1COR125:

How do I manage Document Tracking for Buyer/Supplier Relationships ?

In this learning unit, we demonstrated how to manage document tracking for Buyer/Supplier
Relationships. Document tracking is used to record which documents are required or received on
jobs.

Activity One Helpful Hints

Set up document tracking for an existing Buyer/Supplier Pre-requisite Learning Units:
relationship.
 1COR037 explains how to create
Steps an Organization

1. Go to Maintain > Master Data > Organization  1FOR008 shows you how to
2. Use your Filters to locate an existing Organization track shipment documents
3. Click on the Find button.  1COR209 demonstrates how to
4. Highlight your chosen record and click on the Edit button. set up and use Related Parties
5. In the Edit Organization window, click on the Shipper > on an Organization
Consignee/Buyer/Importer Defaults tab.
6. In the grid, highlight the relevant related party.  1COR126 describes how to
7. Remaining highlighted within the relevant party, manage Buyer/Supplier
navigate below the grid and click on the Document Relationships
Tracking tab
8. In the Document Tracking grid, click into the grid line Buyer/Supplier Relationships:
and enter/confirm:
It is advantageous to configure
a. Category: Select SCL – Supply Chain & Logistics Buyer/Supplier relationships so the
b. Type: Select INS – Insurance Certificate document requirements for two
c. Period: Select PER – Periodic (Document with Expiry parties are recorded. After
Date) configuration, this will be set as the
default on jobs and removes the need
to remember which documents are
The SHP (Shipment) - Once per Shipment documents will required each time.
not have an option to enter a Valid To Date, whereas the
PER - Periodic (Document with Expiry Date) will mark the Reports:
Valid To Date field as mandatory.
Documents set up as Type PER –
d. Date Received: populates automatically Periodic Document, with a Valid To
e. Valid to Date: enter date of validity Date, have the following report
f. Doc Num. available at Maintain > Master Data >
g. Usage: Select BTH – Both Export and Import Reports. From here, select the List of
h. Country: enter the code when the document is specific Expiring Organization Documents
to one particular Country report. This allows you to monitor
i. Document Note: Insurance Certificate for Airfreight when documents will expire.

9. Click into the next available grid line and enter: Relevant tick boxes:
a. Category: Select SCL – Supply Chain & Logistics
b. Type: Select PKD – Packing Declaration  Original Req’d – tick this box
c. Period: Select SHP – Once Per Shipment when the Original Document is
d. Usage: Select BTH – Both Export and Import required
10. Click into the next available grid line and enter:  Credit Control - ticked when the
document is specific to Credit
Control.

© 2018 WiseTech Global Core General Functions – 1COR125.1

 a. Category: Select SCL – Supply Chain & Logistics Helpful Hints
b. Type: Select HBL – House Waybill/Bill of Lading
c. Period: Select SHP – Shipment Date Received:
d. Usage: Select BTH – Both Export and Import
e. Original Req’d: Ticked Under the eDocs tab, the Receival
11. Click on the Save button. date of documents recorded in the
Document Tracking section will
display both the local and UTC time.
Note: ensure the columns are
Once Document Tracking is set up against the
customized to enable visibility.
Buyer/Supplier, then upon the initial registration of a
Consolidation, Shipment, Customs Declaration, or an Doc Owner:
Order, CargoWise One will generate a list of documents
If the Organization is different from
required for the fulfillment of the relevant job.
the Organization that has been
customized for the specific document,
enter their Org code in the Doc
Activity Two Owner field.

Review the documents required for the configured Organization used in Activity One within an existing
Shipment.

Steps:

1. Go to Operate > Forwarding > Forwarding > Shipments

2. Use your Filters to locate existing Shipments for the configured Organization:
a. Shipper / Consignee: enter Organization code
b. Click on the Find button.
3. Highlight your chosen record and click on the Edit button.
4. In the Edit Shipment window, click on the eDocs tab.
5. Navigate to the Document Tracking section and review/confirm the documents required display as
follows:
a. Insurance Certificate
b. Packing Declaration
c. House Waybill/Bill of Lading
6. Click on the Close button.

© 2018 WiseTech Global Core General Functions – 1COR125.2