This release includes the ability to create Email Document Packs from new options in the Import Job, Export Job and Export Consol screens.
E.g. From the new Document Packs Toolbar Menu in the Import Job screen, select Import Invoice Pack
Expedient will find all the Job documents to make up the Pack in the Documents tab for the Job and then open the Print Menu screen
Expedient will find all the relevant personnel for the recipient, in this case the Client, that are in the Document Distribution Group for the Pack, the “Customer Invoice” Document Distribution Group.
In this example, the Attachments list includes the House Bill and the Final Invoice from the Job.
The Subject line is automatically populated with the Document Pack name and includes references from the Job.
From the Export Consol screens you can create a Document Pack to the overseas Agent that includes the Master Bill, House Bills, Commercial Invoices and Final Invoices payable by the Agent
Select the Export Sea Agent Pack
Expedient will look for all the documents to make up the Pack in the Documents tab of the Consol and the Documents tab for each Job on the Consol. This Consol has three Jobs.
The Print Menu above lists all the attachments for the Pack which includes a MBL from the Consol and a HBL, Final Invoice to the Agent and a Commercial Invoice from each of the three Jobs on the Consol. The Pack is ready to send to the Personnel at the Overseas Agent that are in the Export Agent Document Distribution Group.
Document Packs available at Release
Expedient will provide the following document packs as default options at the time of the release. These packs can be viewed in the Administration -> Company Details Menu -> Document Management -> Document Pack Masterfile screen
The five packs listed cannot be removed but the document contents of each pack can be updated using this screen. Each pack must have at least one document listed in the Contents table.
E.g.
Creating New Document Packs
You can create new Document Packs that can contain specific documents that are required, for example, for specific clients, or specific agents in specific countries e.g. an overseas agent in US. The below screenshot shows a new document pack to be generated from the Export Sea Consol registration screen where the Consol is FCL and going to a US destination where the agent is OSAGENT. This pack will include the Free Trade Agreement that has been saved to each Job on the Consol
Expedient will show the Export Sea US Agent Pack as a Document Pack option where the Sea Export Consol is FCL to the US and OSAGENT is the Overseas Agent on the Consol.
If the Consol does not match any of these requirements the Export Sea US Agent Pack will not be listed.
For Import Job and Export Job packs you can select which party on the Job receives the pack. Click the zoom in the Recipient column to select which party receives the Pack.
Once the Recipient is selected, provide the Document Distribution Group so that Expedient can list all the email addresses in the Print Menu when the Pack is created.
List the documents to be included in the Pack. Select from all the available Document Types that can be identified in the Job and Consol documents tabs. Select whether the latest version or all versions of the document are to be included in the pack and whether the system generated version, or a manually added version is to be included. For the Consol packs, select if the Consol level or Job level document is to be included.
Where Final Invoices (FIV) and Disbursement Invoices (DIV) are included in Document Packs, only invoices where the Bill To on the invoice matches the Pack Recipient will be included, i.e. for packs going to the Agent, only invoices to the Agent will be included, for packs going to a Broker, only invoices to the Broker will be included.
Archived documents will not be added to Packs.
At the time the Document Pack is selected from the Import Job, Export Job or Export Consol screens, Expedient will check that all the documents that are supposed to be in the Pack are available. If Expedient cannot find a document, a warning will be shown but you will be able to proceed to the Print Menu.