InteliSys Aviation Systems

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 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 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 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

To pre-allocate consignments to a flight, Enter the Flight Number, Flight Date, To Airport (optional - will filter on destination airport), and click the Search button.

Sample of Pre-Allocate to Flight screen - check items to allocate them to the flight:

Select consignments to allocate by selecting the checkbox in the Allocate column.

For Transfer consignments, select the airport at which the consignment will be offloaded (ie. cargo’s destination is not the same as the flight’s destination - so is transferred to another carrier/flight).

Select the Allocate button to continue. Page 2 is displayed.

Confirm the pieces and weight. If applicable (for Transfer), select the next onward flight:

You may amend pieces and weight to be allocated and select Pre-Allocated or Confirmed. For Transfer consignments, you may select the next onward flight (from the pick-list). Click the Allocate button to save the allocation.

Pre-Allocate to New Flight

To pre-allocate consignments to a new/different flight, Enter the Flight Number, Flight Date, To Airport (optional - will filter on destination airport), and click the Search button.

Sample of Pre-Allocate to Flight screen - check items to allocate them to the flight:

Select consignments to allocate by selecting the checkbox in the Allocate column.

For Transfer consignments, select the airport at which the consignment will be offloaded (ie. cargo’s destination is not the same as the flight’s destination - so is transferred to another carrier/flight).

Select the Allocate button to continue. Page 2 is displayed.

Confirm the pieces and weight. If applicable (for Transfer), select the next onward flight:

You may amend pieces and weight to be allocated and select Pre-Allocated or Confirmed. For Transfer consignments, you may select the next onward flight (from the pick-list). Click the Allocate button to continue to page 3:

Select the appropriate Flight Code to populate flight details.

The following details are required:

• Flight Number
  
• Flight Date
• Flight Route
  • Origin
  • Departure Time - scheduled departure time, +/- 1 day
  • Destination
  • Arrival Time - scheduled arrival time, +/- 1 day
  • Max. Priority Weight (Rate Group A)
  • Max. Standard Weight (Rate Group B)
  • Max. Priority Volume (Rate Group A)
  • Max. Standard Volume (Rate Group B)

If more/multiple flight legs are required, click the Add More Legs link and enter the info for each leg. Repeat as many times as necessary.

Other Information:

• Season Code - Select from pick-list.
• Aircraft Registration Number - can be added later / at any time
• Aircraft Type - Free-form text
• Cargo Aircraft Only - Select this checkbox if the aircraft/flight is freighter (non-passenger) only. Leave it unchecked for passenger flights.
• Remarks - Free-form text

Load List

The Load List is used to provide the Ramp with the planned load for a flight.

Enter Flight Number and Flight Date, and click the Print Report button.

Sample Load List:

Confirm Allocation

To confirm consignments are allocated to a flight, enter the Flight Number and Flight Date, and click the Search button.

Enter the actual pieces and weight loaded and select the checkbox (to the left), then click Confirm Allocation to save allocation changes.

Manifest Report

To print a Flight Manifest, enter Flight Number and Flight Date, then click Print Report or Export to Excel. You may also print copies of manifested waybills (if required) by selecting the Print Waybills checkbox.

Sample Manifest Report:

Manifest Report by Serial Number

Use this to print a Manifest using the Serial Number. The manifest MUST have been printed previously - refer to the Manifest Report section.

Click the Print Report button after entering the Serial Number.

Manifest Report by ULD Number (on ULD systems only)

Use this to print a manifest using the ULD Number.

Enter the required ULD Number, and click the Print Report button.

Quick Manifest

Use this to quickly print a (urgent or last-minute) Manifest.

Enter Consignment Number, Flight Number and Flight Date, and click Print Report or Export to Excel.

Offload Consignment (Individual)

To offload a single consignment from a flight before departure, enter Consignment Number and click the Search button.

Results are displayed like this:

Enter the actual pieces and weight to be off-loaded, and select the checkbox (to the right), then click the Offload button.

Offload Consignment (Flight)

To offload multiple consignments from a flight before departure, enter Flight Number and Flight Date, and click the Search button.

Results are displayed like this:

Enter the actual pieces and weight to be off-loaded for each consignment, and select the checkbox (to the right), then click the Offload button. Consignments not checked will NOT be off-loaded (they remain on the flight).

Short Ship

To remove single/multiple consignments from a flight after departure (in error), enter Flight Number and Flight Date, and click the Search button.

Results are displayed like this:

Enter the actual pieces and weight to be short-shipped, and select the checkbox (to the right), then click the Short Ship button. Consignments not checked will NOT be short-shipped (they remain on the flight).

Out Flight Consignment Status

Use this to view the status of consignments on a selected flight. Enter Flight Number and Flight Date, and click the Search button.

Results are displayed like this:

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:

To make a reservation for the consignment, enter Flight Date and click Find Flight:

Available flights are listed. Select the preferred flight, and click the Reserve button to confirm.

View Permanent Bookings

To create a Permanent Booking, select Administration -> Create Permanent Booking.

To search for existing Permanent Bookings, enter criteria:

• Origin (From Airport) / Destination (To Airport)
• Flight Dates (From/To Date)
• Account Number - select Customer from pick-list.
• Flight Number

Then, click the Search button.

Matching permanent bookings are displayed in search results.

Reservations Report

To search for consignment reservations, enter criteria:

• Flight Dates (From/To Date)
  
• Flight Number
• Account Number - select Customer from pick-list.

Then, click View Report, Print Report or Export to Excel.

Sample Reservations Report:

Manage Export Flight

Flight Departure

To depart an Export flight, select Flight Departure from the menu - this search screen is displayed:

NOTE: A flight can only be departed IF all consignments allocated to it have been manifested. If not, a message advising of this is displayed. Use the Out Flight Consignment Status to check the status of allocated consignments.

Enter the following:

• Flight Number - Select from pick-list.
• Flight Date - Select from pick-list.
  

The Flight Search pop-up displays flights based on the user’s airport and search criteria.

You may change the criteria or filter results by entering part/complete Flight Number, and/or selecting Flight Date. Click the Go button to execute the new search.

 Click the Select link (in the Action column) of the desired flight to transfer its info to the Flight Departure screen. The pop-up will close automatically. Or you can click Close to exit without selecting a flight.

 Click the Search button. Search results are displayed like this:

 You can update the Actual Departure Date/Time, and click the Depart link to save changes and depart the flight. You will be asked to confirm - if you do, the Status will change to ‘Departed’.

Un-Depart Flight

To un-depart a flight (if it returns to departure), select Un-Depart Flight from the menu - this search screen is displayed:

Enter the following:

• Flight Number - Select from pick-list.
• Flight Date - Select from pick-list.

The Flight Search pop-up displays flights based on the user’s airport and search criteria.

You may change the criteria or filter results by entering part/complete Flight Number, and/or selecting Flight Date. Click the Go button to execute the new search.

Click the Select link (in the Action column) of the desired flight to transfer its info to the Flight Departure screen. The pop-up will close automatically. Or you can click Close to exit without selecting a flight.

Click the Search button. Search results are displayed like this:

Click the Un-Depart link to return the flight (to the departure airport). You will be asked to confirm - if you do, a message is displayed.

Offload Flight

To remove all consignments from a flight (and return them to the warehouse), select Offload Flight from the menu - this search screen is displayed:

NOTE: When a consignment is off-loaded, all onward flights are automatically cancelled.

Enter the following:

• Flight Number - Select from pick-list.
• Flight Date - Select from pick-list.
• To Airport - Select next onward airport from pick-list.

The Flight Search pop-up displays flights based on the user’s airport and search criteria.

You may change the criteria or filter results by entering part/complete Flight Number, and/or selecting Flight Date. Click the Go button to execute the new search.

Click the Select link (in the Action column) of the desired flight to transfer its info to the Offload Flight screen. The pop-up will close automatically. Or you can click Close to exit without selecting a flight.

Click the Offload button to offload the selected flight. Results are displayed like this:

Out Flight Report

To view or print the Out Flight Report, select Out Flight Report from the menu - this search screen is displayed:

Enter the following:

• Flight Number - Select from pick-list.
• Flight Date - Select from pick-list.
• To Airport - Select next onward airport from pick-list.

The Flight Search pop-up displays flights based on the user’s airport and search criteria.

You may change the criteria or filter results by entering part/complete Flight Number, and/or selecting Flight Date. Click the Go button to execute the new search.

 Click the Select link (in the Action column) of the desired flight to transfer its info to the Out Flight Report screen. The pop-up will close automatically. Or you can click Close to exit without selecting a flight.

 Click View Report or Print Report, as required.

Transfer Flight

To transfer selected consignments from one flight to another, select Transfer Flight from the menu - this search screen is displayed:

NOTE: When a consignment is transferred, all onward flights are automatically cancelled.

Enter the following:

• Flight Number - Select from pick-list.
• Flight Date - Select from pick-list.
• To Airport - Select next onward airport from pick-list.

The Flight Search pop-up displays flights based on the user’s airport and search criteria.

You may change the criteria or filter results by entering part/complete Flight Number, and/or selecting Flight Date. Click the Go button to execute the new search.

Click the Select link (in the Action column) of the desired flight to transfer its info to the Transfer Flight screen. The pop-up will close automatically. Or you can click Close to exit without selecting a flight.

Click the Search button. Search results are displayed like this:

To transfer a consignment, enter the following:

• Select the Transfer checkbox.
• Flight Number - Select from pick-list.
• Flight Date - Select from pick-list.
• To Airport - Select next onward airport from pick-list.

You may select an alternative flight by clicking the button next to Flight Number:

Click the Transfer button to complete the consignment transfer. A confirmation message is displayed.

Divert Flight

To divert a flight in Transit to another Airport, select Divert Flight from the menu - this search screen is displayed:

Enter the following:

• Flight Number - Select from pick-list.
• Flight Date - Select from pick-list.
• Cancelled Flight Airport - Select current destination (original airport) from pick-list.
• Divert To Airport - Select next onward airport from pick-list.

NOTE: When a flight is diverted, all consignments onboard are automatically routed to the new airport. Any onward details from the original airport are cancelled.

Then, click Save to divert the flight.

Load Control Report

To view or print Flight Load information, select Load Control Report from the menu - this search screen is displayed:

Enter report criteria:

• Origin (From Airport) and/or Destination (To Airport)
  
• Flight Dates (From/To Date)
• Account Number - select Customer from pick-list.
• Flight Number
• Report Options
  • All Allocated (only) Consignments
    
  • All Reserved (only) Consignments
  • All Allocated and Reserved (both) Consignments

Then, click View Report, Print Report or Export to Excel.

Sample Load Control Report:

Overview Flight Report

To view or print Flight Load status, select Overweight Flight Report from the menu - this search screen is displayed:

Enter report criteria:

• Flight Dates (From/To Date)
  
• Account Number - select Customer from pick-list.

Then, click View Report, Print Report or Export to Excel.

Sample Overweight Flight Report:

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