The document provides an overview of the ocean export documentation process in eFreight Suite. It outlines the key steps which include preparing and generating a house bill of lading, submitting shipping instructions to carriers, generating a job, attaching documents, preparing export manifests, submitting automated manifest systems, and updating shipment tracking information. The document also explains how to create payment requests, invoices, credit notes, and send pre-alerts in the eFreight Suite system to complete the ocean export documentation workflow.

1. 1
April 2021
Ocean Export Documentation
Every move a success

2. Objectives
This presentation will guide the learner to
• Prepare and generate a House BL
• Submit Shipping Instruction to carrier
• Generate Job
• Frescon & Attach Documents
• Update Tracking information of the shipment
At the end of this module, the learner will be able to:-
•Understand the Ocean Export Documentation process
•Know all the steps involved to :-
• Process a HBL and MBL effectively
• Create Payment Request and Invoices
• Prepare Export Manifest and Pre-alerts
• Create Payment Request
• Create Invoice / Credit Note (CRN)
• Prepare Export Manifest
• Submit Automated Manifest System
(AMS)
• Send Pre-Alerts
Prerequisite: Completion of Domain Beginner and eFS eOcean Beginner level certification.
Target Audience : Learners who have completed the prerequisites and are new to Ocean Export
Documentation.

3. High Level Process Steps for
Ocean Export Documentation
Prepare and
generate a
House BL
Submit Shipping
Instruction to the
carrier
Generate Job
FRESCON &
Attach
Documents
Prepare Export
Manifest
Submit
Automated
Manifest System
(AMS)
Update Tracking
information of
the shipment
F tc and
update Cost &
Revenue
charges
Create Payment
Request
Create Invoice /
Credit Note
(CRN)
Send Pre-Alerts
Please Note: There might be variations in the process flow based upon Country/Region. Please get in
touch with your respective Leads/ Managers for regional specific process flow.

4. Introduction to eFreight Suite
• Application Name: eFreight suite
• Web URL: https://www.freightsystems.com/fsl
• Enter your user credentials to login
• eFreight Suite Main Screen
• Company/Location/User/Year
• Search Tool
• Application Menu
• Short-Keys
• F3 - Copy Field
• F4 - Copy Record
• F6 + Shift - Delete Record
• F7- Query
• F8 - Execute
• F9 - List
• F10 - Save

5. Export Booking
Navigation : eCRM → FCL Export Booking (or) LCL Export Booking
To view the booking
• Use the Enquire and Retrieve keys
• Use the Search Menu
• Use the Search Icon
FCL Export Booking :
LCL Export Booking :
Booking Status
• Booked – Shipment Booked
• Received – Cargo Received
• Generated – Job Generated
• Closed – Job Closed
• Cancelled – Booking Cancelled

6. Export Job
Navigation : eOcean → Sea Export Job
 To view the Job
• Use the Enquire and Retrieve keys
• Use the Search Menu
• Use the Search Icon
FCL / LCL Export Job :
Job Number
01 - 20 1003 54321 -1
04 - 20 1003 54321 -1
01 or 04 – Segment
20 – Last 2 digit of the financial year
1003 – Last 4 digit location code
54321 - Running number

7. How to Prepare a Draft
HBL?

8. Draft House BL Creation in eFreight Suite
Export Booking Screen
Navigation : eCRM → FCL Export Booking (or) LCL Export Booking
(Right Click – Booking reports – Draft HBL)
Shipping Instruction Channel
• Online Shipping Instruction
• Commercial Invoice and Packing list
• Shipping Instruction in Word or PDF,
**Update all the details on eFreight suite as per the
shipping instruction received from the customer.

9. This option will retrieve the shipping instruction submitted online by the customer for booking on eFS
(or) We can enable the Auto HBL process with IT and trigger the HBL draft instantly to customer
Online Shipping instruction
Navigation : eCRM → FCL Export Booking (or) LCL Export Booking → EDI tab ->Get ESI Details from Web
Commercial Invoice & Packing List (or) Word / PDF Documents
Update all the details on eFS as per the shipping instruction provided by the customer
• Booking Tab - Party Name, Address , Telephone, e-Mail, Shipment Details
• Party Tab – Notify Party, Billing & Agent Details
• HBL Tab - Commodity , Marks & Numbers, LC number
• Others Tab – Shipment Reference Numbers
• IMCO Tab - IMCO Class, UN number, Packing Group, Shipping Name

10. House BL Release in eFreight Suite
Export Booking Screen
Navigation : eCRM → FCL Export Booking (or) LCL Export Booking
(Right Click – Booking reports – House BL)
Update HBL Report parameter as required and generate the HBL

11. Draft House BL Status in eFreight Suite’s
Export Booking Screen
Navigation : eCRM → FCL Export Booking (or) LCL Export Booking → HBL tab (Bill of Lading)
Navigation : eCRM → FCL Export Booking (or) LCL Export Booking → Others tab (“Attach Documents”)
** A copy of HBL which was prepared and shared to customer will be available in “Attach Documents”

12. Draft House BL creation in eFreight Suite
Export Job Screen
Navigation : eOcean → Sea Export Job (Right Click – Sub Job reports – Draft HBL)
** Update all the details in eFreight suite as per the shipping instruction received from the customer
Update HBL Report parameter as required and generate the HBL

13. House BL Corrector in eFreight Suite
Navigation : eOcean → HBL / HAWB Corrector
Navigation : eOcean → Sea Export Job – Sub Job Level – Links Tab - HBL Corrector
If the export Job is closed, all correction with HBL will be performed here

14. House BL Release in eFreight Suite
Export Job Screen
Navigation : eOcean → Sea Export Job (Right Click – Sub Job reports – Original HBL)
Choose the BL type and update HBL Report parameter as required and generate the HBL

15. A copy of HBL, which was prepared and shared with the customer, will be available in the “Attach Documents.”
Navigation : eOcean → Sea Export Job (Sub Job / House Level – Links tab (“Attach Documents”)
Draft House BL Status in eFreight Suite
Export Job Screen
Navigation : eOcean → Sea Export Job (Sub Job / House Level – HBL tab

16. How to Submit a
Shipping Instruction to
the Carrier?

17. Master BL Shipping Instruction to Carrier in eFS
Navigation : eCRM → FCL Export Booking – EDI Tab ( Shipping Instruction EDI
Click “Get SI Details” to retrieve the details from Booking, and “Generate SI EDI” to Submit

18. Master BL Shipping Instruction to Carrier in eFS
Navigation : eOcean → Sea Export LCL Job Generation – SI EDI
Click “Get SI Details” to retrieve the details from Console, and “Generate SI EDI” to Submit

19. Master BL Shipping Instruction to Carrier in eFS
Navigation : eOcean → Sea Export Job – Right Click – Job Reports - OBL
Update OBL Report parameter as required and generate the OBL
This OBL can be shared with Carrier or Co-loader as shipping instruction to prepare the MBL draft.

20. OBL Corrector in eFreight Suite
Navigation : eOcean → Sea OBL Manifest Corrector
Navigation : eOcean → Sea Export Job – Links Contd tab – MBL Corrector
If the export Job is closed, all corrections with MBL/OBL entry will be performed here

21. Master BL Status in eFreight Suite
Navigation: eOcean → Sea Export Job Others tab
Update the Carrier MBL status in respective fields and attach the document in eFS.

22. FCL Direct BL & Non Direct BL
Navigation : eCRM → FCL Export Booking – HBL tab – Direct BL Yes / No
FCL Shipment - Direct BL - Yes
The Carrier Master BL will be created with Actual Shipper and Actual Consignee Details,
FCL Shipment – Direct BL – No
The Carrier Master BL will be created with FSL as Shipper and FSL / 3rd
Party Agent as Consignee
FSL House BL will be created with Actual Shipper and Actual Consignee

23. How to Generate a Job?

24. Job Generation in eFreight Suite
Navigation : eCRM → FCL Export Booking – HBL Tab – Generate Job
Navigation : eOcean → Sea Export LCL Job Generation – Stuffing Tab – Generate Job
Update Container & Seal Number , HBL - Pieces, Weight, Volume , Generate “Yes”

25. FRESCON &
Attach Documents

26. FRESCON
FRESCON is a Purchase Order Management System (POMS) developed by Freight Systems. It is
an online web oriented tool that enables our customers to transact with us through a secure
username and password. It has advanced features such as e-Bookings and a wide range of Ready
Reports. By using MY REPORTS, customers can customize and schedule the reports directly to
their emails.
Customers can view all their shipping documents online like Invoices, Packing Lists and Certificate
of Origins using FRESCON.
Additionally, customers can also view our Freight Invoices and Statement of Outstanding.
Customers using our 3PL or logistics services can acquire both freight and warehousing information
at the same place as we have an online integrated warehouse module.
Customers, instead of using the numbers generated by us can use their PO numbers to search all
the essential information. Logistics Managers will be greatly benefited as they will have all the
information required at their fingertips with the click of a button. Our Purchase Order Management
system is designed to seamlessly integrate and retrieve data from any ERP structure providing ease
and convenience to our customers.
Key Benefits of FRESCON:
Secure online tool, Integrated Freight and Warehousing modules, Access to generate e-Bookings
and wide variety of reports,
24x7 access to all shipping documents, Integration can be done with other ERP system, and
Customizable to customer requirements

27. Attach Document
Fig 1:- Go to Booking Tab
(Others ) -> Attach Documents
The way to upload the
commercial and shipping
documents under Unprotected
and Protected.
Fig 2:-
Unprotected : the uploaded
documents are available for
customer on FRESCON in order
to view and access
Protected: the uploaded
documents under protected are
not available on FRESCON for
customer to view and access
Protect and Unprotect File from Document Field:

28. Job Record List in eFreight Suite
Navigation : eOcean → Sea Export Job – Right Click – Job Reports – Record List
Export record list
This will give brief summary of the shipment details

29. Total for Job in eFreight Suite
Navigation : eOcean → Sea Export Job – Master Level - Links Tab – Total for Job
Total for Job
This will give the complete shipment details
Local – Export Shipments
Others – Transit Shipments

30. How to Prepare Export
Manifest?

31. Export Manifest in eFreight Suite
Navigation : eOcean → Sea Export Job – Right Click – Tools – Generate Manifest
• Extract the file from eFS to upload it on 3rd party website,
which doesn't support EDI manifest but has an upload option to
file the Export manifest

32. Cargo Manifest in eFreight Suite
Navigation : eOcean → Sea Export Job – Right Click – Job Report – Cargo Manifest
• Export Job should be completed and marked as YES
to retrieve the Cargo Manifest Report
• Cargo manifest to be shared to Destination agent on
request for LCL/ Console Shipments

33. How to Submit Automated
Manifest System (AMS)?

34. AMS in eFreight Suite
Navigation : eOcean → Sea Export Job – EDI tab – AMS EDI
Update the actual shipper and actual consignee details in each HBL (Detail - AMS)
AMS – Advance Manifest System for the USA destination shipment

35. AMS in eFreight Suite
Navigation : eOcean → Sea Export Job – EDI tab – AMS EDI
• ISF (Import Security Filing) filing to be done at Import end by the consignee for all Import
shipments to the USA.
• AMS at origin & ISF at the destination should be matched, and in case of any discrepancy or
miss filing, customs will hold the cargo or container

36. How to Update the
Tracking Information of
the Shipment?

37. Track & Trace in eFreight Suite
Navigation : eOcean → Sea Export Job – OBL Tab ( ETD & ATD) / Others Tab Shipped On Board Date
Track the Container / Shipment in Carrier Website and update the ETD / ATD in eFS.
Track the Container / Shipment in Carrier Website and update the Shipped On
Board Date (SOB) in eFS

38. Vessel Transfer in eFreight Suite
Navigation : eOcean → Vessel Transfer
• This option is used to transfer the booking from
one schedule to another schedule.
• If the console container gets Shut Out and
rolled over to the next sailing, we can transfer
the booking and trigger the notification to the
customers over email.
• Enter the Schedule ID and Click “Transfer” to
transfer the bookings.
• Add the Notes and Click “Send Email” to trigger
the notification to the customers.

39. Mail Remarks in eFreight Suite
Navigation : eOcean → Sea Export Job – Others Tab – Mail Remark – Send Mail
• This option is to trigger a general shipment message /shutout or vessel rollover reason/shipment delay to
all the customers and agents

40. How to Create a
Payment Request?

41. Payment Request in eFreight Suite
Navigation : eOcean → Sea Export Job – Links – Payment Request / Local Purchase Order
• Click “Get Provisional Cost” to pull the charges from the provision.
• If provisional charges mismatch with Carrier / Agent invoice – Clarify or Dispute
• If accounts processed the payment, details would be displayed in Payment / CRJ

42. How to Create Invoice /
Credit Note (CRN)?

43. Invoice / Credit Note in eFreight Suite
Navigation : eOcean → Sea Export Job – Links tab - Invoice
• “Signoff” should be completed by the respective sales or customer service person
• Create an Invoice / Credit Note or view the list of Invoice / CRN raised
• Prepaid Charges will be billed on Billing Customer
• Collect charges will be billed on Destination Agent
• Credit Note will be issued on-forwarding & Door Delivery charges if collected from the shipper

44. How to Send Pre-Alerts?

45. Pre Alert in eFreight Suite
Navigation : eOcean → Sea Export Job – (Job Completed – YES) / Links tab – Pre Alert to Agent
Pre Alert will be sent to the destination agent
1. HBL & MBL
2. Invoice & Credit note
3. IMCO documents (MSDS, DG Form)
4. Commercial invoice & Packing list based on the request.
Auto Pre Alert: FSL Origin to FSL Destination agent
The exports team will close the Job by updating the Job completed as “Yes” in the Export screen.
An Import Job generation will automatically happen at the destination end.

46. Pre Alert in eFreight Suite
Navigation : eOcean → Sea Export Job – (Job Completed – YES) / Links tab – Pre Alert to Agent
Manual Pre Alert: FSL origin to 3rd party destination agent
Choose the Documents and Proceed to trigger the email to destination agent

47. Vessel Certificate
• If LC – (Letter of Credit) is involved in a shipment, the customer will request for vessel certificate as the
document required by some banks.
• FCL Shipment – We need to request the carrier to confirm the applicable clause requested by the customer
and draft the vessel certificate and request the same on the carriers’ letter head
• LCL Shipment – We need to validate the clause requested by the customer and prepare the vessel certificate
and have the same printed in FSL Letter Head
Details required to prepare Vessel Certificate :
BL Number
• LC Number
• Vessel Name / Voyage
• Vessel Flag
• Vessel Age
• Vessel IMO Number
• Routing Details
• Clause if any

48. Reports
Navigation : Reports → Admin Script
Admin Script Reports :
These script reports will help to check the
shipment details and all pending activities
on the shipments.

49. Thank You