Electronic Forwarding Instructions with ImpexDocs

With ImpexDocs, now you can send your electronic instructions directly to your shipping line, no more waiting on the draft and confirming the details on a call with your shipping line. No more emails and individual online submission. You get your Bill of Lading, as you want it, in your email.

Step 1: Once you are done with all the processes which were supposed to happen before your forwarding instructions submission step, you click on the add button add the top left of the document list for the shipment that you want to send the eFI (Electronic Forwarding Instructions) for.

Step 2: Once you click on the add button, in the pop-up, please select the EFORWARDING INSTRUCTIONS from the ‘Add from Template Library’ menu. And then press OK.  

Step 3: Once you successfully add the EFORWARDING INSTRCUTIONS in your document list, click on the document and select the ‘Copy from Master’ option in the general tab. After checking all the details to be correct in the Exporter/Shipper, Consignee/Buyer, Forwarding Agent (if using a forwarder), 1^st Notify party, 2^nd  Notify party (if using) and 3^rd Notify party (if using), please select ‘Save’ and then click on the Booking tab.

Step 4: Upon clicking the ‘Booking’ tab, please check all the details and fill the balance of the information. If this is not the booking that you want to be allocated, please select another or edit the booking in the ‘Master’. Once done, please select save, and move to the product tab.  

Step 5: Upon clicking the product tab, please select ‘Copy from Master’. If you want all your product lines, please select the ‘Copy Detailed Product Details’. If you want to change the Weight UOM / Volume UOM / Package Type / HS Code for all the product lines, please select the relevant option(s) and then click on ‘Apply to All Lines’.  

Once all the details are confirmed, you can go to individual product lines and check the details individually. Once all the details are correctly checked and confirmed, hit save and move on to the container tab.

Step 6: Upon clicking the Container tab, please select ‘Copy from Master’. If you want to change the Weight UOM / Volume UOM / Temperature / Airflow / Container Type for all the product lines, please select the relevant option(s) and then click on ‘Apply to All Lines’. If you want to ‘Convert Tons to KGS’, please select the appropriate option. Once all the details are checked and verified, please select the ‘Save’ option and then go to the allocation tab.

Step 7: Upon clicking the ‘Allocation’ tab, all your products and your containers will appear in the top module of the Allocation tab. If you manually want to allocate the products for specific containers, please select the products from the product columns and select the containers that you want to allocate to, from the container column. Alternatively, if you want to Auto-Allocate (logic used: Weight of the product vs the VGM of the container), please click on ‘Select all Products’ and ‘Select all Containers’ and then press on allocate. Once done, select save.   

Step 8: Towards the final step, please click on BL Detail. Once the tab opens up, please select the charges and click on Prepaid (Paid by you), or Collect (Paid by your customer) accordingly. Once done, move over to the Freight Payable At (Place of Payment) and Place of Issue (Bill of Lading Release Office) and fill the relevant details, with selecting the Date of Issue.

Once done with the previous step, please select if you want to get the ‘Original’ and/or ‘Seaway/Express’ bill. And consequently, how many ‘Original’ and/or ‘Seaway/Express’ bill and Non-Negotiable bills you want. Please fill the required number under the correct tab, if you want the Bill of Lading to show your freight rates, please fill in under the ‘Show Freight Rate on B/L’, otherwise, please fill the required number of copies under ‘Do Not Show Rate on B/L’. After selecting the correct number of copies, please fill in the text that needs to be printed on the B/L and internal notes in the consecutive boxes.

Step 9: Once done, please select save, and go to the ‘General’ tab again. Upon successfully verifying all the relevant details, please select the Print option and check your Draft Bill of Lading from this feature. Once all the cells are verified, please select the message type as Original and click ‘Submit’. You are done! The eFI has been successfully submitted to your shipping line, now sit back and wait for the B/L in your mailbox. You will also get a confirmation email in your selected mailbox to confirm that the eFI has been submitted to the shipping line with a draft B/L attached. Further, if you want to check the responses, you can click on ‘Check Response’ in your and the status will check for the ACCEPTED status.

Step 10: If you happen to see a mistake in the eFI submitted, ImpexDocs also allows you to send an Amend/Replace message to the shipping line. This can be done by just switching the message type from ‘Original’ to ‘Amend/Replace’. PS. An Amend/Replace message can only be sent for a shipment, once the original B/L status is ACCEPTED.