Loadouts

STORAGE -> Loadouts

Loadouts record inventory leaving your stores. The entries listed on this page are actually loadout orders. Everything loaded out must be ordered and each order contains details of one or more trucks/containers. If you have more than one coolstore location, you can change between them by clicking on the name of the coolstore at the top of the page.

General tab

Order

  • Load start - date to start loading.
  • Order type - Export or Local market. Your choice will show or hide other parts of this form.
  • Order by - Who requested the product to be loaded out, select from SETUP -> Vendors
  • Order # - Reference number for this order and version number to keep track of revisions.
  • Status - status of the order, ie Pending, Complete
  • Priority - defaults to 10 for Pending orders and 99 for Complete orders but can be changed. Used when assigning pallets to a load.

Our load

  • From - Your store.
  • To - The local destination for this load (eg NZ load port - not the final overseas destination), select from national SETUP -> Locations.
  • Carrier charges to - if entered, this will print on the loads Delivery Advice. Select from SETUP -> Vendors.

Shipping (export only)

  • Buyer - Select the buyer/receiver for this order (optional), from SETUP -> Vendors.
  • Shipping agent - Shipping agent/line, select from SETUP -> Vendors that have been ticked as a shipping agent.
  • Feeder vessel/voyage - (optional) Feeder vessel that will take the produce from our load's To location to the port of export. Select vessel from SETUP -> Vessels.
  • Export vessel/voyage - Vessel and voyage departing NZ. Select vessel from SETUP -> Vessels.
  • Export port - Last port before leaving the country. Often this will be the same as our load's To location unless there is a feeder voyage. Select from SETUP -> Locations.
  • Discharge port - Overseas port where the produce will be unloaded from the export vessel. Select from SETUP -> Locations.
  • Destination port - Final destination port - often the same as the discharge port. Select from SETUP -> Locations.
  • Market(s) - defaults to the Destination port's market but other markets can be added it the order is going via other countries.
  • Load cut-off - date/time loading must be completed.
  • Docs cut-off - date/time documentation must be completed.
  • Container depot - depot the empty container has been released from. Select from SETUP -> Locations that have been ticked as a container depot.
  • Booking # - Container booking reference.
  • Release # - Container release reference.
  • Import permit - Import permit reference (if applicable). For pipfruit loadouts, if an import permit is required (based on markets) and not entered, a warning symbol will display.
  • Planned # containers - number of containers required to fill the order, used by the STORAGE -> Planner.
  • Temperature recorder required? - if temperature records are required.
  • Release confirmed? - tick once the release is confirmed.
  • Hold loading? - tick if there is a reason you don't want this order to be loaded yet.

Delivery advice (local only)

  • Buyer - select the buyer/receiver for this order (optional), from SETUP -> Vendors.
  • Supplier - if entered, this name will print on the load's Delivery Advice. If this SETUP -> Vendors has a logo setup, that logo will also be printed on the Delivery Advice.

Instructions & comments

  • Instructions - any further instructions.
  • Comments - any comments.

Lines tab

These lines describe the requirements and quantity of produce to be loaded. Each line carries the following information:

  • Line # - A reference number to identify the line (typically 1,2,3... or 10,20,30...).
  • Quantity - The number of pallets/bins required.
  • Comment - Additional notes related to this order line.
  • Allow potential market suitability? - This is an advanced option that allows pallets to be selected for the order even if they are not (yet) completely suitable for the destination market. Pallets must still have passed basic phytosanitary inspections but certain pre-shipment requirements may be ignored (eg country specific labelling) until the loads have been prepared. Final market suitability is still required before the loadouts can be completed and documents and EDI files are sent.
  • Allow part pallets? - tick if you are allowing part pallets on this line.
  • Allow pallets in building USA blocks? - tick to allow pallets that are in a current USA IQP block being built (would normally be excluded).
  • Applies to - filter the requirements for this line. The more criteria you choose, the more the store items are filtered. This ensures you only put suitable product on the order.
Note

Behind-the-scenes some filters are automatically applied:

  • market suitability must be appropriate for the order's market,
  • items on hold are automatically excluded,
  • items specifically allocated (ie reserved) for other order lines are excluded,
  • pallets that have not been confirmed are excluded.

Allocating items to pick

When you save an order line, snapPacking will automatically search your inventory and allocate all suitable items ready for loading. The list of lines shows a # allocated column. This will be something like 10 of 20. This means there are 20 items in store that match this criteria and 10 items have been "allocated" to this loadout line. "Allocated" figures could be less than the number ordered if the stock has been "allocated" to another order of higher importance (eg earlier cutoff, etc). Some examples

  • you ordered 10, # allocated = 10 of 20 - this means there are 20 items in stock to choose from and 10 have been "allocated" to this line
  • you ordered 10, # allocated = 5 of 20 - this means there are 20 items in stock but other orders have 15 "allocated" to them so 5 items are still required. You could still pick 10 items for this order but an order that is higher on the list will be 5 short
  • you ordered 10, # allocated = 0 of 0 - this means there is no stock

You can see the individual items available for this order line by clicking on the Allocated quantity. When viewing this detail you have the option to turn-off the automatic allocation behaviour and manually select the specific items you want to allow for picking against this order.

Note
  • snapPacking continues to monitor new items arriving into stock (eg pallets being created) and will attach them to any matching order lines automatically unless you have turned off that behaviour (as described above).
  • If an item becomes unsuitable for an order (eg market downgrade or put on hold), it will automatically be removed from the order line - even if it was manually selected.

A Picking report (from Reports manu) can be printed to give to your forklift driver which shows a list of available items.

Loads tab

These are the loads in the order, ie if there are 2 containers you will have 2 records.

General

  • Code - unique loadout number, automatically generated.
  • From - defaults from the order's From value.
  • To - defaults from the order's To value.
  • Loaded date - date/time of loading.
  • Carrier - transporter, select from SETUP -> Vendors that have been ticked as a carrier.
  • Carrier ref. - transporter reference.
  • Freight cost
  • Comment - any additional comments.
  • Tags - enter any tags. Can be used to target extra charges. These can be maintained from the previous screen's Setup menu.
  • Complete? - tick once complete. This will create a to do list of documents in the Documents tab.

Container

  • Container # - container number.
  • Seal # - MAF container seal number.
  • Temp rec. code - temperature recorder number.
  • Temp rec. type - type of temperature recorder, select from SETUP -> Temperature recorder types.
  • Temps (°C) - fruit temperatures - record up to 3 temperatures.
  • ISO type - container type, select from SETUP -> Container types.
  • Tare Kgs - container tare weight.
  • Approx. content Kgs - read only, calculated from items on the load. This is based on the weights setup on the pack types and pallet type tare weights.
  • Actual content Kgs - actual weight of the content. This should include any dunnage.
  • Verified Gross Mass - read only, calculated from Tare Kgs + Actual content Kgs
  • Verified by - person who has verified the weights.
  • Temp - container set temperature.
  • Vent - container vent setting.
  • O2 - container O2 setting.
  • CO2 - container CO2 setting.
  • Humidity % - container humidity setting.
  • CA container? - tick if container is under controlled atmosphere.

Items on load

These are the pallets/bins on the load. Only pallets/bins that meet the criteria will be allowed. You can add items to the load by:

  • Press Add to add a list of pallets (you can scan them here using a USB scanner). Use the Barcode sheet (from Reports menu) as a tool to gather the barcodes.
  • Press Add from job. This allows you to select a STORAGE -> Jobs where you have already scanned the pallets/bins, eg pre-shipment labels applied.
  • Use a handheld scanner Scanner -> Loadout items

Images

Store photos for the load, eg photos of the seal, condition of the container, etc. Select an image file (or drag and drop a file). The image will be automatically compressed so it takes up less database space. These photos can be taken and added using a handheld scanner Scanner -> Loadout photos.

Reports

Reports specific to this loadout can be printed from the Reports drop-down menu.

Documents tab

For Loads that have been marked as complete, documentation that needs to be sent will be listed here (for each load). These documents are based on your "LoadoutDocsExport" and "LoadoutDocsLocal" settings. These can include:

  • Carters note

  • Loadout XML - EDI file of the load

  • DOC - Declaration of Conformity. When you send this, you will be prompted to check/input values

    • Exporter - name of the exporter to print in the "Exporter" section, defaults to the Order by vendor.
    • DOC clause - this defaults from MASTER DATA -> Markets and any text configured in the "DOCDeclarationSuffix" setting in SETUP -> System. Change the DOC clause by pressing the Edit button. This text is printed on the "Approved additional declarations" section.
    • Additional info. - add any text you want to display in the "Additional information" section.
    • Inspection date - enter a date to show in the "Inspection date" section. Required for certain markets.
    • Approved production sites? - tick if you want the "MPI BNZ approved production sites" section printed. If the DOC clause has some text stating [insert RPINS], this should be ticked and the DOC clause altered to remove this text.
    • Registered pack houses? - tick if you want the "MPI BNZ registers packhouses" and "MPI BNZ registers coolstores" sections printed. The coolstore code will be your Location code. If this needs be different, you can configure this in the "DOCCoolstoreCode" setting in SETUP -> System. If the DOC clause has some text stating [insert PACKHOUSES], this should be ticked and the DOC clause altered to remove this text.
    • Phytosanitary inspection dates? - tick if you want the "MPI BNZ phytosanitary inspection dates" section printed. If the DOC clause has some text stating [insert INSPECTION_DATES], this should be ticked and the DOC clause altered to remove this text.
    Tip

    The default values of these 3 tick boxes can be set in MASTER DATA -> Markets

    Other sections on the DOC

    • Summary section - you can choose to hide this entire section by changing the "DOCShowVarietyPackSummary" setting in SETUP -> System. Gross and Net weights can be hidden by changing the "DOCHideGrossWeight" and/or "DOCHideNetWeight" settings in SETUP -> System.
    • Statement - the "Statement" wording comes from the "DOCStatement" setting in SETUP -> System.
    • Signature - your name, signature and designation will be printed, as configured in SETUP -> Users. If your designation is not entered, "Shipping Administrator" will be used. If you are printing for someone else to sign, do not load your signature in SETUP -> Users.

    The "Load defaults" button will undo your changes and put them back to the defaults.

  • Port pre-advice - EDI file for the Port of Napier. To use this, you must set your company's NapierPortOrgName and NapierPortOriginCode settings in SETUP -> System, and complete the Napier Port EDI field on the SETUP -> Vendors screen for your shipping agents and vendors placing orders.

Attach other documents to the order to keep them in one place. To add more documents:

  • Either click Select file
  • or drag and drop one or more files to Drop file here.

To send documents:

  • Tick documents in the list that you want to send in 1 email.
  • Press the Send selected documents button.
  • An email screen will appear
    • The recipients default to the Email addresses setup for the Order by vendor. The exception is when you have a system configuration of LoadoutEmailSource = "ToLocation" then the Email addresses setup on the To location, if an email address isn't setup the Email addresses setup on the Order by vendor will be the default. For the Napier Port pre-advice, the recipient will default to preadvice@portofnapier.net.nz
    • Add a message and press Send.
  • The Documents list will be updated to show when emails were sent and to whom.
  • The Email history will show a history of what was sent.

Reports menu

Order reports can be printed from the Reports drop-down menu.

Actions menu

  • Test pallet compatibility - enter or scan a pallet to see if it can be included in this order. Indicators display to show criteria where the pallet passes/fails the criteria.

Labels menu

  • Create new job - create a new Pre-shipment labels job for this order.
  • View job - if you already had a Pre-shipment labels job for this order, it will display in the menu as a quick link.

Edit multiple orders

If ships are delayed, you may want to change the Load start, Load cut-off and Docs cut-off dates for multiple orders. From the Loadout order list page, you can select Edit multiple orders from the Actions menu. This adds a column of tick boxes at the start of the list. Tick the orders to bulk select them. The Edit orders button at the top right hand side of the screen will show the number of orders ticked. Press this button to edit order details.

Enter the values to change and press OK.

Note

The fields will only populate if they have the same value. The field will only change if a value is entered. If a value is not entered, the field will not change to blank.

The edit function can be cancelled by going to the Actions menu and selecting Edit multiple orders again.