The Customer Masterfile within the Administration Menu Option in Expedient stores details of your Customers, Creditors and other stakeholders of your day to day business.
Expedient can help automate aspects of job registration and other operations in Forwarding and Brokerage if the Customer Masterfile is contains the right details.
Setting up the Customer Masterfile for the Exporter correctly can help ensure that your client’s requirements and expectations are met on every job.
This guide will provide a step by step flow through adding a new Exporter to your Expedient and explain how certain fields in the Customer Masterfile can help automate your daily processes.
Creating the basic Customer Masterfile
Step 1: Main Menu – Administration – Customer Masterfile. You may also have a shortcut to the Customer Masterfile in the ShortCuts tab on your Expedient dashboard.
Step 2: Add Button / “A” Key
Step 3: Enter each field data, where applicable. Use the Tab button to advance to the next field.
Step 4: In the Company Type set Exporter to Yes. This automatically sets Debtor to Yes and makes the Exporter ‘Active’. This means the Exporter can be used when creating new jobs. If this Customer Code is no longer required update the Customer Masterfile to Inactive and users will not be able to create new Jobs for the Customer Code.
Step 5: Tab to the Aviation Security Tab. Enter the details as required to store the Exporters information for Air Exports. This screen stores the details required to generated the RACA Undertaking Form. The details stored for Exporters can be reported in the Aviation Security Report
The Form can be printed from the Options menu within the Customer Masterfile for Exporters
Where your site is registered with IATA and the non Regulated Exporter does not have a RACA Letter Sent date in the Aviation Security tab Expedient will show a warning when a new Air Export Job is added.
Notes Pop Up Configuration
The Configuration tab in the Customer Masterfile determines when important notes pop up to alert Users to the Exporters requirements.
The fields are grouped into the actions that would trigger the notes to pop up e.g. Export Job Registration
E.g.
The above example shows that
- The Export Sea Notes will pop up for this Exporter when a Consol or a Job is added or updated for the Exporter
Expedient will store the Importers preferred carriers for specific job types and ports to automatically populate jobs.
Step 1: Options Menu – Delivery Addresses.
Step 2: Update button / ‘U’ Key
Step 3: Select the Carrier Type from the pull down list
Step 4: Select if the Carrier is for Import or Exports. Enter the Carrier Code or use 
to search for the code. Select the Port the Carrier should be used at or leave blank for all ports.
Step 5: OK button to Save
Expedient can store contacts at the Importer. Email addresses for contacts will be used to send documentation from Expedient.
Step 1: Options Menu – Personnel
Step 2: Add button / ‘A’ Key
Step 3: Enter the contact details for the Personnel
Document Distribution Groups
Each document generated from Expedient to an External Contact belongs to a Document Distribution Group. You can assign Contacts at the Exporter to a Document Distribution Group so they get the documentation which is relevant to them.
For example, contact Helen Stapely, who works in the Export Department of exporter TRAINING, is assigned to the Export Notifications Document Group. Helen Stapely’s email address will automatically appear in the distribution list for the documents ‘Export Declaration’ and ‘EFT Receipt’ when these are emailed manually and automatically.
A contact can be assigned to multiple Document Distribution Groups or ‘All Documents’.
You can check which Documents belong in which Document Distribution Group using the 
toolbar button.
Expedient will store the details of document held for the Exporter, including Permits, Service Agreements, and Packing Declarations.
Your site can maintain the types of documents Expedient is expected to include in the Register.
Step 1: Options Menu – Client Document Register
Step 2: Add / ‘A’ Key
Step 3: Click on 
in the Type column to select a Document Type. Add validity dates were relevant. Expedient will calculate the number of days to Expiry.
To keep track of Permits or other Documentation that may have expired, or are about to expire, use the automatic report, Report Code EXPPERMPRT.