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:

...

Quotation Search

Departing all flights in ameliaCARGO is VERY important! Do this using the Flight Departure menu item.

Enter Flight Number and Flight Date, then click Search.

After the flight is found, enter the Actual Departure Time (this is NOT automatically retrieved from ameliaRES), and click the Depart link.

Manage Export Consignments

Export Consignment

Before a flight arrives at your station, an operator should view the In-Flight Report to check what cargo is incoming.

On this screen:

• Enter Flight Number (or leave it empty to see all inbound flights). A pick-list is also available.

• Select Flight Date.

• Select From (originating) Airport.

• Click View Report or Print Report.

A sample of the In-Flight Report is shown below. All cargo manifested by the originating station is listed on the report. Incoming cargo is grouped by cargo destined for your station and cargo transiting through your station.

New Consignment

Flights must be ‘arrived’ before incoming cargo can be accepted. To do this, go to Manage Import Flight -> Flight Arrival:

On this screen:

• Enter Flight Number (or use the pick-list).

• Select Flight Date.

• Click the Search button.

• Click the Arrive link (for the flight in question).

• If successful, a status of ‘Arrived’ replaces the link (in the Action column).

• If you see a message (You cannot arrive this flight since it has cargo and needs to be departed from [AP code].), contact the originating station and get them to ‘depart’ the flight.

New Consignment (Quotation)

To receive a shipment, go to Manage Import Flight -> Receive Consignments:

Receive Consignment (Export)

Amend Storage Locations

Security Check

Amend Consignment

Amend Consignment Priorities

Amend Consignment Charges

Add Consignment Other Charges

Reprint Consignment

Delete Consignment

On this screen:

• Enter Flight Number (or use the pick-list).

• Select Flight Date.

• Click the Search button.

• In the table of results, select cargo being received using the checkboxes.

• Confirm number of pieces, weight, and location (can be typed in or selected from list).

• Click the Receive button.

• Click OK on the confirmation dialog.

• If successful, a message (X Consignment(s) successfully received.) confirms this.

TRF (Transfer Cargo):

This is cargo making a stop at your base, and that requires a transfer to a connecting flight. Here is the process to follow:

 1. Receive everything (including TRF) from the arriving flight:

2. If the Originating Base assigned a Flight Number for the transfer, you must A. Transfer Flight, B. Confirm Allocation, and C. Manifest. 

•  If no Flight Number was assigned, Pre-Allocate, then Manifest.

A.  B. 

Out-Flight Report (cargo going through your station on the same aircraft):

This shows you through cargo planned on board the aircraft at your station. Through Cargo is NOT visible on your local manifest, but it’s important to be aware of what remains on board before adding cargo to a flight.

Go to Manage Export Flight -> Out-Flight Report:

 NOTE that a remark is inserted stating the cargo in question is staying on the flight.

Delivering Consignment

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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