Introduction

No two transportation companies run their business quite the same. Up until now variations in business processes, handling of branches, divisions, franchises, multiple companies and other entities made it impossible to have a standardized program that could function without significant development costs to the customer.

In our 28 years of working in the freight industry we’ve developed software solutions that are a singular solution for the consolidation and routing of air, ocean and surface freight.  We also offer fully integrated warehousing, trucking, accounting and other specialized components covering all the needs of the supply chain industry.

The software can be provided as a cloud based solution which would mean you have no initial hardware or third party software costs to get started. We can bring the solution in-house for a private cloud that is run on your premises.  We can provide all the computer hardware, software, networking and security services. We can also provide, install and configure any specialized printers, scanners, RFID Printers and readers, and any other equipment you may decide to implement in your business..

We will make modifications to screens, reports and processes, as necessary, to fit your workflow and business needs to insure your full satisfaction. We will make these initial modifications at a reduced rate.  Your business would then pay a monthly subscription which will be determined only by the number of seats you need.

Even if your business has an existing set of solutions in place we encourage you to try our product.  This overview of our offerings will, for some business owners, alert them to areas of their business that could benefit from automation.  Replacing outdated software or consolidating your software packages into a single solution could save significant labor costs and eliminate errors from repetitive data entry of the same information into different products.

Our supply chain software can provide your business with distinct strategic advantages over your competition in terms of in-house productivity, efficiency and most importantly customer satisfaction.


Why is our freight software better than theirs? Because of 4 main reasons.


  1. The unique way we approach accounting and integrate all operational modules and external data sources to streamline operations and minimize data entry.

  2. Our ability to get and send data in an unlimited number of ways quickly and efficiently. This helps our clients, satisfy all of their client’s EDI needs and handle any EDI data available from anywhere.

  3. Our Job folder system gives all operator the ability to open the JOB folder for any shipment with a single keystroke. The Job Folder contain all documents related to that shipment, copies of email dialogue, invoice, AWB, BL, 7501 form, 3461 form, flight info, Etc. Imagine never having to look through piles of folders for a missing document again or having to get up and go to a file cabinet.

  4. Every client has their own version of our software, running exactly what they need and nothing more. That coupled with the powerful database engine we use allows us to make alterations in minutes and hours. Our competition takes, days weeks or even “In the next release of the software” to give you the changes your business needs to run properly.



THE ACCOUNTING


Accounts Receivable / Billing


  1. All Operational Modules post Billing and Liabilities directly into Receivables Module.

  2. Although most billing is posted to Receivable from our operational modules, Miscellaneous billing, Import Billing, Trans Shipments and Credits are issued directly in the Billing Software.

  3. Import Billing requests customs details from the ABI Software. It creates and calculates all charges according to the client profile or company default profile.

  4. Routed Import shipments - the import billing looks for the routing charges before allowing the import to be billed.

  5. Trans Shipments (Like routed imports, except the freight is being shipped further. IE, Cleared in JFK, Delivered to JAX) Import billing looks for both the Routing charges and Final forwarding charges before allowing the billing.

  6. Billing also checks for any additional revenues or expenses related to the shipment and post them to the invoice for operator adjustments. IE Additional Waiting time, prepaid expenses, trucking charges, charges from handling stations when using RLF release (Customs remote release)

  7. Our invoices can contain charge codes from several department at the same time. Later we allowing you to separate the revenue, expense and profit for each department to better analyze profitability by department.

  8. Client Charge Code Profiles can automatically bring in a preset list of charges.

  9. Charge codes can automatically be calculated using a large variety of options like LBS, KGS, declared value, invoice value and many more.

  10. Our system generates all report based on Transaction Date.

    1. We can have invoices posting to 2 periods at the same time.

    2. We can have Accounts Payable open for several months to allow for continued adjustments as needed over a longer period of time.

    3. All Accounting Reports print using as As Of or Cutoff Date to determine the correct numbers for the requested date.

  11. For every revenue line in a shipment there is space for a cost amount, vendor ID, vendor pro # and prepaid check #.

  12. Every charge has provisions for a Foreign Currency code & Conversion Rate on day of the transaction billing and when expenses are paid to capture foreign currency gain/loss.

  13. There are also provisions for what rate you have told your agent for a sell rate to calculate the correct commission split. This would be a rate lower than what you actually charge your client.

  14. This are several uses for the Expense Field from the revenue lines.

    1. Calculate correct profit per job.

    2. Track Prepaid expenses against job so they are not missed at billing time

    3. Setup Liability for the Expense in the same period as the revenue.

    4. Liabilities are not paid until Valid Invoice is received from the vendor and the amount is within allowed discrepancy range.

    5. Protect overpayment of  expenses or payment of expenses that are not yours.The AP Release Facility for Direct expenses can find the posted expense in a variety of ways to be released for payment.

  15. Billing includes all reference fields that are necessary to be provided on client invoices including Origin, Destination, Lbs., Kilos, Pieces, Cubic Meters, Shipper Reference, MAWB, MBL and HAWB.

  16. Invoices can be customized to satisfy an individual client’s needs.

  17. Billing can be posted and locked on an individual basis or in batches.

  18. Billing prints with all necessary backup documents which eliminates the need to collate documents.

  19. Billing can email an invoice and all documents directly to client’s Accounts Payable department.

  20. Deposits can be entered by client or by invoice if one check pays multiple clients.

  21. Additional reports and queries are available to service clients and satisfy bookkeeping, the owner and the CPAs.

  22. Billing can be posted to the current and previous month simultaneously.

  23. When a client exceeds their credit limit the software automatically generates an email to collections employee.

  24. Then we stay on top of the accounts to make sure no one gets too far behind.

    1. A daily report prints and is emails to key personnel of clients that are over their credit limit or credit days.

    2. Easy to use facilities alloy operators to re-send invoices with all supporting docs via email with a keystroke.

    3. Easy to use facility to send a detailed Statement via email with a  keystroke.


Accounts Payable


  1. Liabilities posted from Receivables are released for payment when invoice received from Vendor:

    1. Open liabilities can be found by vendor pro or several shipment references.

    2. If the amount on the invoice is within accepted discrepancy amount. The invoice released to be paid and any necessary adjustment to payables is made automatically.

    3. If the amount is more than the allowed discrepancy, it is posted to a discrepancy file and an email is sent to the operator that created the liability if the discrepancy for further processing.

      1. You can fold to the contracted amount and add a comment on the check.

      2. You can pay the requested new amount.

      3. You can enter a new negotiated amount with a comment on the check.

  2. Foreign Currency Requirements reports help you plan your currency allocation for payables.

  3. CASS Airline Sales Report Processing.

    1. We upload the Sales Report and automatically release any perfect matches and those to your advantage and creates a list of AWBs that need attention.

    2. Usually any charges more that $5 over the Estimated Expense are flagged for review.

    3. The software creates all necessary adjustments in Accounts Payable.

    4. The software create the upload adjustments file to CASS.

  4. Fedex - The entire fedex invoice is uploaded.

    1. If the AWB # is released in operations for an acceptable amount and the bill is posted and locked, it is released for payment.

    2. Balance of unaccounted for AWB can be applied to mislabeled jobs.

    3. Charges can easily be attributed to office expenses and internal usage.

  5. Sales Commission payables released only after AR Invoices completely paid.

  6. Overhead bills are manually entered.

  7. Payables can quickly be disbursed into several GL categories.

  8. Recurring payables like car payments and rents can automatically be posted to AP.

  9. Airline checks for release of documents can be easily generated. These checks stay in a holding area until the job is billed at which time the paid liability is added to the AR invoice.

  10. Payables can produce a foreign currency due report, by currency, so necessary currency conversion can be calculated at time of reconciliation with foreign agents.

  11. Bank reconciliation facility

  12. Many more reports are available to satisfy the needs of clients, bookkeepers, owners and your Accountant.


Master Index


This is a consolidated account file of all entities the business deals with. They are used everywhere needed from this one source file. This includes clients, vendors, agents, carriers (Air, Ocean & Surface), employees, shippers, consignees and important business contacts like the pizzaria and chinese place.

Some common account that have both receivable and payable transactions.

  1. Agents have one record used for for both receivables and payables. this allows us to easily display an account net balance for contra purposes.

  2. Airlines can be found by name, IATA code (3 Char), old IATA code (2 Char), Prefix (3 Digits) or appropriate AR or AP Account code.

  3. Steamship lines can be found by name or SCAC code

  4. Clients can sometime arrange for a discount in the form of a commission check.

  5. Clients can have claim checks issued to them if there is any claim money recovered on their behalf.

  6. We showing both an aged receivables and aged payables for every account on a single screen.

  7. Receivables can be easily credited and posted to payables.

  8. Payables can be credited and applied to open receivables.


General Ledger

Although this is a very straight forward concept, what each company’s Accounting Firm is looking for at the end of the month varies greatly.


You currently have the following options for how to run your GL:

  1. Post immediately for each accounting related transaction automatically.

  2. Post by Batch on demand.

  3. Post Daily, Weekly, or Monthly on demand.


We will go over the needs of the CPA firm you are using to give them whatever data they are looking for in the way they want to see it. We will also go over what you would like to see on a daily, weekly and monthly bases and provide those reports on demand or automatically via print or email to the necessary parties.

The General Ledger can be current up to the last accounting transaction, allowing for updated Balance Sheets and Income Statements, to be printed up to the moment if you choose option 1).


THE DATA (EDI) Electronic Data Interchange


Below is a list  of different data manipulations we have implemented for clients to date. This list is always growing.


In Expediting:

  1. via FTP Transfer of:

    1. PO Information only expediting and vendor delivery compliance reports.
    2. POs with line item details for inventory control upon receipt or freight.

  2. via attached PDF from Purchase Order Software used by Client:

    1. Strip just PO Summary information.
    2. Strip PO Details for inventory control upon receipt of freight

In Air Export Shipments

  1. US Census (AES) info transmitted to customs, IT# received and posted to shipment or detailed reason for failure is made available so errors can easily be corrected and retransmitted.

  2. Send e-AWB (vis SITA) using FWB, FWM, and receive FSUs

  3. Shipment Details sent via email including all necessary documents to Client, Consignee and Vessel if Vessel is the final consignee..

  4. Client requested shipping info can be sent immediately, daily, weekly or monthly via any client requested transport.

In Air shipments that we do not create the AWB or for carriers not able to receive e-AWB.

  1. We send (via SITA) FSR (Flight Status Request) and receive FSAs (Flight Status Acknowledgment)
  2. Shipment details sent via email including all necessary documents to Client, Consignee and Vessel if Vessel is the final consignee.
  3. Client requested shipping info can be sent immediately, daily, weekly or monthly via any client requested transport.

In Billing,

  1. All Billing Info printed or emailed. All of the following options are upon clients request.

    1. We create Pro-rated PO cost report in several different ways on client requests
    2. We create a Single document with Invoice and all requested docs combined into 1 single pdf document.
    3. Create backup documentation for additional expenses like trucking and messenger
  2. EDI ANSI X12 904 form

  3. Weekly statement billing with all invoices for the period created with docs combined in one document and a summary Excel spreadsheet, all zipped and sent as an attachment.

In Accounts Payables

  1. Create .png security file for Banking Positive Pay Processing.
  2. Process CASS Sales Report for Airline Payables
  3. Process Fedex Invoice file to help identify all charges.

In CFS.

  1. AMS Provider drops off Shipment Status info from US Customs for shipments that are assigned to you.
  2. Breakdown info is prepared from provided MAWB and HAWB Info.
  3. Customs Status info made available to clients via WEB Interface.

EDI Recap - In General:

We have read all of the following file types:

  1. Text files with fixed fields.
  2. Text files with fields separated by a symbol like . (comma) csv, or any separator symbol.
  3. .xml files
  4. .pdf files created via software (NOT SCANNED IMAGES)
  5. .png files (encrypted Banking file)
  6. emails with attachments.
  7. Airline Message FIles
  8. Fedex Invoice Details
  9. CASS Sales File,
  10. US Customs Result Files
  11. ANSI X.12 EDI files

We have produced all of the following file types:

  1. Text files with fixed fields.
  2. Text files with fields separated by a symbol like . (comma) csv, or any separator symbol.
  3. .xml files
  4. .xls (Excel)
  5. .tif (Image File)
  6. .pdf files
  7. .png files  (encrypted Banking file)
  8. emails with attachments and html encoding.
  9. Airline Message FIles
  10. CASS Sales Discrepancies File.
  11. ANSI X.12 EDI files

Some Miscellaneous Notes:


  1. We can create or receive almost any type of file layout.

  2. We can scan e-mails and process the body, subject or attachments and populate the necessary fields.

  3. We have several ANSI X12 and CATAIR standard forms available.

  4. We Pickup and Drop-off files as needed from clients servers.

  5. We allow clients to securely drop files into our server.



Purchase Order Expediting


Manage pending Purchase Orders from your clients to their vendors or manufacturers.  Purchase Order data can be entered remotely by your clients, received via email attachment or be manually entered in-house.  We can also securely integrate our software with your clients system to exchange Purchase Order data electronically.

        The software informs both the vendor and buyer when an order is past due.  Another alert email is generated after seven days and every thirty days thereafter until the order is received or canceled by your client.

        Vendors or manufacturers can provide revised due date information which is immediately available to your clients to review online.

Expediting provides the following freight statuses on WEB Query:

Clients that do not use the Expediting Facility will first see their orders when they are received.

Once received, these statuses will be online for your customers to view.


Purchase Orders can be marked as reimbursable or non-reimbursable to separate freight for shipment under different HAWB if necessary for proper billing.

Purchase Orders can also be entered with detailed line items so receiving can check packing lists for accuracy.

Purchase Orders can be prioritized as Priority, Urgent. Ship Hot, Shipyard or X Class. This will alert operators to pay more attention to these purchase orders when they become on hand. The system will Immediately alert buyers when these items arrive for expedited processing even if standard receipts are not emailed at the clients request.


Warehousing - Receiving




Receipts produces labels with BAR Code, QR Code and RFID encoded tag.

       


Bar Codes

Bar Codes are used to scan picked freight to confirm that all required packages have been picked. Items can't ship by mistake, as an alarm will sound if an incorrect package is picked and scanned. For ensured piece of min, the scanning can not continue until the wrong piece is rescanned to a new warehouse location to ensure it is nowhere in the packing area.

Bar codes on warehouse receipt labels and location labels are used to easily relocate freight in the warehouse.

Both the Warehouse Receipt and Client Purchase Order Number are barcoded to expedite use of these two numbers without using a keyboard.


QR Codes

QR codes on warehouse receipt labels and location labels are used to easily relocate freight in the warehouse using any smart phone, tablet and free QR code reader app.

Scanning the QR code once the freight has left the warehouse to it’s next destination but still in transit will open a Browser and show the Consignee address of where the freight is going. This can be done on a smartphone, tablet or PC.

If the package has arrived, the browser will display the shipper’s packing list / commercial invoice, if the shipper’s packing list has been scanned.

RFID Tagging

RFID is used for Pick and Pack. Freight for a shipment is brought to the packing area. One keystroke activates the RFID readers. if there are any receipts that do not belong in the repack, an alarm is sounded and the offending receipt # is presented to the operator, to be removed from the packing area. Once removed, the alarm stops and you can continue scanning freight for the repack.


RFID is used for quick warehouse inventory control.  Sweep through a section and find out if any freight is missing or should have been shipped and is still there.

RFID prevents unauthorized packages from leaving the warehouse.  Two types of warnings are sent. First, a PBX generated voice with receipt details comes over the warehouse PA system and then Messaging texts are sent to the cellphones of key warehouse personnel. RFID eliminates looking for packages shipped out by UPS but never closed out of the system by operators.

The warehouse module includes an optional package locator that uses a mobile RFID computer station to locate freight stored in the wrong location

Pick and Pack / Repacking


Shipments: Routed Air, Ocean and Surface Moves


Shipments: Air and Ground Export




Ocean Export


Shipments: Domestic Air and Surface



Shipments: Trucking Dispatch


This module tracks your trucking jobs from origin to final destination on one ticket, even if multiple drivers and third party truckers are assigned to different legs of the job and multiple  attempts are made at pickup or delivery.



Some sample moves:

  1. Pickup by your driver and brought back to your local warehouse

  2. LH trucker picks it up from your facility and takes it to your Agent in Vegas

  3. Your Agent sends his driver (Third Party for you unless it’s your own offices) to make local delivery to the destination.

  4. In the above scenario (a, b & c) you would get:

    1. Your drivers hours for pickup / recovery of freight (Manually entered or through Driver IPAD)

    2. The LH Trucker’s expense to track for Billing and protection of the liability

    3. Your Agents expense to track for billing or your drivers hours if it’s your offices.

    4. The warehouse in and out dates at both sides

    5. Automated email follow-up for third party delivery for Out for Delivery & POD Info. Email can then be sent out to client and consignee alerting them of the pending delivery and then the signed POD.

    6. Ability to track Missed Pickup and Missed Delivery Hours & Third Party Charges.

    7. A final bill that accounts for all the above services and protects your payables for the allotted amount.

    8. Gross profit for the entire move on one ticket

  5. Or you can have an exclusive pickup and delivery by one trucker without any warehousing or transfers anywhere.


  1. Automatically sends out email to carrier requesting Out For Delivery Confirmation.

  2. Automatically sends out email to carrier for POD and Charges.

  3. System looks for email replies to the emails sent and with the proper reply sends OFD and POD info to client automatically and updates Shipment Status and details.


The Dispatch System generates e-mail confirmations to clients for:


Your Drivers can use an Apple IPad Mini to have a real-time interface with dispatch.


Imports: ABI Interface

Our software is fully integrated with ASCI of Miami's ABI software to handle Customs Clearance and all customs transactions. Our Routing software seamlessly feeds pre-alert data to the Customs ABI software for any shipments coming to the US. The ABI software sends data directly to our software to seamlessly track all imports, create pickup and delivery tickets, track AP checks and supply shipping details for client billing.

Import freight recovery and breakdown (CFS)


Client Internet Connectivity

With Login Required:

Purchase Order Query, Track & Trace I

Shipment Release (From On Hand inventory) II

Pickup & Ship III

Analysis Wizard IV

Ocean Shipment Bookings V

Truck Shipment - Quote Requets VI

Truck Shipment - Quote to Booking Confirmation VII

Truck Shipment - Query and Release for payment VIII

Remote Login via SSH or Telnet interface for Query and Data entry by clients. IX


Without Login Required:

MAWB/HAWB/BL Customs Clearance Status X

Ocean Shipment Sailing Schedule XI


I) Client Query

II) Shipment Release


III) Pickup & Ship

IV) Analysis Wizard


V)  Ocean Shipment Bookings -  (Ocean Exporter)


VI) Truck Shipment - Quote Requests - (Truck Broker)


VII) Truck Shipment - Quote to Booking Confirmation - (Truck Broker)


VIII) Truck Shipment - Query and Release for payment - (Truck Broker)


X) MAWB/HAWB/BL Customs Clearance Status - (CFS station and trucker)


XI) Ocean Shipment Sailing Schedule -  (Ocean Exporter)



Business Reports Dashboard

The Dashboard Report is a two page daily recap of everything concerning the business. Aged Accounts Receivables, Accounts Payables, Monthly Sales, Receipts, Purchases & Disbursements for the current and past year plus current bank balances and breakdowns by department are included.

The Dashboard Menu is a collection of analytic reports to analyze billing and expenses using a sampling of custom data queries.