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Summary
The Documents page allows users to:
View details of the documents uploaded against a vessel visit for the port and storage area.
Upload documents against a vessel visit and storage area. These can be supporting documents or documents for the creation of cargo items.
View, download or delete the files uploaded.
View the audit for each document uploaded (including deleted documents).
How-to
Documents can be uploaded as support documents or select types that will be processed and generate cargo. These documents from which cargo can be created, should be in formats CSV or PDF.
PDF Document Types Accepted for Creating Cargo:
“Line Load Lists” - Swires D5 and Transshipment discharge lists.
“C3 Log load lists”.
CSV Documents Accepted for Creating Cargo:
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Sofrana
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If you have a new CSV format that needs to be added, please contact us. |
Functionality
Vessel Visits
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When searching the Vessel Visit, the selectable ones that populate in the drop down are those with complete details. Incomplete details are greyed out Vessel Visits.   |
Storage Area
To manage or view documentation for a storage area, select the ‘Storage Area’ tab and ‘Select a storage area’ from the drop down.
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After selecting the documents for upload, the user will be prompted to complete the fields in violet (Document Type, Source, and Exchange Type). Name can also be modifiedThe user will need to select the ‘Processing Template’ for Excel documents only in order to have it processed for creation of cargo.
To view, click icon: 
To delete upload, click icon: 
To finalize or leave the Upload Document screen, in the top left, click either ‘Cancel’ or ‘Submit’: 
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The date/time received from the source is captured from the document upon upload. Note, MS Outlook does not always provide the mail message date during the upload, check the received date is correct and update if required. |
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We allow for 3 decimal places. |
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“Submit without Conversion” will not create cargo. This will upload the document against the vessel visit only. |
After uploading a document, an Action icon will show next to it. This can be refreshed by clicking the button “Refresh Screen” icon: 
located to the top right of the page. This will show the latest Action status for documents.
Filter Results
Document results can be filtered. Users can also order the results by clicking the columns headers.
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Icons found under ‘Actions' column are buttons with different functionality. For example: 
View File:
opens the file viewer window. Audit:
prompts a pop-up window with audit details. Processing
indicates the document is in processing stage. Error
navigates to opens a window to resolve errors. Partial
indicates a document with partial errors. This occurs when there is a PDF uploaded for conversion to cargo with multiple Bill of Ladings which are split into individual child documents (1 per BOL). It may have a partial error when 1 or more child documents fail, and others are in success. UserCancelled
is not a button but shows for auditing purposes. Done
navigates to the cargo item . TBCon Track and Trace. Delete:
removes document.
Refresh Screen: allows the user to refresh the page results and see the latest Action status.
Audit Documents
Users can view audit details for documents by clicking icon: found in the ‘Actions’ column.
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Error Documents
By clicking on the error icon or partial icons the ‘Fix the problem’ window opens and presents the details of the data exceptions and errors from the document.
CSV (Excel) document errorsFailed Documents can occur, for example due to timeouts. This requires the document to be re-uploaded for processing. Example error message:
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Excel Document Errors:
Possible errors may include;
Unprocessed cells – these are fields that are not expected and will not be processed.
Unprocessed sheets – these are sheet names that are not recognized or expected and will not be processed.
Header Renamed – this means the header is not expected and does not match the template we use for processing and converting data.
Error Detail:
Navigate through tabs by selecting the tab headers to the top left of the document.
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Icons:
Icon
indicates a filter is in place. Hover over for details. Icon
indicates this header has been renamed. Hover for details.
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Icon
indicates the header in error.
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Clicking on the error message to the right-hand side of the page will shift the file view to the issue location. |
There are three possible actions to choose from:
Cancel Processing - this is recommended when an uploaded excel is in the incorrect or unexpected format or when it contains the wrong data. It is advised to cancel and get from the supplier the expected formatted file. Otherwise, contact us to inform this is a new format.
Continue Processing - pushes the file through to create cargo. Please be advised, the errors are ignored and that which is in error will not be created as cargo.
Close - no action. The file will stay in error or partial with no change.
PDF Document Errors:
Opens an embedded screen where errors can be corrected.
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The tab containing the error. For documents that are split by Bill of Lading, there may be multiple.
“Cancel” exits the Fix the Problem screen.
Closes that tab containing the error within the Fix screen.
“Output” button sends for processing the fixed document in that tab.
The red outlined field indicates a key issue to be resolved. Hovering over provides details.
Delete Documents
The only documents that can be deleted are those that are not linked to processing or creating cargo.
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