This guide describes the general move management functionality that will be typically used by a move manager or coordinator to manage moves.  It will also highlight (in yellow) some fields which have an impact with respect to external parties accessing records or critical reports, e.g. reciprocity reports. 

A RedSky record will have the following hierarchy to capture all important fields required for managing the complete shipment. The chart below describes the various elements of a shipment file:

        

  • Customer File (CF):     Basic Information about the transferee.

  • Service Order (SO):     Each service being performed for a customer, could be multiple services,                                                                 e.g. Air, Truck, storage, relocation, etc.

  • SO details:                    Includes details for each service being performed for the customer

  • Billing:                          Billing setup for billing parties, contracts, credit card information, etc.

  • Accounting:                 Capture estimation, revision, and actual receivables and payables.

  • Forwarding:                 Container, piece counts, routing and consignee instructions 

  • Status:                          Depicts the agent roles and tracking of the key shipment dates 

  • Work Ticket:                 Manage Operational activities.

  • Claims:                         Handle Claim processing.


Many of these modules can be accessed directly from the Move Management menu, e.g. Customer File, Service Order, Work Tickets, claims, etc. 

Move Management

Move Management menu is the core menu used by all Internal Users for managing shipment transactions.  These functions in the menu are mostly used by Move Managers, Forwarding Persons, Sales, Pricing, Warehouse, etc.

 

Customer File (CF):  All transactions will originate at a customer file record which contains detailed information related to the customer name, service type, origin address, destination address, and billing information. 


Below are the fields with their description which are necessary/mandatory for every move to get recorded.

  • Last Name: Customer’s last name
  • Booking Agent: The agent who books the move, that is, the agent which the transferee has approached or who manages the move, selecting the right code is important as this will affect reciprocity reports.
  • Company Division: Subdivision of the main company which is entitled for the respective move.  In a company with multiple divisions, this is important as it will affect accounting flows.
  • Coordinator: The person/employee responsible for the move or the one who coordinates between the transferee and the agents/persons involved in the move.
  • Job Type: The type of move e.g. international, domestic, storage, relocation, etc.  This is important to allocate the right group or business rules related to the move and it assists in tracking the shipment.

  • Survey Details: A pre-move survey can be scheduled through the customer file. It also has an option for ‘Send to Voxme’ wherein the survey data is captured in detail through a survey tool. 
  • Address Details: Origin and Destination address details – need at least city and country information. If it’s a United State shipment then the state is also necessary.
  • Billing Details: The billing details of the debtor who is paying for the move – could be a private party, corporate account or overseas agent. The billtocode and the correct Contract is important, the latter determines the tariff/rates/condition for pricing and billing.
  • Customer Portal: Customer Portal allows the shipper to track their move via a web portal and smartphone app (currently under beta testing).  Each company may decide when it makes sense to activate the portal id for the shipper, e.g. before the survey, after survey, maybe after assigning agents, etc.


Service Order (SO): Includes details for each service being performed for the customer, there can be 1 to n (many) service orders per customer file record.  Typically for international moves you may have 4 service orders– one each for air, sea, permanent storage, and relocation services.  The Service Order inherits the information from the Customer File but users can change the defaults if needed.  The Service Order is divided into various tabs as follows:



S/O Details:  Contains the order details like mode of transportation, service type, weights & volume information of the goods to be moved or stored.  The service section is important as the scope; routing, packing, etc. needs to be accurately identified.

  • Weight and Volume section: Records the weight and volume details of the commodities to be moved.
  • Pricing: Records the estimate amount of the move with details.


Billing:  Once a service order is created against a customer file, the billing process comes into existence, the values are defaulted from the Customer File billing section but the user can modify them.  The Billing module of the application allows you to manage all billing details related to a move or storage, such as contract, valuation/insurance, and authorizations etc. 

  • Bill to code: The sole debtor of the move.
  • Contract: The contract under which the move will be priced or billed.
  • Secondary Billing: This functionality provides the flexibility to divide the billing between two debtors. 
  • Private Party:  Individual paying for the move, typically this would be used in case of corporate moves to identify the individual paying for the overage.
  • The credit tab comes under the Billing section. The Credit Card tab is to update the customer's credit card and billing details.


Accounting: It is a very comprehensive functionality that allows users to manage the entire accounting with respect to a service order.  The user can manage entitlement, estimates, revisions, actual expenses, and revenue associated with the SO. This information also helps you to keep track of gross margins for the SO. The most important functions supported in this module are vendor payable management and invoicing.

 

Accounting Detailed Sections

 Comments

 

 

Entitlement details

Amount which the transferee is entitled to by his corporate account paying for the move.

 

 

Estimate Details

Estimated expenses and revenue expected for the move.  These details will be picked from pricing (mentioned in SO details or in the quote)

 

 

Revision Details

Revisions to estimated expenses and revenue amount after the actual weights/volume are available.

 

 

Receivable Details

Actual revenue amount for each line item of an invoice, including invoice date and invoice number post invoice generation.

 

 

Payable Details

Actual expenses against a vendor/agent who has billed you for their service including the creditor name and their invoice details.


The module provides various action buttons as follows:

  • Add: To add a new accounting line to open a detailed page covering the following sections:
  • Generate Invoice: To generate invoices for the service order for all accounting lines that are ready for invoicing and post them simultaneously.
  • Add Default Template: To add a default accounting template which can automatically enter multiple account lines based on Contract, Routing, Job type, Bill-to-code, Mode, etc.
  • Apply Posting Date: To post payables lines which have been approved. 
  • Reverse Invoices: To reverse lines which have been posted.


Status: This tab describes the agents involved in origin and destination along with related operational details, including key move dates.


Agent Roles:



  • Origin Agent: Agent who is responsible for activities at origin, i.e. packing, loading, etc.

  • Sub Origin Agent: An Agent whom the origin agent may assign to help with an out-of-area move.

  • Destination Agent: Agent details responsible for activities at destination, i.e. Customs and delivery.

  • Sub Destination Agent: An Agent whom the destination agent may assign to help with an out-of-area move.

  • Forwarder: Partners who coordinate with agents involved in move and shipping companies.

  • Broker: partner who is assigned for Brokerage work.


Assigning the right agent is important because Agents with Agent Portal access will see the shipment only when the right agent’s roles are assigned.


Rest of the sections in this tab will depict the information related to origin and destination activities.



Forwarding: This tab allows the move coordinator to manage forwarding and packaging details related to the move, such as container information, piece counts, vehicle details, transport routing.  This module is further divided into various sections:


  • SS Container:   To manage quantity, weight, and volume, etc. of the Steam Ship containers used.

  • Piece Count: To manage details of the cartons and air-container used.

  • Vehicle: To manage details of the customer vehicle assigned or transported.

  • Routing: To manage transportation routing details including carrier, Bill of Lading #, ETD, ATD, ETA, ATA, etc. 

  • Consignee Instructions:  To manage consignee information such as Shipper, Notification and Consignee instructions, mainly used to send instructions to forwarders.


Work Tickets: Work tickets are created to manage local operations related to the company’s warehouses, trucks, crew, material and equipment. For each operation activity one work ticket is created. E.g. packing, unpacking, warehouse work, etc.  This tab also allows assigning equipment, crew, and trucks to a work order.

Existing or New Work Ticket

Under Service Order -> Click on Ticket to view the existing Work Tickets or to create a new Work Ticket. 

Users can click on Add button to create new Work Tickets or Users can open any existing Work Ticket by clicking on Ticket#. By default when a user creates new Work Ticket it will bring up the Origin/Destination address from the Service Order.

Creation of Work Ticket  

Following Mandatory fields has to be filled by the user to create a new Work Ticket:

  • Begin Date -> Assign the date to start the task.
  • End Date -> Assign the date to end the task, typically will be same as begin date for most tickets.
  • Service -> Assign the task, e.g. 

  • PK: Packing – To pack the goods at Origin.

  • DL: Delivery – To deliver the goods to the residence. 

  • DU: Unpack – To unpack the goods at destination. 

  • LD: Loading Container – To Load the goods into the container at residence.

  • Can customize additional services per the company’s requirements.


  • Warehouse -> Assign to a warehouse which will be responsible for the tasks.
  • Instruction Code -> Define the instruction to for the task, e.g. pack for Sea shipment, deliver at residence, receive at dock, etc.
  • Instructions -> To add more detailed instructions for the crew. 

After saving the work ticket the system will auto-generate a unique ticket number.

Work Ticket Tabs


These tabs allow related information for operations to be captured efficiently:

  • Material -> User can select the required material for the particular Work Ticket. e.g. Bubble Wrap, Carton etc.

  • Resource -> User can give the detail of Crew, Material, Vehicle & Equipment Under this tab.

  • Truck-> Truck can be assigned through the schedule resource and assigned Truck can be viewed under the Work Ticket -> Truck Tab.

  • Crew -> Crew can be assigned through the schedule resource and assigned crew can be viewed under the Work Ticket -> Crew Tab.

  • Whse/Mgmt -> to allocate the item (like Container) to the particular location.


Claims:  Claim regarding any loss or damages that occurred during the move is managed through the Claims tab.  It allows itemizing damaged or missing items, assigning work tickets (indirectly crew who worked on the ticket) where damage may have occurred, and settlement process.


Survey Details: The survey details page provides survey data information captured through the survey tool Voxme. Or the coordinator can manually enter the survey data.


Forms:  The coordinator will be able to access and generate a list of standardized forms used to send to various partners in the move. Eg – Instructions to the forwarder, Dock Receipt, Bill of Lading. All the forms are customized as per the company’s requirements. The coordinator can also directly email the form to the partner through this tab.


Audit: Through this tab, the user will be able to view the history of the record as to which field are updated by whom and when. The auditable fields are based on the company’s requirements.


Partner: View existing partner’s details. Partners are any entity which has a relationship with the Service Order.  RedSky groups partners as private party, accounts, agents, vendors, carriers, or owner-operators. All parties will have an address section where contact details will be stored.  The 6 partner types are as follows:


  • Private Party: Individuals paying for the move themselves.

  • Accounts: Corporate Accounts with standard or contracted terms with the agent.  Additional tabs will be available to display the accounting details, company policy, FAQ, Account contact details, etc. 

  • Agents: There are 2 sections – a public section for centrally managed information like address, website, affiliations, etc. and a private section is where you can define your relationship with the agent.  For corrections to any public data or to add missing agents, please send an email to agents@redskymobility.com and RedSky will do the necessary updates.

  • Vendors: Displays address and vendor information for vendors.  The vendor is a broad term and applies to any category of a partner who does not fall into any other partner grouping, e.g. broker, forwarder, insurance company, furniture repair, etc.  The cross-reference to your Accounting System will also be recorded here so when payable data flows from RedSky to Accounts, the reference number will be used for the creditor.

  • Carriers: Displays address information and details for transport providers, truckers, shipping lines, and airlines.

  • Owner Operators: Details for long-distance truckers – used for Vanline operations only.