Net4Courier Knowledge Base

Complete Operations & System Guide

This comprehensive knowledge base covers all aspects of Net4Courier - from pickup to delivery, finance to CRM. Use your browser's search (Ctrl+F / Cmd+F) to find specific topics.

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Table of Contents

0. How To Guides - Step-by-step tutorials organized by category

   Quick Start

   • Quick Start Guide

   System Setup Guides

   • Create a New Company
   • Create a New Branch
   • Configure Branch AWB Numbers by Movement Type
   • Create a New Warehouse
   • Create New Users
   • Create Users and Assign Roles & Permissions
   • Give Menu Access to Users
   • Restrict Menu Access
   • Give Access for Agents/Customers/Vendors
   • Configure Service Types
   • Set Up Zones (International/Domestic)
   • Manage Currencies
   • Manage Departments
   • Manage Designations
   • Set Up Initial Administrator (First-Time Setup)
   • Platform Administration (Tenant/Subscription Management)
   • Create and Delete Demo Data
   • Delete All Business Data

   Operations Guides

   • Create a New Shipment (AWB)
   • Create Pickup Request (Staff)
   • Create Pickup Request (Customer)
   • Add Shipment Lines to Pickup
   • Convert Pickup Request to AWB
   • Use City Selection (Geography Dropdown)
   • Process Inscan
   • Use Unified Warehouse Inscan (Domestic + Import)
   • Create MAWB and Bag Shipments
   • Create DRS (Delivery Run Sheet)
   • Capture POD (Proof of Delivery)
   • Update Bulk POD via Excel
   • Process Return to Shipper (RTS)
   • Track a Shipment
   • Use Global Search
   • Print Tracking Report (PDF)
   • Generate Shipment Invoice

   Import Operations Guides

   • Create Import (Air/Sea/Land)
   • Process Import Customs Clearance
   • Create Import via Excel Upload
   • Import Shipment Fields (Shipper, Duty/VAT, COD)
   • Receive Import Shipments at Warehouse

   Prepaid AWB Guides

   • Manage AWB Stock
   • Sell Prepaid AWBs to Customers
   • Use Prepaid AWB in Shipment Entry
   • View Prepaid AWB Register

   Dashboard & Reporting Guides

   • Use Customer Dashboard
   • Use Pickup Dashboard
   • De-brief Courier (End of Day)
   • Reconcile Courier Cash/COD

   Finance Guides

   • Create an Invoice
   • Record Customer Payment
   • Set Up Rate Cards
   • Use Rate Simulator
   • Generate Reports
   • Use Public Tracking Page
   • Use General Ledger Module
   • Email Reports to Customers/Suppliers

   Help & Feedback

   • Suggest a New Topic
   • Quick Reference Table

1. Operations Flow

   • Pickup Management
   • Inscan (Warehouse Receiving)
   • AWB Entry & Shipments
   • Process Manifest (MAWB)
   • Import Module (Air/Sea/Land)
   • DRS-Outscan (Dispatch)
   • Proof of Delivery (POD)
   • Return to Shipper (RTS)
   • Returns/RTO

2. Reconciliation

   • DRS Reconciliation
   • Courier Day-End Submission
   • Courier Receipt
   • Expense Approval
   • Courier Ledger

3. Accounts & Finance

   • General Ledger
   • Account Receivables (AR)
   • Account Payables (AP)

4. Customer Management (CRM)

   • Customer Dashboard
   • Customer Profiles
   • Contracts & Pricing
   • SLA Management
   • Complaints & Tickets

5. Pricing & Billing

   • Zone Management
   • Rate Cards
   • Rate Simulator
   • Charges Configuration
   • Discounts & Contracts

6. System Settings

   • Company Setup
   • Branch Management
   • Service Types
   • Status Management
   • User Management
   • Geography Masters

7. Compliance & Audit

8. Status Codes Reference

9. Quick Reference Index

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How To Guides

Step-by-step tutorials for common tasks in Net4Courier. These guides help you get started quickly with essential operations. Guides are organized into categories for easy reference.

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Quick Start Guide

New to Net4Courier? Follow these steps to set up your system:

1. Create Company → Set up your organization profile
2. Create Branch(es) → Define your operational locations
3. Create Warehouses → Set up sorting hubs and storage
4. Add Users → Create staff accounts and assign roles
5. Configure Rate Cards → Set up pricing for services
6. Start Operations → Begin processing shipments

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System Setup Guides

How to Create a New Company

Navigation: System Settings → Companies → Click "New Company"

When to Use: When setting up Net4Courier for the first time or adding a new legal entity.

Prerequisites: Administrator access

Detailed Steps:

1. Access the Company Setup Page

   • From the left menu, click System Settings
   • Select Companies
   • Click the "+ New Company" button (top right corner)

2. Enter Basic Information | Field | Description | Example | |-------|-------------|---------| | Company Name | Official registered business name | "Express Logistics LLC" | | Company Code | Short unique identifier (2-10 chars) | "EXLOG" | | Registration Number | Business license/registration ID | "DED-123456" | | Tax Number | VAT/GST registration number | "TRN100234567890" |

3. Enter Contact Information | Field | Description | Example | |-------|-------------|---------| | Email | Primary business email | "info@expresslogistics.ae" | | Phone | Main contact number | "+971 4 123 4567" | | Website | Company website (optional) | "www.expresslogistics.ae" |

4. Enter Address Details

   • Street Address - Building name, street
   • City - Select from dropdown
   • State/Emirate - Select from dropdown
   • Country - Select from dropdown
   • Postal Code - ZIP/PIN code

5. Upload Company Logo (Optional but recommended)

   • Click "Upload Logo"
   • Select image file (PNG, JPG)
   • Recommended size: 200x80 pixels
   • Logo appears on reports, invoices, and AWB labels

6. Save the Company

   • Review all entered information
   • Click "Save" button
   • Success message confirms creation

What Happens Next:

• Company is created with status "Active"
• You can now create branches under this company
• Company appears in company dropdown across the system

Common Issues: | Problem | Solution | |---------|----------| | "Company code already exists" | Use a different unique code | | Logo not uploading | Check file size (<2MB) and format (PNG/JPG) | | Required field missing | Fill all fields marked with * |

Important: You must create at least one company before creating branches, users, or processing any transactions.

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How to Create a New Branch

Navigation: System Settings → Branches → Click "New Branch"

When to Use: When setting up a new operational location, office, or franchise.

Prerequisites: At least one company must exist.

Detailed Steps:

1. Access the Branch Setup Page

   • From the left menu, click System Settings
   • Select Branches
   • Click the "+ New Branch" button

2. Select Parent Company

   • Choose the company this branch belongs to from the dropdown
   • All settings and reports will link to this company

3. Enter Branch Information | Field | Description | Example | |-------|-------------|---------| | Branch Name | Descriptive location name | "Dubai Main Office" | | Branch Code | Short unique code (3-6 chars) | "DXB" | | Manager Name | Branch manager's name | "Ahmed Al Rashid" | | Manager Phone | Manager's contact | "+971 50 123 4567" | | Manager Email | Manager's email | "ahmed@company.ae" |

4. Configure Currency Settings | Field | Description | Example | |-------|-------------|---------| | Currency Code | ISO currency code | "AED" | | Currency Symbol | Display symbol | "AED" or "د.إ" | | VAT Percentage | Default tax rate | 5.00 |

5. Configure AWB Numbering | Field | Description | Example | |-------|-------------|---------| | AWB Prefix | Prefix for all AWB numbers | "DXB" | | Starting Number | First AWB number | 100001 | | Increment | Number increment (usually 1) | 1 |

   Example: With prefix "DXB", starting 100001, first AWB will be "DXB100001"

6. Enter Branch Address

   • Complete street address
   • City, State, Country selection
   • Postal code

7. Set Branch Options

   • Is Head Office - Toggle ON for main branch
   • Is Active - Toggle ON to enable operations

8. Save the Branch

   • Click "Save" button
   • Branch is now available for user assignments and operations

After Creating a Branch:

• Create warehouses under this branch
• Assign users to the branch
• Set up branch-specific rate cards if needed

Multi-Branch Tips:

• Each branch maintains its own AWB sequence
• Users can be assigned to multiple branches
• Financial reports can be filtered by branch
• Inventory is tracked per warehouse per branch

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How to Create a New Warehouse

Navigation: System Settings → Warehouses → Click "New Warehouse"

When to Use: When adding a new storage location, sorting hub, or collection point.

Prerequisites: At least one branch must exist.

Detailed Steps:

1. Access Warehouse Setup

   • Navigate to System Settings → Warehouses
   • Click "+ New Warehouse" button

2. Select Parent Branch

   • Choose the branch this warehouse belongs to
   • Warehouses inherit branch currency and settings

3. Enter Warehouse Details | Field | Description | Example | |-------|-------------|---------| | Warehouse Name | Descriptive name | "Main Sorting Hub" | | Warehouse Code | Short unique code | "WH-DXB-01" | | Capacity | Storage capacity (units) | 10000 | | Warehouse Type | Select type | Sorting Hub / Storage / Collection Point |

4. Enter Address & Contact

   • Address - Complete physical location
   • Contact Person - Warehouse supervisor name
   • Contact Phone - Direct contact number
   • Contact Email - Warehouse email

5. Configure Settings

   • Is Active - Enable/disable warehouse
   • Operating Hours - Start and end times (optional)

6. Save the Warehouse

   • Click "Save"
   • Warehouse appears in inscan location dropdown

Using Warehouses:

• Select warehouse during Inscan operations
• Track inventory per warehouse
• Generate warehouse-specific reports
• Manage capacity utilization

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How to Create New Users

Navigation: System Settings → Users → Click "New User"

When to Use: When adding staff members, agents, or external user accounts.

Prerequisites: Company and at least one branch must exist.

Detailed Steps:

1. Access User Management

   • Navigate to System Settings → Users
   • Click "+ New User" button

2. Enter Login Credentials | Field | Description | Example | |-------|-------------|---------| | Username | Unique login ID | "ahmed.rashid" | | Password | Secure password (min 8 chars) | "SecurePass123!" | | Confirm Password | Re-enter password | "SecurePass123!" |

   Password Requirements: Minimum 8 characters, include uppercase, lowercase, and numbers.

3. Enter Personal Information | Field | Description | Example | |-------|-------------|---------| | Full Name | Display name | "Ahmed Al Rashid" | | Email | User's email | "ahmed@company.ae" | | Phone | Contact number | "+971 50 123 4567" | | Employee ID | Internal ID (optional) | "EMP-001" |

4. Select User Type | Type | Description | |------|-------------| | Staff | Internal employees | | Agent | Delivery agents/couriers | | Customer | External customer accounts | | Vendor | Supplier/partner accounts |

5. Assign Role

   • Select from available roles:
     • Administrator - Full system access
     • Manager - Operations and reports
     • Operator - Day-to-day operations
     • Finance - Billing and payments
     • Courier - Delivery operations only
     • Read Only - View access only

6. Assign Branches

   • Check all branches this user can access
   • Set Default Branch - Primary working location
   • User can switch between assigned branches during login

7. Set Account Status

   • Is Active - Enable to allow login
   • Force Password Change - Require new password on first login

8. Save the User

   • Click "Save"
   • User can now log in with provided credentials

User Login Process:

• User enters username and password
• If assigned to multiple branches, selects branch from dropdown
• Dashboard loads with branch-specific data

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How to Give Access to Menu for Users

Navigation: System Settings → Roles → Select Role → Edit Permissions

When to Use: When customizing what menus and features a user role can access.

Detailed Steps:

1. Access Role Management

   • Navigate to System Settings → Roles
   • Find the role you want to modify
   • Click "Edit" or "Manage Permissions"

2. View Permission Categories Permissions are organized by module: | Module | Contains | |--------|----------| | Operations | AWB Entry, Pickup, DRS, POD, MAWB | | Masters | Parties, Products, Service Types | | Finance | Invoices, Receipts, Journals, Ledger | | CRM | Customer Dashboard, Contracts, Tickets | | Reports | All report types | | Settings | Company, Branch, User, Role setup |

3. Set Menu Permissions For each menu item, configure: | Permission | Description | |------------|-------------| | View | Can see the menu and read data | | Create | Can add new records | | Edit | Can modify existing records | | Delete | Can remove records |

4. Apply Permissions

   • Check/uncheck boxes as needed
   • Click "Save Permissions"
   • Changes apply immediately to all users with this role

Example Role Configurations:

Operations Manager:

• Full access to Operations module
• View access to Finance module
• No access to Settings module

Courier/Delivery Agent:

• View + Update: DRS, POD
• View only: AWB lookup, Tracking
• No access: Masters, Finance, Settings

Finance Clerk:

• Full access: Invoices, Receipts
• View only: Ledger, Reports
• No access: Operations, Settings

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How to Restrict Menu Access to Users

Navigation: System Settings → Roles → Select Role → Edit Permissions

When to Use: When limiting access to sensitive features or data.

Detailed Steps:

1. Decide on Restriction Approach

   • Create New Role - For unique permission set
   • Modify Existing Role - For adjusting current access

2. To Create a Restricted Role:

   • Go to System Settings → Roles
   • Click "+ New Role"
   • Enter role name (e.g., "Limited Finance Access")
   • Set permissions to minimum required

3. To Remove Menu Access:

   • Edit the role permissions
   • Uncheck all boxes for menus to hide completely
   • Menu will not appear in user's navigation

4. To Allow View-Only Access:

   • Check only "View" permission
   • Uncheck Create, Edit, Delete
   • User can see data but cannot modify

5. Assign Restricted Role to Users:

   • Go to System Settings → Users
   • Edit the user
   • Change Role dropdown to the restricted role
   • Save

Common Restriction Scenarios:

Scenario	Configuration
Hide all finance menus	Uncheck all Finance permissions
Prevent data deletion	Uncheck Delete for all modules
Read-only access	Check only View permissions
COD collection only	Only POD and DRS permissions

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How to Give Access for Agents, Customers, Vendors

Navigation: Masters → Parties + System Settings → Users

When to Use: When onboarding external parties who need system access.

Detailed Steps:

Step 1: Create Party Record

1. Go to Masters → Parties
2. Click "+ New Party"
3. Select Party Type: | Type | Use For | |------|---------| | Agent | Delivery agents, couriers, franchisees | | Customer | Shipping customers, corporate clients | | Vendor | Service providers, suppliers |
4. Fill in party details:
   • Party Name, Code
   • Contact information
   • Address details
   • Tax registration (if applicable)
5. Click "Save"

Step 2: Create User Account

1. Go to System Settings → Users
2. Click "+ New User"
3. Enter username and password
4. Set User Type matching the party type
5. Select appropriate Role: | Party Type | Recommended Role | |------------|------------------| | Agent | Courier / Delivery Agent | | Customer | Customer Portal | | Vendor | Vendor Access |
6. Assign branch access
7. Click "Save"

Step 3: Link User to Party (if required)

• Some reports and dashboards filter by linked party
• Edit user and select related party from dropdown

Access Levels by Type:

Type	Can Access
Agent	DRS, POD capture, route assignments
Customer	Track shipments, request pickups, view invoices
Vendor	View assigned work, submit invoices

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How to Configure Service Types

Navigation: System Settings → Service Types

When to Use: When adding new delivery service options.

Detailed Steps:

1. Go to System Settings → Service Types
2. Click "+ New Service Type"
3. Enter service details: | Field | Example | |-------|---------| | Service Name | "Express Next Day" | | Service Code | "EXP-ND" | | Description | "Guaranteed next business day delivery" | | Transit Days | 1 | | Is Active | Yes |
4. Click "Save"

Standard Service Types:

• Express Same Day
• Express Next Day
• Standard (2-3 days)
• Economy (4-7 days)
• International Express
• International Standard

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How to Set Up Zones

Navigation: Pricing & Billing → Zone Management

When to Use: When configuring geographic pricing regions for rate calculation.

Prerequisites: Countries and cities should be configured in Geography Masters.

Detailed Steps:

1. Access Zone Management

   • Go to Pricing & Billing → Zone Management
   • Click "+ New Zone"

2. Select Zone Type | Type | Use For | Members | |------|---------|---------| | International | Cross-border shipments | Select countries | | Domestic | Within-country shipments | Select cities |

3. Enter Zone Details | Field | Description | Example | |-------|-------------|---------| | Zone Name | Descriptive name | "GCC Countries" or "UAE Metro" | | Zone Code | Short identifier | "GCC" or "UAE-M" | | Zone Category | Category grouping | "International" or "Local" | | Description | Zone coverage details | "Gulf Cooperation Council countries" |

4. Add Zone Members (based on type)

   For International Zones:

   • Click on countries to add them as chips
   • Multiple countries can be selected
   • Countries appear as removable chips
   • Example: UAE, Saudi Arabia, Qatar, Kuwait, Bahrain, Oman

   For Domestic Zones:

   • Click on cities to add them as chips
   • Multiple cities can be selected
   • Cities appear as removable chips
   • Example: Dubai, Abu Dhabi, Sharjah, Ajman

5. Save Zone

   • Click "Save"
   • Zone details stored in ZoneMatrixDetails
   • Available for rate card configuration

Sample Zone Structure: | Zone Type | Zone Name | Coverage | |-----------|-----------|----------| | Domestic | Local | Same city delivery | | Domestic | Metro | Major cities in country | | Domestic | Remote | Rural/remote areas | | International | Gulf | GCC countries | | International | Middle East | ME region | | International | Asia | Asian countries | | International | Europe | European countries | | International | Americas | North/South America |

Zone Resolution Priority:

1. City match (most specific)
2. Country match
3. Default zone (fallback)

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How to Manage Currencies

Navigation: Masters & Settings → Operations Masters → Currencies

When to Use: When adding or modifying currencies for transactions and shipment values.

Detailed Steps:

1. Access Currency Management

   • Go to Masters & Settings → Operations Masters → Currencies
   • View existing currencies in the grid

2. Add New Currency

   • Click "Add Currency" button
   • Dialog opens for currency entry

3. Enter Currency Details | Field | Description | Example | |-------|-------------|---------| | Code | ISO 4217 currency code (3 chars) | "USD", "AED", "INR" | | Name | Full currency name | "US Dollar", "UAE Dirham" | | Symbol | Display symbol | "$", "AED", "₹" | | Decimal Places | Precision (0-4) | 2 | | Is Active | Enable/disable currency | Yes |

4. Save Currency

   • Click "Save"
   • Currency available for selection in branches and transactions

Edit/Delete Currency:

• Click Edit icon to modify existing currency
• Click Delete icon to soft-delete (marks as deleted, not removed)

Branch Currency as Default:

The currency assigned to a branch is automatically used as the default throughout the system:

Feature	Currency Usage
New AWB Entry	Default currency for shipment value
Import Shipments	Default currency for charges
Credit Limit Display	Shows currency code in numeric fields
AR Settings	Uses branch currency for default values
Rate Enquiry	Results shown in branch currency
Tracking Page	Falls back to branch currency if not set
GL Profile	Base currency initialized from branch
Financial Reports	Currency based on branch settings

Setting Branch Currency:

1. Go to Masters & Settings → Organization → Branches
2. Edit the branch
3. Select Currency from the dropdown
4. Save changes
5. All new transactions will use this currency

Setting Company Currency:

1. Go to Masters & Settings → Organization → Company
2. Edit the company
3. Select Currency from the dropdown
4. Save changes

Tip: Set the branch currency before creating transactions. Existing transactions retain their original currency.

Common Currencies: | Code | Name | Symbol | Decimals | |------|------|--------|----------| | AED | UAE Dirham | AED | 2 | | USD | US Dollar | $ | 2 | | EUR | Euro | € | 2 | | GBP | British Pound | £ | 2 | | INR | Indian Rupee | ₹ | 2 | | SAR | Saudi Riyal | SAR | 2 |

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How to Manage Departments

Navigation: Masters & Settings → Organization → Departments

When to Use: When organizing staff into departments for reporting and access control.

Detailed Steps:

1. Access Department Management

   • Go to Masters & Settings → Organization → Departments
   • View existing departments

2. Add New Department

   • Click "Add Department" button
   • Dialog opens for entry

3. Enter Department Details | Field | Description | Example | |-------|-------------|---------| | Code | Short unique code | "OPS", "FIN", "HR" | | Name | Full department name | "Operations", "Finance", "Human Resources" | | Description | Department purpose | "Handles shipment processing" | | Is Active | Enable/disable | Yes |

4. Save Department

   • Click "Save"
   • Department available for user assignment

Sample Departments:

• Operations (OPS) - Shipment handling
• Finance (FIN) - Billing and payments
• Customer Service (CS) - Customer support
• Human Resources (HR) - Employee management
• IT (IT) - Technical support
• Sales (SALES) - Business development

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How to Manage Designations

Navigation: Masters & Settings → Organization → Designations

When to Use: When defining job titles/positions for staff members.

Detailed Steps:

1. Access Designation Management

   • Go to Masters & Settings → Organization → Designations
   • View existing designations

2. Add New Designation

   • Click "Add Designation" button
   • Dialog opens for entry

3. Enter Designation Details | Field | Description | Example | |-------|-------------|---------| | Code | Short unique code | "MGR", "EXE", "DIR" | | Name | Full title | "Manager", "Executive", "Director" | | Description | Role description | "Team lead responsible for..." | | Is Active | Enable/disable | Yes |

4. Save Designation

   • Click "Save"
   • Designation available for user profiles

Sample Designations:

• Director (DIR)
• General Manager (GM)
• Manager (MGR)
• Assistant Manager (AM)
• Senior Executive (SR-EXE)
• Executive (EXE)
• Junior Executive (JR-EXE)
• Courier (COU)
• Driver (DRV)

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How to Set Up Initial Administrator

Navigation: /setup (First-time access only)

When to Use: When deploying Net4Courier for a new client/installation for the first time.

Prerequisites:

• SETUP_KEY environment variable must be configured
• No admin user exists in the database

Detailed Steps:

1. Access Setup Page

   • Navigate to /setup in browser
   • If admin already exists, you'll be redirected to login
   • If no admin exists, setup form appears

2. Enter Setup Key

   • Enter the SETUP_KEY provided by system administrator
   • This authenticates the setup process
   • Prevents unauthorized admin creation

3. Create Administrator Account | Field | Description | Example | |-------|-------------|---------| | Username | Admin login ID | "admin" | | Password | Secure password (min 8 chars) | "SecurePass123!" | | Confirm Password | Re-enter password | "SecurePass123!" | | Full Name | Administrator name | "System Administrator" | | Email | Admin email | "admin@company.ae" |

4. Complete Setup

   • Click "Create Administrator"
   • Admin account created with full system access
   • Redirected to login page
   • Login with new credentials

Security Notes:

• Setup page only accessible when no admin exists
• SETUP_KEY should be kept confidential
• Change admin password after first login
• Create individual user accounts for staff (don't share admin)

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Platform Administration (Platform Admin Only)

Navigation: Platform Administration menu (visible only to PlatformAdmin role)

When to Use: For managing tenant settings, subscriptions, and system-wide administrative tasks.

Prerequisites: Must be logged in with the PlatformAdmin role.

Tenant Settings

Navigation: Platform Administration → Tenant Settings

Manage client/tenant configuration:

Setting	Description
Company Name	Client's registered business name
Contact Person	Primary contact for the tenant
Contact Email	Main email for communications
Contact Phone	Primary phone number
Subscription Plan	Current subscription tier (Basic, Professional, Enterprise)
Subscription Start	Date subscription began
Subscription End	Date subscription expires

Steps:

1. Navigate to Platform Administration → Tenant Settings
2. View current tenant configuration
3. Click Edit to modify settings
4. Update required fields
5. Click Save

Subscription Management

Navigation: Platform Administration → Subscription Management

Monitor and manage client subscriptions:

Feature	Description
Current Plan	View active subscription tier
Expiry Date	Track when subscription ends
Usage Metrics	View AWB counts, user counts, storage usage
Plan Comparison	Compare features across plans

Actions:

• View subscription details
• Track usage against limits
• Review subscription history

Manage Demo Data

Navigation: Platform Administration → Manage Demo Data

Full demo data lifecycle management including:

• Create Demo Data - Generate sample data for training
• Delete Demo Data - Remove only demo-flagged records
• Delete All Business Data - Complete data reset (preserves configuration)

See How to Create and Delete Demo Data for detailed instructions.

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How to Create and Delete Demo Data

Navigation: Masters & Settings → User & Security → Demo Data Management

When to Use: When setting up training environments or demonstrating system features.

Prerequisites: Administrator access required.

Detailed Steps:

Creating Demo Data

1. Access Demo Data Page

   • Go to Masters & Settings → User & Security → Demo Data Management

2. Click "Create Demo Data"

   • Confirmation dialog appears
   • Review what will be created

3. Demo Data Created: | Type | Records | Details | |------|---------|---------| | Customers | 5 | DEMO-CUST-001 to 005 with UAE addresses | | AWBs | 5 | DEMO-AWB-001 to 005 with complete workflows | | Pickup Requests | 5 | Linked to demo AWBs | | Tracking Entries | Multiple | Full tracking history per AWB | | Inscans | 5 | Warehouse receiving records |

4. All Demo Records

   • Flagged with IsDemo = true
   • Easily identifiable in reports
   • Safe to delete without affecting real data

Deleting Demo Data

1. Access Demo Data Page

   • Go to Masters & Settings → User & Security → Demo Data Management

2. Click "Delete Demo Data"

   • Confirmation dialog with warning
   • Lists count of records to be deleted

3. Confirm Deletion

   • Click "Delete" to proceed
   • All demo records removed
   • Real data unaffected

Delete All Business Data (Platform Admin Only)

Navigation: Platform Administration → Manage Demo Data

When to Use: When resetting the system for a fresh start while preserving configuration settings. This is a destructive operation for Platform Administrators only.

Prerequisites: Must be logged in as Platform Administrator (role: PlatformAdmin).

What Gets Deleted:

Category	Deleted Items
Master Data	Parties (Customers, Agents, Vendors, Co-Loaders), Employees, Vehicles, Bank Accounts, AWB Stocks, Prepaid Documents, Ticket Categories
Transactions	AWBs (Inscan), Pickup Requests, Import Masters, Import Shipments, DRS, Invoices, Receipts, Journals, COD Remittances, Transfer Orders, Complaints/Tickets, Rate Cards, Zones

What Gets Preserved:

Category	Preserved Items
System Configuration	Company, Branch, Ports, Currency, Country/State/City/Location
Organizational	Designations, Departments, Financial Years
Accounting Structure	Chart of Accounts (Account Heads), Account Types, Account Classification
Operations Config	Service Types, Shipment Modes, Shipment Statuses
Security	Users, Roles

Steps to Delete All Business Data:

1. Log in as Platform Administrator
2. Navigate to Platform Administration → Manage Demo Data
3. Scroll to Delete All Business Data section (Red warning panel)
4. Click "Delete All Business Data" button
5. Type confirmation text exactly: DELETE ALL DATA
6. Click "Confirm Delete"
7. Wait for deletion to complete (may take a few seconds)

Warning: This action cannot be undone. All business transactions and master data will be permanently deleted. Only use this for resetting test/training environments.

Use Cases:

• Training new staff
• Client demonstrations
• Testing new features
• UAT environments
• Resetting system for new client deployment

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How to Configure Branch AWB Numbers by Movement Type

Navigation: Masters & Settings → Organization → Branches → Edit Branch

When to Use: When different AWB number series are needed for Domestic, Export, Import, and Transhipment shipments.

Prerequisites: Branch must exist.

Detailed Steps:

1. Access Branch Edit

   • Go to Masters & Settings → Organization → Branches
   • Click Edit on the branch to configure

2. Navigate to AWB Configuration Section

   • Scroll to "AWB Configuration by Movement Type" section
   • Grid shows 4 movement types

3. Configure Each Movement Type

   Movement Type	Use For	Example Prefix
   Domestic	Within-country shipments	"DXB-D"
   Export	Outbound international	"DXB-E"
   Import	Inbound international	"DXB-I"
   Transhipment	Pass-through cargo	"DXB-T"

4. Set AWB Parameters For each movement type, configure: | Field | Description | Example | |-------|-------------|---------| | AWB Prefix | Unique prefix for this type | "DXB-E" | | Starting Number | First AWB number | 100001 | | Increment By | Number increment (typically 1) | 1 | | Last Used Number | Read-only, shows current | 100045 |

5. Save Configuration

   • Click "Save"
   • Each movement type now has its own AWB series

How It Works:

• When creating an AWB, system checks movement type
• Uses movement-type-specific config if available
• Falls back to branch default if no specific config
• AWB numbers auto-generate based on configuration

Example AWB Numbers:

Domestic:      DXB-D100001, DXB-D100002, ...
Export:        DXB-E100001, DXB-E100002, ...
Import:        DXB-I100001, DXB-I100002, ...
Transhipment:  DXB-T100001, DXB-T100002, ...

Benefits:

• Easy identification of shipment type from AWB
• Separate numbering for accounting/reporting
• Clear audit trail by movement type
• Flexible configuration per branch

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How to Create Users and Assign Roles & Permissions

Navigation: Masters & Settings → User & Security → Users, Roles

When to Use: When onboarding new staff and configuring their access levels.

Prerequisites: At least one branch must exist.

Detailed Steps:

Step 1: Create or Select a Role

1. Access Role Management

   • Go to Masters & Settings → User & Security → Roles
   • View existing roles or create new

2. Create New Role (if needed)

   • Click "+ New Role"
   • Enter role name (e.g., "Operations Manager")
   • Enter description

3. Configure Permissions For each module, set access levels: | Permission | Description | |------------|-------------| | View | Can see data and menus | | Create | Can add new records | | Edit | Can modify existing records | | Delete | Can remove records |

4. Save Role

   • Click "Save"
   • Role available for user assignment

Step 2: Create User Account

1. Access User Management

   • Go to Masters & Settings → User & Security → Users
   • Click "+ New User"

2. Enter Login Credentials | Field | Description | Example | |-------|-------------|---------| | Username | Unique login ID | "ahmed.rashid" | | Password | Min 8 characters | "SecurePass123!" | | Confirm Password | Re-enter password | "SecurePass123!" |

3. Enter Personal Information | Field | Description | Example | |-------|-------------|---------| | Full Name | Display name | "Ahmed Al Rashid" | | Email | User's email | "ahmed@company.ae" | | Phone | Contact number | "+971 50 123 4567" |

4. Assign User Type | Type | Use For | |------|---------| | Staff | Internal employees | | Agent | Delivery couriers | | Customer | External customer portal | | Vendor | Supplier access |

5. Assign Role

   • Select from dropdown
   • Role determines all permissions

6. Assign Branches

   • Check all branches user can access
   • Set one as Default Branch
   • User selects branch at login if multiple

7. Set Status

   • Is Active: Enable to allow login
   • Save user

Step 3: Verify Access

1. User Logs In

   • Enter username and password
   • If multiple branches, select branch

2. Menu Access

   • Only sees menus based on role permissions
   • Hidden menus = no permission

3. Data Access

   • Only sees data for assigned branches
   • Operations scoped to selected branch

Common Role Templates:

Role	Permissions
Administrator	Full access to all modules
Operations Manager	Full Operations, View Finance
Finance Manager	Full Finance, View Operations
Operator	Create/Edit Operations, no Settings
Courier	Only DRS and POD capture
Customer Portal	Track shipments, view invoices
Read Only	View all, no create/edit/delete

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Operations Guides

How to Create a New Shipment (AWB Entry)

Navigation: Shipments → AWB Entry → Click "New AWB"

When to Use: When booking a new shipment for a customer.

Prerequisites: Customer must exist in the system, or enter walk-in details.

Detailed Steps:

1. Access AWB Entry

   • From left menu, click Shipments
   • Select AWB Entry
   • Click "+ New AWB" button

2. Enter Shipper (Consignor) Details | Field | Description | Example | |-------|-------------|---------| | Customer | Select from dropdown or search | "ABC Trading LLC" | | Shipper Name | Person sending | "Mohammed Ali" | | Phone | Contact number | "+971 50 123 4567" | | Email | Email for notifications | "m.ali@abc.ae" | | Address | Pickup/origin address | "Building 5, Al Quoz" | | City/State/Country | Origin location | Dubai, UAE |

3. Enter Consignee (Receiver) Details | Field | Description | Example | |-------|-------------|---------| | Consignee Name | Person receiving | "John Smith" | | Phone | Receiver contact (required) | "+44 7700 900123" | | Address | Delivery address | "45 High Street" | | City/State/Country | Destination | London, UK | | Postal Code | ZIP/PIN code | "SW1A 1AA" |

4. Enter Shipment Details | Field | Description | |-------|-------------| | Product Type | Document / Parcel / Heavy Cargo | | Service Type | Express / Standard / Economy | | Pieces | Number of packages | | Actual Weight | Weight in KG | | Dimensions | L x W x H (cm) for volumetric | | Description | Contents description | | Declared Value | Value for customs/insurance |

5. Configure Payment & Charges | Field | Description | |-------|-------------| | Payment Mode | Prepaid / Collect / Third Party / COD | | COD Amount | If Cash on Delivery, enter amount | | Apply Rate Card | System calculates based on assigned rate | | Other Charges | Fuel, handling, packaging fees | | Total Amount | System calculates total |

6. Special Handling (if needed)

   • Fragile
   • Temperature controlled
   • Dangerous goods
   • Priority handling

7. Save and Print

   • Click "Save" to generate AWB number
   • System shows: AWB Number, Barcode
   • Click "Print AWB Label" for shipping label
   • Click "Print Invoice" if prepaid

AWB Number Format: [BranchPrefix][Sequence]
Example: DXB100001, DXB100002

After Creating AWB:

• Shipment status: BOOKED
• Ready for inscan at warehouse
• Appears in shipment tracking

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How to Create a Pickup Request (Staff)

Navigation: Pickup Management → Click "New Pickup"

When to Use: When a customer calls to schedule a pickup.

Detailed Steps:

1. Access Pickup Management

   • Click Pickup Management in left menu
   • Click "+ New Pickup" button

2. Select or Add Customer | Option | Action | |--------|--------| | Existing Customer | Search by name, code, or phone | | New Customer | Click "Add New" and enter details |

3. Enter Pickup Details | Field | Description | Example | |-------|-------------|---------| | Pickup Date | Scheduled date | 2024-01-15 | | Time Slot | Morning (9-12) / Afternoon (12-5) / Evening (5-8) | Morning | | Pickup Address | Collection location | "Office 301, Business Bay" | | Contact Person | Person to meet | "Sarah Ahmed" | | Contact Phone | Direct phone | "+971 50 987 6543" |

4. Enter Shipment Estimate | Field | Description | |-------|-------------| | Expected Pieces | Approximate number of packages | | Estimated Weight | Approximate total weight (KG) | | Product Type | Document / Parcel / Cargo | | Destination | Where shipment is going | | Special Instructions | "Handle with care", "Call before arrival" |

5. Add Shipment Lines (Consignee Details)

   • At least one shipment line is required
   • For each destination, enter:
     • Consignee Name (required)
     • City (select from dropdown - required)
     • Country (auto-fills from city)
     • Pieces, Weight, Cargo Description
   • Click "+ Add Line" for multiple destinations
   • See How to Add Shipment Lines for details

6. Save the Request

   • Click "Create Pickup Request"
   • System assigns Pickup Request Number
   • Status: PICKUP_REQUESTED

7. Assign Courier (from Dashboard)

   • Go to Pickup Dashboard
   • Find the unassigned pickup
   • Click "Assign"
   • Select available courier
   • Status changes to: ASSIGNED_FOR_COLLECTION

Pickup Workflow:

Requested → Assigned → In Transit → Collected → At Hub

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How to Create a Pickup Request (Customer Self-Service)

Navigation: Customer Portal → Request Pickup

When to Use: When customers with portal access create their own pickup requests.

Prerequisites: Customer must have portal login credentials.

Detailed Steps (Customer Portal):

1. Login to Customer Portal

   • Open the customer portal URL
   • Enter username and password
   • Dashboard shows account summary

2. Request New Pickup

   • Click "Request Pickup" button on dashboard
   • System pre-fills customer address from profile
   • Enter pickup details: | Field | Description | |-------|-------------| | Pickup Date | Preferred collection date | | Time Slot | Morning / Afternoon / Evening | | Expected Pieces | Number of packages | | Estimated Weight | Approximate total weight | | Special Instructions | Handling notes |
   • Click "Submit Request"

3. Track Request Status

   • View status in My Pickups section
   • Receive SMS/Email confirmation
   • Get courier assignment notification
   • Track courier en-route (if enabled)

Detailed Steps (Staff Assisting Customers):

1. Log into main system as staff
2. Go to Pickup Management
3. Click "+ New Pickup"
4. Select the customer from dropdown
5. System pre-fills their registered address
6. Verify/modify pickup details as needed
7. Click "Create Pickup Request"
8. Customer receives confirmation notification

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How to Add Shipment Lines to a Pickup Request

Navigation: Pickup Management → New Pickup or Edit Pickup → Shipment Lines Section

When to Use: When recording consignee destinations for packages within a pickup request. Each line represents a separate destination/consignee.

Prerequisites: Creating or editing a pickup request.

Detailed Steps:

1. Access Shipment Lines Section

   • In the Pickup Request form, scroll to Shipment Lines section
   • A default line is automatically added for new pickups

2. Enter Consignee Details for Each Line | Field | Required | Description | Example | |-------|----------|-------------|---------| | Consignee Name | Yes | Recipient name | "ABC Trading LLC" | | Contact Person | No | Contact at destination | "Mohammed Ali" | | Phone | No | Contact phone | "+971 50 123 4567" | | Address | No | Street address | "Warehouse 5, Industrial Area" | | City | Yes | Select from dropdown | "Dubai" | | State | Auto-filled | Auto-populates from city | "Dubai" | | Country | Yes (Auto-filled) | Auto-populates from city | "United Arab Emirates" | | Postal Code | No | ZIP/Postal code | "00000" | | Pieces | No | Number of packages | 2 | | Weight (KG) | No | Package weight | 5.5 | | Cargo Description | No | Contents description | "Documents" |

3. Add Multiple Lines (Multiple Destinations)

   • Click "+ Add Line" button to add more destinations
   • Each line gets a sequential line number
   • Fill consignee details for each destination

4. Remove a Line

   • Click the Delete (trash) icon on the line
   • Note: Cannot remove if only 1 line exists (minimum required)
   • Note: Cannot remove lines already booked or linked to AWB

5. Save Pickup Request

   • All shipment lines are saved with the pickup request
   • Lines are used when converting pickup to AWB

Business Rules:

• Minimum 1 shipment line required per pickup request
• City must be selected from dropdown (type to search)
• State and Country auto-populate when city is selected
• Booked lines cannot be deleted during edit

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How to Convert Pickup Request to AWB

Navigation: AWB Entry → From Pickup → Select Pickup

When to Use: When creating an AWB from a collected/inscanned pickup request.

Prerequisites: Pickup request must have status Collected or Inscanned.

Detailed Steps:

1. Open AWB Entry Page

   • Go to AWB Entry from the menu
   • Click "From Pickup" button

2. Select Pickup Request

   • Dialog shows eligible pickup requests (Collected/Inscanned status)
   • Search by pickup number, customer name, or date
   • Review shipment lines count for each pickup
   • Click on a pickup to select it

3. Review Shipment Lines

   • If pickup has shipment lines, they are displayed
   • Each line shows: Consignee, City, Country, Pieces, Weight
   • Select the line to convert to AWB
   • If no lines exist, a message prompts to add lines first

4. Complete AWB Entry

   • Shipper details auto-fill from pickup customer
   • Consignee details auto-fill from selected shipment line
   • Complete remaining AWB fields (service type, payment mode, etc.)
   • Click Save to create AWB

5. After Conversion

   • Shipment line status updates to Booked
   • AWB is linked to the pickup request
   • Original pickup can still be tracked

Conversion Requirements: | Requirement | Description | |-------------|-------------| | Status | Must be Collected or Inscanned | | Shipment Lines | At least 1 line required (conversion blocked without lines) | | Customer | Must have valid customer assigned |

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How to Use City Selection (Geography Dropdown)

Navigation: Any form with City field (Pickup Request, AWB Entry, Party Master, etc.)

When to Use: When entering addresses that require city selection.

Why Dropdown Only: City selection uses a strict dropdown to ensure data integrity and proper geography hierarchy.

Detailed Steps:

1. Start Typing City Name

   • Click on the City field
   • Begin typing the city name (e.g., "Dub")
   • Dropdown shows matching cities

2. Select from Dropdown

   • Choose the correct city from the list
   • Cities show with their state/country for clarity
   • Important: You MUST select from dropdown (free text not allowed)

3. Automatic State/Country Population

   • When you select a city, State and Country auto-fill
   • These fields become read-only after auto-population
   • Ensures consistent geography hierarchy

4. Example UAE Cities (Pre-configured): | City | State/Emirate | |------|---------------| | Dubai | Dubai | | Sharjah | Sharjah | | Abu Dhabi | Abu Dhabi | | Ajman | Ajman | | Ras Al Khaimah | Ras Al Khaimah | | Fujairah | Fujairah | | Umm Al Quwain | Umm Al Quwain | | Al Ain | Abu Dhabi |

   Note: Full list available in Geography Masters. Additional cities can be added by administrators.

5. If City Not Found

   • Contact administrator to add new cities
   • New cities are added via Geography Masters
   • Navigation: System Settings → Geography Masters → Cities

Benefits of Dropdown Selection:

• Prevents spelling errors and duplicates
• Ensures proper State/Country linkage
• Enables accurate reporting by geography
• Supports rate calculation by zone

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How to Process Inscan (Warehouse Receiving)

Navigation: Sorting/Hub Operations → Inscan

When to Use: When shipments arrive at warehouse from pickups or transfers.

Detailed Steps:

1. Access Inscan Page

   • Go to Sorting/Hub Operations → Inscan
   • Select Warehouse (your location)

2. Scan or Enter AWB | Method | Action | |--------|--------| | Barcode Scan | Use scanner to read AWB barcode | | Manual Entry | Type AWB number and press Enter | | Bulk Scan | Continuous scanning mode |

3. Verify Shipment

   • System displays shipment details
   • Verify pieces count matches
   • Check weight (optional reweigh)
   • Check for damage

4. Complete Inscan

   • Click "Confirm Inscan"
   • Status updates to: RECEIVED_AT_HUB
   • Shipment location updated to warehouse

5. Handle Exceptions | Issue | Action | |-------|--------| | Piece count mismatch | Note discrepancy, create exception | | Damaged package | Take photo, mark as damaged | | Unknown AWB | Check if AWB exists, create if new |

After Inscan:

• Shipment ready for sorting
• Ready for MAWB bagging (if international)
• Ready for DRS assignment (if local delivery)

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How to Create MAWB and Bag Shipments

Navigation: Sorting/Hub Operations → Process Manifest

When to Use: When preparing shipments for air freight dispatch.

Detailed Steps:

1. Create New MAWB

   • Go to Sorting/Hub Operations → Process Manifest
   • Click "+ New MAWB"

2. Enter MAWB Header | Field | Description | Example | |-------|-------------|---------| | MAWB Number | Master AWB from airline | "176-12345678" | | Carrier | Airline name | "Emirates" | | Flight Number | Flight details | "EK 501" | | Origin | Departure airport | "DXB" | | Destination | Arrival airport | "LHR" | | ETD | Departure date/time | 2024-01-15 14:00 | | ETA | Arrival date/time | 2024-01-15 19:00 |

3. Create Bags

   • Click "+ Add Bag"
   • Enter bag details:
     • Bag Number (auto or manual)
     • Bag Type (Document / Parcel)
     • Seal Number
   • Create multiple bags as needed

4. Add Shipments to Bags

   • Select a bag
   • Scan AWB barcodes OR
   • Search and select shipments
   • System validates:
     • Shipment destination matches MAWB destination
     • Shipment not already in another MAWB
     • Shipment is eligible (inscanned, not on hold)

5. Complete Bagging

   • Review bag contents
   • Confirm piece/weight totals
   • Click "Finalize Bag"
   • Enter seal number

6. Finalize MAWB

   • All bags completed
   • Review manifest summary:
     • Total bags
     • Total shipments
     • Total weight
   • Click "Finalize MAWB"
   • Status: DISPATCHED

7. Print Manifest

   • Click "Print Manifest"
   • Generates PDF with:
     • MAWB header
     • Bag list with seal numbers
     • All shipment details

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How to Create DRS (Delivery Run Sheet)

Navigation: Sorting/Hub Operations → DRS-Outscan

When to Use: When assigning shipments to couriers for delivery.

Detailed Steps:

1. Access DRS Page

   • Go to Sorting/Hub Operations → DRS-Outscan
   • Click "+ New DRS"

2. Create DRS Header | Field | Description | Example | |-------|-------------|---------| | DRS Date | Delivery date | Today's date | | Courier | Select delivery agent | "Ahmed - Courier 01" | | Vehicle | Assign vehicle (optional) | "VAN-001" | | Route/Zone | Delivery area | "Dubai Marina" |

3. Add Shipments to DRS | Method | Action | |--------|--------| | Scan AWB | Scan barcodes of shipments | | Search | Find by AWB number | | Bulk Add | Filter and add multiple | | Auto-Assign | System suggests based on zone |

4. Review DRS

   • Verify all shipments listed
   • Check delivery sequence
   • View total pieces, COD amounts
   • Reorder if needed (drag-drop)

5. Dispatch DRS

   • Click "Dispatch"
   • All shipments status: OUT_FOR_DELIVERY
   • Courier receives notification
   • Print DRS sheet for courier

DRS Sheet Includes:

• All AWBs with consignee details
• Sequence/route order
• COD collection amounts
• Signature fields

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How to Capture POD (Proof of Delivery)

Navigation: Operations → POD Capture (or Mobile App)

When to Use: When courier delivers a shipment.

Mobile POD Capture:

1. Open POD App/Page

   • Courier accesses mobile POD interface
   • Scan or enter AWB number

2. Confirm Delivery Status | Status | When to Use | |--------|-------------| | Delivered | Shipment successfully delivered | | Partial | Some pieces delivered | | Refused | Customer refused to accept | | Not Delivered | Customer unavailable, wrong address |

3. Capture POD Details

   For Delivered: | Field | Required | |-------|----------| | Received By | Yes - Name of person | | Relation | Optional - Self, Relative, Guard, etc. | | Signature | Yes - Digital signature capture | | Photo | Optional - Package/delivery photo | | GPS Location | Auto-captured | | Delivery Time | Auto-captured |

   For Not Delivered: | Field | Required | |-------|----------| | Reason | Yes - Select from list | | Remarks | Optional - Additional notes | | Reschedule Date | Optional |

4. Collect COD (if applicable)

   • Enter amount collected
   • Select payment method (Cash/Card)
   • Capture payment reference

5. Submit POD

   • Click "Submit"
   • Status updates to: DELIVERED or NOT_DELIVERED
   • Tracking history updated
   • COD recorded in system

Offline Mode:

• POD can be captured without internet
• Data stored locally in device
• Auto-syncs when connection restored

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How to Update Bulk POD via Excel

Navigation: Operations → POD → Excel Upload

When to Use: When processing multiple POD updates at once.

Detailed Steps:

1. Download Template

   • Go to Operations → POD → Excel Upload
   • Click "Download Template" for blank template, OR
   • Click "Template with AWBs" to pre-fill pending deliveries

2. Fill the Template | Column | Required | Valid Values | |--------|----------|--------------| | AWB No | Yes | Shipment number | | Delivery Status | Yes | Delivered, Not Delivered, Partial, Refused | | Delivery Date | Yes | YYYY-MM-DD format | | Received By | For Delivered | Name of receiver | | Relation | Optional | Self, Relative, Guard, Colleague, Other | | Non-Delivery Reason | For Not Delivered | Address Wrong, Customer Unavailable, etc. | | Remarks | Optional | Additional notes |

3. Upload File

   • Click "Upload"
   • Select your Excel file
   • Wait for validation

4. Review Validation Results | Indicator | Meaning | |-----------|---------| | Green row | Valid, ready to process | | Red row | Error - see error message | | Yellow row | Warning - review needed |

5. Fix Errors (if any)

   • Common errors:
     • AWB not found
     • AWB not eligible for POD (not out for delivery)
     • Missing required field
     • Invalid status value
   • Fix in Excel and re-upload

6. Process Updates

   • Click "Process POD Updates"
   • System updates all valid records
   • Download Results Report

Results Report Shows:

• Success count
• Failed count with reasons
• Per-AWB status

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How to Process Return to Shipper (RTS)

Navigation: Operations → RTS Management

When to Use: When shipment cannot be delivered and must return to sender.

Detailed Steps:

1. Initiate RTS

   • Search for the AWB
   • Click "Initiate RTS"

2. Select RTS Reason | Reason | Description | |--------|-------------| | Customer Refused | Consignee refused delivery | | Undeliverable Address | Address incorrect/incomplete | | Customer Unreachable | Multiple delivery attempts failed | | Shipment Unclaimed | Held at location, not collected | | Customs Rejected | Failed customs clearance |

3. Configure RTS Options | Option | Description | |--------|-------------| | Swap Addresses | System swaps shipper ↔ consignee | | RTS Charge Mode | Prepaid / Collect from shipper | | RTS Amount | Return shipping charge |

4. Confirm RTS

   • Review swap details
   • Click "Create RTS"
   • New AWB created for return (or same AWB updated)
   • Original AWB status: RTS_INITIATED

5. Process RTS Shipment

   • RTS shipment follows normal flow:
   • Inscan → MAWB (if international) → DRS → Delivery to shipper

RTS Tracking:

• Original AWB shows "Returned to Shipper"
• Timeline shows RTS initiation and delivery

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How to Track a Shipment

Navigation: Multiple access points (Quick Search, Shipments List, Public Tracking)

When to Use: When checking shipment status, location, or delivery history.

Prerequisites: AWB number required for tracking.

Detailed Steps:

Method 1: Quick Search (Fastest)

1. Locate Quick Search box in top navigation bar
2. Enter AWB number (e.g., "DXB100001")
3. Click search icon or press Enter
4. View complete shipment details and timeline

Method 2: Shipments List

1. Go to Shipments → All Shipments
2. Use available filters: | Filter | Options | |--------|---------| | Date Range | From/To dates | | Status | Booked, In Transit, Delivered, etc. | | Customer | Select customer | | Origin/Destination | City or country |
3. Click on any shipment row to view details

Method 3: Public Tracking Page

1. Open /tracking page (no login required)
2. Enter AWB number in search box
3. Click "Track" or press Enter
4. View public tracking timeline

Tracking Information Display:

Section	Details Shown
Header	AWB No, Current Status, Service Type
Parties	Shipper & Consignee names and addresses
Shipment	Pieces, Weight, Dimensions, Description
Timeline	Chronological status history with dates
Location	Current location / last scan point
POD	Delivery proof if delivered (signature, photo)

Status Timeline Example:

✓ Booked - 10 Jan 09:00 - Dubai Hub
✓ Picked Up - 10 Jan 11:30 - Courier collected
✓ Received at Hub - 10 Jan 14:00 - Dubai Sorting
✓ In Transit - 10 Jan 18:00 - Dispatched to destination
✓ Arrived at Destination - 11 Jan 08:00 - London Hub
✓ Out for Delivery - 11 Jan 09:30 - Assigned to courier
✓ Delivered - 11 Jan 11:15 - Signed by: J. Smith

Tips:

• Bookmark /tracking?awb=AWB123456 for quick access
• Share tracking link with customers
• Set up alerts for status changes

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How to Use Global Search

Navigation: Dashboard → Top Navigation Bar → Search Box

When to Use: When quickly searching across AWBs, customers, and invoices from anywhere in the system.

Detailed Steps:

1. Access Global Search

   • Located in the top navigation bar on the Dashboard
   • Single search box for all entity types

2. Enter Search Query

   • Type AWB number, customer name/code, or invoice number
   • Minimum 2 characters to start search
   • Search is case-insensitive

3. View Search Results Results are categorized with icons: | Icon | Category | Examples | |------|----------|----------| | 📦 | AWBs | AWB numbers matching query | | 👤 | Customers | Customer names or codes | | 🧾 | Invoices | Invoice numbers |

4. Select Result

   • Click on any result to navigate
   • AWB → Opens tracking page with full details
   • Customer → Opens customer master with filter applied
   • Invoice → Opens invoice view

Search Examples: | Query | Finds | |-------|-------| | "DXB100" | AWBs starting with DXB100 | | "ABC Trading" | Customers with matching name | | "INV-2026" | Invoices from 2026 | | "Mohammed" | Customers named Mohammed |

Features:

• Autocomplete suggestions as you type
• Status badges shown on AWB results
• Results limited to user's branch access
• PostgreSQL-optimized case-insensitive search

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How to Print Tracking Report

Navigation: Tracking Page → Print Icon

When to Use: When generating a professional PDF tracking report for customers or records.

Detailed Steps:

1. Access Tracking Page

   • Search for AWB using Global Search, OR
   • Navigate to Shipments & Operations → Tracking
   • Enter AWB number

2. View Shipment Details

   • Confirm shipment information displayed
   • Review tracking timeline

3. Generate PDF Report

   • Click the Print icon (🖨️) in the tracking page header
   • PDF generates and downloads automatically

Report Contents:

Section	Information
Header	Company logo, report title, generation date
AWB Info	AWB number, booking date, current status (color-coded)
Parties	Shipper and Consignee details (two-column layout)
Shipment	Pieces, weight, movement type, payment mode, COD amount
Timeline	Full tracking history with events, remarks, locations, timestamps
Footer	Page numbers, generation timestamp

Report Format:

• A4 portrait orientation
• Professional layout suitable for customer sharing
• Status shown with color coding (Green=Delivered, Blue=In Transit, etc.)
• Generated via /api/report/tracking/{awbNo} endpoint

Use Cases:

• Customer proof of delivery requests
• Claims documentation
• Internal audit records
• Insurance documentation

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How to Generate Shipment Invoice

Navigation: Shipments & Operations → AWB Entry → Shipment Invoice Button

When to Use: When creating commercial/customs invoices for international shipments.

Detailed Steps:

1. Access AWB Entry

   • Go to Shipments & Operations → Shipments
   • Open the shipment (AWB) requiring invoice

2. Generate Invoice

   • Click "Shipment Invoice" button
   • PDF generates and downloads

Invoice Contents:

Section	Information
Header	Company logo, "Commercial Invoice" title
Shipper Details	Name, address, contact information
Consignee Details	Name, address, contact, tax ID if applicable
Items Table	Description, quantity, unit value, total value
HS Codes	Harmonized System codes for customs
Customs Summary	Total value, currency, country of origin
Declaration	Customs declaration statement

Invoice Format:

• A4 portrait orientation
• Suitable for customs clearance
• Includes HS code columns for international shipments
• Generated via /api/report/shipment-invoice/{id} endpoint

Use Cases:

• International shipment documentation
• Customs clearance requirements
• Commercial trade documentation
• Proof of value for insurance

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How to Use Unified Warehouse Inscan

Navigation: Shipments & Operations → Pickup Inscan

When to Use: When receiving both domestic pickups and import shipments at the warehouse.

Prerequisites: Pickup requests or import shipments must exist in the system.

Detailed Steps:

1. Access Pickup Inscan Page

   • Go to Shipments & Operations → Pickup Inscan
   • Page opens with AWB mode selected by default

2. Select Scan Mode | Mode | Use For | |------|---------| | AWB | Scan domestic AWBs or import shipments | | Pickup Request | Scan pickup request numbers |

3. Scan AWB Barcode

   • Enter AWB number in scan field
   • Press Enter or click Scan
   • System automatically detects shipment type:
     • Domestic AWB → Updates status to "Inscanned at Origin"
     • Import Shipment → Updates status to "Received at Warehouse"

4. View Recently Received

   • Combined Grid shows both domestic and import shipments
   • Import Chip indicator shows which are import shipments
   • Counter shows total of both types received today

Grid Columns: | Column | Description | |--------|-------------| | AWB No | Shipment number | | Type | "Domestic" or "Import" chip | | Consignee | Receiver name | | City | Destination city | | Time | Scan timestamp |

Benefits of Unified Inscan:

• Single scanning interface for all shipment types
• Warehouse staff don't need to switch between pages
• Combined counter for throughput tracking
• Consistent workflow for both domestic and import

Status Updates: | Shipment Type | Before Scan | After Scan | |---------------|-------------|------------| | Domestic AWB | Collected | Inscanned at Origin | | Import Shipment | In Transit | Received at Warehouse |

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Import Operations Guides

How to Create a New Import (Air/Sea/Land)

Navigation: Import Operations → Import Dashboard → Click "New Import"

When to Use: When receiving shipments from international or domestic sources.

Detailed Steps:

1. Access Import Entry

   • Go to Import Operations → Import Dashboard
   • Click "+ New Import"

2. Select Import Mode | Mode | Use For | Identifier | |------|---------|------------| | Air | International air freight | MAWB Number | | Sea | Ocean cargo | Bill of Lading (BL) | | Land | Road transport | Truck/Vehicle Number |

3. Enter Import Header (Mode-Specific)

   For Air Imports: | Field | Description | Example | |-------|-------------|---------| | MAWB Number | Master Airwaybill | "176-12345678" | | Airline | Carrier name | "Emirates" | | Flight No | Flight number | "EK 501" | | Origin Airport | Departure | "LHR" | | Dest. Airport | Arrival | "DXB" | | ETA | Expected arrival | 2024-01-15 14:00 |

   For Sea Imports: | Field | Description | Example | |-------|-------------|---------| | Bill of Lading | BL number | "MAEU123456789" | | Shipping Line | Carrier | "Maersk" | | Vessel Name | Ship name | "MSC Oscar" | | Port of Loading | Origin port | "Southampton" | | Port of Discharge | Dest port | "Jebel Ali" |

   For Land Imports: | Field | Description | Example | |-------|-------------|---------| | Truck Number | Vehicle reg | "UAE-12345" | | Transport Co | Carrier name | "Gulf Transport" | | Origin City | Starting point | "Riyadh" | | Dest City | Arrival point | "Dubai" |

4. Add Shipments

   • Click "+ Add Shipment" or
   • Use bulk Excel import
   • Enter AWB details for each shipment

5. Save Import

   • Click "Save"
   • Import status: CREATED
   • Ready for customs processing

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How to Process Import Customs Clearance

Navigation: Import Operations → Customs Clearance

When to Use: When clearing imported shipments through customs.

Prerequisites: Import must exist and have status awaiting clearance.

Detailed Steps:

1. Access Customs Processing

   • Go to Import Operations → Customs Clearance
   • Or from Import Dashboard, click "Process Customs" on an import

2. Select Import to Process

   • Filter by date, status, or MAWB/BL number
   • Click on import to view shipments

3. Review Shipment Details For each shipment, verify: | Field | Purpose | |-------|---------| | HS Code | Harmonized System classification | | Customs Value | Declared value for duty calculation | | Description | Contents match declaration | | Origin Country | Country of manufacture |

4. Process Individual Shipments | Action | When to Use | |--------|-------------| | Approve | Shipment cleared, no issues | | Hold for Inspection | Physical inspection required | | Mark Duty Pending | Duty payment awaited | | Reject | Cannot clear, return required |

5. Enter Duty Details (if applicable) | Field | Description | |-------|-------------| | Duty Amount | Calculated import duty | | Tax Amount | VAT/GST if applicable | | Payment Reference | Duty payment receipt | | Clearance Date | Date of approval |

6. Bulk Processing

   • Select multiple shipments with checkboxes
   • Click "Bulk Customs Update"
   • Apply same status to all selected
   • Useful for routine clearances

7. Upload Documents

   • Attach customs declaration
   • Upload duty receipts
   • Store inspection reports

8. Complete Processing

   • Click "Save Clearance"
   • Cleared shipments status: CLEARED
   • Ready for local delivery

Clearance Status Reference:

Status	Description	Next Action
Pending	Awaiting processing	Review and process
Cleared	Approved for release	Ready for delivery
Held	Under inspection	Wait for result
Duty Pending	Payment required	Pay duty
Rejected	Cannot clear	Return to origin

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How to Create Import via Excel Upload

Navigation: Import Operations → Excel Upload

When to Use: When importing large batches of shipment data.

Detailed Steps:

1. Download the Template

   • Go to Import Operations → Excel Upload
   • Select Import Mode: Air, Sea, or Land
   • Click "Download Template"
   • Template has mode-specific fields

2. Template Structure | Sheet | Contents | |-------|----------| | Sheet 1: Header | Import metadata | | Sheet 2: Shipments | Individual AWB details |

3. Fill Header Sheet | Column | Required | Description | |--------|----------|-------------| | Reference Number | Yes | MAWB/BL/Truck No | | Carrier Name | Yes | Airline/Shipping Line | | Origin | Yes | Origin location | | Destination | Yes | Destination | | ETA Date | Yes | Expected arrival | | Remarks | No | Additional notes |

4. Fill Shipments Sheet | Column | Required | Description | |--------|----------|-------------| | AWB Number | Yes | Shipment number | | Shipper Name | Yes | Sender name | | Consignee Name | Yes | Receiver name | | Consignee Address | Yes | Delivery address | | Pieces | Yes | Package count | | Weight | Yes | Total weight (KG) | | Description | Yes | Contents | | Customs Value | No | Declared value | | HS Code | No | Customs code |

5. Upload and Validate

   • Click "Upload Excel"
   • System validates:
     • Required fields present
     • Positive values for pieces/weight
     • No duplicate AWB numbers
     • Valid format

6. Review Validation Results | Indicator | Meaning | |-----------|---------| | Green ✓ | Valid row | | Red ✗ | Error - see message | | Yellow ⚠ | Warning - review |

7. Fix Errors

   • Download error report
   • Fix issues in Excel
   • Re-upload corrected file

8. Process Import

   • Click "Import" to create records
   • Transaction-safe: All or none
   • View imported records in dashboard

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Import Shipment Data Fields

The Import Inscan page displays shipment details in a comprehensive table with the following columns:

Column	Description	Source
AWB	House Airwaybill number	Manual entry or Excel import
Shipper	Sender/shipper name	Manual entry or Excel import
Consignee	Receiver/consignee name	Manual entry or Excel import
Weight	Shipment weight in kg	Manual entry or Excel import
Pieces	Number of packages	Manual entry or Excel import
Bag	Assigned bag number	Bag management
Duty/VAT	Customs duty and VAT amount	Manual entry or Excel import
COD/Coll	Cash on Delivery or Collection amount	Manual entry or Excel import
Status	Current shipment status	System-managed
Inscanned	Time of inscan	Automatic

Excel Import Mapping:

• Column "Duty/VAT Amount" → DutyAmount field
• Column "COD/Collection Amount" → CODAmount field
• Column "Shipper Name" → ShipperName field
• When COD amount is entered, IsCOD flag is automatically set to true

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How to Receive Import Shipments at Warehouse

Navigation: Shipments & Operations → Pickup Inscan (AWB Mode)

When to Use: When receiving import shipments at the warehouse after customs clearance.

Prerequisites: Import shipment must exist and be cleared for release.

Detailed Steps:

1. Access Pickup Inscan Page

   • Go to Shipments & Operations → Pickup Inscan
   • Ensure AWB Mode is selected (default)

2. Scan Import AWB

   • Enter or scan the import AWB number
   • Press Enter or click Scan

3. System Detection

   • System automatically detects this is an import shipment
   • Different from domestic AWB handling

4. Status Update

   • Import shipment status changes to "Received at Warehouse"
   • (Different from domestic AWBs which get "Inscanned at Origin")
   • Timestamp recorded automatically

5. View in Combined Grid

   • Import shipment appears in "Recently Received Today" grid
   • "Import" chip indicator distinguishes it from domestic
   • Counter includes both domestic and import shipments

Visual Indicators: | Type | Chip Color | Status After Scan | |------|------------|-------------------| | Domestic AWB | No chip | Inscanned at Origin | | Import Shipment | "Import" chip | Received at Warehouse |

Next Steps After Receiving:

• Import shipment ready for local delivery
• Assign to DRS for final delivery
• Track via unified tracking system

Benefits:

• Single interface for all receiving operations
• Warehouse staff don't switch between systems
• Unified throughput counter
• Clear visual distinction between shipment types

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Prepaid AWB Guides

How to Manage AWB Stock

Navigation: Masters & Settings → Operations Masters → AWB Stock Management

When to Use: When receiving and tracking physical AWB inventory (books, stickers, rolls).

Detailed Steps:

1. Access AWB Stock Management

   • Go to Masters & Settings → Operations Masters → AWB Stock Management
   • View current stock summary

2. Add New Stock

   • Click "+ Add Stock"
   • Enter stock details:

   Field	Description	Example
   Stock Type	Book / Sticker Roll / Sheet	"Book"
   AWB Prefix	Prefix for AWB numbers	"DXB"
   Start Number	First AWB in range	100001
   End Number	Last AWB in range	100100
   Quantity	Total AWBs in stock	100
   Rate per AWB	Cost per AWB	5.00
   Received Date	Date stock received	2026-01-15
   Supplier	AWB supplier name	"Emirates Post"

3. Track Usage

   • View allocated vs available AWBs
   • Monitor stock levels by type
   • Generate reorder alerts

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How to Issue Prepaid AWBs

Navigation: Customers & CRM → Customer AWB Issue

When to Use: When issuing prepaid AWBs to customers in advance.

Prerequisites: Customer must have Account Type set to "Pre-paid" to appear in Prepaid AWB issue mode.

Detailed Steps:

1. Access Customer AWB Issue

   • Go to Customers & CRM → Customer AWB Issue
   • Select "Prepaid AWB" option (default)

2. Fill Issue Details

   • Select customer (only Pre-paid account type customers shown)
   • Enter AWB issue details:

   Field	Description	Example
   Customer	Pre-paid account customer	"ABC Trading LLC"
   Origin	Origin city	"Dubai"
   Destination	Destination city (required for prepaid)	"Abu Dhabi"
   No. of AWBs	Number of AWBs to issue	10
   Rate per AWB	Price charged per AWB	15.00
   Total Amount	Auto-calculated	150.00
   Payment Mode	Cash / Bank	"Cash"

3. Payment Details

   • Select payment mode (Cash or Bank)
   • Choose the corresponding account
   • Enter bank reference if bank payment

4. Issue AWBs

   • Click "Issue AWBs" to complete
   • System generates AWB numbers and updates balance
   • Accounting entries created automatically

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How to Use Prepaid AWB in Shipment

Navigation: Shipments & Operations → Shipments → New AWB

When to Use: When creating a shipment using a prepaid AWB number.

Detailed Steps:

1. Start New Shipment

   • Go to Shipments & Operations → Shipments
   • Click "+ New AWB"

2. Select Prepaid Customer

   • Choose customer with prepaid AWBs
   • System shows available prepaid balance

3. Enter Prepaid AWB Number

   • Enter the prepaid AWB number from customer's allocated range
   • System validates:
     • AWB belongs to selected customer
     • AWB not already used
     • AWB within valid range

4. Complete Shipment Entry

   • Fill remaining shipment details
   • Save shipment
   • Prepaid balance updated automatically

Validation Errors: | Error | Meaning | Solution | |-------|---------|----------| | "AWB not in prepaid range" | AWB number not allocated to customer | Check customer's prepaid AWB range | | "AWB already used" | AWB was used in another shipment | Use different AWB number | | "No prepaid balance" | Customer has no prepaid AWBs remaining | Sell more prepaid AWBs |

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How to View Prepaid AWB Register

Navigation: Customers & CRM → Prepaid AWB Register

When to Use: To view prepaid AWB usage and balance by customer.

Detailed Steps:

1. Access Prepaid Register

   • Go to Customers & CRM → Prepaid AWB Register

2. Filter Options

   • Select customer (required)
   • Date range (optional)
   • Status filter (All / Used / Available)

3. Report Columns | Column | Description | |--------|-------------| | Customer Name | Customer account | | Total Prepaid | Total AWBs purchased | | Used | AWBs consumed in shipments | | Available | Remaining balance | | Prepaid Amount | Total prepaid value |

4. Export Options

   • Export to Excel
   • Print report

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Dashboard & Reporting Guides

How to Use Customer Dashboard

Navigation: CRM → Customer Dashboard

When to Use: For complete customer overview and quick actions.

Dashboard Components:

1. Customer Search

   • Search by: Name, Code, Phone, Email
   • Recent customers shown
   • Click customer to load profile

2. Summary Cards | Card | Shows | |------|-------| | Total Shipments | All-time shipment count | | Pending Deliveries | Currently in transit | | Outstanding Balance | Unpaid invoice amount | | This Month Volume | Current month shipments |

3. Recent Shipments Table

   • Last 10 shipments
   • AWB, Date, Status, Destination
   • Click to view full details

4. Financial Summary

   • Open invoices with aging
   • Payment history
   • Credit limit and usage
   • Average payment days

5. Quick Actions | Action | Function | |--------|----------| | New Pickup | Create pickup request | | Shipment History | Full shipment list | | Statement | Generate account statement | | Edit Profile | Update customer info |

Tips:

• Pin frequently accessed customers
• Export data to Excel for analysis
• Set alerts for credit limit breach

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How to Use Pickup Dashboard

Navigation: Pickup Management → Dashboard

When to Use: For daily pickup management and courier assignment.

Dashboard Layout:

1. Summary Cards | Card | Shows | |------|-------| | Total Today | All pickup requests for today | | Pending Assignment | Not yet assigned to courier | | In Progress | Courier en route | | Completed | Collected and at hub | | Failed | Collection failed |

2. Filters

   • Date range
   • Status (Pending, Assigned, Collected, Failed)
   • Customer
   • Courier
   • Area/Zone

3. Pickup List

   • Request number
   • Customer name & address
   • Time slot
   • Assigned courier
   • Status with color coding

Daily Workflow:

1. Morning: Review & Assign

   • Check pending assignments
   • Review time slots
   • Assign couriers by zone
   • Send notifications

2. Midday: Monitor

   • Track collection progress
   • Handle delays
   • Reassign if needed

3. Evening: Reconcile

   • Verify all collected
   • Follow up on failures
   • Reschedule for tomorrow

Assigning Couriers:

1. Select unassigned pickup(s)
2. Click "Assign"
3. Choose courier from available list
4. Click "Confirm"
5. Courier receives notification

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How to De-brief Courier (End of Day)

Navigation: Reconciliation → DRS Reconciliation

When to Use: At end of day to close courier's delivery run.

Detailed Steps:

1. Access DRS Reconciliation

   • Go to Reconciliation → DRS Reconciliation

2. Select DRS | Filter | Select | |--------|--------| | Date | DRS date (usually today) | | Courier | Delivery agent name | | DRS Number | Specific DRS (optional) |

   Click "Load DRS"

3. Review Delivery Status For each shipment: | Status | Action Required | |--------|-----------------| | Delivered | Verify POD captured | | Not Delivered | Select reason, add notes | | Pending | Update with actual status |

4. Reconcile COD Collection | Field | Value | |-------|-------| | Expected COD | System calculated total | | Collected Amount | Actual amount from courier | | Difference | Shortfall or excess |

   If difference exists:

   • Document reason
   • Create adjustment entry

5. Record Expenses | Expense Type | Example | |--------------|---------| | Fuel | Daily fuel cost | | Toll | Road toll receipts | | Parking | Parking fees | | Other | Miscellaneous |

   Attach receipts if required.

6. Review Summary | Metric | Value | |--------|-------| | Shipments Delivered | X / Total | | Delivery Rate | XX% | | COD Collected | Amount | | Expenses | Amount | | Net Collection | Amount |

7. Submit Day-End

   • Click "Submit Day-End"
   • DRS status: CLOSED
   • Print Day-End Report
   • COD transferred to finance

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How to Reconcile Courier Cash/COD

Navigation: Accounts & Finance → Courier Receipts

When to Use: To match COD collected against expected and record handover.

Detailed Steps:

1. Access Courier Receipts

   • Go to Accounts & Finance → Courier Receipts

2. Filter Collections | Filter | Purpose | |--------|---------| | Date Range | Period to reconcile | | Courier | Specific courier | | Status | Pending / Reconciled |

3. Load Collection Data

   • Click "Load Collections"
   • System shows all COD shipments

4. Review Collection Details | Column | Shows | |--------|-------| | AWB No | Shipment number | | Customer | Consignee name | | Expected | COD amount on AWB | | Collected | Amount received | | Difference | Variance |

5. Record Cash Handover | Field | Enter | |-------|-------| | Amount Received | Actual cash from courier | | Payment Method | Cash / Cheque / Bank Transfer | | Reference | Receipt number or bank ref | | Received By | Staff name | | Date | Handover date |

6. Handle Discrepancies | Situation | Action | |-----------|--------| | Short Collection | Create debit note to courier | | Excess Collection | Create credit note | | Disputed Amount | Mark for investigation | | Customer Issue | Follow up with customer |

7. Confirm Receipt

   • Click "Confirm Receipt"
   • System updates:
     • Courier ledger balance
     • Cash/Bank account
     • Shipment payment status
     • Reconciliation report

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Finance Guides

How to Create an Invoice

Navigation: Accounts & Finance → Invoices → Click "New Invoice"

When to Use: When billing customers for shipment services.

Detailed Steps:

1. Access Invoice Creation

   • Go to Accounts & Finance → Invoices
   • Click "+ New Invoice"

2. Select Customer

   • Search and select customer
   • System loads:
     • Customer details
     • Billing address
     • Payment terms
     • Outstanding balance

3. Select Shipments to Bill | Option | Action | |--------|--------| | Individual | Select specific AWBs | | Date Range | All unbilled in period | | Auto-Select | All unbilled for customer |

4. Review Line Items For each shipment: | Column | Value | |--------|-------| | AWB No | Shipment number | | Date | Shipment date | | Destination | Delivery location | | Weight | Chargeable weight | | Rate | Applied rate | | Amount | Line total |

5. Add Other Charges | Charge | Example | |--------|---------| | Fuel Surcharge | Percentage or fixed | | Insurance | Based on value | | Packaging | Special packing | | Handling | Heavy cargo |

6. Apply Discounts (if any)

   • Contract discount
   • Volume discount
   • Promotional discount

7. Review Totals | Field | Value | |-------|-------| | Subtotal | Sum of line items | | Discount | Applied discounts | | Tax (VAT) | Calculated tax | | Total | Final invoice amount |

8. Save and Generate

   • Click "Save"
   • Invoice number generated
   • Status: DRAFT or ISSUED
   • Click "Print Invoice" for PDF

Invoice Workflow:

Draft → Issued → Partially Paid → Fully Paid

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How to Record Customer Payment (Receipt)

Navigation: Accounts & Finance → Receipts → Click "New Receipt"

When to Use: When receiving payment from customers.

Detailed Steps:

1. Access Receipt Entry

   • Go to Accounts & Finance → Receipts
   • Click "+ New Receipt"

2. Select Customer

   • Search and select customer
   • System shows:
     • Outstanding invoices
     • Total amount due
     • Credit balance (if any)

3. Enter Payment Details | Field | Description | Example | |-------|-------------|---------| | Receipt Date | Payment date | Today | | Payment Method | Cash/Cheque/Bank/Card | Bank Transfer | | Reference | Check no. or bank ref | "TRF-12345" | | Bank Account | If bank transfer | "Emirates NBD" | | Amount | Payment amount | 15,000.00 |

4. Allocate to Invoices | Method | Action | |--------|--------| | Auto-Allocate | FIFO allocation | | Manual | Select invoices to pay | | Partial | Pay portion of invoice |

5. Review Allocation | Invoice | Amount | Allocated | Balance | |---------|--------|-----------|---------| | INV-001 | 5,000 | 5,000 | 0 | | INV-002 | 8,000 | 8,000 | 0 | | INV-003 | 10,000 | 2,000 | 8,000 |

6. Handle Excess Payment

   • Credit to customer account, OR
   • Record as advance payment

7. Save Receipt

   • Click "Save"
   • Receipt number generated
   • Invoices updated
   • Print receipt voucher

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How to Set Up Rate Cards

Navigation: Pricing & Billing → Rate Cards → Click "New Rate Card"

When to Use: When configuring pricing for services.

Detailed Steps:

1. Access Rate Card Setup

   • Go to Pricing & Billing → Rate Cards
   • Click "+ New Rate Card"

2. Enter Basic Details | Field | Description | Example | |-------|-------------|---------| | Rate Card Name | Descriptive name | "UAE Express 2024" | | Rate Card Code | Unique identifier | "UAE-EXP-24" | | Effective From | Start date | 2024-01-01 | | Effective To | End date (optional) | 2024-12-31 | | Currency | Pricing currency | AED |

3. Select Applicability | Field | Options | |-------|---------| | Movement Type | Domestic / International / Both | | Service Type | Express / Standard / Economy | | Payment Mode | Prepaid / Collect / Both | | Zone | Select applicable zones |

4. Define Weight Slabs | From (KG) | To (KG) | Rate Type | Rate | |-----------|---------|-----------|------| | 0.00 | 0.50 | Fixed | 25.00 | | 0.51 | 1.00 | Fixed | 35.00 | | 1.01 | 5.00 | Per KG | 10.00 | | 5.01 | 10.00 | Per KG | 8.00 | | 10.01 | 999.00 | Per KG | 6.00 |

5. Add Additional Charges | Charge | Type | Value | |--------|------|-------| | Fuel Surcharge | Percentage | 5% | | Min. Charge | Fixed | 25.00 | | Remote Area | Fixed | 50.00 |

6. Save Rate Card

   • Click "Save"
   • Rate card available for assignment

7. Assign to Customers

   • Go to customer profile
   • Select rate card from dropdown
   • Set priority if multiple cards

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How to Use Rate Simulator

Navigation: Pricing & Billing → Rate Simulator

When to Use: To test rate calculations before quoting customers.

Detailed Steps:

1. Access Rate Simulator

   • Go to Pricing & Billing → Rate Simulator

2. Enter Shipment Details | Field | Enter | |-------|-------| | Customer | Select or leave blank for default | | Origin | City/Country | | Destination | City/Country | | Weight | Actual weight (KG) | | Dimensions | L x W x H (cm) | | Service Type | Express / Standard | | Payment Mode | Prepaid / Collect |

3. Click Calculate

   • System processes all applicable rate cards
   • Shows calculated rates

4. Review Results | Column | Shows | |--------|-------| | Rate Card | Applied rate card name | | Zone | Determined zone | | Base Rate | Weight-based rate | | Fuel Charge | Surcharge amount | | Other Charges | Additional fees | | Total | Final amount |

5. View Formula Trace

   • Click "Show Calculation"
   • See step-by-step breakdown:
     • Volumetric weight calculation
     • Chargeable weight selection
     • Slab determination
     • Rate application
     • Surcharge addition

Use Cases:

• Quote customers accurately
• Verify rate card configuration
• Compare different service levels
• Test special pricing scenarios

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How to Generate Reports

Navigation: Various report locations

Common Reports and How to Generate:

Financial Reports

Accounts Receivable Aging

1. Go to Reports → AR Aging
2. Select date
3. Filter by customer (optional)
4. Click "Generate"
5. Export to Excel or PDF

Revenue Report

1. Go to Reports → Revenue
2. Select date range
3. Group by: Branch / Customer / Service
4. Click "Generate"

Operations Reports

Shipment Status Report

1. Go to Reports → Shipment Status
2. Select date range
3. Filter by status
4. Click "Generate"

Delivery Performance

1. Go to Reports → Delivery Performance
2. Select period
3. View metrics: On-time %, SLA breach, etc.

Courier Performance

1. Go to Reports → Courier Report
2. Select courier and date range
3. View deliveries, COD, expenses

Export Options

Format	Use For
PDF	Printing, official records
Excel	Analysis, manipulation
CSV	System imports

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How to Use Public Tracking Page

Navigation: /tracking (no login required)

When to Use: Share with customers for self-service tracking.

For Customers:

1. Access Tracking Page

   • Open: https://[your-domain]/tracking
   • No login required

2. Enter AWB Number

   • Type AWB number in search box
   • Click "Track" or press Enter

3. View Tracking Results | Section | Shows | |---------|-------| | Status | Current shipment status | | Timeline | All status updates | | Location | Last scanned location | | Delivery | Expected/actual delivery |

4. Timeline Details Each event shows:

   • Date and time
   • Status description
   • Location
   • Remarks (if any)

For Staff:

• Share tracking URL with customers
• Format: /tracking?awb=AWB123456
• Embed in emails or SMS notifications

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How to Use General Ledger

Navigation: Finance & Accounting → General Ledger

The General Ledger module provides comprehensive financial management with the following components:

Masters Setup

1. Chart of Accounts

• Navigation: Finance & Accounting → General Ledger → Masters → Chart of Accounts
• Create and manage account hierarchy (Assets, Liabilities, Income, Expenses, Equity)
• Self-referential structure for unlimited nesting levels
• Define account types and nature (Debit/Credit)

2. Control Accounts

• Navigation: Finance & Accounting → General Ledger → Masters → Control Accounts
• Link operational modules to GL accounts
• Map: AR Control, AP Control, Cash, Bank, Revenue, COD Payable

3. Financial Years

• Navigation: Finance & Accounting → General Ledger → Masters → Financial Years
• Define fiscal periods with auto-generated monthly periods
• Open/Close periods for transaction control

4. Tax Setup

• Navigation: Finance & Accounting → General Ledger → Masters → Tax Setup
• Configure GST, VAT, Service Tax rates

Transactions

Cash & Bank Vouchers

• Navigation: Finance & Accounting → General Ledger → Transactions → Cash & Bank → Cash & Bank Vouchers
• Record cash receipts, cash payments, bank deposits, bank payments, bank transfers

Bank Accounts

• Navigation: Finance & Accounting → General Ledger → Transactions → Cash & Bank → Bank Accounts
• Manage bank account details

Bank Reconciliation

• Navigation: Finance & Accounting → General Ledger → Transactions → Cash & Bank → Bank Reconciliation
• Match bank statement with system records

Journal Voucher

• Navigation: Finance & Accounting → General Ledger → Transactions → Journal Voucher
• Create general journal entries with multi-line debits and credits

Financial Reports

Report	Navigation	Purpose
Account Ledger	Financial Reports → Account Ledger	View account transactions (Standard/Detailed/Summary)
Day Book	Financial Reports → Day Book	Daily transaction listing
Cash & Bank Book	Financial Reports → Cash & Bank Book	Cash and bank movement summary
Trial Balance	Financial Reports → Trial Balance	Account balances (Summary/Standard/Grouped/Monthly/Detailed)
Profit & Loss	Financial Reports → Profit & Loss	Income vs expenses (Summary/Item Wise/Period Comparison)
Balance Sheet	Financial Reports → Balance Sheet	Assets vs liabilities (Standard/Group-wise/Horizontal/Vertical)
Cash Flow	Financial Reports → Cash Flow	Cash movement (Indirect/Direct Method)

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How to Email Reports

Navigation: Various report pages (Customer Ledger, Customer Statement, Supplier Ledger, Supplier Statement)

When to Use: To send PDF reports directly to customers or suppliers via email.

Prerequisites:

• Google Gmail integration configured
• Customer/Supplier must have valid email address on file
• Branch must have email address configured

Detailed Steps:

1. Generate the Report

   • Navigate to the desired report:
     • Customer Ledger: Finance & Accounting → Accounts Receivable → AR Reports → Customer Ledger
     • Customer Statement: Finance & Accounting → Accounts Receivable → AR Reports → Customer Statement
     • Supplier Ledger: Finance & Accounting → Accounts Payable → AP Reports → Supplier Ledger
     • Supplier Statement: Finance & Accounting → Accounts Payable → AP Reports → Supplier Statement

2. Select Party and Filters

   • Choose customer or supplier
   • Set date range
   • Apply any additional filters
   • Click "Generate Report"

3. Click Email Button

   • Find the "Email" button in the toolbar
   • Click to open email dialog

4. Confirm Email Details | Field | Auto-populated | |-------|----------------| | To | Party's email address | | From | Branch email address | | Subject | Report name and date range | | Attachment | PDF report |

5. Send Email

   • Click "Send"
   • Email sent via Gmail API
   • Success message confirms delivery

Email Content:

• Professional HTML email body with report summary
• PDF attachment with full report details
• Includes: Party name, date range, opening/closing balances

Troubleshooting: | Issue | Solution | |-------|----------| | Email button disabled | Ensure party has email address | | Send failed | Check Gmail integration status | | No "From" address | Configure branch email in Branch Settings |

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Can't find what you're looking for?

We're constantly improving this knowledge base based on user feedback. If you need help with something not covered in these guides:

Submit Your Question

1. Use the Form Below - Scroll to bottom of Knowledge Base page
2. Describe Your Task - What are you trying to accomplish?
3. Provide Context - Which module or feature relates to your question?

Contact Support

• Email: support@net4courier.com
• Subject: "Knowledge Base Request: [Your Topic]"
• Include: Screenshots if you're stuck on a specific screen

Popular Topics We're Working On

Based on user requests, these guides are coming soon:

• How to set up multi-currency operations
• How to configure automated notifications
• How to create custom reports
• How to integrate with external systems
• How to manage franchisee operations

---

How To Guides - Quick Reference

Task	Guide Section
Set up company	System Setup Guides
Create branch/warehouse	System Setup Guides
Add users and roles	System Setup Guides
Book new shipment	Operations Guides
Create pickup request	Operations Guides
Receive at warehouse	Operations Guides
Create MAWB/manifest	Operations Guides
Assign deliveries (DRS)	Operations Guides
Capture POD	Operations Guides
Process returns (RTS)	Operations Guides
Track shipment	Operations Guides
Import (Air/Sea/Land)	Import Operations Guides
Customs clearance	Import Operations Guides
Bulk POD update	Operations Guides
Customer dashboard	Dashboard & Reporting Guides
Pickup dashboard	Dashboard & Reporting Guides
Courier de-briefing	Dashboard & Reporting Guides
Create invoice	Finance Guides
Record payment	Finance Guides
Set up rate cards	Finance Guides
Rate simulator	Finance Guides
Generate reports	Finance Guides

---

Operations Flow

Complete Shipment Lifecycle

Pickup Request → Collection → Inscan → AWB Entry → QC Complete
       ↓
MAWB Bagging → Manifest → Dispatch → In Transit
       ↓
Destination Arrival → Sorting → DRS/Outscan → Out for Delivery
       ↓
POD Capture → Delivered (or) RTS/Return
       ↓
Invoice → Payment → Closed

---

Pickup Management

Navigation: Pickup Management

Purpose: Manage customer pickup requests from creation to collection.

Complete Pickup Workflow

┌──────────────────┐     ┌───────────────────────┐     ┌─────────────────┐
│  Pickup Request  │────▶│ Assigned for Collection│────▶│    Collected    │
│   (Status = 1)   │     │      (Status = 2)      │     │  (Status = 4)   │
└──────────────────┘     └───────────────────────┘     └─────────────────┘
                                    │                          │
                                    │ Failed                   │
                                    ▼                          ▼
                         ┌──────────────────┐          ┌─────────────────┐
                         │    Attempted     │          │    Inscanned    │
                         │   (Status = 3)   │          │   (Status = 5)   │
                         └──────────────────┘          └─────────────────┘
                                    │                          │
                                    │ Re-assign                │
                                    └──────────────────────────┘
                                              │
                                              ▼
                                      ┌─────────────────┐
                                      │   AWB Created   │
                                      └─────────────────┘

Pickup Status Codes

Status	Value	Description	Next Actions
Pickup Request	1	Initial request created	Assign to courier, Cancel
Assigned for Collection	2	Courier assigned to collect	Mark Collected, Mark Attempted
Attempted	3	Collection failed (customer unavailable, etc.)	Re-assign to another courier
Shipment Collected	4	Courier has collected the shipment	Proceed to Inscan
Inscanned	5	Shipment received at warehouse	Convert to AWB
Cancelled	6	Request cancelled	No further action

Workflow Steps

1. Create Pickup Request

   • Customer calls or submits online request
   • Enter customer details, pickup address, expected pieces
   • Add shipment lines with consignee details (required for AWB conversion)
   • System assigns Pickup Request Number (e.g., PKP-2026-0001)
   • Status: Pickup Request (1)

2. Assign Collection Agent

   • Click the Assign button (motorcycle icon) on the pickup
   • Select courier from dropdown and assign
   • Agent receives pickup details with address and special instructions
   • Timestamps: AssignedAt recorded
   • Status: Assigned for Collection (2)

3. Collection Outcome (One of two results)

   Option A - Successful Collection:

   • Agent arrives at customer location
   • Verifies package count and condition
   • Collects COD amount if applicable
   • Click Mark Collected button
   • Timestamps: CollectedAt recorded
   • Status: Shipment Collected (4)

   Option B - Failed Collection (Attempted):

   • Agent unable to collect (customer not available, address wrong, etc.)
   • Click Mark Attempted button
   • Enter reason for failed collection
   • Timestamps: AttemptedAt, AttemptedByUserName recorded
   • Status: Attempted (3)
   • Can be re-assigned to another courier for retry

4. Inscan at Warehouse

   • Agent brings collected packages to warehouse
   • Scan packages at inscan station
   • Verify weight and piece count
   • Status: Inscanned (5)

5. Convert to AWB

   • From Pickup Request, click Convert to AWB
   • System creates AWB from shipment lines
   • Each shipment line becomes a separate AWB
   • Original pickup marked as converted

Dashboard Summary Cards

The Pickup Management dashboard displays real-time counts for each status:

Card	Color	Description
Pending	Orange	New pickup requests awaiting assignment
Assigned	Blue	Pickups assigned to couriers
Attempted	Red	Failed collection attempts needing re-assignment
Collected	Green	Successfully collected, pending inscan
Inscanned	Purple	Received at warehouse, ready for processing

Key Fields

Field	Description
Pickup Request No	Auto-generated unique identifier (PKP-YYYY-NNNN)
Customer	Party who requested pickup
Pickup Address	Collection location with landmark
Pickup Schedule	Time slot (Morning, Afternoon, Evening)
Expected Pieces	Anticipated number of packages
Pickup Date/Time	Scheduled collection date and time
Assigned Agent	Courier assigned for collection
Attempt Remarks	Reason for failed collection (if Attempted)
Shipment Lines	Individual consignee details for AWB creation

Business Rules

1. Shipment Lines Required: Pickup requests must have at least one shipment line with consignee details before converting to AWB
2. City Selection: UAE cities must be selected from dropdown (auto-populates State/Country)
3. Re-assignment: Attempted pickups can be re-assigned to the same or different courier
4. Timestamps: All status changes are recorded with date/time and user info
5. Audit Trail: Complete history of status changes maintained in PickupStatusHistory

Keywords

pickup request, collection, customer pickup, assign agent, schedule pickup, pickup scheduling, courier assignment, collect shipment, pickup confirmation, attempted pickup, failed collection, re-assign courier, shipment lines, pickup inscan, convert to awb

---

Inscan (Warehouse Receiving)

Navigation: Sorting/Hub Operations → Inscan

Purpose: Receive shipments into the warehouse and create AWB entries.

Workflow Steps

1. Scan Package

   • Scan barcode or enter AWB/Reference number
   • If from Pickup Request, system auto-populates details
   • Status: INSCANNED

2. Verify Details

   • Check weight and dimensions
   • Verify piece count matches
   • Inspect for damage

3. Quality Check

   • Validate packaging
   • Confirm address accuracy
   • Check prohibited items
   • Status: QC_COMPLETED

4. Convert to AWB

   • If from Pickup Request, convert to full AWB
   • Assign AWB number based on branch prefix
   • Ready for bagging/dispatch

Two-Step Pickup Conversion

Step	Action	Result
Step 1	Inscan	Creates initial warehouse entry
Step 2	AWB Conversion	Generates full shipment record

Keywords

inscan, warehouse receiving, barcode scan, QC check, quality control, receive shipment, warehouse entry, package verification, inscan origin

---

AWB Entry & Shipments

Navigation: Shipments

Purpose: Create and manage Air Waybills (AWB) for all shipments.

Creating New AWB

1. Shipper Details

   • Select or create consignor (sender)
   • Enter origin address
   • Contact information

2. Receiver Details

   • Select or create consignee (receiver)
   • Enter destination address
   • Contact information

3. Shipment Information

   • Service type (Express, Standard, Economy, etc.)
   • Number of pieces
   • Actual weight
   • Dimensions (L x W x H) for volumetric weight
   • Declared value
   • Payment mode (Prepaid, COD, Credit, To Pay)

4. Additional Charges

   • Other charges (handling, packaging, insurance)
   • Fuel surcharge (auto-calculated)
   • Tax calculations

5. AWB Generation

   • System generates AWB number: [BranchCode]-[Type]-[Sequence]
   • Example: AWB-DOM-001234 (Domestic), AWB-INT-001234 (International)

AWB Number Format

Component	Description
Prefix	AWB
Type	DOM (Domestic), INT (International)
Sequence	Auto-increment per branch

Movement Types

Type	Description
Domestic	Within same country
International Export	Outgoing to foreign country
International Import	Incoming from foreign country
Transhipment	Through transit only

Payment Modes

Mode	Description
Prepaid	Sender pays in advance
COD	Cash on Delivery - Receiver pays
Credit	Billed to customer account
To Pay	Receiver pays (non-COD)

Key Actions

• Print AWB: Generate A5 AWB document
• Print Label: Generate 4x6 shipping label
• View Timeline: See complete status history
• Update Status: Manual status update
• Create RTS: Initiate return shipment

Keywords

AWB entry, air waybill, shipment creation, consignor, consignee, sender, receiver, booking, create shipment, weight, dimensions, volumetric, COD, prepaid, credit, to pay, domestic, international, export, import

---

Process Manifest (MAWB)

Navigation: Sorting/Hub Operations → Process Manifest

Purpose: Group shipments into bags and create Master Air Waybills for transit.

MAWB Workflow

1. Create MAWB

   • Enter origin and destination cities
   • Specify carrier/airline details
   • Flight number and departure time
   • Select co-loader if applicable

2. Create Bags

   • Add bags to MAWB
   • Assign bag numbers and seal numbers
   • Each bag has weight and piece limits

3. Add Shipments to Bags

   • Scan AWB barcodes
   • System validates:
     • Route matches MAWB destination
     • Shipment not on hold
     • Not already bagged
   • Status: BAGGED

4. Finalize MAWB

   • System validates all bags
   • Blocks if any shipment on hold
   • Generates manifest documents
   • Status: MANIFESTED

5. Dispatch

   • Hand over to carrier
   • Status: IN_TRANSIT

Bag Validation Rules

Validation	Description
Route Match	Shipment destination must match MAWB destination
Not On Hold	Shipments with hold status cannot be bagged
Not Duplicate	Same AWB cannot be in multiple bags
Status Check	Only eligible statuses can be bagged

MAWB Statuses

Status	Description
Draft	Being prepared
Finalized	Ready for dispatch
Dispatched	Handed to carrier

Keywords

MAWB, master airwaybill, manifest, bagging, bag shipment, flight manifest, carrier, co-loader, dispatch, finalize manifest, seal number, bag number, transit, air cargo

---

Import Module (Air/Sea/Land)

Navigation: Import Operations → Import Dashboard

Purpose: Manage incoming shipments from international or domestic sources via air, sea, or land transport.

Import Modes

Mode	Identifier	Use Case
Air	MAWB (Master Airwaybill)	International air freight
Sea	BL (Bill of Lading)	Ocean cargo
Land	Truck/Vehicle Number	Road transport

Import Dashboard (/import-dashboard)

The dashboard provides:

• Summary Cards: Total imports, pending customs, cleared, in transit
• Filters: Date range, mode, status, origin
• Import List: All imports with key details and actions

Create New Import (/import-entry)

Step 1: Select Import Mode

• Choose Air, Sea, or Land

Step 2: Enter Header Details

Field	Air Mode	Sea Mode	Land Mode
Reference	MAWB Number	Bill of Lading	Truck Number
Carrier	Airline Name	Shipping Line	Transport Company
Origin	Origin Airport	Port of Loading	Origin City
Destination	Dest. Airport	Port of Discharge	Destination City
ETA	Flight ETA	Vessel ETA	Truck ETA

Step 3: Add Shipments

• Enter individual AWB/shipment details
• Or use Excel Import for bulk entry

Customs Processing (/import-customs)

Purpose: Process customs clearance for import shipments.

Workflow:

1. Select import awaiting clearance
2. Review shipment details (HS Code, Value)
3. For each shipment, set:
   • Customs Status: Cleared, Held, Duty Pending, Rejected
   • Duty Amount: If applicable
   • Clearance Date: When cleared
4. Upload supporting documents if required
5. Bulk update available for multiple shipments

Clearance Statuses:

Status	Description
Pending	Awaiting customs processing
Cleared	Approved and released
Held for Inspection	Physical inspection required
Duty Pending	Payment awaited
Rejected	Not cleared, return required

Excel Import (/import-excel-upload)

Purpose: Bulk import creation via Excel upload.

Template Structure:

• Sheet 1: Header - Import metadata (MAWB/BL, carrier, dates)
• Sheet 2: Shipments - Individual AWB details

Workflow:

1. Click "Download Template" (mode-specific)
2. Fill in header and shipment details
3. Click "Upload" and select file
4. Review validation:
   • Required fields check
   • Positive values validation
   • Duplicate AWB detection
5. Preview valid/error rows
6. Click "Import" to process
7. System creates import with all shipments

Template Columns (Shipments):

• AWB Number, Shipper Name, Consignee Name
• Pieces, Weight, Description
• Customs Value, HS Code
• Origin, Destination

Import Statuses

Status	Description
Created	Import header created
Arrived	Shipment arrived at destination
In Customs	Undergoing customs processing
Cleared	All customs formalities complete
Released	Ready for local delivery
Completed	All shipments delivered

Keywords

import, air import, sea import, land import, MAWB, bill of lading, customs, clearance, duty, HS code, excel import, bulk import, carrier, freight, cargo, customs processing, import dashboard

---

DRS-Outscan (Dispatch)

Navigation: Sorting/Hub Operations → DRS-Outscan

Purpose: Create Delivery Run Sheets and dispatch shipments for last-mile delivery.

DRS Workflow

1. Create DRS

   • Select delivery agent (courier)
   • Set delivery date
   • System generates DRS number

2. Add Shipments

   • Scan AWB barcodes
   • Only shipments with status INSCAN_ORIGIN or RETURN_COMPLETED eligible
   • System validates eligibility

3. Finalize DRS

   • Confirm all shipments added
   • Print DRS sheet for courier
   • Status: OUT_FOR_DELIVERY

4. Handover

   • Physical handover of packages to courier
   • Courier signs DRS acknowledgment

DRS Contents

Information	Description
DRS Number	Unique identifier for the run sheet
Courier	Assigned delivery agent
Date	Delivery date
Shipment List	AWBs included in this DRS
Total Pieces	Sum of all packages
COD Total	Cash to collect
Route	Delivery area/route

Keywords

DRS, delivery run sheet, outscan, dispatch, last mile, delivery agent, courier dispatch, out for delivery, delivery handover, route assignment

---

Proof of Delivery (POD)

Navigation: Mobile POD Capture (field agent)

Purpose: Capture delivery confirmation with evidence.

POD Capture Process

1. Search Shipment

   • Scan AWB barcode or enter manually
   • View shipment and recipient details

2. Capture Delivery Status

   • Delivered: Successful delivery
   • Partial Delivery: Some items delivered
   • Refused: Recipient refused delivery
   • Not Delivered: Unable to deliver

3. Collect Evidence

   • Photo: Capture up to 3 photos
   • Signature: Digital signature capture
   • GPS Location: Auto-captured coordinates
   • Receiver Name: Who received the package
   • Relation: Relationship to consignee

4. COD Collection

   • If COD shipment, collect cash
   • Record amount collected
   • Payment mode (Cash, Card, UPI)

5. Submit POD

   • System updates shipment status
   • Status: DELIVERED or POD_CAPTURED

Delivery Status Options

Status	Use Case
Delivered	Full delivery completed
Partial	Only some pieces delivered
Refused	Customer refused to accept
Not Delivered	Customer not available, wrong address, etc.

Offline Support

• POD can be captured without internet
• Data stored locally (IndexedDB)
• Auto-syncs when connection restored

Bulk POD Update

Navigation: Operations → POD → Bulk Update (/pod-bulk)

For updating multiple PODs at once using a grid interface:

1. Filter by date range, DRS number, or courier
2. Select multiple AWBs using checkboxes
3. Apply status update to all selected
4. Confirm and submit

POD Excel Batch Upload

Navigation: Operations → POD → Excel Upload (/pod-excel-upload)

For processing large batches of POD updates via Excel:

Step 1: Download Template

• Click "Download Template" for blank template, OR
• Click "Template with AWBs" to pre-populate with pending deliveries

Step 2: Fill Template The Excel template includes these columns:

Column	Required	Description
AWB No	Yes	Shipment number
Delivery Status	Yes	Delivered, Not Delivered, Partial, Refused
Delivery Date	Yes	Date of delivery (YYYY-MM-DD)
Received By	For Delivered	Name of person who received
Relation	Optional	Self, Relative, Guard, Colleague, etc.
Non-Delivery Reason	For Not Delivered	Address Wrong, Customer Unavailable, etc.
Remarks	Optional	Additional notes

Step 3: Upload and Validate

• Click "Upload" and select your filled Excel file
• System validates each row:
  • AWB exists in system
  • Shipment is eligible for POD (out for delivery)
  • Required fields are filled
  • Status value is valid
• Preview shows valid rows (green) and errors (red)

Step 4: Process Updates

• Click "Process POD Updates" to apply changes
• System updates:
  • POD status in InscanMaster
  • AWB Tracking history
  • Shipment timeline
• Download Results Report showing success/failure per AWB

Keywords

POD, proof of delivery, delivery confirmation, signature, photo evidence, GPS, location, COD collection, delivered, refused, not delivered, mobile capture, delivery status, bulk POD, excel upload, batch update, POD template

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Return to Shipper (RTS)

Navigation: Sorting/Hub Operations → Return to Shipper (RTS)

Purpose: Process return shipments back to original sender.

RTS Workflow

1. Initiate RTS

   • From POD capture: Click "Create RTS"
   • From RTS page: Search original AWB

2. RTS Details

   • Original shipment auto-linked
   • Addresses automatically swapped
   • Specify RTS reason
   • Select charge mode

3. RTS Charge Modes

Mode	Description
Free	No charge for return
Chargeable	Apply rate card to return shipment

4. RTS Statuses
   • RTS_REQUESTED: Return initiated
   • RTS_COLLECTED: Picked up for return
   • RTS_INSCANNED: Received at hub
   • RTS_IN_TRANSIT: Being shipped back
   • RTS_DELIVERED: Returned to shipper

Keywords

RTS, return to shipper, return shipment, failed delivery, return, address swap, reverse logistics, return reason, return pickup

---

Returns/RTO

Navigation: Sorting/Hub Operations → Returns/RTO

Purpose: Manage Return to Origin (RTO) shipments.

RTO vs RTS

Type	Description
RTO	Return to Origin - Failed delivery returns
RTS	Return to Shipper - Customer-initiated returns

RTO Reasons

• Recipient not available
• Wrong address
• Refused by recipient
• Address incomplete
• Customer moved

Keywords

RTO, return to origin, failed delivery, undelivered, return management, delivery failure

---

Reconciliation

DRS Reconciliation

Navigation: Finance → Delivery → DRS Cash Receipt → Reconcile

Purpose: Match DRS dispatches with actual deliveries and reconcile cash/COD collections per AWB.

DRS Cash Receipt Workflow

1. Issue Cash Receipt

   • Go to Finance → Delivery → DRS Cash Receipt
   • Click "New Receipt" to open receipt form
   • Select DRS from dropdown
   • Enter received cash amount
   • Issue receipt (generates receipt number)

2. Print/Email Receipt

   • Click printer icon to download A5 PDF receipt
   • Click email icon to send receipt to courier's email
   • Receipt includes DRS details, amounts, and signature lines

AWB-Level Reconciliation

After issuing receipt, click "Reconcile" to perform detailed per-AWB reconciliation:

1. View AWB Grid Each AWB shows three charge categories:

   • Material Cost - Expected vs Collected
   • COD Amount - Expected vs Collected
   • Other Charges - Expected vs Collected

2. Enter Collected Amounts

   • Collected amounts default to expected values
   • Modify only when discrepancy exists
   • System calculates discount automatically

3. Variance Calculation

   • Formula: Collected + Expenses - Receipt = Variance
   • Complete reconciliation only when variance = 0

4. Generate Statement

   • Click "Complete Reconciliation" to finalize
   • View/print reconciliation statement showing:
     • Per-AWB expected vs collected breakdown
     • Total by category
     • Expense deductions
     • Final balance

Best Practices

• Issue receipt immediately when courier submits cash
• Reconcile same day to avoid discrepancies
• Approve courier expenses before reconciliation
• Review statement with courier before signing

Keywords

DRS reconciliation, delivery reconciliation, match delivery, verify dispatch, COD verification, delivery status update, cash receipt, courier reconciliation, per-AWB reconciliation

---

Courier Day-End Submission

Navigation: Reconciliation → Courier Day-End

Purpose: End-of-day submission by delivery agents.

Day-End Process

1. Courier Login

   • Courier accesses submission page

2. Submit Deliveries

   • List of all assigned shipments
   • Update final status for each
   • Submit pending PODs

3. Cash Submission

   • Total COD collected
   • Expenses incurred
   • Net amount to deposit

Keywords

day end, courier submission, daily closing, cash submission, delivery closing, end of day

---

Courier Receipt

Navigation: Reconciliation → Courier Receipt

Purpose: Record cash received from delivery agents.

Receipt Process

1. Select Courier

   • Choose delivery agent
   • View pending cash balance

2. Record Receipt

   • Date and amount received
   • Payment mode
   • Reference number

3. Balance Update

   • Courier ledger updated
   • COD account credited

Keywords

courier receipt, cash receipt, COD receipt, agent payment, cash collection, deposit

---

Expense Approval

Navigation: Reconciliation → Expense Approval

Purpose: Approve expenses claimed by delivery agents.

Expense Types

• Fuel/Petrol
• Vehicle maintenance
• Mobile recharge
• Parking
• Toll charges
• Miscellaneous

Approval Workflow

1. Courier Submits Expense

   • Enter expense type and amount
   • Attach receipt/proof

2. Manager Reviews

   • View pending expenses
   • Approve, reject, or request clarification

3. Settlement

   • Approved expenses adjusted against collections
   • Or reimbursed separately

Keywords

expense approval, courier expense, reimbursement, fuel expense, delivery expense, expense claim

---

Courier Ledger

Navigation: Reconciliation → Courier Ledger

Purpose: View complete transaction history for delivery agents.

Ledger Contents

Transaction Type	Description
COD Collection	Amount collected from customers
Cash Deposit	Amount deposited to company
Expense	Approved expenses
Advance	Money given to courier
Adjustment	Manual adjustments

Keywords

courier ledger, agent ledger, transaction history, courier balance, COD ledger, agent account

---

Accounts & Finance

General Ledger

Chart of Accounts

Navigation: Accounts & Finance → General Ledger → Settings → Chart-of-Accounts

Purpose: Define account structure for financial transactions.

Account Types

Type	Nature	Examples
Assets	Debit	Cash, Bank, Receivables, Equipment
Liabilities	Credit	Payables, Loans, Advances
Income	Credit	Freight Revenue, Service Charges
Expenses	Debit	Salaries, Rent, Utilities
Equity	Credit	Capital, Retained Earnings

Account Hierarchy

• Parent accounts contain sub-accounts
• Self-referential structure for unlimited nesting
• Example: Assets → Current Assets → Cash → Petty Cash

Keywords

chart of accounts, COA, account head, ledger account, account type, account nature, account hierarchy

---

Financial Period

Navigation: Accounts & Finance → General Ledger → Settings → Financial Period

Purpose: Manage financial years and monthly periods.

Features

• Auto-generate monthly periods for financial year
• Open/Close periods for transactions
• Only open periods accept transactions
• Admin controls period status

Keywords

financial period, financial year, fiscal year, period closing, open period, close period, month end

---

Control Accounts

Navigation: Accounts & Finance → General Ledger → Settings → Control Accounts

Purpose: Link operational modules to general ledger accounts.

Key Mappings

Control Account	Purpose
Accounts Receivable	Customer invoice postings
Accounts Payable	Vendor bill postings
Cash Account	Cash transactions
Bank Account	Bank transactions
Freight Revenue	Shipment revenue
COD Payable	COD amounts due to customers

Keywords

control accounts, account mapping, GL mapping, integration accounts, posting accounts

---

Tax Setup

Navigation: Accounts & Finance → General Ledger → Settings → Tax Setup

Purpose: Configure tax rates and rules.

Tax Types

• GST (Goods & Services Tax)
• VAT (Value Added Tax)
• Service Tax
• Customs Duty

Keywords

tax setup, GST, VAT, tax rate, tax configuration, tax calculation

---

Transaction Page Types (Auto-Posting Configuration)

Navigation: Accounts & Finance → General Ledger → Finance Setup → Transaction Page Types

Purpose: Define which system pages automatically create journal entries when transactions are processed.

Available Transaction Types

Transaction Type	Description	Example Fields
AWB_ENTRY	Shipment creation	Freight, Fuel Surcharge, VAT
CUSTOMER_INVOICE	Invoice posting	Revenue, Receivables, VAT
POD_UPDATE	Proof of delivery	COD Collection
PREPAID_AWB_ISSUE	Prepaid AWB sale	AWB Revenue, Stock
CREDIT_NOTE	Customer credit	Revenue reversal
DEBIT_NOTE	Customer debit	Additional charges
COD_REMITTANCE	COD payout	COD Payable, Cash/Bank
EXPENSE_ENTRY	Expense recording	Expense, Payables
CASH_RECEIPT	Cash collection	Cash, Receivables
VENDOR_BILL	Vendor invoice	Expenses, Payables
CASH_PAYMENT	Cash payout	Cash, Payables
BANK_TRANSFER	Fund transfer	Bank accounts

Setup Steps

1. Go to Transaction Page Types
2. Enable auto-posting for each required type
3. Configure Posting Setup for field-level mappings

Keywords

transaction types, auto-posting, journal automation, GL integration, posting configuration

---

Posting Setup (Field-Level Account Mapping)

Navigation: Accounts & Finance → General Ledger → Finance Setup → Posting Setup

Purpose: Map each transaction amount field to specific debit/credit accounts for automatic journal entry creation.

Configuration Process

1. Select Transaction Type

   • Choose from available types (AWB Entry, Invoice, etc.)

2. Map Amount Fields For each field (Freight, VAT, COD, etc.):

   • Select Debit Account (where the amount goes)
   • Select Credit Account (balancing entry)

3. Example Mappings

Field	Debit Account	Credit Account
Freight Charges	Accounts Receivable	Freight Revenue
VAT Amount	Accounts Receivable	VAT Payable
COD Amount	Cash in Hand	COD Payable
Fuel Surcharge	Accounts Receivable	Fuel Revenue

Best Practices

• Complete all mappings before processing transactions
• Test with sample transactions
• Review generated journals for accuracy

Keywords

posting setup, field mapping, account mapping, auto-journal, GL posting, debit credit mapping

---

Cash and Bank

Navigation: Accounts & Finance → General Ledger → Transactions → Cash and Bank

Purpose: Record cash and bank transactions.

Transaction Types

• Cash Receipt
• Cash Payment
• Bank Deposit
• Bank Payment
• Bank Transfer

Keywords

cash voucher, bank voucher, cash payment, bank payment, cash receipt, bank deposit, fund transfer

---

Journal Voucher

Navigation: Accounts & Finance → General Ledger → Transactions → Journal Voucher

Purpose: Record adjusting and non-cash entries.

Use Cases

• Opening balances
• Year-end adjustments
• Error corrections
• Provisions
• Accruals

Keywords

journal entry, journal voucher, adjusting entry, correction entry, provision, accrual

---

Financial Statements

Navigation: Accounts & Finance → General Ledger → Reports → Financial Statements

Trial Balance

• List all accounts with balances
• Verify debits equal credits
• Filter by date range

Profit & Loss Account

• Revenue minus expenses
• Operating profit calculation
• Net profit/loss

Balance Sheet

• Assets, Liabilities, Equity
• Point-in-time financial position
• Verify accounting equation

Keywords

trial balance, profit and loss, P&L, income statement, balance sheet, financial statement, financial report

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Account Receivables (AR)

Invoices

Navigation: Accounts & Finance → Account Receivables → Transactions → Invoices

Purpose: View and manage customer invoices.

Invoice Types

• Shipment Invoice (based on AWBs)
• Service Invoice
• Credit Note (reduces balance)
• Debit Note (increases balance)

Keywords

invoice, customer invoice, AR invoice, billing, invoice list, invoice history

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Generate Invoice

Navigation: Accounts & Finance → Account Receivables → Transactions → Generate Invoice

Purpose: Create invoices for unbilled shipments.

Invoice Generation Process

1. Select Customer

   • Choose customer to bill
   • View credit terms and limits

2. Select Shipments

   • Filter by date range
   • Show only uninvoiced AWBs
   • Multi-select shipments

3. Review Charges

   • Freight charges
   • Additional charges
   • Taxes

4. Generate

   • Create invoice
   • Print/Email to customer
   • Status: INVOICED

Keywords

generate invoice, create invoice, billing, shipment billing, unbilled shipments, invoice generation

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Credit / Debit Notes

Navigation: Accounts & Finance → Account Receivables → Transactions → Credit / Debit Notes

Purpose: Adjust customer balances.

Type	Effect
Credit Note	Reduces customer balance (refund, discount)
Debit Note	Increases customer balance (additional charge)

Keywords

credit note, debit note, CN, DN, adjustment, refund, discount

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Customer Payments

Navigation: Accounts & Finance → Account Receivables → Transactions → Customer Payments

Purpose: Record payments received from customers.

Payment Process

1. Select Customer

   • View outstanding invoices
   • See account balance

2. Record Payment

   • Amount received
   • Payment mode (Cash, Cheque, Bank Transfer, Card)
   • Reference number

3. Allocate to Invoices

   • Apply payment to specific invoices
   • Or auto-allocate to oldest first

Keywords

customer payment, receipt, payment collection, payment allocation, invoice payment, AR receipt

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Aging Reports

Navigation: Accounts & Finance → Account Receivables → Reports → Aging Reports

Purpose: Analyze overdue customer balances.

Aging Buckets

• Current (not due)
• 1-30 days overdue
• 31-60 days overdue
• 61-90 days overdue
• Over 90 days overdue

Keywords

aging report, AR aging, overdue, outstanding, collection, receivables aging

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Account Payables (AP)

Suppliers

Navigation: Accounts & Finance → Account Payables → Settings → Suppliers

Purpose: Manage vendor/supplier master data.

Supplier Types

• Co-loaders
• Forwarding agents
• Fuel vendors
• Service providers
• Landlords

Keywords

supplier, vendor, AP vendor, supplier master, vendor list

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Vendor Bills

Navigation: Finance → Accounts Payable → Vendor Bills

Purpose: Record and manage bills from suppliers/vendors for accounts payable tracking.

Bill Entry

1. Click New Vendor Bill to create a new bill
2. Select the supplier from the dropdown
3. Enter bill details:
   • Bill No: Vendor's invoice number
   • Bill Date: Invoice date from vendor
   • Due Date: Payment due date
   • Description: Purpose of the bill
4. Enter amounts:
   • Sub Total: Bill amount before tax
   • Tax %: Applicable tax percentage
   • Total Amount: Automatically calculated
5. Save as Draft or Post immediately

Bill Statuses

Status	Description
Draft	Bill entered but not yet approved
Approved	Bill verified and ready for payment
Paid	Payment completed

Actions

• Edit: Modify draft bills
• Approve: Mark bill as verified
• Pay: Record payment against the bill
• Delete: Remove draft bills only

Keywords

vendor bill, purchase invoice, AP invoice, supplier bill, expense bill, accounts payable

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Vendor Payments

Navigation: Accounts & Finance → Account Payables → Transactions → Vendor Payments

Purpose: Record payments made to vendors.

Payment Process

1. Select vendor
2. View outstanding bills
3. Record payment amount and mode
4. Allocate to bills

Keywords

vendor payment, supplier payment, bill payment, AP payment, pay vendor

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Expense Management

Navigation: Finance → Accounts Payable → Expenses

Purpose: Track, submit, and approve operational expenses with category-based organization and approval workflow.

Creating an Expense

1. Click New Expense to create a new expense entry
2. Fill in the details:
   • Expense No: Auto-generated or manual entry
   • Date: When the expense was incurred
   • Category: Select from Travel, Fuel, Maintenance, Office, Communication, Utilities, Insurance, Customs, Freight, Handling, or Other
   • Description: Details about the expense
3. Optionally link to:
   • Supplier: If expense is from a vendor
   • Employee: If claimed by an employee
4. Enter amounts:
   • Amount: Base expense amount
   • Tax %: Applicable tax percentage
   • Total: Automatically calculated
5. Add Reference No and Remarks as needed
6. Save the expense

Expense Categories

Category	Use For
Travel	Transport, flights, accommodation
Fuel	Vehicle fuel costs
Maintenance	Repairs, vehicle servicing
Office	Office supplies, equipment
Communication	Phone, internet, postage
Utilities	Electricity, water, gas
Insurance	Vehicle, cargo insurance
Customs	Customs duties, clearance fees
Freight	Shipping, carrier charges
Handling	Warehouse, handling fees
Other	Miscellaneous expenses

Approval Workflow

Status	Description
Draft	Initial entry, can be edited or deleted
Submitted	Sent for approval, awaiting review
Approved	Verified and approved for payment
Rejected	Not approved, returned with reason
Paid	Payment completed

Actions

• Submit: Send draft expense for approval
• Approve/Reject: Manager actions on submitted expenses
• Edit: Modify draft or rejected expenses
• Delete: Remove draft expenses only
• Export: Download expense list to Excel

Keywords

expense management, expense tracking, operational expense, cost management, expense approval, expense category

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TDS / Withholding

Navigation: Accounts & Finance → Account Payables → Transactions → TDS / Withholding

Purpose: Manage tax deducted at source on vendor payments.

Keywords

TDS, withholding tax, tax deduction, TDS payment, TDS challan

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Vendor Aging

Navigation: Accounts & Finance → Account Payables → Reports → Vendor Aging

Purpose: Analyze payable dues by age.

Keywords

vendor aging, AP aging, payable aging, outstanding payables

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Customer Management (CRM)

Customer Dashboard

Navigation: Customer Management (CRM) → Customer Dashboard

Purpose: Overview of customer metrics and activities.

Dashboard Widgets

• Total active customers
• Monthly shipment volume
• Revenue by customer
• Overdue balances
• Recent activities

Keywords

customer dashboard, CRM dashboard, customer overview, customer metrics

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Customer Profiles

Navigation: Customer Management (CRM) → Customer Profiles

Purpose: Manage customer master data.

Customer Information

Field	Description
Customer Code	Unique identifier
Company Name	Business name
Contact Person	Primary contact
Email/Phone	Communication details
Address	Billing and operational addresses
Party Type	Customer classification
Credit Terms	Payment terms (days)
Credit Limit	Maximum outstanding allowed
Account Nature	Receivable/Payable

Party Types

Type	Description
Consignor	Sender/Shipper
Consignee	Receiver
Customer	Regular booking customer
Co-loader	Partner carrier
Forwarding Agent	Freight forwarder
Vendor	Service provider

Keywords

customer profile, customer master, party master, customer data, CRM, contact management, customer information

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Contracts & Pricing

Navigation: Customer Management (CRM) → Contracts & Pricing

Purpose: Manage customer-specific pricing agreements.

Contract Features

• Customer-specific rate cards
• Volume discounts
• Validity periods
• Priority-based rate selection
• Effective date versioning

Keywords

customer contract, pricing agreement, rate agreement, customer pricing, special rates, contract pricing

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SLA Management

Navigation: Customer Management (CRM) → SLAs

Purpose: Define and track Service Level Agreements.

SLA Parameters

• Delivery time targets
• First attempt success rate
• POD upload time
• RTS processing time
• Complaint resolution time

Keywords

SLA, service level agreement, delivery target, performance metrics, service commitment

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Complaints & Tickets

Navigation: Customer Management (CRM) → Complaints / Tickets

Purpose: Track and resolve customer issues.

Complaint Types

• Delivery delay
• Damaged package
• Wrong delivery
• Missing items
• Billing dispute
• Staff behavior

Ticket Workflow

1. Ticket created (customer/agent)
2. Assigned to handler
3. Investigation
4. Resolution
5. Customer feedback
6. Closed

Keywords

complaint, ticket, customer issue, support ticket, grievance, resolution, customer service, dispute

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Pricing & Billing

Zone Management

Zone Categories

Navigation: Pricing & Billing → Zone Management → Zone Categories

Purpose: Group zones into categories for rate structuring.

Keywords

zone category, zone group, geographic category

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Zones

Navigation: Pricing & Billing → Zone Management → Zones

Purpose: Define geographic zones for rate calculation.

Zone Configuration

Field	Description
Zone Code	Unique identifier
Zone Name	Descriptive name
Category	Zone category
Countries	Countries in zone
Cities	Cities in zone
Postal Codes	PIN codes in zone

Zone Resolution Priority

1. City match
2. Country match
3. Default zone

Keywords

zone matrix, zone definition, geographic zone, delivery zone, rate zone, postal zone

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Rate Cards

Navigation: Pricing & Billing → Rate Cards

Purpose: Configure pricing for shipments.

Rate Card Structure

Component	Description
Rate Card Name	Identifier
Movement Type	Domestic/International
Payment Mode	Prepaid/COD/Credit
Valid From/To	Validity period
Status	Draft/Pending/Active/Expired

Zone-Based Pricing

Each zone in a rate card has:

• Base weight and rate
• Additional per-kg rate
• Minimum charge
• Fuel surcharge %
• Tax mode

Slab-Based Pricing

Weight slabs with different rules:

• PerStep: Charge per weight step
• PerKg: Charge per kilogram
• FlatAfter: Flat rate after base

Rate Card Statuses

Status	Description
Draft	Being prepared
Pending Approval	Submitted for review
Active	Currently in use
Expired	Past validity date
Suspended	Temporarily disabled

Keywords

rate card, pricing, freight rate, shipping rate, weight slab, zone rate, pricing setup, rate configuration

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Rate Simulator

Navigation: Pricing & Billing → Rate Simulator

Purpose: Test rate calculations before applying.

Simulator Inputs

• Origin and destination
• Weight and dimensions
• Service type
• Payment mode
• Customer (for contract rates)

Output

• Applicable rate card
• Zone resolution path
• Weight calculation (actual vs volumetric)
• Slab charges breakdown
• Total with taxes

Keywords

rate simulator, rate calculator, quote, pricing test, rate check, shipping cost calculator

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Charges Configuration

Special Charges

Navigation: Pricing & Billing → Special Charges

Purpose: Configure special handling charges.

Examples:

• Hazardous material handling
• Temperature-controlled
• Oversized package
• Weekend delivery

Keywords

special charges, handling charges, special handling, surcharge

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Fuel Surcharge

Navigation: Pricing → Fuel Surcharge

Purpose: Configure fuel surcharge rates that are automatically applied to shipment charges based on fuel price fluctuations.

Creating a Fuel Surcharge

1. Click New Fuel Surcharge to add a new rate
2. Configure the surcharge:
   • Name: Descriptive name (e.g., "Q1 2026 Fuel Surcharge")
   • Percentage: Surcharge rate (e.g., 15%)
   • Effective From: Start date for this rate
   • Effective To: End date (optional, leave blank for ongoing)
   • Movement Type: Domestic, International, or All
   • Is Active: Enable/disable the surcharge
3. Save the configuration

How It Works

• Fuel surcharge is applied as a percentage of the base freight charge
• Only active surcharges within the effective date range are applied
• Multiple surcharges can be configured for different movement types
• System automatically selects the applicable surcharge based on shipment date and type

Example Calculation

Base Freight	Fuel Surcharge %	Fuel Amount
AED 100	15%	AED 15
AED 250	12%	AED 30

Keywords

fuel surcharge, FSC, fuel charge, fuel adjustment, fuel rate, surcharge percentage

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Other Charge Types

Navigation: Pricing & Billing → Other Charge Types

Purpose: Define additional charge types.

Examples:

• Packaging charge
• Insurance
• Address correction
• Redelivery charge
• Documentation fee

Keywords

other charges, additional charges, miscellaneous charges, charge types

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Discounts & Contracts

Navigation: Pricing → Discounts & Contracts

Purpose: Create customer-specific discount agreements with service type filtering, percentage discounts, and validity periods.

Creating a Discount Contract

1. Click New Contract to create a discount agreement
2. Configure the contract:
   • Contract Name: Descriptive name (e.g., "ABC Corp Volume Discount")
   • Customer: Select the customer for this contract
   • Discount %: Percentage discount to apply (e.g., 10%)
   • Service Types: Select which service types this discount applies to (or leave blank for all)
   • Valid From: Contract start date
   • Valid To: Contract end date
   • Is Active: Enable/disable the contract
3. Add Description and Remarks as needed
4. Save the contract

How It Works

• Discount contracts are customer-specific pricing agreements
• System automatically applies the discount when creating invoices for the customer
• Discounts can be limited to specific service types
• Only active contracts within the validity period are applied
• Multiple contracts can exist for a customer with different service types

Contract Management

Action	Description
Edit	Modify contract terms and dates
Activate/Deactivate	Enable or disable the contract
Delete	Remove unused contracts
View History	Track contract changes

Example

Customer	Discount	Service Types	Valid Period
ABC Corp	15%	Express, Same Day	Jan-Dec 2026
XYZ Ltd	10%	All Services	Feb-Jun 2026

Keywords

discount, volume discount, contract discount, special pricing, promotional rate, customer discount, discount agreement

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System Settings

Company Setup

Navigation: System Settings → Companies

Purpose: Configure company information.

Company Details

• Company name and code
• Registration numbers (GST, PAN)
• Address
• Logo
• Contact information
• Country (for movement type calculation)

Keywords

company setup, company master, company profile, organization setup

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Branch Management

Navigation: System Settings → Branches

Purpose: Manage branch/location master data with multi-branch support.

Branch Details

• Branch Code - Used in AWB prefix for unique numbering
• Branch Name - Display name (e.g., "Dubai Main Office")
• Currency Code/Symbol - Branch-specific currency (e.g., AED, USD)
• Address - Complete physical address with city, state, country
• Manager Name - Branch manager contact
• Linked Company - Parent company relationship
• VAT Percentage - Tax rate for this branch
• Is Head Office - Flag for main branch

AWB Number Configuration

Each branch can have its own AWB numbering sequence:

• AWB Prefix - Unique prefix (e.g., "DXB", "SHJ")
• Starting Number - First AWB number to use
• Increment - Step value (typically 1)
• Last Used Number - Tracks current sequence

Multi-Branch User Access

• Users can be assigned to multiple branches via User-Branch assignments
• Each assignment has an IsDefault flag for primary branch
• Branch-Restricted Login: Users with multiple branches see a branch selection dropdown after entering credentials
• Dashboard header displays: Company Name | Branch Name | User Name
• All operations are scoped to the user's selected branch

Warehouse Management

Each branch can have multiple warehouses at /warehouses:

• Warehouse Code/Name - Identification
• Capacity - Storage capacity in units
• Address - Physical location
• Contact Person - Warehouse manager
• Status - Active/Inactive

Keywords

branch, location, office, hub, warehouse, branch master, currency, multi-branch, user branch, branch assignment, AWB prefix

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Service Types

Navigation: System Settings → Service Types

Purpose: Configure available service offerings.

Default Service Types

Service	Transit Days	Express
Standard	3-5 days	No
Express	1-2 days	Yes
Overnight	Next day	Yes
Same Day	Same day	Yes
Economy	5-7 days	No
Document Express	1 day	Yes
Freight	5-10 days	No
COD	2-3 days	No

Keywords

service type, service offering, delivery type, shipping service, express service, standard service

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Status Management

Navigation: System Settings → Status Management

Purpose: Configure shipment statuses and status groups.

Status Groups

Group	Description
Pre-Pickup	Before collection
Collection	Pickup process
Origin Warehouse	At origin hub
Transit	Moving between locations
Destination Warehouse	At destination hub
Delivery	Last mile process
Exception/Return	Problems and returns
Billing	Financial processing
Closed	Completed shipments

Keywords

status management, shipment status, status group, status configuration, tracking status

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User Management

Navigation: System Settings → User Management

Purpose: Manage system users.

User Details

• Username and password
• Full name and email
• Role assignment
• Branch assignment
• Active/Inactive status

Keywords

user management, user creation, user access, login credentials, employee access

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User Types

Navigation: System Settings → User Types

Purpose: Define user classifications.

Examples:

• Admin
• Manager
• Operator
• Courier
• Customer

Keywords

user type, user category, user classification

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Roles & Permissions

Navigation: System Settings → Roles & Permissions

Purpose: Configure access control.

Role Configuration

• Role name
• Permissions per module
• Create/Read/Update/Delete access

Keywords

roles, permissions, access control, user rights, security, authorization

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Geography Masters

Countries

Navigation: System Settings → Geography Masters → Countries

Purpose: Maintain country master data.

Keywords

country, country master, country list

---

States

Navigation: System Settings → Geography Masters → States

Purpose: Maintain state/province data.

Keywords

state, province, region, state master

---

Cities

Navigation: System Settings → Geography Masters → Cities

Purpose: Maintain city master data.

Keywords

city, city master, town, urban area

---

Locations / Pincodes

Navigation: System Settings → Geography Masters → Locations / Pincodes

Purpose: Maintain postal code data.

Keywords

pincode, postal code, ZIP code, location, area code, serviceability

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Compliance & Audit

Audit Logs

Navigation: Compliance & Audit → Audit Logs

Purpose: Track all system activities.

Logged Information

• User actions (create, update, delete)
• Login/logout events
• System changes
• Timestamp and IP address

Keywords

audit log, activity log, user activity, system log, tracking log

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Regulatory Reports

Navigation: Compliance & Audit → Regulatory Reports

Purpose: Generate compliance reports.

Keywords

regulatory report, compliance report, government report, statutory report

---

Data Export

Navigation: Compliance & Audit → Data Export

Purpose: Export data for analysis or migration.

Export Formats

• Excel (XLSX)
• CSV
• PDF

Keywords

data export, export data, download data, data download

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Document Management

Navigation: Compliance & Audit → Document Management

Purpose: Store and manage documents.

Keywords

document management, file storage, document upload, attachments

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Status Codes Reference

Complete Status List

ID	Code	Status Name	Group
1	PICKUP_REQUESTED	Pickup Requested	Pre-Pickup
2	PICKUP_SCHEDULED	Pickup Scheduled	Pre-Pickup
3	ASSIGNED_FOR_COLLECTION	Assigned for Collection	Collection
4	PICKUP_ATTEMPTED	Pickup Attempted	Collection
5	SHIPMENT_COLLECTED	Shipment Collected	Collection
6	PICKUP_CANCELLED	Pickup Cancelled	Collection
7	INSCAN_ORIGIN	Inscanned at Origin	Origin Warehouse
8	QC_COMPLETED	QC Completed	Origin Warehouse
9	BAGGED	Bagged	Origin Warehouse
10	MANIFESTED	Manifested	Origin Warehouse
11	IN_TRANSIT	In Transit	Transit
12	ARRIVED_DESTINATION	Arrived at Destination	Destination Warehouse
13	INSCAN_DESTINATION	Inscanned at Destination	Destination Warehouse
14	SORTED	Sorted	Destination Warehouse
15	OUT_FOR_DELIVERY	Out for Delivery	Delivery
16	DELIVERY_ATTEMPTED	Delivery Attempted	Delivery
17	DELIVERED	Delivered	Delivery
18	POD_CAPTURED	POD Captured	Delivery
19	DELIVERY_FAILED	Delivery Failed	Exception/Return
20	RETURN_TO_ORIGIN	Return to Origin	Exception/Return
21	RETURN_COMPLETED	Return Completed	Exception/Return
22	ON_HOLD	On Hold	Exception/Return
23	LOST	Lost	Exception/Return
24	DAMAGED	Damaged	Exception/Return
25	RTS_REQUESTED	RTS Requested	Exception/Return
26	RTS_COLLECTED	RTS Collected	Exception/Return
27	RTS_INSCANNED	RTS Inscanned	Exception/Return
28	RTS_IN_TRANSIT	RTS In Transit	Exception/Return
29	RTS_DELIVERED	RTS Delivered	Exception/Return
30	INVOICED	Invoiced	Billing
31	CLOSED	Closed	Closed

Keywords

status code, status ID, shipment status, tracking status, courier status, AWB status

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Quick Reference Index

Common Tasks

Task	Navigation
Create pickup request	Pickup Management
Receive shipment (domestic)	Shipments & Operations → Pickup Inscan
Receive import shipment	Shipments & Operations → Pickup Inscan (AWB mode)
Create AWB	Shipments → New
Configure branch AWB by movement type	Masters & Settings → Branches → Edit
Dispatch for delivery	Sorting/Hub Operations → DRS-Outscan
Capture POD	Mobile POD (field)
Generate invoice	Accounts & Finance → AR → Generate Invoice
Record payment	Accounts & Finance → AR → Customer Payments
Add customer	CRM → Customer Profiles
Create rate card	Pricing & Billing → Rate Cards
Check rate	Pricing & Billing → Rate Simulator
Set up zones (Int'l/Domestic)	Pricing & Billing → Zone Management
Use global search	Dashboard → Top Search Box
Print tracking report	Tracking Page → Print Icon
Generate shipment invoice	AWB Entry → Shipment Invoice Button
Email report to customer	Financial Reports → Email Button
Manage currencies	Masters & Settings → Currencies
Set branch currency	Masters & Settings → Branches → Edit → Currency
Create demo data	Masters & Settings → Demo Data Management
Delete all business data	Platform Administration → Manage Demo Data
Manage tenant settings	Platform Administration → Tenant Settings
Initial setup	/setup (first-time only)

New Features (January 2026)

Feature	Description
Unified Warehouse Inscan	Single scanning interface for domestic and import shipments
Movement-Type AWB Config	Separate AWB series for Domestic/Export/Import/Transhipment per branch
Zone Types	International zones (countries) and Domestic zones (cities) with chip selection
Global Search	Search across AWBs, Customers, and Invoices from dashboard
Tracking Print	Generate professional A4 PDF tracking reports
Shipment Invoice	Generate commercial/customs invoices for international shipments
Email Reports	Send financial reports via Gmail to customers/suppliers
Initial Setup Wizard	Secure administrator setup for new deployments
Demo Data Management	Create/delete demo records for training purposes
Branch Currency Default	Branch currency automatically used throughout all transactions and dashboards
Currency Selection	Company and Branch now have currency dropdown selection (linked to Currency master)
Delete All Business Data	Platform Admin feature to reset all business data while preserving configuration
Platform Administration	New admin section: Tenant Settings, Subscription Management, Demo Data Management
Three-Tier Security	Server-side role authorization for sensitive admin features

Keyboard Shortcuts

Shortcut	Action
Ctrl+F	Search this document
Enter	Submit form
Esc	Close dialog
Tab	Next field

Search Keywords Summary

Operations: pickup, collection, inscan, AWB, shipment, manifest, MAWB, bag, DRS, outscan, dispatch, POD, delivery, RTS, return, tracking, import, warehouse, unified

Finance: invoice, receipt, payment, journal, ledger, GL, AR, AP, tax, GST, aging, credit note, debit note, email report, branch currency, default currency

CRM: customer, party, contract, SLA, complaint, ticket, department, designation

Pricing: rate card, zone, slab, fuel surcharge, discount, charges, simulator, international zone, domestic zone

System: company, branch, user, role, permission, status, service type, currency, movement type, AWB config, setup, demo data, delete all data, platform admin, tenant, subscription

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Last Updated: January 30, 2026 Version: 2.1 Net4Courier - Linked To Deliver