Commercial and in Confidence
The information contained in this document is confidential. No part of this document may be reproduced, disclosed to any third party, or issued in any form or by any means without the express written permission of Intersoft Systems & Programming Ltd.
Contents
1 Document Controls
2 Table of Figures
3 Introduction
4 DC OUT Process
4.1 Country Notes
4.2 Weight & Dimensions
4.3 Customs Documentation Edit– Proforma / Commercial Invoice
5 DC OUT Scanning
6 ECourier Shipments
7 Appendix 1 – Glossary
Figure 1: DC Scanning Screen - DC OUT
Figure 2: DC OUT - Prompt Country Notes
Figure 3: DC OUT - Prompt Weight & Dimensions
Figure 4: DC OUT - Prompt Customer Documentation – Commercial Invoice
Figure 5: DC OUT - Invoice Edit Screen
Figure 6: DC OUT - Customs Documentation - Invoice Print
Figure 7: DC OUT - Single Package Shipment- Scan History
Figure 8: DC OUT - Multi Package Shipment- Scan History
Figure 9: DC OUT - Prompt for Customs Documentation - Proforma /Commercial Invoice
Figure 10: ECourier Collection Prompt
Figure 11: ECourier Collection request
Figure 12: DC OUT - ECourier Shipment - Scan History
When shipments leave Despatch Control, they must be DCOUT scanned – this scan confirms that no further changes or repacking is needed, and that the shipment is ready to be added to a pallet for handover to the carrier.
Based on the configuration settings set by the System Administrator, the below prompts may be displayed during the DC OUT scanning process:
Before a shipment can be DCOUT scanned, all packages in the shipment must have been DCIN scanned. If the shipment requires repacking, this must be done before DCOUT scan.
If country notes have been entered for the destination country, and country notes have been configured for the country group the destination country is in (domestic, EU or Rest of World) then a popup window will be displayed showing the notes for that country.
For a single package shipment, country notes will be displayed when the package tracking number is Scanned. For a multi package shipment, country notes may be displayed when either the last package in the shipment is scanned or when all packages are scanned, depending on the configuration settings set by the System Administrator.
If the Weight & Dimensions screen has been configured for the country group the destination country is in, this will be displayed after the Country Notes screen.
When the package tracking number of a single package shipment is DCOUT scanned, the Weight & Dimensions screen will be displayed For a Multi Package Shipment, the Weight & Dimensions will be displayed when each package in the shipment is DC OUT scanned.
If the Customs Documentation Edit screen has been configured for the country group the destination country is in, this will be displayed after the Weight & Dimensions screen. The screen will allow either a Proforma Invoice or a Commercial Invoice to be generated, based on the configuration set by the System Administrator.
When the package tracking number of a single package shipment is DC OUT scanned, the Proforma/Commercial Invoice Edit screen will be displayed based on the configuration settings.
For multi package shipments, the screen is displayed when the last package of the shipment is DC OUT scanned.
Figure 1: DC Scanning Screen - DC OUT
Figure 2: DC OUT - Prompt Country Notes
Please see Weight & Dimensions for more information on Configuration settings that determine if the Weight & Dimension prompt
Note: all the fields on the prompt are mandatory and Package weight field is pre-populated.
Note: The user can manually enter the dimensions or select a package type by typing the package type name in the field which provides a list of matching package type names that have been set up in the system for the user to select from. The information entered will be saved to the shipment record. On completing the DC OUT scan successfully for a shipment, the Total Shipment Weight and Volume Weight will be updated from the sum of the packages. The shipment will be re-priced based on the updated weight, but the routing will not be re-validated, and the service and agent will not be changed.
Figure 3: DC OUT - Prompt Weight & Dimensions
Figure 4: DC OUT - Prompt Customer Documentation – Commercial Invoice
User will be able to update Quantity, Value, Weight, HS Code, SKU code and Country of origin.
Changes made on this screen will apply to customs documentation only; the shipment record will not be updated with the changes.
Figure 5: DC OUT - Invoice Edit Screen
Figure 6: DC OUT - Customs Documentation - Invoice Print
Figure 7: DC OUT - Single Package Shipment- Scan History
If the Shipment is multi-package shipment and not an ECourier shipment, (See section 6 if the shipment is an ECourier Shipment) the scan will be added to the Scanning History and the Scan Type will be SPLIT OUT. As more packages in the shipment are DC OUT scanned, the scan status for all packages will remain as SPLIT OUT until the last package has been scanned. When the last package in the shipment is DC OUT scanned, the scan status for all the packages for the shipment will be updated to DC OUT.
Figure 8: DC OUT - Multi Package Shipment- Scan History
Figure 9: DC OUT - Prompt for Customs Documentation - Proforma /Commercial Invoice
For ECourier shipments, when the last package of the shipment is DC OUT Scanned, then after the Weight & Dimensions screen is closed, a screen will be displayed to book a collection with ECourier.
Figure 10: ECourier Collection Prompt
Figure 11: ECourier Collection request
Figure 12: DC OUT - ECourier Shipment - Scan History
Term | Definition |
---|---|
Commercial Invoice | Used to record 'accounts receivable' for the seller and accounts payable for the buyer. The content of commercial invoice is almost same as pro-forma invoice. However, the final sale price may vary with the pro-forma invoice, as pro-forma invoice is issued prior to actual sale takes place. |
Country Group | The group the shipment destination country belongs to – either Domestic (UK only), EU (European Union) or Rest of World (all non-EU countries). |
DC IN SPLIT-OUT | Multi Package shipment where not all packages have been scanned DC OUT |
DC OUT Scan | Confirmation of Export scan |
DCIN | Process of scanning shipments through Despatch Control and takes place between Till Pack scanning and chute Scanning |
Proforma Invoice | A preliminary bill of sale sent to buyers in advance of a shipment or delivery of goods. |