Viindoo Freight Forwarding demo handbook
Your own template and the limits of the demo
Lesson 12. Build a template for your own route
About 8 minutes. This is the most valuable lesson when your company puts the system into real use. A forwarder runs a few dozen fixed routes; build a template once and copy it forever.
Step 1 - Understand what a template really is
A template is simply an archived shipment (a record with an ARCHIVED ribbon in the corner). There is no separate model and no unfamiliar screen. Any shipment you archive becomes a template and shows up in the list behind the From Template button.
Step 2 - Open the template list
Go to Shipment Management > Configuration > Other > Shipment Templates.
You should see: 15 templates - 4 with Vietnamese names and 11 product templates with the TPL- prefix (if your company has just built another template, this number goes up).
Step 3 - Create a new template
Click New right on this screen.
You should see: a new shipment record with the ARCHIVED ribbon - meaning it will become a template, not a live shipment.
Step 4 - Build the template's content
Name it after the route, then enter the four things the template will carry:
| What to enter | Where |
|---|---|
| Shipment type and transport mode | top of the record |
| The route legs | the Schedule & Performance tab |
| The charge lines with selling price and cost price | the Charges tab (for a template, this tab shows even while the template is still in Draft) |
| The workflow steps | the stage field at the top right of the record (Select Stage) |
You should see: the screenshot shows the template MẪU - FCL xuất khẩu đường biển (FCL sea export template) fully built, with the Charges tab listing six charge lines with Unit Price and Cost Price. A template of your own needs all four parts above. Save.
Step 5 - Try out the template you just built
Create a new shipment, click From Template, find the template you just built, click Apply.
You should see: the Apply Scenario Template dialog lists the template's stages and charges (the screenshot shows an existing template, not one built by you); after you click Apply, the new shipment receives the legs, charges, workflow steps and tasks from your company's template. As a reminder: Cost Price and Vendor are not copied across.
How it is done in practice: run one representative shipment until you are happy with it, then duplicate it and archive the duplicate as the template. Much faster than building from scratch.
Lesson 13. What this demo does not do
Better to say so up front.
| Feature | Status |
|---|---|
| Electronic customs clearance | Viindoo does not file the declaration. Clearance is done on the customs authority's own system; Viindoo records that the declaration was filed and the cargo cleared, and tracks the deadlines |
| Arrival notice | is a timestamp, not an email sent automatically to the recipient |
| Automatic storage charges | no charge line is created automatically; the reminder rule 3 days ahead exists but is switched off on this demo |
| Closing the books on a shipment | there is no lock operation to freeze a shipment's charge lines |
| Automatic escalating payment reminders | not on this demo system yet |
| Multi-level approval | not on this demo system yet |
| Several internal users | the demo has only one account, admin, so "My Tasks" and "My Documents" all point to one person. In a real rollout, each employee has their own account |
In addition, a few terms on the screens - for example Pre-Carriage, On-Carriage, Deconsolidate, Add Location Update (with the Save and Cancel buttons), Prepare Shipping Instruction, Cargo Manifest, House Shipments - are standard English freight terms that stay as they are in every interface language. This does not affect data or business processes.
Two other points to know in advance: (1) the amounts on the Dashboard show a "$" sign but are Vietnamese dong; (2) the B01-DN balance sheet on the demo system does not yet balance between assets and equity and liabilities (Lesson 10).
Appendix. What the demo system already contains
So that your company knows how much real data it is looking at.
The figures below were measured directly on the system at the time of writing, rounded. The demo is reloaded with data daily and people try it at the same time, so the actual numbers may differ slightly.
Business volume
| Item | Quantity |
|---|---|
| Active shipments | about 630 |
| Ready-made scenario templates | 15 |
| Transport legs | about 600 |
| Container equipment | about 420 |
| Cargo lines | more than 1,100 |
| Packages | about 470 |
| Carrier booking forms | about 560 |
Documents and tasks
| Item | Quantity |
|---|---|
| Operational tasks | more than 770 |
| Document requests | about 240 |
| Pending documents | about 200 |
| Completed documents | nearly 40 |
| Timesheet lines feeding shipment profit and loss | more than 200 |
Accounting
| Item | Quantity |
|---|---|
| Sales orders | about 590 |
| Posted customer invoices | about 500 |
| Of which not fully collected | about 245 |
| Posted vendor bills | more than 1,100 |
| Payments | about 850 |
| Posted journal entry lines | more than 10,000 |
The ledger balances: total debits equal total credits across all posted journal entry lines (about 59 trillion VND on each side) - an exact match.
Money, over about 570 shipments that have figures (the Shipment Profitability report)
| Revenue | about 21.2 billion VND |
| Cost | about 15.7 billion VND |
| Profit | about 5.5 billion VND |
| Median margin | about 18% |
| Shipments at a loss | 8 shipments |
| Receivables still outstanding | about 7.8 billion VND |
Business scope
- Sailing dates range from September 2024 to November 2026
- Three transport modes: sea about 510 shipments, air about 100 shipments, road about 17 shipments
- Two directions: export about 375 shipments, import about 250 shipments
- Three shipment roles: Direct about 505, House LCL about 90, Master (Consol) about 30
All company names, people and document numbers in the demo are data built for presentation purposes, not data of real customers.
