The whole basis of the system is that by holding repetitive data against a code, it is possible to merge that data and therefore save a vast amount of time in both set-up and production of documentation, together with the necessary management information which flows from storing the consignment data.

The plan is that you create the necessary static data records especially those for the consignee, in order that the vast majority of data necessary for processing a consignment is available by creating a consignment record and merging into it the consignee record. This should cover most of the header information and then carry on to merge the necessary product data and then use routines of the system to create the necessary documentation, be it paper or electronic. (either EDI or XML electronic documents are available with the EASI system versions).

Depending on the Formwise system version installed, having stored the data against a consignment record, it is possible to extract reports for management information. This would cover reports for volumes and value of shipments, as well as profitability, and perhaps submit data to external sources, eg HM Revenue and Customs.

Whilst this file is in the format of a standard Windows help file, it is written in such a way that it is possible to use the file as an on-screen tutorial. However if you prefer the file is available through the Support Line or on our web-site as an Acrobat PDF file, whose 100 plus pages can be printed to provide hard copy.

If you wish to read through, and possibly work on some standard data, we suggest that you have available an old shipment file so that you can extract data to create the static data records for forwarders etc, merge them together into a Consignee record, and then go on to create a consignment and print documents to match them to the original shipment.

Our plan would be that you set up the following within the static files of the system:-

1. a couple of products from the chosen sample consignment with their necessary tariff. .

2. the exporter record for the company

3. your signatory details including telephone, facsimile and email address as a miscellaneous record

4. the currency used in the sample consignment together with its exchange rate and bank account details as a miscellaneous record

5. finalise the shipping instructions as a miscellaneous record stored against the INCOTERMS 2000 code

6. a couple of forwarders including the one used in the sample consignment

7 a buyer record, (the invoice to party), usually with a key of your company's sales order processing system sales ledger account number, for the invoice address if it is different from the consignee address

8. if you wish to check out all the options, please also create case, commission agent and charge data in the appropriate file.

9. a consignee record for the delivery address, usually with a key which matches the code the accounts or sales order processing system.

10. set up a standard letter/certificate in the Extra Documents static file

By following the static files routines and then processing a consignment you should be able to produce a consignment and all its documents, but we think you will understand more by checking out the background to system.

Please click on Background

Click on Contents

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