Booking Management Tools and FAQ¶

Monitor Bookings Efficiently¶

Quick Search¶

Use the global search bar to locate bookings by:

Booking No.
Carrier-issued Booking Reference.
Carrier or customer name.

Filters and Groups¶

Apply Filters to focus on Draft, Confirmed, Cancelled, Single-Leg, or Multi-Leg bookings. Combine filters with Group By options (Transport Mode, Status, Responsible, Carrier, Shipper/Consignee, Booking Date) to analyze workloads.

Filters and group options on booking list

View Modes¶

Switch between:

List view for comparisons.
Form view for detailed edits.
Calendar view to visualize cutoff deadlines.

Collaborate with Chatter¶

Chatter Section¶

At the bottom or right side of each booking, the chatter lets you:

Send email to carriers or partners using templates.
Record internal notes for the team.
Schedule activities for follow-ups.
View the history of field changes.

Follow Bookings¶

Click Follow to receive notifications whenever the booking changes or someone posts in the chatter.

Tip

The booking owner (responsible user) should follow to keep carrier updates and internal comments synchronized.

Operational Tips¶

Setup Email Templates¶

Prepare templates that include booking details, cargo summary, and a request for Booking Reference + MBL confirmations to speed up communications.

Use Stakeholders¶

Fill the Stakeholders field with sales, purchasing, and operations contacts. They will be notified automatically when the booking changes status or when you choose “Notify Stakeholders” after edits.

Save Booking Reference Immediately¶

Update Booking Reference as soon as the carrier shares it. This keeps searches accurate and helps reconcile invoices later.

Check Synchronization After Confirmation¶

After confirming a booking, open the shipment to ensure carrier, ETD/ETA, and MBL fields reflect the latest data. Reconfirm or adjust if anything is missing.

Frequently Asked Questions¶

How many bookings can one shipment create?

No limit. Depends on needs:

Single leg shipment usually has 1 booking
Multi-leg shipment can have multiple bookings (one booking per carrier)
Shipment with multiple containers can split into multiple voyages, one booking per voyage

Can bookings be deleted?

Yes, but only when booking is in Draft status. If already Confirmed or Done, cannot delete. Should move to Cancelled instead of deleting to keep history.

Can cancelled booking be reset?

Yes. This is the official workflow to handle rejected booking:

Booking in Cancelled status will have Reset to Draft button
Click that button to return booking to draft status
Adjust information (change carrier, schedule…)
Click Confirm to resend to carrier

Warning

Note When Already Created Purchase Order

If booking already created Purchase Order before cancellation:

Old PO still exists and needs manual handling
When resetting booking and changing carrier, PO doesn’t automatically update
Need to cancel old PO and create new PO for new carrier

Improvement plan: System will automatically warn and support handling in future version.

When does system create a new booking automatically?

System does NOT create new booking when booking is rejected. Only creates new booking in cases:

Adding container/cargo to shipment that already has booking
Click Booking button on shipment → System automatically creates booking for packages not yet booked

See details at Booking Rejected

Why can’t create booking?

Check:

Does shipment have cargo information? (packages or cargo details)
Does multi-leg shipment have route legs?
Is carrier selected?

Does ETD/ETA in booking automatically update?

For single leg booking: You enter manually, then when confirmed, it syncs to shipment
For multi-leg booking: ETD/ETA automatically calculated from legs (ETD = min ETD of legs, ETA = max ETA of legs)

How to know which booking covers which leg?

Open booking > Route Legs tab to see list of legs this booking covers.

What’s the difference between Booking Reference and MBL?

Booking Reference: Booking number provided by carrier when you book space (comes first)
MBL (Master Bill of Lading): Master bill number, provided by carrier when cargo is loaded on vehicle (comes later)

Can bookings be created from anywhere other than shipment?

No. Booking must always be linked to shipment. This is by design to ensure every booking has clear origin and links to revenue/costs.