This is likely to be the most important database of all, because so much data can be stored as a default against the consignee
and the location of the consignee has the biggest effect on the
documentary requirements.
Most home sales order processing systems work on the basis of using the account address as the default and ask for a delivery address if different. Unfortunately the United Nations/Sitpro set of documents work on the basis that the default is the delivery address and a buyer's (or invoice to) address need only be shown if it is different to delivery address.
Obviously where the goods are being shipped affects the paperwork far
more than where the invoice is going.
NB It is also important where data is being transferred from the sales order processing system, that the code for the consignee record in the Formwise system matches the code used in the main
ERP system.
On installation of the system, we usually import a transfer file from your company's sales order processing system, and place the account address in both locations, and
store "ship to" addresses as consignees.
NB It is possible therefore that a new delivery address transferred as part of a consignment, may not have been set up., and for that reason, if there is no routine in place to keep this static file updated then it is possible to create a new Consignee record from the data held against a job. (Toolbar - Tools - Create a Consignee from a Job)
NB It is possible therefore that a new delivery address transferred as part of a consignment, may not have been set up., and for that reason, if there is no routine in place to keep this static file updated then it is possible to create a new Consignee record from the data held against a job. (Toolbar - Tools - Create a Consignee from a Job)
NB If you intend to use the e-Cert system, transferring data from Formwise, and you are completing the data manually, please be aware that the maximum code length for the Consignee in that system is 15 digits.
Please be aware that if you intend to submit NES declarations
that the structure is supposed to be 35 characters on each of the first
three lines which will be the consignee name, road, and town, together
with the first nine characters of line 4 of the address, which should
only be alpha-numeric characters, which is the post code. As of today
(September 2007) it would appear that the data is not being verified,
but this may be subject to change in the future.
In order to cut down the amount of typing, it is suggested that you complete the exporter, buyer, forwarder, and miscellaneous databases before starting on this particular database.
In order to cut down the amount of typing, it is suggested that you complete the exporter, buyer, forwarder, and miscellaneous databases before starting on this particular database.
There is also a way of merging data under the consignee key under the CSV options (CSV / Read / Standard Consignee Details, but for the purposes of this tutorial we are going to assume that we are working totally stand-alone.
We are now in a position to start to merge all the standard data against the consignee, so please access the consignee database either via the Static Database option of the toolbar, or via the
icon on the toolbar. In either case the Formwise
Customer Statics format will be displayed, together with other documents on various tabs. There will be data which needs to be typed, and we would draw your attention to the Consignee
Contact and Telephone number, which appear on the Statics and ECSI tabs,
as if these fields are completed, they will be printed on our ECSI Alternate document, of which more later.
icon on the toolbar. In either case the Formwise
Customer Statics format will be displayed, together with other documents on various tabs. There will be data which needs to be typed, and we would draw your attention to the Consignee
Contact and Telephone number, which appear on the Statics and ECSI tabs,
as if these fields are completed, they will be printed on our ECSI Alternate document, of which more later.
Obviously we expect you to merge a considerable amount of data, and if you click on
the "Merge" button,
you will see
from the screen capture that you are presented with the opportunity to merge a
number of records. The actual merge button will not become active until you select a code from the drop down list, and you can then select the "OK" button, then all the records will be merged. For example one of the first areas for data entry could be the country code. If you hold the mouse over the field for a short time, the system will come up with a hint of "Double click for a list". Having done that you can scroll through or type the initial letter of the country and then cursor or scroll to the correct one, and on clicking on the Save button the correct country code and country of destination will be input for you. Alternatively you can merge from the Miscellaneous database a record setup against the country name which will contain the country code, name, special declaration, if one is to be used, and if necessary a notepad containing extra information, eg whether facsimile signatures are acceptable or special invoice document required. These notes have been created at the end of the notepad, so as far as possible not to clash with any other data. Those records which have note pads stored against them would display a "red" icon. If you wish to read the contents of the notepad, then click on it and they will be displayed. Please note that you will also need to decide whether to merge the note pads from the records. However if every record had a notepad each with three lines of store data, then only the data from the last record merged would be visible. Also please bear in mind that there may be a number of Miscellaneous keys that you wish to merge into the Consignee record, eg bank instructions, clause and shipping instructions etc.
you will see
from the screen capture that you are presented with the opportunity to merge a
number of records. The actual merge button will not become active until you select a code from the drop down list, and you can then select the "OK" button, then all the records will be merged. For example one of the first areas for data entry could be the country code. If you hold the mouse over the field for a short time, the system will come up with a hint of "Double click for a list". Having done that you can scroll through or type the initial letter of the country and then cursor or scroll to the correct one, and on clicking on the Save button the correct country code and country of destination will be input for you. Alternatively you can merge from the Miscellaneous database a record setup against the country name which will contain the country code, name, special declaration, if one is to be used, and if necessary a notepad containing extra information, eg whether facsimile signatures are acceptable or special invoice document required. These notes have been created at the end of the notepad, so as far as possible not to clash with any other data. Those records which have note pads stored against them would display a "red" icon. If you wish to read the contents of the notepad, then click on it and they will be displayed. Please note that you will also need to decide whether to merge the note pads from the records. However if every record had a notepad each with three lines of store data, then only the data from the last record merged would be visible. Also please bear in mind that there may be a number of Miscellaneous keys that you wish to merge into the Consignee record, eg bank instructions, clause and shipping instructions etc.
In order to cover the maximum data, you will see that there are a number of additional tabs on the book covering the Invoice, Control Details, Foreign Bill and Export Cargo Shipping Instructions to add bank and shipping instructions data. You can therefore see that vast amounts of data, together with the notepad can be stored against the consignee which should mean that the amount of typing when producing a consignment should be minimal.
Whilst the invoice, Foreign Bill and Export Cargo Shipping Instructions are single documents, we should pay particular attention to the Control Details tab as the contents of this tab can have a major effect on the documentation produced by the system. You will need to determine whether the defaults you have set against the exporter need modification for this particular consignee.
The first option is the language of the box headings, then certain print options which are self-explanatory, the font size of the data (much more later,
but for the moment we suggest leaving at 10cpi), which mark to use (most users have this set to the general mark which is edited on to the invoice tab) and finally for this block whether you wish to produce the short or long form invoice. The Certificate of Value and Origin invoice formats are fixed by the recipient country and then we have the standard UN/SITPRO formats. The UN/SITPRO short format invoice assumes a 5 line mark and a 17line space declaration which seriously limits the space available for products, whereas the long form version assumes a 6 line declaration The Formwise system has been designed to allow up to 10 lines of mark and by reducing the font, and therefore the line spacing, of the declaration to that of the box headings, there is still a reasonable amount of space for products. Later we can Print Preview the alternative formats. There is a further fixed invoice format - the EU (European Union) invoice. This format uses the long format but inserts a block which shows a summary of the invoice items by Customs Commodity Code, Value in the Currency of the Invoice, and the Net weight. This helps the recipient complete the data for the Intrastat for Arrivals.
At the top right of this block is for you to select how you want the system to treat free of charge items.
Further down the tab are fields to control the number of decimal places to which you require fields to be printed.
If you are unsure what data should be entered into a specific field, then the first course of action should be to press the "Alt" and "F1" keys and help will be displayed.
We consider this option so important that it also can be accessed directly from the Toolbar by clicking on the
icon.
icon.
IF YOU WISH TO PRINT A HARD COPY OF THE CUSTOMER DATA SHEET, THE
OPTION IS ON THE STATIC DATA OPTIONS LIST FROM THE TOOLBAR.
If you are transferring data from an ERP system and not transferring new customers/consignees then you may find that you have a job with the export specific data missing. In this situation you should complete the processing of the job and then use an option from the Tools menu to create a consignee record from the data held against the job
If you are transferring data from an ERP system and not transferring new customers/consignees then you may find that you have a job with the export specific data missing. In this situation you should complete the processing of the job and then use an option from the Tools menu to create a consignee record from the data held against the job
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