SCMBOS (Pvt) Ltd | Smart Supply Chain & Software Solutions

Welcome to SCMBOS Export Management System

This knowledge base provides a complete walkthrough of every feature and submenu in the Export Management System. Each section explains its purpose, standard workflows, operational examples, required validations, permissions, and system integration notes. Use the left menu to navigate — the content is designed for export coordinators, documentation teams, operations staff, supervisors, and system administrators.

Scheduler — Ocean Schedule

The Ocean Schedule module manages all vessel schedules used for export operations. It displays ETD, ETA, voyage numbers, terminal cut-off times, and receiving windows. This ensures export cargo is planned against accurate vessel timelines.

Key Process Items

View Vessel Schedule — ETD, ETA, voyage details.
Update Cut-off Times — documentation, loading, yard-in deadlines.
Assign Vessel to Export Jobs — integrates with Set Vessel.
Monitor Delays — changes in ETD/ETA updated in real-time.

Scheduler — Cargo Calendar

Cargo Calendar provides a monthly visualization of all export events. It helps supervisors and planners track loading days, stuffing schedules, vessel cut-offs, and export milestones in a calendar format.

Key Process Items

Monthly Cargo Overview — visualize all export tasks.
Click-to-Inspect — select any date to view task details.
Export Planning — ensures no overlaps in resources.

Cargo Manager — Exports

The Exports module manages all export cargo movements from stuffing to vessel loading. It is the core operational screen used by export teams to update container statuses, verify bookings, and generate export documentation.

Key Process Items

Search Export Jobs by booking, BL, customer, or vessel.
Update Status — Stuffed → Yarded → Loaded → Sailed.
Document Generation — export checklist, TDR, load reports.
Compliance Checks — shipping line and customs validations.

Cargo Manager — Yard List

Yard List shows all export containers currently inside the warehouse or yard. It is used to verify container positions, move containers for loading, and track physical movement within the yard.

Key Process Items

View Yard Locations — row, block, bay.
Rehandle / Move — shift containers for loading operations.
Assign to Vessel — prepare containers for vessel load list.

Cargo Manager — Imports

The Imports module supports transshipment imports and re-export cargo. These containers arrive as inbound shipments but leave as part of an export cycle.

Key Process Items

Identify Transshipment Cargo coming from inbound.
Clearance Validation before exporting.
Move to Yard or Stuffing based on operational need.

Cargo Manager — Set Vessel

Set Vessel is used to assign containers to a specific vessel and voyage. This ensures all export cargo is aligned with the correct sailing schedule.

Key Process Items

Select Vessel & Voyage from schedule.
Assign Containers manually or in batches.
Update Readiness Status for loading.

Cargo Manager — Loading Scheduler

The Loading Scheduler manages the loading plan for each vessel. Operators assign containers to bays and finalize the load sequence.

Key Process Items

Bay Planning — slot, tier, row assignment.
Container Sequencing — loading order.
Approval — finalize load plan for port use.

Cargo Manager — AF Scheduler

AF Scheduler manages Additional Freight (AF) requirements such as ad-hoc export jobs or unexpected freight allocation requests.

Key Process Items

Register AF Requirements from customers.
Assign Containers to the AF schedule.
Update Charges and approve allocation.

Cargo Manager — RFQ-AF

RFQ-AF processes customer requests for additional freight quotations. Operators calculate cost and prepare approval for management.

Key Process Items

Receive RFQ from customer.
Prepare Freight Estimate based on vessel capacity.
Send for Approval and confirm allocation.

Cargo Manager — Change LP

Change LP allows supervisors to modify an existing loading plan due to last-minute operational adjustments or port instruction changes.

Key Process Items

Load Existing LP for the selected vessel.
Update Bay/Slot Assignments as required.
Publish Updated Plan for port execution.

Cargo Manager — Pending Tracking

Pending Tracking lists all export-related tasks or containers awaiting action. It is a monitoring tool for supervisors to clear delays and bottlenecks.

Key Process Items

Pending Stuffing — containers that need loading into CFS.
Pending Yard Entry — cargo not yet arrived.
Pending Vessel Assignment — containers without voyage set.
Pending Loading — ready but not loaded on vessel.

Bookings — Pending to Request

This section displays all export shipments that require booking requests to be sent to shipping lines. Operators use this screen to prepare and send booking requests for vessel space allocation.

Key Process Items

Review Shipment Details — customer, cargo type, quantity, POL/POD.
Check Vessel Availability before requesting space.
Generate Booking Request for the shipping line.
Send Request and monitor status update.

Bookings — Requested

Requested bookings are those already submitted to shipping lines but not yet approved. This module allows operators to monitor pending responses and follow up when necessary.

Key Process Items

Track Outgoing Booking Requests.
Monitor Line Response Time.
Update Customer on booking request status.
Send Follow-ups if no response within allowed SLA.

Bookings — Confirmations

Confirmations section displays all bookings that have been approved by the shipping line. Confirmed bookings become export jobs and link directly to the Export Manager → Exports module.

Key Process Items

View Approved Booking Details — vessel, voyage, cut-offs.
Generate Export Job for warehouse operations.
Share Confirmation with Customer.
Proceed to Stuffing & Yard Allocation.

Transport Manager — Vehicle Registration

Vehicle Registration is used to register trucks, lorries, and transporters that will handle cargo movement. The system stores vehicle details, transporter information, driver data, and compliance documents.

Key Process Items

Register New Vehicles — plate number, capacity, type.
Assign Transporter to each vehicle.
Upload Compliance Documents — insurance, license, fitness report.
Manage Drivers linked to each vehicle.

Transport Manager — Gate Pass

Gate Pass is used to authorize cargo movement in or out of the warehouse yard. It ensures transport security and accurate tracking of container or cargo dispatch.

Key Process Items

Create Outbound Gate Pass for export loading.
Create Inbound Gate Pass for returning or incoming vehicles.
Verify Vehicle & Driver Information.
Track Exit and Re-entry timestamps.

Transport Manager — Change Transporter

Change Transporter allows supervisors to update the assigned transporter for a specific cargo job, usually due to operational delays, vehicle breakdown, or customer request.

Key Process Items

Select Export/Import Job that requires transporter change.
Choose New Transporter from registered list.
Update Assignments — vehicle, driver, contact.
Re-issue Gate Pass if required.

Supplier Management — Supplier

Supplier module handles registration, updates, and management of supplier details connected to export or import operations. It provides a central repository of supplier profiles, documents, and operational history.

Key Process Items

Register New Suppliers — company details, contact, address.
Maintain Compliance Documents — certificates, approvals.
Link Suppliers to export or import jobs.
Track Supplier Performance — on-time delivery, quality issues.

Company

The Company section stores and manages master information about companies operating within SCMBOS.

Purpose

Maintain details about all companies using the system (own company, partner companies, logistics companies, etc.).
Enable company-specific configurations across modules like Scheduling, Export, Imports, and Transport Manager.

Common Functions

Add, edit, remove company records.
Set company address, contact details, tax and compliance information.
Assign company type (e.g., Consignee, Shipper, Warehouse Operator).
Enable/disable company status.

Workflow Example

Navigate to System → Company Manager → Company
Click Add New Company
Fill in legal name, email, physical address, and compliance numbers
Click Save
System validates duplicates and mandatory fields

Event Manager

Purpose

Configure system-wide events, alerts, and timeline triggers.
Automate notifications for bookings, cargo, loading, or transport events.

Functions

Define event codes (e.g., "Booking Created", "Gate Pass Approved").
Set up auto-email or SMS triggers.
Link events to modules for audit trails.

Communication Rules

Purpose

Set automated communication rules for clients, transporters, and internal staff.
Manage notification formats and conditions.

Common Activities

Configure email/SMS templates (e.g., “Booking Confirmation Email”).
Define communication triggers (time-based or event-based).
Manage sender identities and priority levels.

Route Manager

Purpose

Create and maintain transport routes used for export deliveries.
Standardize routing to reduce scheduling errors.

Features

Add new delivery routes (origin → destination).
Set transport distance, transit time, and route category.
Assign routes to bookings or vehicle scheduling.

Use Case

For pickup from Colombo Port and delivery to Katunayake Cargo Village, Route Manager defines standard data used across transport modules.

Check List

Purpose

Maintain operational checklists used during export workflows.

Usage Examples

Export documentation checklist
Container inspection checklist
Loading verification checklist

Benefits

Ensures compliance with international shipping standards.
Reduces missed steps and human error.

2.1 Users

Manages all active and inactive user accounts in SCMBOS.

Purpose

Create and maintain user profiles.
Assign user roles, permissions, and module access.
Control system security and enforce compliance.

Key Operations

Add new users and assign them to specific sites/companies.
Set login credentials, reset passwords, deactivate accounts.
Assign permissions via User Groups.
Track user activity logs.

Use Case

A new export coordinator joins the team. The admin adds a new user, assigns them to the Exports module, and gives read–write access to Bookings and Cargo Manager.

2.2 User Group

User Groups manage role-based access control (RBAC) for different job roles.

Purpose

Create group-based permission templates.
Assign multiple users to a common permission set (e.g., Export Clerk, Transport Planner, Supervisor).

Key Actions

Create new user groups.
Configure module-level and submenu-level permissions.
Assign groups to users.
Update group permissions system-wide with a single change.

Example Groups

Export Coordinator → Can manage bookings, requests, confirmations
Yard Supervisor → Can access Yard List, Gate Pass
Transport Manager → Can approve Vehicle Registration, schedule drivers

3.6 Freight Charges

Purpose

Maintain master freight cost data for export lanes.

Included Information

Freight rates (LCL/FCL/Air Freight)
Carrier or shipping line details
Validity dates and surcharges

Used In

RFQ-AF
Export quotations
Cost estimation

3.7 Handling Charges

Purpose

Configure charges for warehouse handling, loading, equipment usage, etc.

Common Charges

Pallet handling
Container loading/unloading
Crane or forklift usage
Special cargo handling

Where Used

These charges are automatically included in cost sheets or export invoices.

3.8 Transport Charges

Purpose

Maintain transport cost structures (KM-based, trip-based, vehicle type-based).

Features

Add charges for individual routes
Maintain driver/vehicle rate cards
Apply charges to Gate Pass or Transport Manager workflows

3.9 Ship to Party

Purpose

Create and manage "Ship-To" locations used during export processing.

Typical Data

Company name
Delivery address
Country, port code
Contact details

Usage

In Export Bookings, each cargo is assigned a Ship-To Party.

3.10 Ship to Party Instructions

Purpose

Store special shipping instructions for each Ship-to Party.

Examples

“Requires palletization.”
“Must attach COO & Fumigation Certificate.”
“Only deliver between 9 AM – 4 PM.”

Benefit

Ensures repeated customers’ special conditions are followed consistently.

3.11 Ship to Party Forecast

Purpose

Maintain forecasted shipment quantities for customers.

Use Cases

Predict future cargo volumes.
Plan storage, labor, and vehicle availability.

Benefits

Improves export scheduling efficiency.

3.12 ACID Ship to IDs

Purpose

Manage ACID (Advance Cargo Information Declaration) IDs required for countries like Egypt.

Details Stored

ACID number
Consignee ID
Importer/Exporter identification
Expiry or validity period

Use Case

When exporting to ACID-regulated countries, system validates the ACID ID during booking or documentation.

Export Document

Purpose

Manage all documents related to export cargo operations, ensuring compliance and accuracy throughout the shipment lifecycle.

Key Capabilities

Create and maintain export-specific documents such as Invoice, Packing List, CO, BL instructions, etc.
Track document approval status and maintain revision history.
Validate mandatory documents before shipment or vessel cut-off.

Import Document

Purpose

Handle all documentation required for import shipments and customs clearance.

Key Capabilities

Capture BL, AWB, Invoices, HS codes, and other import documents.
Organize documents by shipment, container, or consignment.
Provide visibility for customs processes and importer actions.

Local Delivery Document

Purpose

Manage documentation for domestic cargo transfers and local deliveries.

Key Capabilities

Create Delivery Notes, Transfer Sheets, and Proof of Delivery documents.
Assign vehicles and drivers for local dispatches.
Print or download local delivery receipts.

Document Sets

Purpose

Define pre-configured groups of documents required for specific cargo processes.

Key Capabilities

Create reusable document set templates for export, import, or special cargo.
Ensure operators upload all required documents.
Automate validation based on shipment type.

Document Rules

Purpose

Control mandatory document requirements and approval constraints for various workflows.

Key Capabilities

Define rules for mandatory documents before booking, gate-in, or vessel cut-off.
Configure rules for special cargo types (DG, reefer, oversized).
Prevent workflow progression until required documents are uploaded.

Document Attach

Purpose

Upload and attach scanned files, PDFs, or photos to shipment records.

Key Capabilities

Support multiple file types including PDF, JPG, PNG, and Excel.
Version control for revised document uploads.
Tag documents by category for easy retrieval.

Upload Excel

Purpose

Import structured document data using system-provided Excel templates.

Key Capabilities

Upload invoice lines, packing list data, HS codes, and other structured documents.
System validates each row and displays errors.
Automatically generates document records.

Upload Document

Purpose

Upload single documents for individual shipments.

Key Capabilities

Attach standalone documents quickly.
Select document type and shipment reference.
Categorize and save uploaded files.

Pre-shipment Document

Purpose

Manage all documents required before cargo is approved for export.

Key Capabilities

Capture mandatory commercial and compliance documents.
Prevent shipment progress without required pre-shipment documents.
Improve audit readiness and reduce compliance risks.

Booking Confirmation

Purpose

Record and upload booking confirmation received from carriers or agents.

Key Capabilities

Store confirmed vessel or flight bookings.
Synchronize with Export Scheduler/Set Vessel modules.
Trigger notifications for downstream document processes.

Vessel Details

Purpose

Capture and maintain vessel information related to export shipments.

Key Capabilities

Record vessel name, voyage number, ETA, ETD, and cut-off details.
Link documents and shipments to the correct voyage.
Provide visibility for planning and documentation teams.

Alerts / Notification

Purpose

Provide real-time alerts for missing documents, approvals, expiry, and operational updates related to shipments.

Key Capabilities

Notify users about missing mandatory documents.
Send alerts for document expiry and compliance reminders.
Trigger approval notifications for supervisors.
Provide booking, vessel, and status update alerts.
Deliver alerts via dashboard, email, or push notifications.

PGI on Board Report

Shows the Post Goods Issue (PGI) status for cargo that has been loaded on vessels or flights.

Purpose

Ensure financial and inventory transactions are aligned with physical loading confirmations.

Key Capabilities

Display PGI-confirmed shipments.
Highlight pending PGI items requiring action.
Assist finance teams in reconciling inventory movements.

Lead Time Report (Ship to ID Wise)

Measures total shipment processing time for each Ship-to Party.

Purpose

Evaluate end-to-end export efficiency and SLA performance.

Key Capabilities

Calculate various lead time segments (pickup to stuffing, dispatch to departure, etc.).
Provide Ship-to ID–wise breakdowns and averages.
Identify operational bottlenecks.