05. OD Instructions for Shipper/Freight Forwarder

Role Overview

Shippers/Freight Forwarders have focused access in OceanDocs, primarily managing their own shipments and related documentation from booking through completion.

Access Level

• Type: Limited Access
• Scope: Own shipments only
• Document Control: Limited to own BOLs

Key Capabilities

Document Management

• Submit shipping instructions
• Review and approve BOL drafts
• Submit Letter of Indemnity requests
• Print approved BOLs (with restrictions)
• Track cargo status

Administrative Functions

• Manage own shipping instructions
• Review own documentation
• Track shipment status
• Handle BOL approvals

Common Tasks

Managing Bills of Lading

1. Submitting Shipping Instructions
   • Enter draft BOL information
   • Provide complete cargo details
   • Include all required documentation
   • Submit for processing
2. BOL Review Process
   • Review draft BOLs
   • Verify accuracy of information
   • Request necessary corrections
   • Approve final drafts
3. Document Handling
   • Print approved BOLs
   • Maintain documentation copies
   • Track BOL status
   • Request amendments if needed

Shipment Tracking

1. Status Monitoring
   • Track current shipment status
   • Monitor documentation progress
   • View cargo location
   • Check release status
2. Documentation Verification
   • Review all shipment documents
   • Verify accuracy of details
   • Confirm proper approvals
   • Track document distribution

Workflow Management

Document Flow

1. Initial Submission
   • Create shipping instructions
   • Submit required documentation
   • Provide necessary details
   • Monitor initial processing
2. Review and Approval
   • Review carrier modifications
   • Approve document changes
   • Submit final approval
   • Track document status
3. Final Processing
   • Receive approved documents
   • Print required copies
   • Distribute as needed
   • Maintain records

System Navigation

Quick Access Features

• Access own shipment details
• View document status
• Track cargo progress
• Monitor approvals

Document Access

• View own BOLs
• Access shipping instructions
• Review cargo documentation
• Track document status

Support and Troubleshooting

Common Issues

• BOL submission problems
• Printing difficulties
• Status update delays
• Document access issues

Support Contact

• Primary Support Hours: 0930 to 1730 PST
• Email: support@stage3systems.com
• Include BOL and booking references

Best Practices

1. Complete and accurate data entry
2. Timely document review
3. Proper approval procedures
4. Regular status monitoring
5. Document backup maintenance

Security Responsibilities

• Protect login credentials
• Maintain document security
• Handle sensitive information appropriately
• Follow proper approval procedures

Appendix

Important Limitations

• Can only view/modify own BOLs
• Cannot create new BOL formats
• Cannot modify manifests
• No access to other shippers' data
• Cannot change BOL status beyond "Draft approved by Shipper/FF"
• Cannot upload voyage documents

Document Types

• Bills of Lading
• Shipping Instructions
• Letters of Indemnity
• Cargo Release Requests
• Status Reports

BOL Printing Guidelines

1. Original BOLs
   • One-time printing opportunity
   • Specify correct number of copies
   • Handle with care
   • Maintain secure storage
2. Non-Original BOLs
   • Available for multiple prints
   • Used for reference
   • Mark as copies
   • Internal use only

Status Tracking

• Draft: Initial submission
• Under Review: Carrier processing
• Ready for Approval: Awaiting shipper review
• Approved: Final shipper approval
• Issued: Ready for printing