation. You can close the consol to prevent attachment
and detachment of its underlined houses. In modify mode, you can click the icon to close the current
consol.
You will be prompted to confirm closing the console. Click to proceed to close the consol or to
abort.
9. How to Re-Open a Consol?

You must be granted privileges to perform this operation. Open the Air Export AWB module, locate and
double click on the desired console to modify. You will be alerted if the requested console is closed.
You can now re-open the closed consol by clicking the icon.
When the consol is successfully re-opened, you can continue with the necessary operations and close the
consol when completed.

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10. How to Print Document Packets?

Document packets are pre-set up using the Set Up Module. A typical document packet for Air Export
comprises the Master Air Waybill, Manifest, Cargo Label, House Air Waybill and Invoice. To print the
Document Packet for Air Export, do as follows:
Step 1: Choose Document > AWB – Neutral, Master, Airline.
Step 2: Enter the AWB that you want to retrieve for printing and the Packet Code.
Step 3: Click . Do either step 4,5, 6 or 7.

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Step 4: Click to print. This function allows you to define you print settings.
Step 5: Click for packet distribution. This function sends or prints all documents within the packet to
the recipients.

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Step 6: Click for packet preview. This function enables you to preview all documents with the packet.
Use the next page button to move to the next document in the packet. After preview, you can print, send or
export the packet.
Step 7: Click for packet preview and print. This function enables you to preview all documents with the
packet and print after preview.

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11. How to Maintain Flight Schedules?

There are 2 ways to maintain flight schedule information:
• Air Flight Information can be uploaded directly to the Air Flight Schedule tables for reference during
AWB Preparation or Consol Building Preparation. This is done by running the Air Flight Schedule
Import job. This loads the air flight schedule ASCII file into KFF table. The format is based on the
OAG Flight schedule.

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• Directly entering the air flight schedule at the Air Flight Schedule screen.
To Create a new Flight Schedule:
Step 1: Choose Entry > Air Export > Air Flight Schedule. The Air Flight Schedule screen displays.
Step 2: Click to create a new Flight Schedule. Enter the necessary information as follows:

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Flight Schedule
Field Meaning
Origin Country Country where flight starts.
Origin City/Airport City / Airport where flight starts
Destination Country Destination Country.
Dest City/Airport Destination City / Airport.
Carrier Code Carrier Code e.g. SQ for SIA, CX for Cathay Pacific.
Flight Number Flight number e.g. 728.
Carrier Code2 Carrier Code e.g. SQ for SIA, CX for Cathay Pacific. This is the carrier
code of the second designated carrier where the flight is sold through
another airline company or when 2 airlines are involved in providing
the flight service.
Flight Number2 Flight number e.g. 620.
Departure Date Estimated date of departure at the originating station.
Departure Time Estimated time of departure at the originating station. The departure
time is based on local time in the format HHMM, e.g. ‘1430’.
Arrival Date Estimated date of arrival.

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Field Meaning
Arrival Time Estimated time of arrival. The arrival time is based on local time in the
format HHMM, e.g. ‘1430’.
Arrival Day Arrival Day code that shows if the carrier arrives on a different day
from Departure Date.
‘1’ = next day, ‘2’ = 2 days later, ‘P’ = arrives on previous day.
Elapsed journey time Elapsed Journey Time. The elapsed journey time is calculated from
the departure and arrival GMT times. Shown as HHHMM.
Days of Operation Days of the week. The days are departure days. Care should be taken
when examining arrivals at certain airports where the days have to be
adjusted to arrival days. This can be done using the arrival day
marker.
Effective From Date Flight schedule is effective from the date.
Effective To Date Flight schedule is effective up to this date.
General Aircraft Type General aircraft type code

This is the IATA generic aircraft type code used to describe one or
more aircraft of a particular type. A 747 Generic aircraft type includes
specific aircraft types: 747, 741, 742 or 74R.
Specific Aircraft Type IATA aircraft type code e.g 747, 741, 742 or 74R.
Service Type Indicates whether aircraft is passenger or cargo carrier.
Stops No. of stops made enroute to destination. The most given in this file is
13.
Intermediate Airports Intermediate Airports

These are shown as 3 letter IATA airport codes. If there are 3 stops on
route at Manchester, Glasgow and Aberdeen it would be shown as
follows ‘MANGLAABZ’. There can be up to 13 intermediate airports.
Full Routing Full route for flight. Eg. BA 009 full routing is LHR BKK SYD MEL.
This full routing will be shown as ‘LHRBKKSYDMEL’.
Domestic / International Indicator to determine passenger status for Minimum Connection

MCT Marker Times for the purpose of building connections. This can be used with
MCT information published but MCT calculations and rules for doing
this are very complex.
Government Approval Indicator to show flight is subject to government approval.
Comment Comment 010/050

Required when processing duplicating flights. 010 = Operating carrier.
050 = Non operating carrier.
011 = Part of the flight has a comment 010.
055 = Part of the flight has a comment 050.
015 = Part of the flight has a comment 010 and another part has a
comment 050.
Aircraft Change Indicator to show if there is aircraft change en route to destination.
Scheme Code Category code to be applied to carrier company.

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Step 2: Click the Others tab to record other information if needed.
Others
Field Meaning
Available Seats Available Seats.
Freight Tons Maximum weight of freight that can be carried by carrier. Where
specific freight data by carrier is not available aircraft defaults are
used.
Passenger Class1 – Passenger class.

Class10
Freight Classes Freight classes indicate the type of cargo that can be loaded onto the
aircraft.
Restriction Restriction Code.
Longest Sector Indicator to show flight with all sectors.
Distance The great circle distance expressed in statute miles.
Shared Airline Shows the carrier that operates the flight in a shared airline
Designator agreement.
Multi Carrier Designator Shows two or three carriers which jointly operate the flight.
Aircraft Owner Carrier that owns the aircraft.
Flight Duplication Indicates whether flight is duplicated.
Operating Marker Select Operating or Non-operating.
Ghost Flight An indicator to show non operating ghost/funnel flights.

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Step 3: Click the Duplicate tab to record other information if needed.
Duplicate
Field Meaning
Duplicate A marker to show if duplication is definite (D) or probable (P)..
Carrier Code Carrier Code of duplicate flight.
Flight Number Flight number of duplicate flight.
Step 4: Click to save.

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12. How to Check Up Flight Schedule for Air Export?

You can check up flight schedules for the airway bill at the AWB Preparation / AE Booking screen.
Alternatively, you can check up the flight schedules at the Air Export Console Operation screen.
How to Check Up Flight Schedules at the AWB Preparation screen?

Step 1: Choose Entry > Air Export > AWB Preparation. The AWB Preparation screen displays.
Step 2: Retrieve the required Master Airway Bill.

Step 3: Click on the Route & Terms tab.
Step 4: To look up the flight schedule, click . The OAG Flight Schedule screen displays.

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Selection Criteria
Field Meaning
Origin Country Country code of original location.
Origin City/Airport City/Airport code of original location.
Destination Country Country code of destination.
Destination City/Airport City/Airport code of destination.
Carrier Code Carrier code.
Flight Number Flight Number.
Departure Date Date of departure.
Departure/Arrival Time Time of departure/arrival.
<<Direct Flight>> Indicates whether it is a direct flight.
General Aircraft General aircraft type code.

This is the IATA generic aircraft type code used to describe one or
more aircraft of a particular type. A 747 Generic aircraft type includes
specific aircraft types: 747, 741, 742 or 74R.

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Field Meaning
<<Days of Departure>> Indicates the days of departure.
Service Type Indicates whether aircraft is passenger or cargo carrier.
Specific Aircraft IATA aircraft type code e.g. 747, 741, 742 or 74R.
Step 3: Enter your search conditions. The flights that match your selection criteria are displayed.
Step 4: Double click on the flight record to select the flight. The carrier code and flight number will be
displayed in the carrier fields on the Route & Terms Tab.
Step 5: Click .
Note: You can also look up the flight schedule from the AE Booking screen. The procedure is the same.

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How to Check up Flight Schedules at the Console Operation screen?

First, generate the weekly flight schedules from Console Scheduler screen. From the Console Operation
screen, you can retrieve the console record to view the flight schedule and re-select the flight if needed.
To Generate Weekly Flight Schedules:
Step 1: Choose Entry > Air Export > Consol > Console Scheduler.
Step 2: Click to create a new Consol Schedule Plan. Enter the Start Date, Template Code and click
Plan Information
Field Meaning
Batch No Batch No for consol schedule.
Start Date Start date for flight schedule.
Template Template code of consol schedule.
Status Status for generation function.

N - Not Ready
R - Ready
If flight schedules are not ready (not loaded or manually entered), the
system will display Not Ready message and will not generate the
consol schedules.

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1 -- 7 Days Consol Schedule Section
Field Meaning
Carrier Code Carrier code for flight schedule.
Flight No Flight number.
Origin Ctry Country code of origin.
Origin City City code of origin.
ETD Date Estimated date of departure of the originating station
ETD Time Estimated time of departure of the originating station.
Dest Ctry Country code of destination.
Dest City City code of destination.
ETA Date Estimated date of arrival.
ETA Time Estimated time of arrival.
Aircraft Type Aircraft type.
Scheme Code Refer to <Administrator Guide – Scheme Code Manager>

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To Check up Flight Schedules at the Air Export Console screen:

Step 1: Choose Entry > Air Export > Consol > Consol Operation from the Menu Bar.
Step 2: Click to retrieve the Master Airway Bill required. The consol details will be displayed. The
allotted Flight is displayed at the Flight Detail section. If you need to re-select the flight, do steps 2 to 5.
Step 3: At the Flight Detail section, click to activate the Search screen.
Step 4: Enter your search conditions. The flights that match your selection criteria are displayed.
Step 5: Double click on the flight record to select the flight. The carrier code and flight number will be
displayed in the carrier fields on the Route & Terms Tab.
Step 6: Click .

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13. How to Auto-Submit Freight Booking Request to

SITA?
At the Consol Operation screen, you can activate auto-submission of Freight Booking Request to SITA.
Ensure that you select B - “Airline Space Booking Status“ at the Status field.
After you have saved the record, the system will activate a service to generate a message file to SITA.
For more information on SITA submissions, refer to <User Guide - Interface Facilities>.

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14. How to Create an ULD Load Plan?

The ULD load plan screen allows you to create an ULD Loan Plan quickly by picking items from the desired
Master Air Waybills.
Step 1: From the AE Booking or AWB Preparation screen, click the ULD Load Plan hot key on the
Navigation Bar. The ULD Load Plan screen displays.
Step 2: Click to activate the ULD Information section, then click to add a new ULD load plan.
Enter the necessary information as follows:
ULD Information
Field Meaning
ULD No ULD No.
Type Type of ULD: AKE, AKN, DPN, etc.
PCS Pieces.
Unit Pieces/Packages/Cartons/Pallets.
Wgt Total weight of the load.
Unit Unit of measurement for weight.
Vol Total volume of the load.

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Field Meaning
Unit Unit of measurement for volume.
Ref. No System generated reference number for the ULD plan.
Close Tick the checkbox to close the ULD plan.
Carrier Carrier ID for the ULD plan.
Flt Date Flight date.
Remark Remark.
Step 2: Tick the checkbox beside the ULD record and click on Master Information section.
The Pick window displays.
Step 3: Retrieve the Master Air Waybills using the search function. Tick the checkbox beside to select the
required Master Air Waybills and click . The Master Air Waybills will then display at the Master
Information section.

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Step 4: At the ULD Item Information section, click . Select the item records from the
Master Air Way bill and click . The Item Information will then display at the ULD Item
Information section.
Note: To detach any ULD Item record, you can tick the checkbox beside the item and click
.
Step 5: After you have completed the loading plan, click to save. If you wish to save and close the
plan, click .

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Air Import Operations

The chart below shows how each module of the KFF system relates to the Air Import Operations. The blue
boxes depict the Air Import Operations that are covered within this module. Details on the other modules are
provided in the respective User Guides.
Quote Pre-Alert
Customer
Tariff Air Import
Preparation
Carrier / Vendor Cargo Global

Tariff Delivery Warehouse Inventory
Order
Work Road
Order Freight
Billing Charge
Related Customs Sea
Declaration Freight
Payment Non
Requisition Job
Job Profit
Interface to
Costing Share
Financial Systems
Service Plan / Reporting Portal

Track & Trace/ Service
Doc Tracing

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1. How to Record Air Import Shipment?

An Import shipment from overseas agent is recorded into the system through one of the following process:
1. Manually input the shipment details.

2. If your overseas agent uses KFF, the KFF connector will automatically create import shipment
details based on export shipment data. After the import, you will have to confirm the Pre-alerts.
See KFF User Guide – Interface Facilities: How to Confirm Pre-alert from Freight Forwarding
partners?
3. Develop an interface program to import shipment data via EDI. See KFF User Guide –
Interface Facilities: How to Import EDI Booking / Shipment Confirmation? and How to Import
EDI Shipment Confirmation?
2. How to Maintain Import Consol?

At the Air Import Consol screen, you can view the Master Air Waybills with its underlying House Air Waybills.
Choose Entry > Air Import > Import Operation. The Air Import Consol screen displays.

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Consol
Consol Reference
Field Meaning
Shp Type Type of shipment. D - Direct shipment, M - Consol shipment.
MAWB No MAWB Number. The system performs the MAWB modulus 7 check
after you have entered the 7 first digits. It calculates the 8th digit,
appends it to your entry and tells you “The last digit of MAWB number
is <result>” if your data entry is correct. If incorrect, the system will
prompt “Invalid MAWB No. Modular 7 check fail.”
Job No Job number - System assigned or manually entered.
Job Date Consol Job Date. System will default to current date upon creation.
Coload Type of co-load shipment.

Type Description
CI Co-load In
CO Co-load Out
NA Not Applicable (normal consol)
Coloader Co-loading party’s ID. You do not need to enter if the Coload field is
“NA”.
OAgent Overseas Agent ID.
Breakbulk Breakbulk Agent ID.
Close By ID of user who closes the consol upon completion.

A closed consol will prohibit changes to the entire consol but the user
can still make changes on the revenue and cost details from the Job
costing module.
Close Date Date on which the consol is closed.

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Flight Details
Field Meaning
Origin Origin of MAWB.
Destination Destination of MAWB.
Carrier ID Carrier ID.
Carrier Airline Code
Flight Flight number.
ETD Estimated date and time of departure from the originating station.
Arrival Actual arrival date and time at destination station.
Quantity
Field Meaning
Pcs & Unit Total pieces and unit.

Weight & Unit Total weight and unit.
Volume & Unit Total volume and unit.
CW Chargeable weight of Master Air Waybill.
AWB Date Master Air Waybill execution date.
House AWB
Listing of shipment(s) consolidated into current Master Air Waybill.
Note:
Clicking allows you to access the Air Waybill Details screen. You are required to save
the Consol information first.

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Attachment of Shipment to Consol

To attach additional shipments to the current consol, click . Enter the search criteria to retrieve
the required Air Waybills and click .
Tick the checkbox beside the desired AWB(s) and click . The AWB will be attached to the
consol. See How to Record Air Import Shipment Details.

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3. How to Record Air Import Shipment Details?

You can create the Arrival Notice for the current Import Consol by clicking . This brings
you to the Arrival Notice screen where you can enter the Air Waybill Details.
Alternatively, you can access the Air Import Arrival Notice screen via the menu bar. Choose Entry > Air
Import > Arrival Notice. You can attach the Air Import Arrival Notice by entering the Consol or MAWB No.

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AWB Information
Field Meaning
Shipment Type Shipment Type:
D Direct
H House
M Master
S Sub-Master
X Super-Master
AWB No Air Waybill Number. If you want to be able to change the AWB
Number, set Business Rule AIMODDOCNO #41 to enabled.
Job No System auto generates a job number if the field is left blank.
MAWB No MAWB number that this booking will be attached to. Note: you must
create the MAWB booking first in order to attach the direct or house
bookings to it.
Consol Consol number assigned to a specific MAWB upon consol creation.
RLJ R- Routing shipment. L- Local shipment. J- Joint shipment.

<Refer to File Maintenance – System Code List: “RL”>
Coload Type of co-load. CI: Co-load In shipment. CO: Co-load Out shipment.
NA: Not Applicable.
<Refer to File Maintenance – System Code List: “COLOAD”>
Coloader Co-loading party for co-load shipment.
Customer Customer of the booking.

Usually, for local shipment, customer is the prepaid Billing party for the
shipment. For routing order, customer is the overseas agent.
Shipper Shipper.
Consignee Consignee.
Notify Notify Party.
Sales, Department Sales representative and Sales Department that handles the customer
accounts.
Status Current Status code.
Stage Stage Code

E: Exception (PO Cancelled)
O: Order
F: Order Confirm
Q: Quote
B: Booking Confirmed
S: Shipment Confirmed
C: Combined to a shipment
L: For Dispatch (Only apply for Load)
A: For FOB shipment
N: Non-job
P: Pending for confirmation

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Services
Field Meaning
Origin Origin of shipment.
Destination Destination of shipment.
Carrier ID Carrier ID.
Carrier Airline code.
Flight No. Flight number.
Arrival Actual arrival date and time at destination station.
Lane User definable route category. <Refer to File Maintenance – System

Code List : “LN”>
Route Route ID. Route specifies a specific path from origin to destination.
<Refer to File Maintenance – Route> for detailed setup information.
Promised Delvy Promised Delivery - Estimated Arrival Date at Place of Delivery.
Service Type DTD - Door To Door, DTH -Door To Hub, DTP - Door To Port, HTD -
Hub To Door, HTH - Hub To Hub, PTD -Port To Door, PTP - Port To
Port.
Service Level Service Level Required for the shipment.
Service Plan Service Plan for the shipment.
Service Request User definable according to the services they offer: Customs
Clearance / Quarantine / Full-Pickup / Partial-Pickup/ Shipper Delivery.
Special shipment User definable e.g. Big Size Cargo, Dangerous Cargo, and Refrigerate
requirements Cargo etc.
Related Party
Field Meaning
Real Csgn Shipment Real Consignee. You may enter “To Order” or a bank name
in the consignee field for air waybill printing, but enter the real
consignee in this field for reporting or tariff searching purpose.
Also Notify Also Notify Party on air waybill.
nd nd
2 Also Notify 2 Also Notify Party on air waybill.
OAgent Overseas Agent. Collect Charges are billed to the overseas agent.
Handling Agent For triangle shipment, handling agent is the break bulk agent at
destination and Overseas Agent is the sales agent.
Broker Customs Broker assigned for customs declaration. This can be set up
at the Party Master table.

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Field Meaning
Quarantine Agent assigned for Quarantine declaration. This can be set up at the
Party Master table.
Warehouse Warehouse assigned for cargo storage.
Trucking Trucking/Pickup Agent assigned for cargo pickup
Statistic Report statistical group. It can be set up at the Party Master table.
rd rd
3 Party Rating When you want to apply 3 party tariff to a customer, you can fill in the
rd
3 party ID here. System will assign the tariff number according to the
rd
3 party.
Opens the Job Party screen for you to input information on other
parties involved in the job. See Job Party screen.

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Job Party
Field Meaning
Party Type CFS / LOADADDR. CFS – Container Freight Station (applicable for
Sea Freight jobs). LOADADDR –(i.e. Shipper’s load address for
Export jobs and Customer’s address for Import jobs).
Party ID Identification Code of Party to pick up cargo from.
Contact, Full Name, Party related contact details.

Tel, Fax,.
Address CFS Addresses are filtered by POL for export jobs and by POD for
import jobs. LOADADDR will be retrieved from
PickUp/Local/Company address, in that order.
Profit Share
This is an indication of the agreement between export and import agents as to how much of the shipment
profit is distributed to each party. These agreements are pre-entered by your system administrator via
Maintenance > Profit Share Setup. You can manually assign an existing profit share contract number for the
profit share module or leave it blank to let system automatically assign a contract number when you prepare
the profit share. You can enter third party and fourth party for profit share if needed.
Field Meaning
Contract No Profit Share Contract number. You can manually assign an existing
profit share contract no. for the profit share module or leave it blank to
let system automatically assign a contract no.
Third Party 3rd Party ID involved in the profit share.
Fourth Party 4th Party ID involved in the profit share.

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How to Record Route Information?

You can enter the transportation information, freight terms, etc in this section. You can pick the Master Air
Waybill from the list of Master Air Waybills that match the origin city and destination.
Route
Field Meaning
Mode Mode of transport – Air.
Origin Country code and city code.
Dest Destination country code and city code.
Carrier Carrier.
ETD Estimated date & time of departure.
ETA Estimated date & time of arrival.
VIA For transit shipment, enter the via country and city code
Space Allocation Code XX: Cancel Any Previous Space Allocation

SS: Report Sale of Space
NA: Requesting Space Allocation. If not available, will accept
alternative.
NL: Requesting Space Allocation. If not available, put on wait
list.
NN: Requesting Space Allocation. If not available, will not accept
alternative.
HN: Space allocation on a specific flight has already been
requested.
HK: Space is being held as confirmed on a specific
flight.
HL: Space allocation request on a specific flight
has been assigned to a wait list.
FMCode.Type =’IATASPACEALLOC’

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Field Meaning
ATD Actual date & time of departure.
ATA Actual date & time of arrival.
Note:
The Look Up Flight function is available for Master Air Waybills. For more information, refer to How to Check
up Flight Schedule for Air Export?
Clicking shows the confirmed / other route arrangements from SITA. For more information, refer to
<User Guide – Interface Facilities on How to View SITA related Air Route Information?>

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How to Record Shipment / Warehouse Information?

On the Others page, you can enter other shipment information such as information regarding dangerous
goods, Warehouse instructions, C.O.D and Insurance information, etc.
Note: Currently, what is recorded in this section is not linked to the Cargo Warehouse module.
Shipment
Field Meaning
Global ID Unique ID automatically assigned for Global Tracking.
Shp Category Shipment Category.

If Origin and Destination are different countries, shipment category is
“I”.
If Origin and Destination are in the same country, shipment category is
“D”.
If Origin and Destination are in same city, shipment category is “L”.
<Refer to File Maintenance – System Code List: “SHPCATG”>
Booking No Booking Number.
Project Project ID. <Refer File Maintenance: Project Master>
WF Status Workflow status.

<Refer to File Maintenance – System Code List: ‘WFBKSTATUS’>
Transshipment Transshipment Type. System will automatically default it when the
POD is not the same country of the local agent.
Transshipment type “TP” means True transshipment, when the import
shipment is copied as export shipment, the shipper and consignee are
the same.
Transshipment type “SB” means switch transshipment, when the
import shipment is copied as export shipment, the import consignee is
copied to export shipper and export consignee is blank.
Triangle Tick the checkbox to indicate triangle shipment.
FOB Booking Indicates FOB shipment.
LC Shipment Tick the checkbox to indicate Letter of Credit is required.
Assembly Shp Tick this checkbox to indicate an assembly shipment.

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Warehouse
Field Meaning
Cargo Receipt No. Cargo receipt number.

It can be automatically generated or manually assigned. You can use
business rule CMAUTOINTOWH to define the numbering method.
Move In Cargo move in date and time.
Move Out Cargo move out date and time.
Instruction Instructions, if any.
CFS Identification code of Container Freight Station assigned by US

Customs.
<Refer to File Maintenance – System Code List: “CFS”>
COD
Field Meaning
Curr/Rate Cash on Delivery currency code and exchange rate.
Amount Cash on Delivery amount.
LC Amount Amount in local currency.
LC COD Fee Cash on Delivery Fee in local currency.
Curr/Ex. Rate
Field Meaning
PP Currency and exchange rate for pre-paid (PP) charges.
CC Currency and exchange rate for collect charges (CC).
Insurance
Field Meaning
Declared Value For Declared Value For Carriage.

Carriage
Declared Value For Declared Value For Customs.

Customs
Insurance Amt/Curr Amount and currency code for insurance.

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How to Record PO Information?

This section captures the Purchase Order information. This information is retrieved and printed onto the
Delivery Order when you pick an item for release.
PO Item
Field Meaning
Description Item description.
Pcs No. of pieces.
Unit Pieces, cartons, packages, pallets.
Wgt / Unit Gross weight and its unit of measurement.
Vol Volume.
Inner Pcs Inner quantity
Invoice No Invoice number.
Invoice Date Invoice Date.
Unit Price Unit price.
FOB/CIF FOB or CIF value.
ExRate Exchange rate.
Local Amt Amount in local currency.
Origin Country of origin of item.
Hazard Code Hazard Code.
Item Owner at Origin Owner of item at Origin.

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Field Meaning
WHS Code at Origin Warehouse Code at Origin.
Item Code at Unit price currency code.

Destination
WHS Code at Warehouse Code at Destination.

Destination
How to Record Remarks?

In this section, you can enter remarks pertaining to dimensions, shipping instructions or other remarks
regarding the cargo.
Remarks
Field Meaning
Type Type of remarks : DM – Dimension, RM – Remarks, IN – Shipping

Instruction.
<Refer to File Maintenance – System Code List: “REMARKTYPE”>
Description Description of the remark type.
Remarks System will pull over any shipping instructions that are defined in the
party relation.
System will pull the shipping instruction based on
-Shipper and consignee pair
-Shipper’s shipping instructions
-Consignee’s shipping instructions.

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How to Record Reference Numbers?

This section stores the trading, customs clearance, and other document reference number.
Ref No
Field Meaning
Ref Code Reference Type: DO-Delivery Order, INV- Commercial Invoice, PMT-
Permit Number, LIC - License Number. <Refer to File Maintenance –
System Code List : “DT”>.
No. Reference Number.
Remarks Document Reference Remarks.

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How to Record Work Order?

You can use the work order page to register cargo pickup information. You can arrange multiple pickup here
by creating multi line records. The pickup information that you entered here can be retrieved at the Work
Order module. The display of the Work Order page is controlled by Business Rule A*SHOWWO.
Upon entering this page, when you click , basic item and transport details are obtained from the Air
Waybill record. Enter the other required information.
Info
Field Meaning
PCS/Wgt No. of pieces / weight of cargo.
Volume Volume.
Port Area Port Area. (Not applicable to Air Freight.)

<Refer to File Maintenance – System Code List: “PORTAREA”>?
CTN Container Type
Comm Commodity Code and Description. E.g. CAM – Chemical, COM-

Computer Parts, GEN – General Cargo. <Refer to File Maintenance –
System Code List: “CO”>
Carrier Carrier Code.
PIC Person in charge.
Tel Telephone Number.
Shipper Shipper ID.
Tariff No Customer Tariff Number.
Subcontractor Sub Contractor ID.
Ref No Work Order Reference Number. Leave blank if you want system to
generate the number.

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Field Meaning
Truck No Truck Number.
Driver Driver ID.
IC Number Driver’s Identification Number.
Contact No Contact Number.
Status Work Order Status.
Approved By ID of user who approved work order.
Date Date of approval.
Assign Date Date on which Work Order is assigned.
Assign To Assigned to party.
Est Start Estimated Start Date.
Act Start Actual Start Date.
Est Port Entry Estimated Date of Port Entry. (Not applicable for Air Freight)
Act Port Entry Actual Date of Port Entry. (Not applicable for Air Freight)
Close Date Date on which Container Yard / Container Freight Station is closed.
(Not applicable for Air Freight)
Completed Date on which Work Order is complete.
Transport
Field Meaning
Collect From Address, Address and contact information of party to collect from / Terminal
Contact Details Address.
Deliver To Address, Address and contact information of party to deliver to.

Contact Details
Remark
Field Meaning
Instruction Instructions in relation to work order.
Remark Remarks if any.

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How to Perform Doc Tracing?

Some documents are required for cargo movement. You can maintain a record of the documents here-
where the document is located, what the status is, who is in charge, etc.
Job Related Documents
Field Meaning
Doc No. Document reference number.
Doc Code Document Type e.g. COE – Certificate of Origin, INV – Invoice, LIC-
Textile Licence, PO – Purchase Order, VIS – Visa, WHC –
Warehouse. <Refer to File Maintenance – System Code List : “DN”>
Description Document Name.
From Party, name Party from whom the document will be obtained.
No. of Copy Number of original copy required. This can be used to calculate the
document preparation charge at per set basis.
Status Document - Pending, Complete or Cancel.

Status Description Status Description.
Paid N: Not Paid

P: Partially Paid
F: Full Paid
You can base on the status to decide whether to return the document
to the customer.
Required to Prepare Indicates if the document needs to be prepared by local agent
Remark Remarks.
Get Indicator, Date, If the Get Indicator box is ticked, you can record the date and time of
Time, PIC and Get submission, Person-in-charge, who to obtain document from.
From
Need Send Out If the Need Send Out Indicator is ticked, you can record the sent out
Indicator, Date, Time, date and time, Person in charge of sending the document, which party
PIC, Send To the document is sent to.

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Field Meaning
Need Collection, Date, Tick the Need Collection checkbox if you need to record:
Time, PIC, Collect -Collection date and time
From, Ref No -Person in charge of collection of document
-Which department or Person In Charge to collect document from
-Any cross reference number the party assigns to the document.
Need Return, Date, Tick the Need Return checkbox if you need to record
Time, PIC, Return Mode -Return date and time
-Person in charge to return the document to
-Return mode - by courier or mail.
Courier Party, Name If the document is returned via courier, enter the courier company and
and Reference No. reference number.
Return Price (Currency) Courier charges.
Return Note Return Notes.
Created by User who register the document tracing information.
Created Date Creation Date.
Note: Alternatively, you can maintain a record of the documents via the Document Tracing module. Choose
Entry > Document Tracing.
How to Record Item Information?

This Item page captures the freight terms, bank release order and charge information.

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Commodity Section
Field Meaning
Commodity Commodity code and description. <Refer to File Maintenance –

System Code List : “CO”>
Terms
Field Meaning
Inco Term International Commerce Terms

CFR - Costs and freight to port of destination
CIF - Costs, insurance & freight to port of destination
CIP - Carriage and Insurance Paid to named destination
CPT - Carriage Paid to named destination
DAF - Delivered at Frontier to named place
DDP - Delivered Duty Paid to named place
DDU - Delivered Duty Unpaid to named place
DEQ - Delivered Ex Quay to named port
DES - Delivered Ex Ship to named port
EXW -Ex Works at named location
FAS- Free Alongside Ship to named port of origin
FCA - Free Carrier to named point
FOB - Free On Board to named port
<Refer to File Maintenance – System Code List: “INCOTERM”>
Inco Location Location displayed depending on the Inco picked. For example, if you
picked FOB, then port of discharge (NEW YORK CITY) is displayed.
This Inco Location setting is defined at the System Code Maintenance
table.
When you define the INCOTERM code during System Code

Maintenance, this is how you can put in the location name setting in
the Notes1 field:
Options are porname, polname, podname, devryname or destname.

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Field Meaning
Tariff Tariff Code.
Freight Freight Terms - Prepaid / Collect / All-in.
Other Terms Prepaid / Collect.
Vendor Tariff Vendor Tariff Code.
Prepaid Prepaid Charge currency code and exchange rate. The exchange rate
is retrieved from the Exchange Rate table.
Billing Terms The agreed payment terms with the customers .e.g. Credit or Cash
sales. <Refer to File Maintenance – System Code List : “CSIND”>
Insurance Type Insurance Type. <Refer to File Maintenance – System Code List :
“INSURTYPE”>
Insurance Date Insurance Date.

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Bank Release Order
Field Meaning
Require BRO Indicate if Bank Release Order is required for LC shipments. Delivery
Order can be created only after BRO number is entered.
BRO No Bank Release Order Number.
Release Issuing bank of the Bank Release Order.
Remarks Remarks, if any.
Charge
Field Meaning
AWB Curr/EX Rate The air waybill currency and its exchange rate to convert CC charge
from foreign currency to local currency.
Freight Charge Freight charge amount (either Prepaid or Collect).
Valuation Charge Valuation charge amount (either Prepaid or Collect).
Other Charge Due Other charge amount to be borne by carrier.

Agent
Total Charges System calculated Total Prepaid and Collect amount in air waybill
currency.
Total Charges (Local System converts total collect amount from foreign currency to local
Amt) currency
Total Tax Total tax amount in local currency if any.
Total Other Local System computes total charges (local Amt) and Total Tax to this field.
Charges
Quantity section
Field Meaning
AWB Air waybill pieces, weight and volume together with their respective
unit.
Arrival Actual arrival pieces, weight and volume together with their respective
unit.
Vol Weight Volumetric weight.
Chrg. Wgt This is the greater of gross weight or volumetric weight.
FRT Rate Freight rate. System uses freight rate from the customer tariff if it is
setup.

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4. How to Issue DO to Release Cargo?

While you are in the Air Import Operation, you can click on the “Delivery Order” hot key to issue a Delivery
Order. Alternatively, you can access Issue DO screen from the menu bar.
How to Create a Delivery Order?
Step 1: Choose Entry > Air Import > DO Process. The Delivery Order screen displays.
Step 2: Click .to create a new Delivery Order.
Step 3: Enter the required information and click to save or to print DO.
Note: You can create as many as DOs as you need for your shipment.

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Job Section
Field Meaning
Job No. Import Job Number
Booking No Booking Number.
AWB/BL No AWB Number
MAWB / Lot MAWB Number.
Flt No. Flight Number.
DO No. System generated Delivery Order number.
DO Section
Field Meaning
DO Date Delivery Order Date.
Biz Type AE / AI / SE / SI.
Pcs, Weight, Volume Delivery pieces, weight and volume.
Commodity Commodity Description.

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Balance Section
Field Meaning
AWB/BL Shipment Pieces, Weight and Volume as shown on Air Waybill.
Delivery Delivered Pieces, Weight and Volume.
Balance Outstanding pieces, weight and volume.
DO Details – Consignee Section
Field Meaning
Consignee Code Consignee Party ID.
Name, Address, System will display the first delivery address of the consignee.
Contact Details You can choose other delivery addresses from the drop down list.
DO Details – Collect At Section
Field Meaning
Code Collection warehouse code.
Name, Address, Warehouse address and contact.

Contact Details
DO Details – Shipper Section
Field Meaning
Code Shipper Party ID.
Name and Details Shipper addresses and contact details as in air waybill.
DO Details – Notify Section
Field Meaning
Code Notify party ID.
Name and Details Notify party address and contact details as in air waybill.

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Cargo Item
At this page, the system displays the Items based on shipment item records. You can pick the items from
your warehouse or edit the goods information according to your delivery. You can also include other house
shipment items to the current delivery order by using the Combine DO function.
Houses attached to the same master can be released on the same delivery order. Click “Combine DO” to
pick other house shipment items to add to the current delivery order.
Delivery Notes
DN Details
Field Meaning
Code Transport agent party ID.
Name, Address, Transport agent party name and contact details.

Contact Details
Truck No Delivery truck number.
Driver Driver’s name.
Estimated Delivery Scheduled delivery date & time.

Date/Time

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Field Meaning
Actual Delivery/Time Actual delivery date & time.
DO Release To Name of person who receives the delivery order.
Remark Remarks.
Free Storage Until Free storage deadline.
Received By Cargo Received By (Consignee).
Received Date Date received on which cargo was received by consignee.
Released Authority By Name of person who authorizes the release.

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Shipment Revenue and Cost

1. How to Record Shipment Revenue?
Revenue can be captured at various stages of a shipment. You can do so while doing shipment booking or
AWB Preparation or Work Order via the Revenue Tab. Note that the Revenue charges on this page are
provisional revenue. If your provisional revenue is the same as your confirmed charge, you can click
or to generate the outgoing bills online for the confirmed charge. Items that are
already billed from this screen or from the Billing Module are marked yellow and cannot be changed.
TIP: For more billing functions, use the Billing Module where you can record additional actual charges. Note
however, the additional actual charges are not reflected on this Revenue page. Actual charges are reflected
on this Revenue page only when you choose to bill less than the provisional revenue. For example, for a
$100 provisional revenue charge, if actual bill to customer is $60, the system writes back the actual amount
in the Charge section and adds a row to show the balance of $40 as an additional provisional revenue
charge for next billing.

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Charge Detail
Field Meaning
Charge Code Charge Code e.g. AWB – Air Waybill Fee, FRT – Freight Charges.
Description / Local English / Local Description for the Charge Code.

Description
Bill To Bill to Party.
Bill To Desc Name of Bill To Party.
CO Party Original Billing Party.
Rate Rate charges retrieved from Customer Tariff Table.
Quantity/Unit Chargeable Weight, Chargeable volume, Quantity, Distance and the

related unit. For example, 200 kg, 300 pallets, 60 cubic foot. For
standard charges, e.g. custom fee, fuel surcharge, enter unit Quantity
as 1.0000 STD.
Curr / Ex-Rate Currency for charges incurred and the exchange rate. The system
retrieves the exchange rate based on the following rule:
For Super Master / Master / Direct, retrieve IATA rate.
For House Waybills, retrieve HAWB rate.
If the IATA / HAWB rates are not set up, retrieve ‘AE’ -Air Export rate.
If AE rate is not set up, retrieve ‘EX’- Export rate.
If ‘EX’ type is not set up, retrieve ‘*’- all type rate.
Amount Amount incurred.
Local Amt Amount incurred in Local Currency. This is automatically calculated.
PC Prepaid or Collect indicator.
VAT VAT Indicator.
rd
3 Factor/Unit Third factor for charge calculation as defined in Charge Code Setup.
Doc Type The charge will be posted to designated billing document type: CN –
Credit Note, CS - Cash Sales, DN – Debit Note, IV – Invoice. The
document type may be changed based on customer or overseas agent
requirement.
Terms Billing terms.
Profit Centre Profit Centre/Department.
Cost Centre Cost Centre/Department.
Disburse Indicates whether the charge code is a disbursement item.
ICA Inter Company Charge. Tick the checkbox if the charge is an internal
company charge.
VAT Amt LC VAT amount in local currency.

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Field Meaning
Remarks Remarks.
Batch No Batch Number.
From Tariff Tick this checkbox if charge is calculated based on Tariff table. Note
that if you change the charge amount, this indicator “From Tariff” will
be unticked to indicate that the rate is no longer “from Tariff”.
Non - billable Whether billable or non-billable.
Screen Buttons
Function Meaning
Add a new charge. When you add a new charge that has been set up
in the Tariff table, system will refer to the tariff to retrieve rate or
amount.
Delete an existing charge.
Click on the button to retrieve tariff rate from Customer Tariff and to
calculate the charge amount. For subsequent click(s) on this button,
all charges originally from tariff will be deleted and computed again.
TIP: If however, you have changed any charge originally from

tariff and you later decide to get the tariff rates again from the
Customer Tariff, then you will need to delete all the charge
records first or else the Calculate function will not retrieve the
tariff rate from Customer Tariff.
If there are updates informed by Sales, you can click this function to
recalculate the tariff. This function does not apply when the invoice
has been billed.
Click on the button to recalculate the highlighted (selected) charge on

the list based on Customer Tariff rate. (This will recalculate the
charges according to the new rate and quantity.)
Clicking on the button will display the cost items that are to be charged
to customer.
Click on the button to copy the revenue template. This is to help you
enter the revenue quickly. This is controlled by Business Rule
AEREVTEMP and AECSTTEMP / AIREVTEMP and AICSTTEMP.
Click on the button to create Prepaid Billing online, according to the

Bill To and document type. After creating the bill, system will show you
the billing details on a pop up screen.
Click on the button to create Collect Billing online, according to the Bill
To and document type. After creating the bill, system will show you the
billing details on a pop up screen.

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2. How to Record Shipment Cost?

Provisional Cost items are recorded via the Cost Tab. If your provisional cost is the same as your confirmed
cost, you can click to create payment requisition online. Items that are already paid are
marked yellow and cannot be changed.
TIP: To register actual incoming bills, use the Incoming Bill Register. This module helps you to match the bills
to the jobs and record any other additional actual costs. Note however that the additional actual costs are not
reflected on this Cost page. Actual charges are reflected on this Cost page only when you choose to pay less
than the provisional cost. For example, for a $100 provisional cost, if actual payment is $60, the system writes
back the actual amount in the Cost section and adds a row to show the balance of $40 as an additional
provisional cost for next payment.
Spot Rate/Unit
This section is only applicable for Master/Direct Air Waybill costing.
Field Meaning
Spot Rate Ad-hoc (one time use) freight rate.
Currency Spot rate currency.
Type Type of spot rate e.g. net rate, minimum charge, percentage..

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Cost Detail
Field Meaning
Cost Code Cost Code. TNF – Customs Clearance Fee, THC – Terminal Handling
charge.
Description / Local English / Local Description for the Cost Code.

Description
Pay To Pay to Party.
Pay To Desc Name of Pay To Party.
KB Role Role of Kick Back Party – Overseas Agent, Consignee, Co-loader.
Rate Rate charges retrieved from Customer Tariff Table.
Quantity/Unit Chargeable Weight, Chargeable volume, Quantity, Distance and the

related unit. For example, 200 kg, 300 pallets, 60 cubic foot. For
standard charges, e.g. custom fee, fuel surcharge, enter unit Quantity
as 1.0000 STD.
Curr / Ex-Rate Currency for charges incurred and the exchange rate. The system
retrieves the exchange rate based on the following rule:
For Super Master / Master / Direct, retrieve IATA rate.
For House Waybills, retrieve HAWB rate.
If the IATA / HAWB rates are not set up, retrieve ‘AE’ -Air Export rate.
If AE rate is not set up, retrieve ‘EX’- Export rate.
If ‘EX’ type is not set up, retrieve ‘*’- all type rate.
Amount Amount incurred.
Local Amt Amount incurred in Local Currency. This is automatically calculated.
PC Prepaid or Collect indicator.
VAT VAT Indicator.
rd
3 Factor/Unit Third factor for charge calculation as defined in Charge Code Setup.
Doc Type The cost will be posted to designated payment document type. The
document type may be changed based on coloader or overseas agent
requirement.
Terms Billing terms.
Due To Due to Agent / Carrier.
AR / AP Accounts Receivable / Accounts Payable Item.
Profit Centre Profit Centre/Department.
Cost Centre Cost Centre/Department.
Disburse Indicates whether the charge code is a disbursement item.

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Field Meaning
ICA Inter Company Charge. Tick the checkbox if the charge is an internal
company charge.
VAT Amt LC VAT amount in local currency.
Remarks Remarks.
Batch No Batch Number.
From Tariff Tick this checkbox if charge is calculated based on Tariff table.
Non - billable Whether billable or non-billable.
Screen Buttons
Function Meaning
Add a new cost. When you add a new cost that has been set up in the
Tariff table, system will refer to the tariff to retrieve rate or amount.
Delete an existing cost.
Click on the button to retrieve tariff rates from Vendor Tariff and to
calculate the charge amount.
Clicking on the button will display the cost items that are to be charged
to customer.
Click on the button to create payment requisition online.
Click on the button to create Collect Billing online, according to the Bill
To and document type. After creating the bill, system will show you the
billing details on a pop up screen.

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3. How to Review Revenue / Cost and Estimated

Profit?
You can review the Revenue / Cost details and Estimated Profit from the Revenue/Cost page.
To view the estimated profit for the current shipment, click on the button.
The system will calculate the estimated profit and displays a window as follows:
Note: If you have set up the Profit Share rates for a job, at the Job Costing module, you can re-distribute the
profit / loss to include the Profit Share amount. However, this profit / loss distribution is only added to the
Actual amount and not to the estimated profit / loss amount on the Air Freight screen.

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4. How to Set Up Revenue and Cost on a Single

Screen?
In the earlier sections, How to Record Shipment Revenue? and How to Record Shipment Cost?, data entry
was done on 2 separate pages. The system was set up to show the revenue and cost in ‘split style’, that is,
onto two different pages. Alternatively, you can define to show the revenue and cost in ‘combined style’, that
is, onto the same page.
The settings are controlled by Business Rule A*COMBINEREVCOST. (0 for Split, 1 for Combine). The
combined display style as follows:

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5. How to Control Printing of Charges on Air Waybill?

The Others Page displays the Charges for the purpose of printing on the Air Waybill. It subdivides the freight
related charges and non-freight related charges after extracting the Charge information.

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Other Charges Section

At the Other Charges section, prepaid non-freight related charges are displayed in the upper box while non-
freight related collect charges are displayed in the lower box. If you have manually amended the charge in
these boxes and wish to retrieve the PP and / or CC charges again, click the respective buttons.
Note that you can use the “Exclude Prepaid Total Other Charge Due Agent” to suppress the printing of the
Total Prepaid Other Charges due to Agent on the Air Waybills.

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COD / Destination Section

This section allows you to enter the Collect on Delivery / Collect at Destination amounts (applicable for Air
Imports) while the AWB Date is for recording the AWB Date for the printouts.
Print Section
The Flexi-Fields can be used for printing additional remarks onto the Air Waybill.
The Shipper’s Copy Charges and Consignee’s Copy Charges define the charges to be printed on the
Shipper’s copy and the Consignee’s copy. In the above example, the Shipper’s Copy will show the Prepaid
Freight and Others Charges while the Consignee’s Copy will show the Collect Only charges.
Alternatively, if you do not want the charges to be disclosed, you can choose As Arranged.
Note that the As Arranged checkbox is controlled by User Privilege. If it is enabled, then you can use it to
set the printing of the Freight and Others Charges to As Arranged.

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6. How to Control Printing of IATA Charge Codes on

Air Waybill?
For the purpose of Air Waybill printing, IATA Charge Codes have to be tagged with an ‘A’ if the charge is due
Agent or ‘C’ if the charge is due Carrier. In this example, for illustration, the Air Waybill charge is due Carrier
while the Terminal Handling Fees is due Agent.
Your system administrator would have set up the Business Rule AEDFORMOC #4 to enable the system to
form the charge description with the tags. The mapping type for these two charge codes is also set at the
Charge code Maintenance screen like this:

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When you review the charges for printing at the Others page, they would display and print as tagged with ‘A’
or ‘C’:

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Appendix - Business Rules

This section provides an appreciation of a selection of the Business Rules applicable to Air Freight
Operations. If you need more information, please contact your System Administrator or refer to the detailed
KFF Business Rules Document.
How to Enable SITA related Air Route information?

This business rule enables the button so that SITA related Air Route Information can be displayed at
the Air Export AWB Preparation, Air Export Booking Screens and Air Export Consol Screens.
Rule Code # Purpose Value System

Default
AESITAFFR 1 To enable or disable SITA –FFR 0: Disable 0
feature.
1: Enable

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How to Add Space Allocation Code for Air Route?

This business rule, AESITAFFR 2, enables the display of the Space Allocation Code on the Route page at
the Air Export AWB Preparation, Air Export Booking Screens and Air Export Consol Screens.

Default
AESITAFFR 2 This rule is related to AESITAFFR 0: No 1
#1 in earlier section. If SITA –FFR
feature is enabled, then also 1: Yes (default)
enable the display of space
allocation code in AE AWB, AE
Booking and AE Consol UI if Value
= 1.

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How to Enable EC VAT Settings?

The business rule, CMECVAT 1, enables the EC VAT Number entry field on all Operation screens so as to
allow manual entry of the EC VAT number of Customer, Shipper, Consignee, Notify, Also Notify, 2nd Also
Notify and Supplier. However, note that manual entry of EC VAT Number for Oversea Agent, Broker,
Warehouse and Trucking is not applicable. Their EC VAT number must be setup in Party Master.

Default
CMECVAT 1 To enable or disable EC VAT 0: Disable 0
feature on all Operations, Billing,
Payment, Profit Share screens. 1: Enable

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The business rule – CMECVAT 4 - enables the display of Decl as part of freight indicator on the Air Import /
Sea Import / Charge Code Set up screens.

Default
CMECVAT 4 To enable or disable ‘declare as 0: Disable 0
part of freight’ indicator. If
indicator is ticked, apply EC VAT 1: Enable
regulation rule.

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How to Enable Known Shipper Passenger Flight Check?

Default
AEUNKNOWNSHPCHECK 1 To enable or disable ‘Known 0: Disable 0
Shipper Passenger Flight Check’.
1: Enable
How to Define Mandatory Fields for Air Export Booking / AWB Preparation/
Quote?
You can use the UI Configurator to define the mandatory fields for Air Export data entry. Refer to KFF User
Guide – UI Configurator. Alternatively, you can use the Business Rule, AEMANDATORY, to define the
mandatory fields across the organisation.

Default
AEMANDATORY 1 Define mandatory field list for Air Shptype|jobother jobother.sales|jobot
Export Booking .sales|jobother. her.salesdept
(e.g.jobother.sales|jobother.salesdept, salesdept
revenues.revenuelist.vat,
remarks.remarklist.remark)

Export AWB .sales|jobother. her.salesdept

Export Quote .sales|jobother. her.salesdept
How to Define Mandatory Fields for Air Import / Air Import Arrival Notice?
You can use the UI Configurator to define the mandatory fields for Air Import data entry. Refer to KFF User
Guide – UI Configurator. Alternatively, you can use the Business Rule, AIMANDATORY, to define the
mandatory fields across the organisation.

Default
AIMANDATORY 1 Define mandatory field list for Air Shptype|jobother jobother.sales|jobot
Import Arrival Notice .sales|jobother. her.salesdept
remarks.remarklist.remark).



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How to Define Freight Charge Rounding Method for Air Export?

The business rule – AE*FRTROUND – defines the charge rounding methods for the Air Export Air Waybill
freight charges.
Rule Code # Purpose Value System Default

AEMFRTROUND 1 Freight Charge Round Method for 0: Not round up
Master. 1:4 down 5 up
2.floor
3.celing
4:0 or 5 as last digit
5.progressive ceiling
and Nearest 0 5
2 Freight Charge Rounding Decimal E.g. 2 – reserve 2

Place decimal place
AEDFRTROUND 1 FRT Charge Round Method for 0: Not round up
Direct. 1:4 down 5 up
2.floor
3.celing
and Nearest 0 5
2 Freight Charge Decimal Place E.g. 2 – reserve 2

decimal place
AEHFRTROUND 1 FRT Charge Round Method for 0: Not round up
House. 1:4 down 5 up
2.floor
3.celing
and Nearest 0 5
Freight Charge Rounding Decimal E.g. 2 – reserve 2

Place decimal place

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How to Define Revenue / Cost Template Charge Codes?

This business rule defines the charge codes that will appear on the revenue / cost template.

Default
AEREVTEMP 1 Define AE Revenue Template FRT|AWB|FSC|MCC
Charge codes. e.g. etc
FRT|AWB|FSC|THC
(Freight Charge, Air Waybill fee,
Fuel Surcharge, Terminal
Handling charge)
AECSTTEMP 1 Define AE Cost Template Charge CUS|DOC|K/B etc

codes. e.g. CUS|DOC|K/B
(Customs Fee, Document Fee,
Kickback charge)
How to Prefix Currency Code for Other Charge Summary?

This business rule defines if the currency code is to be prefixed when constructing the other charge
summary.

Default
AEOCCURR 1 To prefix currency code when 0: no prefix of 0
constructing other charge currency code
summary. 1:prefix of currency
code
AEOCCURR 2 Applicable to which shipment type H - House H

e.g. H or D or M D - Direct
M - Master
How to Define Local Charges Rounding Method?

This business rule defines the rounding method for the local charges.

Default
AERNDCHRG 1 Round local charges Method 1– 1
1 – CurrRound(Round(Rate * Qty) CurrRound(Round(Rate
* Ex.Rate) * Qty) * Ex.Rate)
2- CurrRound(Rate * Qty * 2- CurrRound(Rate * Qty
Ex.Rate) * Ex.Rate)

© Copyright 2009
How to Define MAWB Format?

This business rule defines the MAWB numbering format

Default
AEMAWBFMT 1 Defines MAWB Numbering 999-99999999 or
Format
999 99999999 or
.
999-9999 9999 or
999 9999 9999
How to Define Dimension Format?

This business rule defines the dimension format:

Default
AEDMFORMAT 1 To define the Dimension format PCS(LENGTH*WIDTH*HEIGHT) 0
PCS(LENGTH*WIDTH*HEIGHT) UNIT or
UNIT or LENGTH*WIDTH*HEIGHT*
LENGTH*WIDTH*HEIGHT* [PCS]
[PCS]
or or
LENGTH*WIDTH*HEIGHT*PCS
LENGTH*WIDTH*HEIGHT*PCS
(INNERPCS)
(INNERPCS)
e.g. 300(4x1x1)cm3
How to Define Default Value for Secured Cargo in AE Booking/AWB

Handling Information Box?
This business rule defines the value in the Handling Information Box and location to place the value.

AEDFHDLHSE 1 To display SECURED string for - SECURED
handle information box.
2 In AE booking/AWB preparation Format:
UI, for House and Direct, define <partyid field><party
how to default handle information constant type>
box value from party constant Example:
For example: ownerid=RACNO ownerid=RACNO

Get partyid = job.ownerid
Get party constant value by
constanttype=’RACNO’

UI, for House and Direct, define
the location to place the default <row number>,<column
value from party constant in number>
handing information box.
For example: 1,6 Example:
To insert value at 1st line, 6th 1,6
column of text.

© Copyright 2009

AEDFHDLMST 2 In AE booking/AWB preparation Format:
UI, for Master, define how to <partyid field><party
default handle information box constant type>
value from party constant.
This sno applies for Master. Example:
For example: ownerid=RACNO
Get partyid = job.ownerid ownerid=RACNO
Get party constant value by
constanttype=’RACNO’

UI, for Master, define the location <row
to place the default value from number>,<column
party constant in handing number>
information box.
For example: 1,6 Example:
To insert value at 1st line, 6th 1,6
column of text

© Copyright 2009
How to Do Value Switch in AE Booking/AWB Handling Information Box?

For AE Booking / AWB Handling information box, once user ticks ‘Not Secured’, system should replace
‘SECURED’ with ‘NOT SECURED’. Once user unticks ‘Not Secured’, system should replace ‘NOT
SECURED’ with ‘SECURED’. The Not Secured checkbox is in the Special Requirement checkbox group.

Default
AESREQHANDINFO 1 In AE booking/AWB preparation Support multiple
UI, for Master, define how to setting separated by |
switch text in handing information <Code for special
box while user changes the option requirement>=<String
in special requirement checkbox for checked>^<String
group. for unchecked>|…
For example:
If the ‘Not Secured’ checkbox is Example:
ticked, replace ‘SECURED’ string
in handling information box to NS=NOT
‘NOT SECURED’. SECURED^SECURE
D
If the ‘Not Secured’ checkbox is
unticked, replace ‘NOT
SECURED’ string in handling
information box to ‘SECURED’.
2 Same as above but this is for Same as above.

Direct.
3 Same as above but this is for Same as above.

House.
How to Define if Shipper Check is required?

Default
AEUNKNOWNSHPCHECK 1 To define if Shipper check is 0: no 0
required. 1: yes
How to Define Default Value for Known Shipper in AE Booking/AWB

Handling Information Box?
Default
AEKNOWNSHPRFLAG 1 To define print string on handing e.g. KNOWN
SHIPMENT.
information for shipment .
2 To define print location, line and Line:column 2:1

column number.
3 To define print string on handing e.g. UNKNOWN

SHIPMENT.
information for shipment status is
UNKNOWN.

© Copyright 2009

Default
4 To define print string on handing e.g. SCREENED
SHIPMENT.
information for shipment status is
SCREENED.

© Copyright 2009

User Guide - Air Freight Operations

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KFF User Guide – Air Freight Operations Version: 2.

User Guide 2.3

Kewill Page: 1 of 136

Copyrights, Release 2.3

First Print in September 2009

© Copyright 2009 Kewill

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AIR IMPORT OPERATIONS ....................................................................................................... 83

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Air Freight Operations

Under Air Export, you will:

Under Air Import, you will:

At the Operations screens, you will learn how to:

Audience for This Guide

• KFF General Guideline

• KFF File Maintenance

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Air Export Operations

Customer Customer Carrier / Vendor

Service Plan / Reporting Portal

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1. How to Maintain Master Air Waybill Inventory?

How to Stock In MAWBs?

Stock In/Borrow In Fields

Carrier Carrier code of Airline.

TIP: When selecting an existing carrier, you can search based on

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Total Total number of MAWB.

Receive Date Date on which the MAWBs are received.

Create By ID of user who created the current batch of MAWB stock.

How to Stock Out MAWBs?

Step 2: Click . Enter the Borrow Out details:

Stock Out / Borrow Out

TIP: When selecting an existing party, you can search

By ID of user who recorded the loan.

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Select a consecutive range of MAWB(s) as follows:

also click to move all MAWB(s).

How to Query / Update MAWB Status?

Step 2: Retrieve the desired MAWB(s).

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MAWB Status Fields

MAWB No List of MAWB(s) retrieved.

Status BK-Airline Space Booked.

Void Date Date on which MAWB is voided.

Delete Date Date on which MAWB is deleted.

BO Agent ID of Party to whom you lent the MAWB(s).

BO By ID of user who “borrowed out” the MAWB(s).

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BO Date Date on which MAWB(s) are borrowed out

BI Agent ID of Party ID whom you borrowed in the MAWB(s).

BI By ID of user who “borrowed in” the MAWB(s).

BI Date Date on which MAWB(s) are borrowed in.

2. How to Register a Shipment Booking?

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Shipment Type D - Direct. H – House. B - Sub-house.

Consol Consol number assigned to a specific MAWB upon consol creation.

Booking Date Customer Booking Date. Defaults to system date.

RLJ Shipment order type – Local, Routing or Joint order.

Coloader For co-load shipment, enter the co-loading party.

Customer Customer of the booking.