Transport order

Once orders are placed in MESPAS, they are delivered not directly to your ships or port agents but to some warehouses all over the world.  In order to organize the pickup of orders stored in warehouses MESPAS offers the option of  creating a "Transport order". Wit a transport order you may combine several orders for a single ship and a dedicated forwarder to be forwarded to the ships.

In case you would like to have this activated, please contact support@mespas.com

1.Go to menu "Procurement" > "Transport order cases".

2.Click "Add transport order" .

3.Select your vessel and click on "Continue" .

4.And then select your Forwarder company and click "Continue" .

5.in the following screen all orders are presented that are located in a Warehouse that is allocated to the Forwarder you have selected. Select the orders you would like to have included in the transport order . In this example "Marinetrans in Singapore" is the main entry and all warehouses related to this account will be listed.

NOTE: Please contact support@mespaws.com to establish the allocation of forwarder to warehouse relationship for your company.

6.Finally you will be brought to the screen where the reference number is created. The reference numbers for transport orders contain a suffix "-T" . Also at this stage you can pick the mode of transportation and click on "Finish".  A new transport order case is then created.

Case detail view of a Transport order

1.A transport order case contains the same elements as a direct order. However, instead of the "Supplier" and the "Parts" section there is "Logistic company" and "Orders" section.

Also the work flow is slightly different compared to the direct order.

You may send the transport order without any price filled to the supplier. Once you get the prices from the supplier you can update the transport order with the prices and mark it as "Price received"

2.The entry in the "Logistic company" is automatically generated .  this record is the one from a real existing supplier in MESPAS. The connection between "Forwarder" company record (see above) and the real existing supplier is done manually by MESPAS for you. In case you need to connect Forwarder with supplier records contact support@mespas.com .

3.In the "orders" section you can see all the order records previously selected while creating the transport order case. Several options in this screen are now further explained

a.In the field "Reference number" you may add additional orders to the transport order in case they were not at the warehouse or not placed at the time you have created the transport order record. You may start typing some figures and the system gives you additional rows to select.

b.By clicking "Accept" additional record selected is brought to the Orders list.

c.In case you need to remove an order from the list you can do that by selecting this row and clicking "Remove" .

d.in case you already have the quote from the Forwarder you may enter the prices in the fields defined in section .

Send the order or Delete it

After sending of the order you many enter the price received from the supplier. Use the action "Record cost" to continue to next step. At this stage you could still cancel or reject (on behalf of the forwarder company) the transport order

NOTE: you still can add/remove purchase orders to a transport order even after sending the Transport order to the forwarder. Only if the transport order is confirmed, you cannot modify order items.

The transport order will also undergo the approval steps as any other order in MESPAS. As a purchaser you can use "Release for Approval" or if you have the right to do so you may  also directly use "Confirm order" action.

At any stage you are still in the position to cancel the order. in MESPAS