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.

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:

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.

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.

Amend Consignment Charges

Use to amend consignment charges or payment information.

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

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.

Reprint Consignment

To reprint consignment info, enter the Consignment Number:

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

To deliver a Consignment, go to Manage Delivery -> Consignments for Delivery:

On this screen:

• Enter search criteria (one of Consignment (AWB) Number, Consignee Name, From Date, To Date).

• In the shipment list (search results), click the AWB link (Consignment #) to go to the Deliver Consignment screen.
  

• On the Deliver Consignment screen (shown below):

• Add notification info - use the listbox, and confirm with the green checkmark.

• Add relevant remarks (in the Remarks section).

• Confirm Pieces and Weight. If NOT delivering the entire shipment, change Pieces/Weight as required.

• Confirm Delivery Date/Time.

• Enter Collector Name, Delivery Reference No. and Vehicle Registration No.

• Collector Name - full name of Collector.

• Delivery Reference No. - enter if applicable (ex: Novex 3111111); or enter N/A.

• Vehicle Registration No. - enter Collector’s ID # (company/driver # is acceptable).

Click the Deliver button to confirm/complete delivery.

Collect Payment

To collect payment:

• Choose Payment Type from the listbox. (Use Non-Account for cash/credit card/debit card/cheque transactions.)
  

• Choose Payment Method from the listbox:

• Description - Visa, MasterCard, Amex, etc.

• Amount - collected amount

• Click the green checkmark to confirm/complete.
  

• Click the Deliver button to confirm.

• If successful, a confirmation message (Consignment Delivered Successfully!) is displayed, and the Invoice and Delivery Receipt are printed.

Non-Account Shipments

The Non-Account feature is used when Cargo Credit is not available for the Shipper or Consignee. It also applies (for cross-reference purposes) if the shipment is being charged to a Quick Pass Account for Cargo Seats only.

The payment screen is the same for Prepaid and Collect payments.

Method = Prepaid, Type = Non-Account OR Method = Collect, Type = Non-Account

This Payment screen is displayed for ALL Non-Account payments.

Cash Example:

Enter the FULL amount paid in Cash, and click the green checkmark to confirm. Click the Save Consignment button to continue.

Other Payment Options:

Other payment options include:

• Credit Card

• Debit Card

• Cheque

• Res Number (for QP deductions)

Credit Card:

Debit Card:

Paid by Cheque:

Res Number (Use for cross-reference when Quick Passes are to be deducted.):

It’s critical to insert the Reservation Number here when Quick Passes are used to pay for cargo seats.

Discrepancies

Types of Discrepancies

A. Shipments are not visible to permit Pre-Allocation:

Three (3) conditions/scenarios can cause shipments to not display on the pre-allocation list - a. Cash pre-payments not entered properly or b. payment not made in full, c. or the Security Check has NOT been completed.

B. Shipments are missed or have a Discrepancy:

• MISSED: Shipments may have been manifested, BUT for any number of reasons NOT physically loaded onto a flight. LEAVE THIS SHIPMENT ON YOUR IN-FIGHT REPORT! The originating base must be notified - their follow-up is to trace the shipment’s location. IF it’s found to still be at the origin/base, they must perform a Short Ship transaction - this will remove the shipment from the destination airport’s In-Flight Report.
• DISCREPANCY: A shipment has arrived without being manifested (for any number of reasons). Use the Found Transaction button at the bottom-left of the Receive Consignment screen OR go to Discrepancy Details -> Found Cargo.

Cash Pre-Payments

Two (2) possible discrepancies can occur with Shippers pre-paying without accounts.

A. Payment Type = Unknown

Correct combination:

Incorrect combination:

NOTE: When Payment Type is Unknown, the Cash Payment screen will not be displayed.

As a result of this, the shipment will not appear for pre-allocation. There is no guarantee against human error while physically loading the shipment! If you believe the Payment Type was set to Unknown, go to Amend Consignment to change it to Non-Account.

On the Amend Consignment screen, enter the AWB # and click Amend.

Consignment screen (with shipment needing correction displayed):

On this screen:

• Enter amount paid.

• Click green checkmark to confirm.

• Click the Save Consignment button. (Do NOT click the Amend button!)

The output will look like this:

B. Payment incorrect or not confirmed:

To correct/confirm Non-Account payments, go to Accounting -> Consignment Payments.

On the Consignment Payments screen, enter the AWB # and click Search.

Then, click the Receive Payment link:

Verify the Payment Method, enter any necessary Remarks (ex: Paid by Cash), and click the Save button.

Then, click Print Receipt (to print a copy of the receipt) and Done (to complete the process).

Either of these methods (A or B above) will ensure the Prepaid Cash shipment is visible on the Pre-Allocation List.

Security Check Missed

If the Security Check was missed, go to Manage Export Consignments -> Security Check.

On the Security Check screen, enter the AWB #, leave Destination set to Any (Origin should populate), and click Search.

(If you can’t remember the AWB #, leave Consignment Number empty.)

Found Cargo

There are two (2) ways to FIND non-manifested cargo at your base:

1. Click Found Cargo on the Receive Consignments screen (with the flight on which cargo was confirmed selected):

Flight Number, Date, Origin / Destination (your station) should be populated. Enter the AWB #, pieces and weight.

NOTE: This transaction is required for any non-manifested cargo arriving at your station.

2. Go to Discrepancy Details -> Found Cargo:

This displays the same Found Cargo screen as shown above, BUT you MUST enter AWB #, Found Pieces, Found Weight, Flight, Date, Origin, and Destination.

Lost Cargo

The Lost Cargo transaction must ONLY be used when absolutely necessary, ie. when you have actually lost a shipment at your base.

Enter the AWB #, Lost Pieces, Lost Weight, Flight Number, and Date, then click Find:

Click the Confirm Lost Cargo button to confirm, and complete this process.

Transshipments

Definition and Responsibilities

A. Definition of Interline Transfer of Cargo:

This is when a shipment is brought by one airline to another. The air waybill provided by the transferring airline is the document used to facilitate continued movement of the shipment. Interline transfers of cargo will only take place if:

1. Both airlines are IATA (International Air Transport Association) members. OR

2. The airlines (yours and another) have a Cargo Interline Agreement between them.

At the place of transfer, a Transfer Manifest is provided by the transferring airline to the receiving airline.

B. Responsibility of the Transferring Airline:

1. Complete a transfer manifest.

2. Ensure the AWB Number, pieces, and labeled destination match.

3. It’s mandatory to indicate for shipments from non-secure bases that the “Shipment has been searched.”

4. It’s essential that the Transfer Manifest is signed by a representative of the receiving airline.

5. One (1) copy of the Transfer Manifest is sent to Finance. Another copy is kept in the Base Interline transfer file. The receiving carrier is given one (1) copy of the transfer manifest.

C. Responsibility of the Receiving Airline:

1. Note any damages or shortages on the Transfer Manifest - If this is not done, 100% liability goes to the receiving airline should any claims need to be paid out.

2. Send one (1) copy of the Transfer Manifest to Finance - Attach a copy of the original air waybill and a copy of the ameliaCARGO air waybill. Retain another copy in the Base Interline transfer file, with a copy of the original AWB attached. Attach another copy of the original AWB to the Base copy created in ameliaCARGO.

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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