2.1 l ogin · document details like document ref. no, company name, date and status are all in blue...

S H I P P I N G O R D E R S E R V I C E W E B F O R M M A N U A L ( V1 .0 )

9

CHAPTER 2: INTERFACE OVERVIEW 2.1 LOGIN

User can simply follow the steps below to enter the Tradelink Shipping Order services. 1. Enter the correct URL for Tradelink E-b iz and log in to

Shipping Order Serv ices.

2. A secur ity warning screen prompts as below.

3. Click OK

4. A secur ity warning screen prompts as below.

5. Click OK

6. Login screen is shown as below.

3

5


10

7. Input user ID and password provided by Tradelink.

8. Cl ick the radio but ton to choose either Engl ish or Chinese interface to log in. For Chinese interface, i t wil l d isplay labe ls in Chinese only, whereas data input s t i l l has to be in Engl ish.

9. I f login informat ion is wrongly input , user can c lear the informat ion by c l ick ing C lear but ton and re-enter the informat ion. Then c l ick Login to proceed.

10. I f success login, user Ident i ty screen is shown as below.


11

11. Cl ick to choose the appropr iate Company Name and EDI Address to proceed.

12. Cl ick Submit but ton to cont inue. And the screen is shown as below.


12

2.2 TOOLBAR OVERVIEW

A common toolbar is placed in every page so that user can switch from one box to another box at any time by clicking the toolbar menu. This toolbar is divided into 4 parts: Part 1 - is the banner of Tradelink Electronic Shipping Order Service. Part 2 - is the major boxes and functions Part 3 - is the supplementary facilities Part 4 - is the user information such as CETS ID, User Name, Company

Name and the Date

Tips - The box or function that is currently activated by user will be

highlighted in red color in the toolbar (e.g. ).

Part 1

Part 2Part 3 Part 4


13

2.3 INBOX

Inbox is where all incoming SO messages are stored. It has the following features: A) Appearance of new incoming SO documents 1. A new incoming SO document is marked with a red

t r iang le and with s tatus “Unread”. Document deta i ls l ike Document Ref . No, Company Name, Date and Status are al l in blue color.

2. To read the incoming SO document, user can c l ick the Document Name (which is a blue l ink) under the “Detai ls /Sender”.

3. Once the SO document is read, the red t r iang le disappears, document detai ls are in b lack color and status changes to “Read”.

B) Browsing SO documents 1. At the top r ight hand corner, i t ind icates the total number

of documents stored in the box as wel l as the page number that user is now reading.

2. User can browse SO documents page by page by c l icking the previous and next t r iangle.

G

A

B

E

F D

C


14

C) Sorting of SO documents 1. User can sort out al l SO documents by cl ick ing next to

Service Type and select SO.

2. User can further sort the SO documents by c l ick ing the smal l upside t r iangle next to column heading (e.g. Status). Once this upside t r iangle is cl icked, al l documents are sorted by that column heading and the t r iang le is changed to downside . By defaul t , al l documents are sorted by Date with the most updated one at the top.

D) Deletion of SO documents 1. To de lete SO document(s) , user has to select document(s)

by c l ick ing the checkbox(es) next to the Document Ref No of those document(s) and then cl ick Move to Trash but ton

.

2. To fac i l i tate the delet ion of ALL SO documents, user can simply c l ick the checkbox next to the red co lumn heading “Document Ref No” and then c l ick Move to Trash but ton

.

3. Deleted SO document (s) wil l be stored in Trash Box and can be recovered to Inbox.

E) Copy of SO documents User can copy SO documents to existing folder for better document management. 1. User has to select SO document(s) f irs t ly by cl icking the

checkbox(es) next to the Document Ref No of those document(s) .

2. Then user can s imply c l ick to select a fo lder f rom favor ite fo lder l is t . The favor ite fo lder l is t is pre-def ined by user in User Preferences of User Account sect ion. (please go to s tep 6)

3. User can a lso search other folder by cl ick ing which opens folder searching pop up window.


15

4. User has to enter e ither Document Folder Name or

Remarks. Then c l ick Search to proceed.

5. Searching resul t wil l pop up. User can se lect one folder

name by c l ick ing the radio but ton and then cl ick OK but ton.

6. Once a folder name is selected, user has to c l ick “Copy To” but ton. System wi l l then prompt message as below i f document is successful ly copied to that fo lder.

Tips - User can use asterisk (*) for folder searching, it represents all

unknown characters. For example: input “Folder*” in the ‘Document Folder Name’ field, all folder name begins with character ‘Folder’ will show up for selection.

- Message copied to a folder is just a shortcut of that message stored in Inbox.

- Message shortcut can be moved or copied from one folder to another folder.


16

- Message cannot be copied if it is already existed in the designated folder.

- Warning messages prompt when messages copied are already existed in designated folder.

F) Printing of screen 1. By c l ick ing the Pr int Screen but ton, user can pr int out the

main screen of the box. User can c l ick OK to proceed.

Tips - Before printing, please make sure the printer is connected and

switched on.

G) Deconsolidation of SO documents Deconsolidation function is only available in Inbox of Forwarder Platform. Incoming Master Draft Bill of Lading / Sea Waybill that has outstanding deconsolidation will be marked with a red diamond ( ) next to its document name. Once deconsolidation is completed, the red diamond will be changed to blue ( ) at the same position. (Please refer to Chapter 5 for details)


17

H) Manipulation of SO documents 1. Suppose an incoming document (e.g. Shipp ing Order) is

cl icked and opened as below.

2. Inbox messages are in prev iew mode.

3. By cl ick ing the blue menu bar, user can v iew previous or next Inbox document, move th is document to t rash, save this document to template box and pr int out this document. User can c lose this document and then return to Inbox main l is t .

I) Receipt of Acknowledgement Tradelink will verify the document information after receiving the electronic SO document, if the verification is successful, Tradelink will send an acknowledgement message within 30 minutes to user. The SO document will be sent to recipient at the same time. User will receive the Acknowledgement via Inbox when he make connection to Tradelink. 1. User can open an Acknowledgement . The screen wi l l

display as below.

3


18

2. Acknowledgement indicates that the Shipp ing Order document is successful ly sent and ass igned with an USR no. by Tradelink.

3. By cl ick ing the blue menu bar, user can v iew previous or next Inbox document, move th is document to t rash or pr int out th is document. User can c lose this document and then return to Inbox main l is t .

J) Receipt of Application Error Application Error is a message which Tradelink will send to its customer within 30 minutes if there is error in the submitted SO document. If the user receives Application Error, he has to make amendment and re-submit it. 1. User can open an Appl icat ion Error. The screen wi l l

display as below.

32


19

2. Appl icat ion error is in prev iew mode.

3. User can study the problem f rom the error code(s) and descr ipt ion(s) stated in the error message.

4. User can amend the or iginal document by cl ick ing ‘Amend Orig inal Doc. ’ but ton. The input form of the document wil l be opened in the screen. User is then able to amend any f ie ld or correct those errors, and then s ign & re-submit i t again.

5. By cl ick ing the blue menu bar, user can v iew previous or next Inbox document, move th is document to t rash or pr int out th is document. User can c lose this document and then return to Inbox main l is t .

Tips - To avoid confusing, ‘Amend Original Doc’ button will be removed after

the original document is amended and sent successfully.

5

3

4


20

2.4 SENTBOX

Sentbox is where all outgoing SO messages are stored. Features (B to F) are similar to that in Inbox. Please refer to section 2.3 for details. H) Manipulation of SO documents 1. Suppose an outgoing document (e.g. Shipp ing Order) is


B

E

F D

C


21

2. Sentbox messages are in prev iew mode.

3. By cl ick ing the blue menu bar, user can v iew previous or next Inbox document, move th is document to t rash, save this document to template box and pr int out this document. User can c lose this document and then return to Sentbox main l is t .

3


22

2.5 DRAFT BOX

Draft box is where all SO draft messages are stored. Features (B, C, D & F) are similar to that in Inbox. Please refer to section 2.3 for details. H) Manipulation of SO documents 1. Suppose a draf t document (e.g. Shipping Order) is c l icked

and opened as below.

B

F D

C


23

2. Messages in draf t box are in edit mode.

3. User can save the document to draf t box or template box. User can preview, send and pr int i t out . (Please refer to Chapter 3 and 4 for detai ls)

4. User can c l ick back but ton to return to draf t box main l ist .


24

2.6 TEMPLATE BOX

Template box is where all SO templates are stored. Features (B, C, D & F) are similar to that in Inbox. Please refer to section 2.3 for details. H) Manipulation of SO documents 1. Suppose a template document (e.g. Shipping Order) is


B

F D

C


25

2. Messages in template box are in edi t mode.

3. User can save the document to draf t box or template box. User can preview, send and pr int i t out . (Please refer to Chapter 3 and 4 for detai ls)

4. User can c l ick back but ton to return to template box main l is t .


26

2.7 TRASH BOX

Trash box is where all deleted SO messages are stored. Features (B, C & F) are similar to that in Inbox. Please refer to section 2.3 for details. H) Manipulation of SO documents Messages deleted may come from different sources (e.g. Inbox, Sentbox, Draft box and Template box). The message mode depends on its source. For example, message deleted from Inbox or Sentbox is in preview mode. (Please refer to feature H of Inbox or Sentbox) While message deleted from Draft box or Template box is in edit mode. (Please refer to feature H of Draft box or Template box) K) Delete documents permanently 1. To de lete SO document(s) permanent ly, user has to

se lect document(s) by c l ick ing the checkbox(es) next to the Document Ref No of those document(s) and then c l ick Delete but ton.

2. To faci l i tate the permanent de let ion of ALL SO documents, user can s imply c l ick the checkbox next to the red co lumn heading “Doc ID/Template Name/Document Ref No” and then cl ick Delete but ton.

B

F K

C

L


27

3. Permanent ly de leted SO document(s) cannot be recovered.

L) Recover deleted documents 1. To recover deleted SO document(s) , user can select

document(s) by cl ick ing the checkbox(es) next to the Document Ref No of those document(s) and then cl ick

“Recover To” but ton .

2. To fac i l i tate the recovery of ALL deleted SO documents, user can s imply c l ick the checkbox next to the red co lumn heading “Doc ID/Template Name/Document Ref No” and then cl ick “Recover To” but ton.

3. Recovered SO document(s) wil l be placed to i ts or ig ina l box. (e.g. SO document de leted f rom Inbox wi l l be recovered to Inbox)


28

2.8 SEARCH FUNCTION

Search function is composed of General Search and SO Consolidation functions. General Search function is enabled in all platforms. For SO Consolidation function, it is only enabled in Forwarder platform. 2.8.1 GENERAL SEARCH User is able to search SO message via Search Function. User is required to fill in at least either Box(es) or Document Folder before searching. Then click Search button to proceed. For the best search result, user should try to fill in as much information as possible. 2.8.1.1 Search Criteria Each search criteria is further explained in details in the following table.

Criteria Details Box(es) User can select all or individual box by clicking pull down menu .

The available options are: All, Inbox, Sentbox, Trash Box, Draft Box and Template Box

Document Folder

User can select all folders or a particular folder from a favorite folder list by clicking pull down menu . (The favorite folder list is pre-defined by user in User Preferences of User Account section.)


29

User can also search other folder by clicking which opens folder searching pop up window.

User has to enter either Document Folder Name or Remarks. Then click Search to proceed.

Searching result will pop up. User can select one folder name by clicking the radio button and then click OK button. The chosen folder name will be automatically displayed in the field ‘Document Folder’.

Service Type(s) SO service type is set as the default value.

Document Type(s)

User can select different document types within a service type by clicking pull down menu . Available options are: All documents, ACK (Acknowledgement from Tradelink), APPERR (Application Error from Tradelink), BL (Draft Bill of Lading), FCR (Forwarder Cargo Receipt), SO (Shipping Order) are SWB (Sea Waybill). All documents is set as the default value.

Doc. ID/Template Name/Doc. Ref. No.

User can type in one of these names for searching. Doc. ID: identification used for document in Draft box. Template Name: identification used for document in Template. Doc. Ref. No.: identification used for document in Inbox or Sentbox.

Shipping Order No.

User can type in Shipping Order No. which is located in the section of Shipping Order Reference/Draft Bill of Lading Reference of a SO message.

Bill of Lading No.

User can type in Bill of Lading No. which is located in the section of Draft Bill of Lading Reference of a SO message.

Internal Doc. Ref. No. 1

User can type in Internal Doc. Ref. No. 1 which is located in the section of Shipping Order Reference/ Draft Bill of Lading Reference of a SO message.

Receive Date / Submission Date

Receive Date is the date on which the System gets Inbox SO messages. Submission Date is the date on which the System sends or saves your SO messages (e.g. sending document and saving draft/template document).


30

User can input a time period to Receive Date and Submission Date by using the calendar icon.

Importer There is NO Importer in SO message. Such a field will be used for other Service Types such as TTRS in the future.

Exporter User can input company name of desired Exporter here.

Forwarder User can input company name of desired Forwarder here.

Carrier User can input the company name of desired Carrier here.

Vessel User can type in Vessel name which is located in the section of Delivery Instructions of a SO/BLmessage.

Voyage No. User can type in Voyage No. which is located in the section of Delivery Instructions of a SO/BL message.

Container No. User can type in Container No. which is located in the section of Container Information of a SO/BL message.

Port of Loading / Port of Discharge / Final Destination

Port of Loading, Port of Discharge and Final Destination are fields located in the section of Delivery Instructions of a SO message. User can either input the port code or select the port by clicking .

By clicking , a port searching pop up window is opened as below.

User is required to input a full or a partial port code/ name with an asterisk (*) symbol. Then click Search button to proceed. Afterwards matched results are listed underneath. User can simply click the radio button to select the desired option. Then the selected port code and name will be automatically displayed in the fields ‘Port of Loading, Port of Discharge and Final Destination’.


31

Tips - Wildcard searching is enabled in this system. User can use asterisk (*)

for searching, it represents all unknown characters. For example: input “Folder*” in the ‘Document Folder’ field, all folder name begins with character ‘Folder’ will show up for selection.

- Search criteria submitted will be retained on screen until user exits this searching section.

2.8.1.2 Search Results Once search criteria are filled in and search button is clicked. Matched results are listed.

User can access, browse, sort, delete and print search results. The details of each action are explained as below.

B

A

D E

C


32

A) Access of SO documents 1. To read the SO documents searched, user can c l ick the

blue l ink under the column heading “Doc ID/Template Name/Doc Ref No”.

2. Searched messages may come f rom di f ferent sources (e.g. Inbox, Sentbox, Draf t box, Template box and Folders). The message mode depends on its source. For example, message comes f rom Inbox or Sentbox is in prev iew mode whi le message comes f rom Draf t box or Template box is in edit mode.

B) Browsing SO documents 1. At the top r ight hand corner, i t ind icates the total number

of documents searched as wel l as the page number.

2. User can browse searched documents page by page by cl icking the previous and next t r iangle.

C) Sorting SO documents 1. User can sort the searched documents by c l ick ing the

smal l upside t r iangle next to column heading (e.g. Receive Date). Once this upside t r iangle is c l icked, al l documents are sorted by that column heading and the t r iangle is changed to downside .

D) Deletion of SO documents 1. To de lete searched document(s) , user has to select

document(s) by c l ick ing the checkbox(es) at lef tmost of the row(s) and then cl ick Move to Trash but ton.

2. Deleted searched document(s) wi l l be stored in Trash Box and can be recovered.

E) Printing of Search Result 1. By c l ick ing the Pr int Screen but ton, user can pr int out the

search result page. User can c l ick OK to proceed.

Tips - If a message does not have the fields specified, a dash will be shown

under column heading. - Inbox messages have Receive Date only. - Sentbox messages have Submission Date only. - Messages in Draft and Template boxes do not have Receive Date and

Submission Date.


33

- Messages in Folder and Trash box depend on message sources to show Receive Date or Submission Date.

2.8.2 SO CONSOLIDATION

The SO Consolidation option will only be shown under the Search menu in forwarder platform. User is required to fill in at least either Box(es) or Document Folder before searching. For the best search result, user should try to fill in as much information as possible. Then click Search button to proceed. 2.8.2.1 Search Criteria The search criteria are basically the same as that of General Search. (Please refer to General Search section for details) But the differences are: - It does not include Service Type(s), Bill of Lading No and Importer. - Inbox is the only option for Box(es). - Only Shipping Order can be searched for consolidation.

2.8.2.2 Search Results Once search criteria are filled in and search button is clicked. Matched results are listed underneath.


34

User can access, browse, sort, delete and print search results. (Please refer to General Search section for details) In addition, user can also perform SO Consolidation and Add Search. The details are explained as below. A) Consolidate 1. User has to select (House Level) document(s) by c l ick ing

the checkbox(es) at lef tmost of the row(s) and then c l ick Consol idate but ton.

2. Then a system loading screen pops up.

3. User has to wait for whi le. Then a consol idated Shipping

Order (Master leve l) is opened for fur ther process. (Please refer to Chapter 5 for detai ls)

A B


35

B) Add Search User can add search criteria to narrow the searching boundary by clicking Add Search button. 1. On cl ick the Add Search but ton, i t w il l jump back to

search cr i ter ia screen. User can input more search cr i ter ia and then c l ick Search but ton.

2. Search results of the add search cr i ter ia are l is ted underneath for fur ther act ion. (P lease refer to Chapter 5 for detai ls)


36

2.9 DOCUMENT PREPARATION

User can create document only if he has granted read and write message right. To create SO documents (such as Shipping Order, Draft Bill of Lading, Forwarder Cargo Receipt and Sea Waybill), user has to click “SO” under “Create Document” menu bar. For details of document preparation, please refer to Chapter 3.

Tips - For Forwarder platform, user can create Shipping Order, Draft Bill of

Lading and Forwarder Cargo Receipt. - For Carrier platform, user can create Draft Bill of Lading and Sea

Waybill. - For Exporter platform, user can only create Shipping Order.


37

2.10 SWITCH EDI ADDRESS

User can at any time switch EDI address and change user platform. 1. On cl ick [Switch EDI Add] , the fo l lowing screen shows up.

2. Select company name and EDI address by cl ick ing pul l

down menu.

3. Cl ick Submit to proceed. Then another user plat form is opened.

Tips - The number of EDI Address(es) for choosing among various

companies determined on the terms of registration. - If a company is registered with more than one EDI Address, user may

switch among the options. - User can only receive, send and manipulate documents of the EDI

Address chosen by user to login.

1

2 3


38

2.11 USER ACCOUNT

2.11.1 CONCEPT OF SUPER-USER AND SUB-USER 2.11.1.1 Super-user Each company is assigned with one super-user when registered with Tradelink for Shipping Order Services. Only super-user is authorized to create user(s), delete user(s) and edit user account(s). He also possesses all folder access right by default. Therefore in the Administration page for super-user, there are four options: A) Add User, B) Delete User, C) Change Password and D) Edit User Account. 2.11.1.2 Sub-user User created by the super-user is called sub-user. The right of sub-user is granted or deleted by super-user. Sub-user is only allowed to change his password in Administration. Under User Account menu bar, there are three options to be chosen. They are Administration, User Preferences and User Profile. Each one will be explained in the following sections. 2.11.2 USER ADMINISTRATION


39

2.11.2.1 Add User

The fields are explained in details in the following table:

Field Details User Name User must input user name of the newly created sub-user.

Password / Re-Enter New Paswword

User must input and re-enter the password for that sub-user. Both password must be the same, otherwise error message prompts.

User Level User level must be selected by clicking pull down menu .

The available options are Staff and Manager while ‘Staff’ is set as the default value.

Company Allowed

It shows the company that user belongs to. The company name is automatically displayed by system and is the same as the one super-user currently logins.

Service Type Service type must be SO service as default.

Effective Date / Expiry Date

Effective Date is the date that user account is activated and user is allowed to login SO services. Expiry Date is the date that user account is expired and user is not allowed to login SO services. User must fill in Effective Date while the Expiry Date is optional.

Access to Document Folders

It indicates the user access right to folders. User must select Yes or No by clicking the radio button.

‘Yes’ means user can view, delete, copy or move all documents in folders. Users may also create or delete folders. (Please refer to section 2.12 for details)

Messages It indicates the right to read and write message. User must select one option by clicking the radio


40

button.

‘Read Only’ means user is allowed to read messages of the specific EDI address allowed only. ‘Read and Write’ means user can create, delete or read messages of the specific EDI address allowed.

EDI Address Allowed

All EDI addresses of the company. User must select at least one option by clicking the checkbox(es).

Change Key File Password

User can change the key by clicking the ‘Change Key File Password’ button.

Tips - The fields marked with * are mandatory fields which must be filled in.

Once fields are filled in, super-user has to click Confirm button to proceed. If user is added successfully, the message below pops up.

Tips - User can click Reset button to clear all fields. - User can click Cancel button to cancel actions. - User can switch to other sub-sections (such as Delete User, Edit User

Account and Change Password) via selecting the short cut menu bar at the top right hand corner.

- Maximum 12 users can be created. - Sub-user (Staff / Manager) cannot add user. Add user feature is not

shown in sub-user account.

2.11.2.2 Delete User


41

The followings are features and procedures to delete user(s). 1. At the top r ight hand corner, i t ind icates the total number

of users as wel l as the page number .

2. User can browse al l users page by page by c l ick ing the previous and next t r iangle.

3. To de lete user(s ) , user has to se lect and c l ick the checkbox(es) next to the ‘User Name’ and c l ick ‘Delete User ’ but ton. (go to step 5)

4. To fac i l i tate the de let ion of ALL users, user can s imply cl ick the checkbox next to the red column heading ‘User Name’ and then c l ick ‘Delete User ’ but ton.

5. Conf i rmat ion message prompts. User has to cl ick OK but ton to conf irm or cl ick Cancel but ton to cancel the act ion.


42

6. I f user is deleted successful ly , the message below pops up.

Tips - Deleted user account(s) cannot be recovered. - Sub-user (Staff / Manager) cannot delete user. Delete user feature is

not shown in sub-user account. - Super-user cannot delete its own account

2.11.2.3 Change Password

The followings are features and procedures to change user’s own login password. 1. User Name and User Level are automat ica l ly disp layed by

system.


43

2. User has to enter old password to ver ify i t s ident i ty .

3. Then user has to type in the desired new password and re-enter again. These two value must be the same, otherwise error message wil l prompt up.

4. Click ‘Conf irm’ but ton.

5. I f password is changed successful ly, the message below pops up.

Tips - All users (both super-user and sub-user) can change his own login

password in this page.

2.11.2.4 Edit User Account


44

Followings are features and procedures to edit user account: 1. Select the desired user for edi t ing v ia pull down menu.

2. User can amend the prof i le informat ion except ‘User Name’. User can also remove user ’s access r ight to ent ire SO service type.

Tips - If super-user is selected for editing, then super user profile is opened

as below:


45

- The user level cannot be changed by user. - Super-user is not allowed to remove the ‘EDI Address Allowed’ of

which he is currently login.

3. Af ter amendment , user has to c l ick Conf i rm but ton. I f

prof i le is updated successful ly, the message be low pops up.

4. Cl ick OK to go back to User Edi t Account page with pul l down menu.

Tips - The fields marked with * are mandatory fields which must be filled in. - User can click Reset button to clear all fields except the ‘User Name’. - User can click Cancel button to cancel this action.


46

2.11.3 USER PREFERENCE User is allowed to set preferences in four areas (Display, Search Result, Operation History and Document Folder). The followings are features and procedures to set user preferences:

1. User can select defaul t v iew to be d isplayed in next log in

by c l ick ing the pul l down menu. The ava i lab le opt ions are Inbox, Sentbox, Draf t box, Template box and User Operat ion History page.

2. User can change the number of messages to be d isplayed per screen. Changes wil l be made instant ly . The minimum number is 5.

3. User can a lso selec t the number of codes ( i .e. the Currency Code, Country Code and Package Type in Reference Table) to be disp layed per screen. Changes wil l be made instant ly . The minimum number is 10.

4. User can select des ired informat ion to be disp layed in

search result of General Search and SO Consol idat ion ( for Forwarder plat form only). The maximum number of at t r ibutes that can be selected is 5. Set t ing wil l be ef fect ive instant ly .

1

2

3


47

5. User can select des ired informat ion to be disp layed in

search resu lt of User Operat ion History. The maximum of at t r ibutes that can be selected is 6. Set t ing wil l be ef fect ive instant ly .

6. User can def ine a maximum of 10 folders as his favor ite

folders. These favor ite folders wil l appear in al l fo lder pul l down menu in the System for quick access.

7. To add a favor i te fo lder, user can simply c l ick ‘Add New Folder ’ but ton to open a folder searching pop up w indow:



9. Searching resu lt wi l l pop up. User can select the folder by

cl icking the radio but ton and then c l ick OK but ton.

711


48

10. The selected folder wil l then be inc luded in favor ite fo lder l is t .

11. To de lete one or more favor ite fo lders, user has to c l ick the check box(es) bes ides the fo lder name and then c l ick Delete but ton.

12. Once preferences set t ing is completed, cl ick ‘Conf irm and Save Changes’ but ton at the bot tom to proceed. I f preference is updated successful ly, the message below pops up.



- The first 10 folders created will be automatically added to favorite folder list.

- If there are already 10 folders in favorite folder list, user has to delete one folder before adding another folder to favorite folder list.

12


49

2.11.4 USER PROFILE

User can view his own profile (such as company details and rights granted) in this page.


50

2.12 FOLDER MANAGER

User can access this folder manager only if he has granted with folder access right. Under folder manager, user is able to view, copy, move and delete document(s) in folder. He can also create, delete and change folder information. 2.12.1 VIEW/ COPY/ MOVE/ DELETE 2.12.1.1 Open a Folder

1. User can s imply c l ick to select a folder f rom favor ite

folder l ist . The favor i te folder l is t is pre-def ined by user in User Preferences of User Account sect ion. (please go to step 5)

2. User can a lso search other fo lders by c l ick ing which opens folder searching pop up window.


51





4. Searching resul t wil l pop up. User can select a folder by

cl ick ing the radio but ton and then cl ick OK but ton. The se lected fo lder name wil l be automat ical ly disp layed in the f ield ‘Document Folder Name’.

5. Once a fo lder name is selected, user has to c l ick OK but ton. Then documents in that folder are l isted in the fol lowing screen.

2.12.1.2 Manipulate Folder Documents

Documents in folder are those copies from Inbox or Sentbox. In this page, user can A) copy document(s) to another folder, B) move document(s) to another folder, C) delete document(s) in the folder, and D) delete the entire folder.


52

A) Copy document(s) to another folder

1. User has to select SO document(s) f irs t ly by cl icking the



3. User can also search other folder by c l ick ing .

4. Once a folder name is selected, user has to c l ick “Copy To” but ton. System wi l l then prompt message as below i f document is successful ly copied to that fo lder.

Tips


53

- Message cannot be copied if it is already existed in the designated folder.

- Warning messages prompt when messages copied are already existed in designated folder.

B) Move document(s) to another folder 1. User has to select SO document(s) f irs t ly by cl icking the




4. Once a folder name is selected, user has to c l ick ‘Move To ’ but ton. System wi l l then prompt message as below i f document is successful ly moved to that fo lder.

Tips - Message cannot be moved if it is already existed in the designated

folder. - Warning messages prompt when messages moved are already

existed in designated folder.

C) Delete document(s) in the folder


54

1. To de lete document(s) , user has to se lect document(s) by cl ick ing the checkbox(es) next to the Document Ref No of those document(s) and then cl ick Move to Trash but ton

.

2. To faci l i tate the de le t ion of ALL documents, user can simply c l ick the checkbox next to the red co lumn heading “Document Ref No” and then c l ick Move to Trash but ton

.

3. Deleted document(s) wil l be stored in Trash Box and can be recovered to the folder.

D) Delete the entire folder 1. User has to cl ick the checkbox next to the ‘Fo lder –

Folder name’. And then user c l ick ‘Move to Trash’ but ton.

2. A conf irmat ion message wi l l prompt up. User has to c l ick OK but ton to proceed or cl ick Cancel but ton to cancel the act ion.

Tips - If a folder is deleted, the documents inside are also deleted. - Deleted folder will be placed in Trash box and can be recovered

together with the documents inside.


55

2.12.2 CREATE FOLDER

When create a new folder, user must input document folder name while folder remarks is optional to be entered. Then user has to click Save button. If folder is created successfully, the screen below will prompt up.


56

2.12.3 CHANGE FOLDER INFORMATION

User can edit folder information as following steps: 1. Cl ick to select an ex is t ing fo lder f rom favor ite folder

l is t . The favor ite fo lder l ist is pre-def ined by user in User Preferences of User Account sect ion. (p lease go to s tep 3)


3. Once a fo lder name is selected, the fo lder remarks of the corresponding fo lder wil l automat ica l ly be ret r ieved by system.

4. Then user can amend document folder name and folder remark.

5. Cl ick Save but ton. System wi l l then prompt message as below if folder informat ion is successful ly updated.


57

2.13 REPORT

2.13.1 USER OPERATION HISTORY

User is able to check his past operation in ‘User Operation History’.

1. Select the login name of the desired user f rom the pul l

down menu.

2. To specify the t ime per iod, user can either input the date ( in format of CCYYMMDD) or select a date f rom the

calendar icon .

3. ‘SO’ is set as the default document type.

4. Click OK but ton to generate report .

1 2 3 41


58

5. Then the operat ion records are l isted as above. User can

view the document(s) by c l ick ing the document name ( in blue l ink) under the column heading “Detai ls /Sender/Receiver”.

6. In the opened document, by cl icking the blue menu bar, user can v iew prev ious and next document wi thin the searched his tory l ist , and pr int out th is document . User can c lose th is document and then return to the main history l is t .


59

Tips - Super-user can view all operation history of all users. - Sub-user can only view his own operation history. - User can sort the history records by clicking the small upside triangle

next to column heading (e.g. Date). Once this upside triangle is clicked, all documents are sorted by that column heading and the triangle is changed to downside .

- User can also print out the history records by clicking Print button.


60

2.14 TABLE INFORMATION

2.14.1 REFERENCE TABLE

There are three types of code for user references: i) Country Code, ii) Currency Code and iii) Package Type). User can select either one by choosing the ‘Type of Code’ pull down menu.


61

2.14.1.1 Country Code The country code table lists out all the country code used in SO system.

1. I t ind icates the total number of codes as wel l as the page

number.

2. User can browse al l count ry code page by page by cl icking the previous and next t r iangle.

3. User can switch to other sub-sect ion (such as Currency Code and Package Type) v ia se lect ing the ‘Code Table ’ menu bar at the top r ight hand corner.

31 & 2


62

2.14.1.2 Currency Code The currency code table lists out all the currency code used in SO system.

Features (1-3) are similar to that of country code table. Please refer to section 2.14.1.1 for details. 2.14.1.3 Package Type The package type table lists out all the package type used in SO system.

31 & 2


63

Features (1-3) are similar to that of country code table. Please refer to section 2.14.1.1 for details.

31 & 2


64

2.14.2 USER DEFINED TABLE

There are two types of user-defined tables for user to fill in as template: i) Product table and ii). Trading partner table. This information can be used when form is filling. User can either select one by clicking the radio button.

2.14.2.1 Product Table In this page, user can view all the pre-defined products created by user.

Tips - User can switch to trading partner table via selecting the short cut

menu at the top right hand corner.

- It indicates the total number of product items as well as the page

number under the ‘Table Info’ pull down menu. - User can browse all product items page by page by clicking the

previous and next triangle.


65

A) Create new item 1. User can create product i tem by c l ick ing ‘Create New

I tem’ but ton. A screen is shown for input as below:

2. User must f i l l in al l mandatory informat ion marked with *

(product code, package type and goods descr ipt ion).

4

1

3

7

10


66

3. Cl ick Save but ton. The fol low ing message wi l l prompt up if new product is created successful ly .

B) Edit product profile 4. User can ed it product i tem by c l icking the product

descr ipt ion ( in blue l ink).

5. Then the product i tem maintenance informat ion is opened. User can edi t a l l informat ion except the product code.

6. Cl ick Save but ton to proceed. Then the fo l lowing message

wil l prompt up i f product prof i le is updated successful ly .

6

7


67

7. User may also cl ick ‘Save & Add More ’ but ton, the current

product wil l be saved and a new input form for another i tem wil l be opened automat ical ly.

C) Delete product profile 8. To delete product i tem(s), user has to se lect product

i tem(s) by c l ick ing the checkbox(es) next to the product ID of those product i tem(s) and then cl ick Delete but ton.

9. To fac i l i tate the delet ion of ALL product i tems, user can simply c l ick the checkbox next to the red co lumn heading “Product ID” and then c l ick Delete but ton.

10. On c l ick Delete but ton, conf irmat ion message prompts as below. User has to cl ick OK.

Tips

- Deleted product item(s) cannot be recovered.

2.14.2.2 Trading Partner Table In this page, user can view all the pre-defined trading partners created by user.

Tips - User can switch to product table via selecting the short cut menu at

the top right hand corner.

- It indicates the total number of trading partners as well as the page

number under the ‘Table Info’ pull down menu. - User can browse all trading partners page by page by clicking the

previous and next triangle.


68

A) Create new trading partner 1. User can create t rading partner by c l ick ing ‘Create New

I tem’ but ton. A screen is shown for input as below:

4

1 10

3

7


69

2. User must f i l l in mandatory informat ion marked w ith *

(partner code, name and address).

3. Cl ick Save but ton. The fol low ing message wi l l prompt up if new t rading partner is created successful ly .

B) Edit trading partner profile 4. User can edi t t rading partner by cl ick ing the t rading

partner address ( in blue l ink).

5. Then the t rading partner prof i le is opened. User can edi t al l informat ion except the partner code.

6. Cl ick Save but ton to proceed. Then the fo l lowing message

wil l prompt up i f t rad ing partner prof i le is updated successful ly.

6

7


70

7. User may also cl ick ‘Save & Add More ’ but ton, the current

t rading partner wil l be saved and a new input form for another t rading partner w il l be opened automat ical ly .

C) Delete trading partner profile 8. To delete t rad ing par tner(s) , user has to se lect t rading

partner(s ) by c l ick ing the checkbox(es) next to the t rading partner ID of those t rading partner(s) and then c l ick Delete but ton.

9. To faci l i tate the delet ion of ALL t rading partners, user can simply c l ick the checkbox next to the red co lumn heading “ ID” and then c l ick Delete but ton.

10. On c l ick Delete but ton, conf irmat ion message prompts as below. User has to cl ick OK.

Tips

- Deleted trading partner(s) cannot be recovered.


71

2.15 SITE MAP/ HELP/ SWITCH LANGUAGE

2.15.1 SITE MAP

For ease of understanding, user can simply click ‘Site Map’ to browse the menu structure of this system. 1. On cl ick ‘Site Map’, the fo l lowing screen shows up.

2. The f irs t column indicates the f irs t layer funct ions.

3. The second column indicates that there are sub-sect ions under the f irs t layers.

1

3rd layer

2nd layer

1st layer


72

2.15.2 HELP

User can simply click ‘Help’ to look at the instruction provided.

2.15.3 SWITCH LANGUAGE

This system supports both English and Chinese browsing. User can at any time switch to Chinese by clicking or switch to English by clicking . When language is switched, the browsing page (in preview mode) will be refreshed and then displayed in language switched without data loss. In case user switches language while he is editing SO documents, user account or reference table, alert message prompts up.

User has to click OK. Then browsing page (in edit mode) will be refreshed and then displayed in Chinese with data loss.


73

2.16 SIGN OFF

To exit the Shipping Order services, user can simply click [Sign Off] at the top right corner of toolbar. Then a sign off page opens as below. User will be redirected to Shipping Order services login page after a while.