WQXS
 
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 • Technical structure
 
"Our communication costs have reduced by more than 50% as a result of the automated messaging of ORBITRAX.COM to our Customers and Agents" (Curt MEISEL, Director, TOWN TO TOWN, Vienna, AUSTRIA)
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WQXS
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WQXS
Information on Technical Structure:

DEPOT FILE:

  • Integration of Logo for inclusion on Reports;
  • Fully customized management of documents numbering (invoices, HAWBs, etc );
  • Fully customized management of Fuel & Security Surcharge including from / to periods (historical), and applicable to selected customers;

PRIMARY DATA FILES:

  • Customers:

    • Alpha-numerical 10 Characters Account reference;
    • Fully detailed entry;
    • On-line VAT number validation (for all EU based VAT registered entities);
    • Language management;
    • Department / Central / Third party billing option;
    • Sales Commission Management;
    • Discount Management;

  • Agents:

    • Alpha-numerical 10 Characters Account reference;
    • On-line VAT number validation (for all EU based VAT registered entities);
    • Fully tuneable Communication Module, per type of message, recipient and method of communication (letter/printer, fax, e-mail, PDF by e-mail);
    • Fully integrated Fuel & Security Surcharge management, including periodical changes (historical);
    • Setting of Manifest Requirements (Joint / Split per Commodity);
    • Setting of Manifest Communication (method: print, fax, ...)
    • Setting of Agent Charges List - See below

  • Currencies:

    • Centrally managed Database of Currencies;
    • Fully multi-currency system, including historical Exchange Rates;

  • Languages:

    • Centrally managed Database of Languages;

  • Geographical information:

    • Centrally managed Database of Countries including Zip/Post code mask (where available);
    • System assistance in definition of Zones;
    • Allocation of Default Charging Agent and Delivery Agent per Service (Country / Zone);
    • Management of Customs Clearance Limits (Country);
    • Definition of estimated Transit Times (per type of Commodity - Docs, Low Value, High Value);
    • Option to set Country / Zone as "not valid" including entry of note of reason why Country is not currently valid and information at time of HAWB entry;
    • Centrally assisted Database of Town / Locations - Zip / Post Codes;
    • Centrally managed Database of IATA Gateways (Cities & Airports);
    • Management of Country / Town / Zip per Zone for Rating, Agent Selection

  • Flights & Routes:

    • Fully flexible management of Flights and Routes (combination of multiple Flights);

    • Flights:

      • Management of Linehaul Agents as well as double Handling Agents at Origin and Double Handling Agents at Destination;
      • Including full Cost management and Cost allocation to Manifests attached to MAWB and to HAWBs attached to Manifests;
      • Management of days of Operations of Flights;

    • Routes:

      • Management of Multi-MAWBs (successive Routes or Co-Loads);
      • Management of days of Operations of Routes including automatic selection of
        Routes on specific days;
      • Notification of Cut-Offs;
      • Management of up to 5 Flights per Route;
      • Setting of periods of validity;

  • Services:  the Services are set in 3 categories: STS - Standard Transport Services, SPS - SPecial Services and XTS - eXTra Services:
     
    • STS - Standard Transport Services: 

      • Centrally managed Database of STS (to allow easy data exchange amongst Members)

    • SPS - SPecial Services - Geographically related / Charges by Delivery Agent: 

      • Centrally managed Database of SPS (to allow easy data exchange amongst Members);
      • Example: Timed Deliveries can be defined per:
      • All / Group / Individual Customer;
      • All / Group / Individual Agents;
      • Any or specific Commodity (Docs, Low / High Values);
      • Service / Service level;
      • Country, Zone (not Town anymore);
      • Percentage increase

    • XTS - eXTra Services: - not Geographically related / Charges by any Agent (including other than Delivery Agent):

      • Example: Insurance, Dry Ice;
      • Separate Rate Cards Structure

CUSTOMER SERVICES / SALES - pre-SHIPPING: 

  • Quotation Module:

    • Retention and sorting / search of previous quotations given;
    • Option to import Quotation to HAWB;

  • HAWB pre-printing:

    • HAWB with bar code with logo on plain paper (with setting of number of copies required) or on continuous paper;
    • HAWB pre-printing (Customer/Shipper only, Customer/Shipper + Consignee);
    • HAWB printing at the time of HAWB Entry;
    • Alternative option to print the HAWB on a Label, including bi-dimensional bar Code;

OPERATIONS: 

  • HAWB Entry:
  • Transport:
  • All key information (Transport information, Shipment Status Report, Financial Information) available in one screen;
  • Automatic Agent Allocation per Service, Country, per Zone, per Zip/Post Code or Town;
  • Selection of Default Service per Customer;
  • Database of Shippers and Consignees - for ease of re-use and reduction of re-entry time;
  • COD / Charges Collect easy management;
  • Management of Customs Clearance Limits including Currency Conversion for allocation to Low Value / High Value manifesting;
  • Option to pre-enter pre-alerted Shipments;
  • Option to import Quotation to HAWB;
  • Alpha-numerical 15 characters HAWB reference;
  • Direct Access to SSRs information + modify SSRs (see SSR Management below):
  • Manifest:
  • Access to detailed Manifest information (see Manifesting below);
  • Pricing:
  • Multiple lines of charges;
  • Line per chargeable item;
  • Auto pricing (Revenue and Costs) for STS, SPS, XTS;
  • Option to add Manual Entry (Revenue and Costs) including other Agent and different VAT Rate or Currency;
  • Accept charges from different Agents;
  • Access to Tariffs files from HAWB Pricing Screen (including modify Tariff)
  • Others:
  • HAWB printing at the time of HAWB Entry;
  • Automatic HAWB numbering;
  • HAWB printing:
  • HAWB printing at the time of HAWB Entry
  • HAWB with bar code with logo on plain paper (with setting of number of copies required);
  • Alternative option to print the HAWB on a Label, including bi-dimensional bar Code
  • MAWBs (MasterHouseAirWayBill - Linehaul Document):
  • Creating a MAWB to an Agent from available Routes (made of Flights) for given Gate (Destination) on specific day;
  • Includes full cost allocation / management and distribution on related Manifests and HAWBs;
  • Pre-Alert Destination Agent of MAWB;
  • Manifesting:
  • Manifests (for / to Agents):
  • Printing of Manifest with automatic selection of HAWBs to Agent (excluding not Received, Delayed HAWBs - see below);
  • Split of Manifest per Commodity Type (Docs, Low / High Value) depending on requirement of Agent;
  • Option to re-print a Manifest or to edit a Manifest and "zoom" on a HAWB;
  • Export of Data (see Data exchange below);
  • Option to print Manifest with Specials only;
  • Delivery Sheets (for / to Drivers):
  • Printing of Delivery Sheet with automatic selection of HAWBs to Driver (excluding not Received, Delayed HAWBs - see below);
  • Option to re-print a Delivery Sheet or to edit a Manifest and "zoom" on a HAWB;
  • Export of Data (see Data exchange below);
  • Specific Format, including area for POD/SSR entry,
  • Sorting of HAWBs per Zip;
  • Generating data to Dolphin (see below);
  • Generating Agent Charges List (see below);
  • Agent Re-allocation: option to change all HAWBs allocated to a given Driver to another Driver (in case of no show for example);

·       HAWBs Delaying Management: 

  • Delaying multiple shipments according to wildcard search
  • Notification to Customer/Agent of reason of delay
  • History Delay available at shipment level
  • Handling of release date
  • Interfaces with PDT - Portable Data Terminals / PDA - Personal Digital Assistant
  • Dolphin Handheld Device:
  • Download of HAWBs / Run Sheets for loading control purposes;
  • Upload of confirmation of loading;
  • Entry of Delivery Details (PODs, SSRs);
  • Upload of Delivery Details (PODs, SSRs);
  • PDA (Blackberry / HP Pocket PC):
  • Download of HAWBs / Run Sheets for loading control purposes;
  • Upload of confirmation of loading;
  • Entry of Delivery Details (PODs, SSRs);
  • Upload of Delivery Details (PODs, SSRs);

CUSTOMER SERVICES - POST -SHIPPING:

SSRs (Shipment Status Reporting) Management: 

  • Entry of shipment reporting data, per HAWB;
  • per Selection with wildcard;
  • In the order of the delivery sheet;
  • Full definition of actions based on SSR code,

Customer/Agent SSR group

  • When to send;
  • How to send (e-mail, Fax, Database);
  • Where to send (multiple addressees possible + publishing on Web);

Wildcard search to browse or print;

Timed Customer SSR reports

Timed Outstanding data to Agent (taking transit times into account);

Quality Control Management:

  • Setting of estimated Transit Times (per Country, Zone, Service & type of Commodity - Docs, Low Value, High Value);
  • Automatic calculation of estimated Delivery Transit time per Shipment;
  • Generation of POD request related to estimated Transit Time;

FINANCES & ADMINISTRATION: 

Tariffs - Rating of Charges (Revenue & Costs): 

  • Multi-Currencies,
  • Tariff can be defined for a range of Rates Bands (ARBs or CRBs);
  • Rating possible per Service, Country, Zone, Town, Group or Individual Customers, Group or Individual Agents;
  • Definition of Rate Cards per Any or Specific Commodities (Docs, Low / High Value);
  • Charges based on Weight and/or Pieces;
  • Unlimited number of Weight / Pieces bands / breakpoints;
  • Warning in case of re-use of existing Rate Cards (CRBs & ARBs);
  • Tariffs valid from-to period;
  • Tariffs Converter (increase / decrease Rates per percentage, conversion in different Currency);

Invoicing:

  • Multilingual Invoicing;
  • Easy management of Comments / Footers on invoices;
  • Multiple selections of invoice layouts - defined per Customer;
  • View / Zoom HAWB from Invoice and modify (if not invoice confirmed);

Agent Charges List:

  • Allows Early reconciliation of expected invoicing by Agent;

Revenue, Costs & Margin Management:

  • Full management of all Manifest Costs (Linehaul, Handling, etc ...) and automatic allocation / distribution of these costs on HAWBs for a perfect Margin analysis per Shipment;
  • Possibility to add chargeable items (both Revenue & Costs) to HAWBs which have already been invoiced, allowing separate invoicing of any extra charges;
  • Full breakdown of Revenue and Costs at HAWB level with unlimited number of chargeable items including Transport Charges, Special Charges (such as COD or Timed Deliveries), Extra Charges (such as Insurance or Dry Ice) or just Manual Charges.

VAT Management:

  • Fully customized VAT Rates allocation;
  • Definition of VAT for Station as well as per Country or Zone (example Canaries are out of EU VAT Zone);

Reporting:

  • Easy to use Management Report generation, including export files and PDFs;

Data Exchange:

Methods

  • To/From any ORBITRAX.WIN
  • Via ORBITRAX.SMQ (bi lateral or well known formats agreements)
  • by FTP
  • by MAIL
  • by XML
  • By agreed method

 Data

  • HAWBs Export;
  • HAWBs Import;
  • PODs/SSRs Import;
  • PODs/SSRs Export;
  • Electronic Invoices Export;
  • Electronic Invoices Import;
  • Pre-installed data exchange module including e-mail and SMQ (central messaging) solutions;
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