Skip to content
عالعربية

User manual

Freight Forwarding & Customs Clearance

Every shipment has one file holding the bill of lading, container, customs declaration, fees and invoice, and the customer tracks it through a link instead of calling the clearing agent every day.

One file per shipment, alerts before container penalties, a tracking link for the customer, and an invoice with every cost and the profit on each shipment. Try it free on your live shipments.

19 tasks

What the system does

  • Shipment file
  • Stages with rules
  • Bills of lading and containers
  • Demurrage and detention
  • Customs clearance
  • Documents
  • Costs, charges and file profit
  • Invoices and receivables

Tasks

How do I create a new international shipment file?

  1. Navigate to International shipments.
  2. Click the Create new shipment button.
  3. Select shipping mode (ocean FCL/LCL, air freight, road freight), client, origin port and country, and destination port and country.
  4. Enter bill of lading number (B/L or AWB), carrier or shipping line name, gross weight, and volume (CBM).
  5. Click Save shipment.
Screen
Freight and customs clearance › Shipment Files · Create
Permission needed
Freight — Shipment files and stages / Add

How do I monitor shipment status and milestones via the tracking board?

  1. Open the Shipment tracking board page.
  2. All shipments are displayed in cards across stages: Booked, In Transit, Arrived at Port, Under Customs Clearance, Out for Delivery, Completed.
  3. You can drag and drop a shipment to the next stage or click to inspect details.
Screen
Freight and customs clearance › Stage board
Permission needed
Freight — Shipment files and stages / View

How do I advance a shipment to the next clearance and transit milestone?

  1. On the shipment overview page in International shipments.
  2. Click the Advance stage button.
  3. Select the new stage (e.g., Delivery Order Received, Customs Inspection Started, Duty Paid, Customs Released) and log milestone date and time.
  4. Click Confirm.
Screen
Freight and customs clearance › Shipment Files · View
Permission needed
Freight — Shipment files and stages / Move shipment file to the next stage

How do I upload shipment documents (B/L, commercial invoice, certificate of origin)?

  1. On the shipment details page in International shipments.
  2. Switch to the documents section and click Upload document.
  3. Choose document type (commercial invoice, bill of lading, SABER/origin certificate, customs declaration), attach the file, and click Save.
Screen
Freight and customs clearance › Shipment Files · View
Permission needed
Freight — Documents (private files) / Upload documents

How do I record shipping container numbers and seal codes?

  1. Navigate to Shipping containers.
  2. Click the Add new container button to open the modal.
  3. Select the associated shipment, enter standard container number, container size (20ft, 40ft, Reefer), seal number, tare, and gross weight.
  4. Click Save.
Screen
Freight and customs clearance › Containers
Permission needed
Freight — Containers, demurrage and detention / Add

How do I log customs declarations and declaration numbers in the customs platform?

  1. Access the Customs declarations list.
  2. Click the Add customs declaration button to open the declaration modal.
  3. Enter customs declaration number (from Fasah or Nafeza platform), customs port (Jeddah Islamic Port, King Abdulaziz Port, King Khalid Airport), registration date, and HS Tariff codes.
  4. Click Save.
Screen
Freight and customs clearance › Customs Declarations
Permission needed
Freight — Customs declarations and agency approvals / Add

How do I record customs duties, taxes, and port fees disbursed on behalf of clients?

  1. On the shipment review page in International shipments.
  2. In the shipment expenses section, click the Add expense/fee button.
  3. Specify disbursement type (customs duty, import VAT, demurrage and port fees, delivery order fee), amount, and attach official government payment receipt.
  4. Click Save expense.
Screen
Freight and customs clearance › Shipment Files · View
Permission needed
Freight — File costs and profitability / Add

How do I disburse and settle shipment costs with suppliers and port authorities?

  1. On the shipment details page in International shipments.
  2. Click the Pay expenses option next to the cost line.
  3. Choose payment source (customs broker cash petty cash, or company bank account) and confirm payment.
Screen
Freight and customs clearance › Shipment Files · View
Permission needed
Freight — File costs and profitability / Record payment of a supplier cost

How do I add a new trucking company or ocean carrier line?

  1. Navigate to Carriers & shipping lines.
  2. Click the Add new carrier button to open the form.
  3. Enter carrier title (e.g., Maersk, MSC, or trucking company), transit mode, contact information, and bank account/contract details.
  4. Click Save.
Screen
Freight and customs clearance › Carriers
Permission needed
Freight — Carriers and tariffs / Add

How do I coordinate inland trucking to deliver containers from port to client warehouse?

  1. Go to Inland transport & delivery orders.
  2. Click the Add transport order button to open the modal.
  3. Choose shipment and container number, trucking company or driver name and truck plate, destination warehouse address, and scheduled unloading time.
  4. Click Save & route.
Screen
Freight and customs clearance › Inland Transport
Permission needed
Freight — Inland transport / Add

How do I generate the consolidated invoice combining clearance fees and disbursed costs?

  1. Navigate to Freight & customs clearance invoices.
  2. Click the Create new invoice button to open billing.
  3. Choose shipment and client; the system aggregates taxable customs clearance agency fees and freight charges with disbursed non-taxable government fees (customs duties and port tariffs).
  4. Click Issue invoice to post and issue the official tax invoice.
Screen
Freight and customs clearance › Invoices
Permission needed
Freight — Client invoices / Issue client invoice

How do I cancel an erroneously issued freight invoice?

  1. In the Freight & customs clearance invoices table, select the issued invoice.
  2. Click actions and choose Cancel invoice.
  3. Record cancellation reason and approve to generate an offsetting credit note.
Screen
Freight and customs clearance › Invoices
Permission needed
Freight — Client invoices / Cancel invoice or receipt

How do I record a client payment received toward a shipment balance?

  1. Switch to Customer payments & vouchers.
  2. Click the Record new payment button to open receipting.
  3. Choose client and invoice or shipment reference, and enter payment amount and method (bank transfer, check, cash).
  4. Click Confirm payment to issue a receipt voucher.
Screen
Freight and customs clearance › Receipts
Permission needed
Freight — Receipts / Add

How do I send shipment arrival notices and delivery orders to the client?

  1. On the shipment review page in International shipments.
  2. Click the Send notification to customer button.
  3. The system dispatches an email or SMS notice containing arrival confirmation, customs release clearance documents, and tracking URL.
Screen
Freight and customs clearance › Shipment Files · View
Permission needed
Freight — Shipment files and stages / Send WhatsApp messages and the tracking link to the client

How do I override a shipment stage constraint exceptionally?

  • Overriding a documentation gate or system constraint in the shipment workflow under exceptional circumstances requires administrative override permissions reserved for the operations manager.
Screen
Freight and customs clearance › Shipment Files · View
Permission needed
Freight — Shipment files and stages / Override rules (missing documents, release without declaration, closing with open invoices)

How do I cancel an international shipment file before its arrival?

  1. In the International shipments list, select the shipment to cancel.
  2. Click actions and select Cancel shipment.
  3. Record cancellation reason and confirm to transition status to "Cancelled".
Screen
Freight and customs clearance › Shipment Files
Permission needed
Freight — Shipment files and stages / Cancel shipment file

How do I register a new import/export client and record their tax ID?

  1. Navigate to Clearance & freight clients.
  2. Click the Add new client button to open registration.
  3. Enter commercial name, VAT number, commercial registration, electronic customs authorization ID, and logistics contacts.
  4. Click Save.
Screen
Freight and customs clearance › Clients
Permission needed
Freight — Clients / Add

How do I export freight operations and customs clearance reports?

  1. Open the Freight & clearance reports page.
  2. Select desired report (Shipment Profitability report, Average Customs Clearance Time by Port report, Outstanding Client Disbursements report).
  3. Click View report or Export to Excel/PDF.
Screen
Freight and customs clearance › Freight reports
Permission needed
Freight — Reports / View

How do I configure customs clearance settings and default fee items?

  1. Access the Freight & customs settings page.
  2. Configure default billing line items, standard service tariffs, and insurance conditions.
  3. Click Save settings.
Screen
Freight and customs clearance › Freight settings
Permission needed
Freight — Settings / Edit

Back to top