04. OD Instructions for Agent Role

Role Overview

Agents have intermediate access in OceanDocs, with the ability to manage documentation and cargo operations for their assigned ports and voyages.

Access Level

• Type: Intermediate Access
• Scope: Assigned voyages and ports
• Document Control: Limited to assigned bookings

Key Capabilities

Document Management

• Create and edit BOLs under assigned bookings
• Generate and manage Mates Receipts
• Upload voyage-related documents
• Manage cargo releases
• Update certain BOL statuses

Administrative Functions

• View and manage assigned port operations
• Upload port-specific documentation
• Handle cargo release documentation
• Process manifest data

Common Tasks

Managing Bills of Lading

1. Creating BOLs
   • Navigate to appropriate booking
   • Use "copy a bill" for similar BOLs
   • Create new BOL from scratch
   • Copy current BOL within same booking
2. Editing BOLs
   • Access BOL through Docs tab
   • Make necessary modifications
   • Use multi-mod tool for bulk updates
   • Update status as appropriate
3. Processing Documentation
   • Review shipping instructions
   • Verify against Mates Receipts
   • Make corrections as needed
   • Prepare for carrier approval

Manifest Management

1. Creating Manifests
   • Navigate to Docs -- Manifest tab
   • Select relevant ports
   • Input required information
   • Generate manifest documentation
2. Managing Corrections
   • Create manifest correctors when needed
   • Update relevant fields
   • Process documentation changes
   • Distribute updated information

Workflow Management

Document Flow

1. Initial Processing
   • Receive shipping instructions
   • Create/update BOLs
   • Verify cargo details
   • Process documentation
2. Status Updates
   • Update BOL status as needed
   • Track document progression
   • Monitor approval process
   • Maintain documentation records
3. Final Processing
   • Prepare documents for approval
   • Submit to carrier/operator
   • Process approved documentation
   • Distribute as required

System Navigation

Quick Access Features

• Use QUICK B/L tool for rapid searches
• Filter documents by port/shipper
• Access voyage details through Schedule tab
• Navigate between active voyages

Document Handling

• Upload internal documents
• Process cargo releases
• Handle manifest updates
• Manage BOL revisions

Support and Troubleshooting

Common Issues

• BOL creation/editing
• Manifest processing
• Document upload problems
• Status update issues

Support Contact

• Primary Support Hours: 0930 to 1730 PST
• Email: support@stage3systems.com
• Include port and voyage details in queries

Best Practices

1. Regular document verification
2. Consistent data entry practices
3. Timely processing of documentation
4. Proper manifest management
5. Regular status updates

Security Responsibilities

• Maintain document confidentiality
• Proper handling of sensitive information
• Accurate record keeping
• Appropriate document distribution

Appendix

Common BOL Statuses

• Pending (P)
• Ready to Invoice (V)
• Draft approved by Shipper/FF (A)
• Issued (I)

Key Limitations

• Cannot electronically sign BOLs
• Cannot approve final BOL versions
• Limited to assigned voyages/ports
• Cannot modify system configuration
• Cannot generate invoices

Document Types Handled

• Bills of Lading
• Mates Receipts
• Cargo Release Documents
• Manifests
• Voyage Documents
• Internal Documents

Multi-Mod Tool Usage

1. Select bills to modify
2. Choose fields to update
3. Apply changes in top row
4. Use green cascade arrow
5. Save modifications