Introduction
RedSky is the web-based leading moving and relocation management system. RedSky platform allows our members to connect with each other and shares a file, in which members can work simultaneously. This saves time and allows members to share their network resources, such as move management capacity, in a smart way.
Access to RedSky
Obtaining credentials
If login credentials are not received or a new user needs to be added to the system, please send a request via email to the RedSky administrator within your company. Kindly include the full name, email address, job title, and access requirements in the request.
Role-based access
Users can access the information and functionalities within RedSky based on their assigned roles. The following roles are available:
General information
Customer File & Service Orders
In RedSky, a relocation will be registered as a Customer File that contains all information about the transferee. The actual services are registered in Service Orders created under the Customer File by the coordinator. For example, an air shipment, a sea shipment, and a storage shipment will be separate Service Orders all related to one Customer File for a relocation.
Read only and mandatory fields
Read only fields: Throughout RedSky, fields that are displayed in blue are read-only fields that cannot be edited with the user’s current access rights.
Mandatory fields: Mandatory fields are marked by a red asterisk. For RedSky to be able to save the information on a page, all mandatory fields need to be filled out.
Common abbreviations: In several screens, some terms commonly used in the removal industry have been abbreviated to save screen space. These are explained below:
LCL Less Container Load
FCL Full Container Load
POL Port of lading
ETD Estimated time of departure
ATD Actual time of departure
POE Port of entry
ETA Estimated time of arrival
ATA Actual time of arrival
Working with RedSky
Logging in
Once the Log in credentials are received, enter the address https://www.skyrelo.com/redsky/login.jsp into the web browser. Enter Username and Password. Upon initial log in, changing the password will be required.
RedSky contains confidential and sensitive private information about the customers. Part of its compliance to data privacy and confidentiality requires that all users protect and secure their log in credentials. Each Username is unique to the individual staff member. Do not share your log in credentials with anyone.
RedSky records a history of the data input into the system for audit purposes, including the user name, time and the changes made. Should an irregularity arise related to data changes, the user log in credentials will identify the user responsible so the password needs to be safeguarded.
Your user profile
To access the RedSky user profile, click the ‘My Account’ button at the top of the page.
On the user profile page, the password and your contact information can be updated. Additionally, a photograph can be uploaded (which will be displayed next to the user’s name in several locations within RedSky).
Please make sure to keep the user profile up to date!
More information on the user profile can be found in the ‘Work Instruction User Settings’ document.
Navigating RedSky
There are several layers of navigation in RedSky. The navigation menu, tab strips and sections.
Navigation menu
The navigation menu in the screenshot below -is used to navigate between the different parts of RedSky. The menus and menu options available can vary per user, as they depend on the assigned user role.
For example, via the ‘Move Management’ menu, customer files and service orders can be searched.
Tab strip
To navigate the different aspects of a system entity like a Service Order or a Customer File, tab strips are placed underneath the top menu, as highlighted below. The selected tab is highlighted in yellow (e.g. the ‘Status’ tab in the example below), to switch tabs, click on the tab to open.
Sections
Inside pages, information is grouped inside collapsible sections. Click on a section heading - like the ‘Status Details’ section highlighted below on the left- to expand or collapse a section or use the ‘Expand All’ or ‘Collapse All’ options to the right of the screen.
Searching RedSky
The RedSky search function works in a similar way, whether searching for a Customer File, a Service Order, or an Order initiation, although the search parameters may vary a bit.
The example below shows a simple search for a Service Order, with the letters “la” in the last name field.
Note that RedSky returns match whether the name starts with “la” or has “la” somewhere in the last name. This may be useful. However, in most cases, enough information will be known to narrow the search to one of a few matches.
Multiple search parameters may be entered. For example, ‘la’ in the ‘Last Name’ field and the first initial in the ‘First Name’ field. Adding parameters like the Job Type will narrow the search. To open a file, click on the underlined hyperlink.
Field lookup function
RedSky contains fields followed by a magnifying glass, e.g. the ‘Booking Agent’ field in the Customer File.
This field can be filled with the agent code if the code is already known. Another way of filling the field is by clicking the magnifying glass. A search window will pop up.
In this window, the correct agent can be found by filling out the fields in the search section. Clicking the underlined agent code will select the agent, fill out the field and close the pop-up window.
Activity Management
Redsky’s Activity Management feature allows administrators to set up business rules that trigger “ToDo items” for users. An example of such a rule (see the resulting ToDo item in the screenshot below) is: “If the Estimated Net Volume of a shipment isn’t registered in the system 5 days before the scheduled loading date, create a ToDo item for the Origin Agent”. There are ToDo rules set up in RedSky to trigger most stages of the removal process (some limitations apply). The rules are evaluated every 15 minutes, so an item will remain in the ToDo list for several minutes after it is handled.
The activity management page can be found by clicking the following icon on the top left of the screen:
The activity management page lists all your ToDo items:
To handle a ‘ToDo’ item, click the link in the first column. RedSky will load the file and open the page that requires attention. In most cases, the fields that should be filled out will be highlighted in red:
To filter the items by message or by person, use the dropdowns at the top of the activity management section. To add a note to a ToDo, click the folder icon at the far right of the row displaying the ToDo item (NB: The note will be deleted from RedSky once the ToDo item is cleared).
Customer File
All moves and relocations in RedSky start with the Creation of a Customer File.
The Customer File holds all information about the transferee and the initiation of the move or relocation. To create a Customer File, click on the ‘Move Management’ dropdown in the navigation menu and select the option ‘customer file’.
The Customer File screen will open showing several search options.
On this screen, existing Customer Files can be searched, for more information on searching within RedSky. Click on the ‘Add’ button to open a new Customer File.
Customer Details Section
This section contains the general information for the move or relocation:
Transferee details
Booking Agent and Origin Agent
Job Type
The estimated ‘Move By’ date
Address Details section
This section contains the details for the Origin and Destination address. Please register the transferee’s address and contact details as completely as possible. If the employee needs to have access to the Customer Portal, an email address is required in order to send out login credentials.
Additional addresses can be added after the Customer File is saved.
Alternative/ Spouse contact section
In this section alternative contacts and the details of the spouse can be registered.
Billing Details section
This section contains the details on the Billing party and the Pricing Contract to be used for this relocation or move.
If the transferee is paying (part of) the invoices, a ‘Bill to Code’ is needed. This code can be created by clicking the ‘Create Private Bill to Code’ button.
Entitlement/Service Authorized section
Here the requested services and the services entitled by the partner as well as the HR Details for both countries are registered.
Family Details section
The details of the family members involved in the relocation or move are registered in this section. This section can be opened after saving the Customer File.
After clicking the ‘Add Family Details’ button the following pop-up appears.
Please complete the details as much as possible. After saving the family member is added to the ‘Family Details’.
Customer Portal Details section
In this section, Portal User ID can be activated if a Customer Portal is enabled for the Account.
Service Order
After the Customer File is created, the specific services for the move or relocation can be registered in a Service Order. To create a Service Order, click on the ‘Service Order’ tab.
On the Service Order tab all Service Orders related to the Customer File are displayed. To create a new Service Order, click the ‘Add’ button.
In this manual, a move management file is used to explain the functionalities. In this file, the move from the Netherlands to the United States of America is handled.
S/O Details tab
On this tab, the general information about the service is registered.
The transferee details are inherited from the Customer File and cannot be altered on the Service Order Level. It is important to fill out the details as accurately as possible as some functionalities make use of the information on this tab. E.g. Pricing lines can be automatically created through an Accounting Template based on the Mode (Air, Sea, Truck).
Weights and Volume section
The estimated volumes are registered here. These volumes can be registered in Pounds & Cft or in Metric Units.
The vehicle details in the above screen are only shown if the chosen ‘Commodity’ includes vehicles.
Address Details section
The addresses for Origin and Destination are registered in this section. These addresses can deviate from the addresses in the Customer File depending on the Service.
Pricing section
In this section, the pricing lines can be created.
Lines can be added manually or via a Default Template if this template is created by the company RedSky's administrator.
Customer Feedback section
In this section, the Customer Feedback is registered according to the setup.
Bottom menu
- When all details are entered the Service Order can be saved by clicking the ‘Save’ button.
- The ‘Add’ button will open an additional Service Order.
- The ‘Reset’ button will delete all details entered.
- The ‘Copy without Pricing’ will open an additional Service Order. All details will be copied to the new Service Order. Details entered in the ‘Pricing’ section will be ignored.
- The ‘Copy with Pricing’ will open an additional Service Order. All details, including the details entered in the ‘Pricing’ section, will be copied to the new service Order.
Billing tab
On the ‘Billing’ tab, all information concerning the invoicing is registered.
Primary Billing section
Here the primary billing partner is registered. By default, this information is copied from the Customer File. Additionally, the following details can be registered:
Payment method and Credit terms if these are not filled out according to the Billing Partner.
VAT Description to be used in all Account Lines for this Billing partner. By clicking the symbol the VAT option can be transferred to all non-invoiced Account Lines for this Billing Partner.
Billing Status section
The Billing status information is registered in this section.
Secondary Billing section
To register a second billing party, use this section.
Private Party Billing section
If the transferee is paying (part of) the invoice this section is used. Please note: a ‘Bill To Code’ is needed to register this.
Payable Vat Defaults section
In this section, the payable VAT can be registered.
Valuation / Insurance section
Use this section is to register the insurance if needed.
When all sections are filled out the Service Order can be saved by clicking the ‘Save’ button.
Accounting tab
The Accounting tab is the part of the Service Order where all invoicing is handled.
All Account Lines created in the ‘Pricing’ section on the Error! Reference source not found. are shown here. Additional lines can be added by clicking the ‘Add’ button or the ‘Add Default Template’ button if this is included in the setup. The other functionalities of this tab are described below.
Generate Invoice
This button generates an invoice for all active non-invoiced Account Lines. Please note: RedSky can only generate an invoice if the Billing partner is the same for all Account Lines. For two or more Billing parties, the invoices must be generated separately. To generate an invoice for each ‘Bill To’, the Account Lines for the other ‘Bill Tos’ must be temporarily deactivated by unchecking the ‘Act’ (active) checkbox. Invoiced Account Lines cannot be altered after generating the invoice.
Apply Payable Posting Date
With this button, the Payable Posting Date can be set for all Account Lines containing an approved Vendor Invoice. After clicking a list is shown with all the approved Vendor Invoice numbers. The payable posting date is set per the Vendor Invoice.
Reverse Invoices
This button is used to reverse an invoice. After clicking a list of generated invoices is shown. Selecting the invoice and clicking ‘reverse’ will generate a set of Account Lines. These Account Lines contain the same information as the Account Lines of the original (Debit) invoice, with the exception that the amounts are shown in reverse. The sum of the Original Account Lines and the Account Lines, created on the reversal of the invoice, should be 0.00.
Preview Invoice
Clicking this button will show all non-invoiced Account Lines in an invoice template.
Copy Estimates
With this button, the Estimated (or revised) Amounts can be copied to the Actual amounts.
Copy Invoices
With this button, the Account Lines in an invoice can be copied. After clicking this button and selecting the invoice, a new set of Account Lines is generated equal to the Account Lines in the original invoice.
Bulk compute
The Bulk Compute function is like the compute button in the individual account line. Select the account lines to 'Compute' and click 'Compute selection'. Bulk Compute will alter all Account Lines the change applies to.
Note: This functionality is not enabled for every CorpID (Moving Company Using Redsky), please contact your RedSky representative to enable this functionality in your CorpID.
FX Update
This button allows you to update the FX rates for multiple lines from one place. The FX rates are updated as per the FX rates settings in your FX rates table. Multiple currencies can be updated at the same time. Like the Bulk Compute functionality select the lines that need to be updated.
Note: RedSky has the option to ‘store’ historic FX rates, if this functionality is enabled a date in the past can be selected and used to update Account Lines. For E.g. use the FX rate from the date of the quote or first of the month if that has been agreed with the client.
Forwarding tab
The ‘Forwarding’ tab contains transit information for sea and Air shipments.
SS Container section
In this section containers used for this move can be added.
Piece Count/LCL/Air section
In the case of Air shipments or LCL Sea shipments, the lift vans or air vans can be registered here.
Vehicle section
When a vehicle is included in the shipment the vehicle details can be registered here.
Routing section
In this section, the transport is registered.
Consignee Instructions
In this section, the consignment instructions are registered.
Status tab
On this tab, the status of the Service Order can be registered.
Status Details section
This section displays the general status of the Service Order. The Service Complete date will be filled automatically depending on the service in the file.
Agent Roles section
In this section, an overview of the Agents and other parties involved in the file is displayed/registered.
Weights & Volume section
This section contains the same information as the Weights and Volume section on the ‘SO Details ‘tab. Changes made in this section will also transfer to the SO Details.
Initiation section
This section displays the Booking Date and Initial Contact date from the “Customer Details” section of the Customer File.
Origin Packout section
All dates concerning the packing and loading are registered here.
SIT @ Origin section
In this section Storage in Transit is registered in the Origin Country.
Origin Forwarding section
In this section, all forwarding details at origin are registered.
Transport section
Information registered in the ‘Routing’ section on the Forwarding tab is displayed here.
Destination section
In this section, all information concerning the delivery is registered.
For Storage in Transit at Destination, all relevant details should be registered in the ‘SIT @ Destination’ section.
Ticket tab
The ‘Tickets’ tab contains all information about work tickets. To create a new work ticket, click the ‘Add’ button. The work ticket process is customized for each RedSky company.
Claims tab
In case of damage or loss, a claim can be filed. This claim is registered on the ‘Claims’ tab.
The claims process is described in a separate manual.
Forms tab
Clicking on the ‘Forms’ tab will display a pop-up with all the forms relevant to the file. These forms are created by the RedSky team. The setup for the forms is done by the company’s RedSky administrator.
File Cabinet
All documents belonging to a Service Order or Customer File can be stored here. The documents shown in the File Cabinet depend on which level is opened. Files uploaded to the Customer File are only shown in the Service Order, if applicable.
To upload a file to the File Cabinet, click the ‘Upload’ button.
The upload screen is explained below.
Select a file to upload
Select the Document Type from the dropdown list. This will automatically fill the fields ‘Map’ and ‘Document Category’. The ‘Description’ field is also filled with a default value. However, this can be overwritten.
Selecting the file to upload can be done by clicking the ‘Browse’ button. The file can also be dragged and dropped in the ‘Drag and Drop File Cabinet’ section.
Portal Access Control
In this section, the distribution options for the document can be selected. Files can be made visible in the various RedSky portals.
Network Access Control
This section determines which of the parties, involved in the relocation, are able to see the uploaded file. The file is copied to the File Cabinet of the ‘Checked’ partner.
Invoice Attachment
If the file has to be attached to the invoice this checkbox should be checked
Upload
When all fields are filled out and the checkboxes needed are checked, click the ‘Upload’ button to upload the file to the File Cabinet.
Important Note: If an email containing attachments is uploaded, be sure to upload the attachments separately. Otherwise only the email message is added as an invoice attachment without the actual attachment.
Notes
Any additional information relevant to a particular relocation that cannot otherwise be conveyed can be added as a note to the Customer File or the Service Order. Adding a note can be done in two different ways:
Through the ‘Notes’ icon in the top bar of the page.
This button leads to the Notes list where an overview of the notes can be found based on the accessed level: Customer File or Service Order.
A note can be searched by selecting a Sub-Type and/or Status. In the bottom section, an overview of the notes is visible. Here, notes can be edited, or new notes can be added.
Via the ‘Notes’ icon in the Customer File or Service Order sections
Alternatively, you can add notes via the notes icon, displayed on the right side of most sections of a Customer File, Service Order, Work Ticket, etc.
Adding a note
After clicking the ‘Add new Note’ button or the ‘Notes’ button, the following screen is shown.
Id
The I.D. depends on the level where the note is added. Here either the number of the Customer File, Service Order, or Work Ticket is shown.
Status
Here the status of the note is shown. The following statuses are available:
Type
The Note type also depends on the level where the note is added. This type cannot be changed, except for Issue Resolution. If another note type is needed, go to the designated section of the Customer File or the Service Order. Below an overview is shown of the note types and from where these can be added:
The note type ‘Issue Resolution’ is used for any issues that may arise during the removal. When the note type is changed to ‘Issue Resolution’, the screen will change.
Subtype
The sub type of the note displays the subject of the note.
Display on
In this section, the distribution options for the note can be selected. Notes can be made visible in the various RedSky portals.
Subject
The subject of the note, free text; can be entered here.
Details
In the details field, the actual note is entered.
Email/Save
By clicking the ‘Save’ button, the note is saved. The note can also be Emailed. Clicking the ‘Email’ button will display the email screen. After entering the email address, click the ‘Email’ button. The note is automatically saved and the email will be sent from RedSky.
Important Note: Emails from RedSky are sent every five minutes.
Follow Up
In this section, the date and time can be entered if this note should be used as a reminder. At the given date, the note will be shown in the Activity Management of the user who created the note. The Follow Up can also be assigned to other users.
Network Access
If the note is added on the Service Order level, an additional section, ‘Network Access’, is shown. This section determines to which of the participating Agents the note is shared.
Issue Resolution
Issues arising during the removal can be registered with note type ‘Issue Resolution’. When this note type is selected, an extra section will open.
Sub Type
The sub type of the note displays the subject of the note: Issue, Nature, or Resolution.
Linked To
In this dropdown, the note can be linked to a Service Order.
Grading
In this dropdown, the severity of the issue can be determined.
Caused By
The party responsible for the issue can be selected here.
Completion Date
In this date field, the resolution date can be entered.
Display on
In this section, the visibility of the note can be determined.