Sale - Documents

LOGISTICS -> Sales -> Docs tab

Be sure to read the Life-cycle of a sale to get an overview of the sale process.

This section allows you to collect the documents related to this sale and keep track of to whom, and when, documents are sent.

Documents

Add default documents

When you click the Add default documents button, snapSales will automatically generate Document types and attach them to the sale. These default document types can be changed in SETUP -> System or at a SETUP -> Vendor customer level. Some documents will have a icon, this is where customised field values or options are set. Enter a new value and press OK, a new report will be generated. The default values for these customised fields are set at a SETUP -> Vendor customer level or company level in SETUP -> Documentation.

There is a icon against all files. Press this to change to a icon, which means this document will be visible on the Customer portal.

Types of documents

Click here for a list of Document types and more detail.

Add other documents

Attach other documents to the sale to keep them in one place, eg DOC, Bill of Lading. To add more documents:

  • Either click Drop files or click to upload...
  • or drag and drop one or more files to Drop files or click to upload....

Viewing a file

Click the Filename to open/preview the file. NB - this does NOT regenerate the file.

Regenerating a file

Some documents will have a icon next to them. You can click this to regenerate the file (to refresh the data and/or change a setting). If there isn't a cog icon, delete the file and press the Add default documents button again.

Recipients

Recipients can be configured in SETUP -> Consignees but shipping lines will still need to be added here.

Add a recipient (or group)

Each "Recipient" represents an email that will be sent to one or more addresses. Later you will be able to select the documents to be attached to this email.

  • Description - So you can identify this recipient or group of recipients.
  • Email to - List of semi-colon (;) separated email addresses. Use the shortcut buttons to add the customer or shipping agent.
  • Subject - Subject for the email. See tip for special placeholders below.
  • Message - Main body of the email. See tip for special placeholders below.

For Customers

  • new customers - we suggest these be seup in SETUP -> Consignees. The Subject and Message default to the "SaleDocsCustomerEmailSubject" and "SaleDocsCustomerEmailMessage" settings in (SETUP -> System) and the Email to defaults to the Email address setup on the (SETUP -> Vendors).
  • else the Email to, Subject and Message will default to the values entered on the last sale.

For Shipping lines

  • the Subject and Message come from the "SaleDocsShippingLineEmailSubject" and "SaleDocsShippingLineEmailMessage" settings in (SETUP -> System).
  • the Email to defaults to the Email address setup on the (SETUP -> Vendors).
Tip

In both the Subject and Message fields you can use some special placeholders. These will be replaced with the relevant details when the email is generated. Remember to include the square brackets:

Sending documents

You will now have a table with documents as rows and recipients as columns.

For a recipient column, tick the documents you would like to send to that recipient and then click Send documents. snapSales will prepare an email and allow you to preview and revise the details prior to sending.

Once the documents have been sent you will see the Last sent date appear in the table so you can easily see who has been sent what and when. There is also an Email history list that shows you exactly what has been sent (handy for when you re-send documents).

Note

The documents are a snapshot from when they were generated. If you make changes to the sale, you will need to regenerate the file(s). To do this, either click on the cog icon to regenerate, or delete the file (by clicking on the trash can icon) and press Add default documents again. This will also add any missing documents.

Tip

Remember to update the sale status to Docs completed when you've finished. Tags can also be useful to show status'.

Notes

Any Documentation notes setup in (SETUP -> Vendors) will display on this page as a reference.

ChamberDocs certificate

If this country requires a Certificate of Origin/Free Trade Agreement certificate with EDI, a ChamberDocs panel will display (this is based on the Certificate of Origin field in (SETUP -> Countries)). You must have a ChamberDocs logon to do this and have snapSales configured to send them.

Press Send. There are a few options you can choose, then select OK. After a few seconds, you will see the status of the certificate. If successful, there will be links to the ChamberDocs website to edit/preview the certificate.

This process creates a DRAFT certificate. Any further changes will need to be made on the ChamberDocs website, including submitting as a non-draft.

Details on the item lines are based on the country, but can be overwritten at a Customer/Sale level. Defaults are:

  • China - item lines are the same as invoice lines but no variety, ie quantities match invoice lines. Description template is "[Units] [PackUnit] of Fresh New Zealand [ProduceDesc]"
  • Viet Nam, Philippines - basically 1 line per container except when there are multiple pack type Docs units, HSCodes, produce types. Description template is "[Units] [PackUnit] of Fresh New Zealand [ProduceDesc]". NB this is not customisable by customer.
  • Indonesia, Malaysia - item lines are the same as invoice lines, ie quantities match invoice lines. Description template is "[Units] [PackUnit] of Fresh New Zealand [ProduceDesc] [VarietyDesc] [SizeDesc] [GradeCode]"
  • Thailand, and any other FTA country not stated above - item lines are the same as invoice lines but no variety, ie quantities match invoice lines. Description template is "[Units] [PackUnit] of Fresh New Zealand [ProduceDesc]"

essCert for Non Preferential Certificates of Origin

If this country requires a non preferential Certificate of Origin, a "Certificate of Origin (essCert)" panel will display (this is based on the Certificate of Origin field in (SETUP -> Countries)).

Note

Requirements:

  • you must have an essCert logon and have this configured to use a shared email address ("EmailFromOther" setting in SETUP -> System)
  • have snapSales configured to send them ("essCertEmail" setting in SETUP -> System)
  • the "Certificate of Origin - Non preferential" document must be generated in Docs

Press Send. This will send an email resulting in the certificate being EDI'ed into essCert (the email contains the certificate as an attachment and an xml file for EDI). This will show in the Email history. The panel will change and give you the option to "Resend". Use this Resend option even if the certificate was received with an error.

The shared email address will receive correspondence in regards to the Certificate.

Shipping instruction - INTTRA EDI

If you have registered to use INTTRA EDI, a panel will display to allow you to send Shipping instructions.

  • Send or Resend - press this button to send the EDI file. The current status of the file will be displayed. You can resend the file if data has changed and you need to notify the shipping company of the changes.

A prompt will appear asking for conformation of certain fields. Most of these fields can be defaulted for the customer in SETUP -> Vendors, or at a company level in SETUP -> Documentation. Consignee and Notify party fields come from the SETUP -> Consignee, or if this isn't configured, the fields on the sale export tab.

Once you have received the Bill of lading or Waybill, it is a good idea to attach a copy to the documents, see Add other documents above.

Note

For the INTTRA panel to display, you must

  • be registered to use INTTRA
  • for the shipping agent in SETUP -> Vendors
    • set EDI type = INTTRA
    • set SCAC

Ensure you have setup a "Carrier Connection" on the INTTRA website for each of these shipping agents