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Introduction

The ameliaCARGO Airline Cargo Management System (ACMS) has many different types of users with differing operational requirements. This has lead to the development of specialist IT solutions that provide functionality for the respective areas of operations. ameliaCARGO is an Airline Cargo reservation, inventory, and revenue management system designed specifically for regional airlines.

This guide does NOT describe Airline Cargo operations - it is assumed the User has the relevant business and operational knowledge. This guide IS intended for users of the Export System. Separate User Guides are available for Imports, Administration, Accounts and Reports.

Exports Menu

Login

Here is the Login Screen:

Exports Introduction

The Exports Menu is intended for airline Operations staff or General Sales Agents who act as representatives of the carrier at the selected airport. The data presented to the user is automatically filtered based on the user’s location. These users can only see and update information for their airport.

Search

Search Rate

To search for a Rate based on route (From/To Airports), cargo pieces and weight, enter the criteria on the screen below and click the Search button.

Dimensions may also be entered for volume charges to be calculated accordingly. Results are displayed like this:

Search Rate with Flights

Flights may have special Rates associated, such as night flights, or low-volume flights. Use the Search Rate with Flights screen to find these, and determine which Rates are applicable.

Enter criteria (From Airport, To Airport, Flight Date, Pieces, and Weight), and click the Search button. Results are displayed like this:

You may click the + link to the right to expand the view and see a price breakdown of the Rate.

Search Routes

Use Search Routes to find routes/flights. Enter criteria (From Airport, To Airport, Flight Date), and click the Search button.

Results are displayed like this:

Search Schedules

Use Search Schedules to find a flight’s schedule. Enter criteria (Flight Number, From Airport, To Airport, From/To Dates), and click the Search button.

Results are displayed like this:

Search Consignment

To search for Consignments, enter criteria (Consign (AWB) Number, Creation (From/To) Dates, From Airport, To Airport, Keyword (description, shipper/consignee name)), and click the Search button.

Results are displayed like this:

In the search results, click the desired AWB (Consignment #) link - a detailed view is displayed:

This data includes handling information and payment details. Flight history is also displayed here, including part shipment info and booking info. (Scrolling may be required to view all of the data.)

Quotations

Create Quotation

Use this to create a new Quotation:

Choose To Airport (from pick-list) and enter Goods Description.

Enter the Customer Information or select the Customer from the pick-list.

Enter pieces and weight, and click the Find Rate button. Select the appropriate Rate Type and click OK.

If you need to add any additional charges (such as Collection), select the Additional Charges checkbox. Select the required Additional Charges Code(s) and enter the appropriate amount(s), then click the Calculate Charges button. The system adds the additional charges to the Rate charges, and calculates taxes, etc.

Enter any special Terms & Conditions (near the bottom of the form). The system allocates a unique Quotation # and assigns the Date. Enter a Valid Until Date and a Customer Reference #, if applicable.

Click the Create Quotation button to save it. You will see a screen like this:

Print Quotation allows you to print it. Save as PDF allows you to save a PDF copy of the Quotation. Send Quotation is used to send an email copy to the Customer:

Simply enter the email address and click Send Quotation.

Quotation Search

Use Quotation Search to find Quotations and check on their status:

Enter the Quotation Number, if known. Enter other criteria (Date Period, Customer/Account, Consignment Number (if quotation converted to consignment)), and click the Search button. Results are displayed like this:

Status is displayed in the Status column. If the quotation has been converted into a consignment, the AWB # displays instead.

The Action column has a Send Quotation link, but this is disabled if it’s been converted into a consignment, or if the expiry date has passed.

You may also click the Create New Quotation button to start a new Quotation.

Manage Export Consignments

Export Consignment

Use this to check if a Consignment has been created. Enter the AWB # in the Consignment Number field and click the Search button.

If the consignment exists and is complete, the View Consignment pop-up is displayed.

If it exists and was partially created by and inter-system message or is a package-only record, the user is taken to Create Consignment to complete it / enter the missing details.

New Consignment

Use this to create a new Consignment.

Choose To Airport (from pick-list) and enter Goods Description.

Enter the Shipper, Consignee, and Agent details using the pick-lists. If it’s a new record, complete the AWB details, and you will be given the option to save the info for re-use.

Enter pieces and weight, add Dangerous Goods if required. and click the Choose Rate button. Select the appropriate Rate Type and click OK.

If you need to add any additional charges (such as Collection), select the Additional Charges checkbox. Select the required Additional Charges Code(s) and enter the appropriate amount(s), then click the Calculate Charges button. The system adds the additional charges to the Rate charges, and calculates taxes, etc.

Enter Remarks and Special Remarks (special handling for fragile items, any other comments visible to operators), if required.

Choose Payment Type (Prepaid, Charge Collect), and Method of Payment (On Shipper’s Account, On Agent’s Account, Cash, etc). If using an On Account option, the system will check the payer’s credit limit. If not enough credit is available, you will be advised and not allowed to continue. You may then select a different payment method.

If using Cash, enter the appropriate payment method (Credit Card, Cash) and amounts. The system accepts partial payments of different types/methods, but shipment cannot be allocated unless it’s paid in full. You may also enter details of any cash receipt - this will be stored in the AWB record.

If the cargo pieces are received at this time, confirm this by selecting the Pieces Received checkbox and entering the warehouse Location.

Select the Security Check checkbox and enter the Security ID if the consignment has passed the Security Inspection or meets Security Requirements.

Select the Priority Indicator - this is assigned based on the chosen Rate, but can be overridden here.

Once the required data is entered, click the Save Consignment button to save the new consignment. You may also click Cancel to abort data entry. If you select the Print Invoice checkbox, a copy of the AWB is displayed, which you may print (as a Receipt).

To create a Transhipment, select the Show Transhipment Options link. This screen is designed for the receipt/origination of Transhipment AWBs. These are consignments that will, at one point in the shipment, travel on another carrier - and therefore, are not exclusively under control of this/your carrier. Three (3) additional fields are available to aid in capturing this information:

  • Original Origin Airport Code - This is the origin airport of the consignment (may be different than the From Airport - which is used to capture the From Airport when the consignment first appeared on your carrier’s network). If From Airport and Original Airport Code are the same (consignment originates on your carrier’s network), the latter may be left empty and will be populated (copied from From Airport). See example 1 below.
  • Original Destination Airport Code - This is destination airport of the consignment (may be different than the To Airport - which is used to capture the To Airport (destination) where the consignment will be transferred to another carrier). If To Airport and Original Destination Airport are the same (consignment terminates on your carrier’s network), the latter may be left empty and will be populated (copied from To Airport). See example 2 below.
  • Carrier Code - A Through Transhipment Consignment originates on another carrier, travels on your carrier, and is then transferred to a third carrier. See example 3 below.

Example 1: Consignment originates in London and travels to Los Angeles via New York. If we are at London, and shipping it to New York for another carrier, From Airport and Original Origin Airport Code are ‘London’. To Airport is ‘New York’, and Original Destination Airport Code is ‘Los Angeles’.

Example 2: Consignment originates in London and travels to Los Angeles via New York. If we are at New York, and shipping it to Los Angeles after receiving it from another carrier, From Airport is ‘New York’ and Original Origin Airport is ‘London’. To Airport is ‘Los Angeles’, and Original Destination Airport Code is ‘Los Angeles’.

Example 3: Consignment originates in London and travels to Los Angeles via New York and San Francisco. If we are at New York and shipping it to San Francisco after receiving it from another carrier, From Airport is ‘New York’ and Original Origin Airport Code is ‘London’. To Airport is ‘San Francisco’ and Original Destination Airport Code is ‘Los Angeles’. The Carrier Code must be provided in this case.

New Consignment (Quotation)

Use this to convert a quotation into a consignment or to create a consignment from a quotation.

Enter the Quotation Number, and click the Find button.

The Consignment Creation screen is displayed with the info from the Quotation. Refer to the Create New Consignment section (change link!) to complete the waybill.

Receive Consignment (Export)

Use this to receive a consignment. Enter the Consignment Number, and click the Search button.

If found, it will display like this:

If unknown or not entered, you will be presented with this screen to complete the package-only record (used when goods arrive before the AWB):

In both cases, you must enter the pieces and weight received. The click the appropriate button to Save or Cancel, or just list the incomplete consignments.

Amend Storage Locations

Use this to change the storage location for an import consignment.

Select Amend Storage Locations from the menu, and this search screen appears:

 

 Enter the Consignment Number and click the View button.

Enter the pieces and weight, and select the Warehouse Location (Description is optional). Then click the Save link to save changes.

Security Check

Use this to find consignments that have not passed the security check.

Enter the AWB # (in the Consignment Number field) or leave it empty to see ALL consignments at the user’s airport, and click the Search button.

 

Results are displayed like this:

Select the checkbox (first column) and choose the required screening option from the list. Then, click the Apply Security Check button to save changes.

Amend Consignment

Enter the AWB # of the consignment you wish to amend. Refer to the New Consignment section (change link!) for required details.

Amend Consignment Priorities

If you need to change the Priority of a consignment, enter the AWB # (in the Consignment Number field) or leave it empty to see ALL consignments  at the user’s airport, and click the Search button.

Results are displayed like this:

Select the checkbox (first column) and choose the required Priority from the list. Priorities are denoted by different shades of blue - the dark the blue, the higher the priority. Click the Update button to save changes.

Amend Consignment Charges

Use to amend consignment charges or payment information.

Enter the AWB # (in the Consignment Number field), and click the Search button.

Results are displayed like this:

Select the required Additional Charges Code(s) and enter the appropriate amount(s), then click the Calculate Charges button. The system adds the additional charges to the Rate charges, and calculates taxes, etc.

Choose Payment Type (Prepaid, Charge Collect), and Method of Payment (On Shipper’s Account, On Agent’s Account, Cash, etc). If using an On Account option, the system will check the payer’s credit limit. If not enough credit is available, you will be advised and not allowed to continue. You may then select a different payment method.

If using Cash, enter the appropriate payment method (Credit Card, Cash) and amounts. The system accepts partial payments of different types/methods, but shipment cannot be allocated unless it’s paid in full. You may also enter details of any cash receipt - this will be stored in the AWB record.

Click the Save Consignment button to save the updated charges and payment info.

Add Consignment Other Charges

Use to amend consignment charges or payment information.

Enter the AWB # (in the Consignment Number field), and click the Search button.

Results are displayed like this:

Select the required Additional Charges Code(s) and enter the appropriate amount(s), then click the Calculate Charges button. The system adds the additional charges to the Rate charges, and calculates taxes, etc.

Click the Save Consignment button to save the updated charges and payment info.

Reprint Consignment

To reprint consignment info, enter the Consignment Number:

Then click:

  • Print Consignment to print the complete consignment.
  • Print Label to print cargo labels.
  • Print Security Check Sheet to print the security check-sheet.
  • Print Additional Information to print any additional info related to the consignment.
  • View Invoices & Receipts to print the invoice and/or any receipts.

Delete Consignment

Enter the Consignment Number and click the Search button.

You will see a confirmation message - you may continue (confirm consignment delete) or cancel (return to search results).

Manage Export Mail

Add Mail

Enter required details and click the Save link (on the Action tab).

Page 2:

Choose To Airport (from pick-list) and enter pieces and weight.

Shipper should be pre-populated. Select Consignee from pick-list. Complete page 1 and click Continue to move to page 2.

Select Mail Type (ie. 1st Class, 2nd Class, etc), select the appropriate Rate Type, and click OK.

Choose Payment Type (Prepaid, Charge Collect), and Method of Payment (On Shipper’s Account, On Agent’s Account, Cash, etc). If using an On Account option, the system will check the payer’s credit limit. If not enough credit is available, you will be advised and not allowed to continue. You may then select a different payment method.

If using Cash, enter the appropriate payment method (Credit Card, Cash) and amounts. The system accepts partial payments of different types/methods, but shipment cannot be allocated unless it’s paid in full. You may also enter details of any cash receipt - this will be stored in the AWB record.

If the cargo pieces are received at this time, confirm this by selecting the Pieces Received checkbox and entering the warehouse Location.

Select the Security Check checkbox and enter the Security ID if the consignment has passed the Security Inspection or meets Security Requirements.

Select the Priority Indicator - this is assigned based on the chosen Rate, but can be overridden here.

Once the required data is entered, click the Save Mail button to save the new consignment. You may also click Cancel to abort data entry.

Amend Mail

Enter the reference # in the Mail Consignment Number field, and click the Amend button to make required changes.

See the Add Mail section (change link!) for required information.

Export Operations

Consignment Breakdown

Use this to break down a consignment for loading.

Enter the Consignment Number, and click the Find button.

Enter the new number of pieces in the Update PCS RCVD field, and click Update. This number must be higher than the existing value.

Pre-Allocate to Flight

 

Pre-Allocate to New Flight

 

Load List

 

Confirm Allocation

 

Manifest Report

 

Manifest Report by Serial Number

 

Manifest Report by ULD Number (on ULD systems only)

 

Quick Manifest

 

Offload Consignment (Individual)

 

Offload Consignment (Flight)

 

Short Ship

 

Out Flight Consignment Status

 

Reservations

Manage Reservations

To create or amend a reservation (on a flight) for a reservation, enter the Consignment Number, and click the Search button.

Results (current info about the consignment) are displayed like this:

...

Creation of a Transshipment TO an Interline Partner

Here is an example of a transshipment from your airline to another.

Step 1 - Click on Show Transhipment Options.

Step 2 - Enter required data.

  1. On the left (Tranship From & Carrier), use the second pick-list to select your airline’s Carrier Code. Then use the first pick-list to populate the originating station (it should get automatically populated).

  2. On the right (Tranship To & Carrier), use the second pick-list to select the interline airline’s Carrier Code. Select Destination Airport, then use the first pick-list to populate the destination airport/station’s code.

Step 3 - Process shipment as Prepaid.

Process the shipment as PREPAID to the destination airport. Complete payment as you would any prepaid shipment. All charges MUST be displayed in full; otherwise, the shipment may be refused by the Interline Airline.

Creation of a Transshipment FROM an Interline Partner

Here is an example of a transshipment to your airline (from an interline partner).

Step 1 - Click on Show Transhipment Options.

Step 2 - Enter required data.

  1. Select appropriate Origin Airport (ex: Whitehorse).

  2. Use the pick-list to select appropriate interline carrier (ex: 4N).

  3. Use the pick-list to populate airport code (Tranship From).

  4. Use the pick-list to select Destination Airport.

  5. Use the pick-list to select your airline’s carrier code (in Tranship To section).

  6. Use the pick-list to populate airport code (Tranship To).

Step 3 - Payment

For this type of shipment, payment should always be prepaid to Third Party (Interline Carrier’s account):

Step 4 - Complete the Create New Consignment process.

Complete the consignment as you would any other. Do NOT shortcut entering data from the Interline AWB - Let the system generate the proper rate. Don’t be concerned with rates shown in the Interline AWB. Exception: If a delivery request is indicated, enter the appropriate amount in the Other Charges section.

Once the consignment is saved, you will see something like this. Charges in the top and bottom areas should match to the penny.

Click the Save Consignment button. You will see the Finish screen.

Transfer of a Transshipment to an Interline Partner

Here is an example of a transshipment to an interline cargo partner.

Step 1 - Arrive the flight. If everything is confirmed to be on-hand, receive ALL items.

Step 2 - Go to Manage Delivery -> Transhipment Transfer.

Step 3 - Enter the AWB # ONLY, and click Search.

Step 4 - In the search results, click the Consignment # (link).

Step 5 - Select the Delivery Date, and enter:

  • Time

  • Collector Name (Name of signing agent at receiving airline)

  • Delivery Reference No. (Use the Carrier Code.)

  • Vehicle Registration No. (Optional, you may enter ‘x’.)

Then, click the Transfer button.

Step 6 - (optional) Attach the Transhipment Transfer Receipt to the base copy of the Interline Transfer Manifest. (Not required when Interline Transfer Manifests are used.)

Once the transfer is complete, the Shipment History will look like this:

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