By clicking on the links in the table of contents below, you will be automatically directed to the section of the article you are interested in:
Once you have logged in to USYNRO you can start managing your international operations.
When accessing the "Records" section, the first thing you will see is the following window, represented in the image below, where you will find the list of the saved records that are in progress, the ones you own and those that were accessed by invitation (for the records you were invited to, you will only have the green circle on the right, meaning that you will only be able to open them).
You will have a search engine at the top where you will be able to filter your records according to: Record ID, MRN, buyer or seller name; you can also filter according to whether they have been closed or not using the button ¨View Closed¨.
If you want to create a new record you can click on the arrow to the right of the "Create new record" button and 2 tabs will open where you can select how to create your record.
Empty order: fill in all the operation data from 0.
From invoice: upload an invoice to the platform, which will be read by the IA and it will proceed to complete the invoice data in the record, this way it will be created with the data already incorporated in the corresponding fields.
Also, by clicking on the "Download list" button at the bottom you can download a document with the list of all filtered records in CSV format. If you have not filtered the shipments, a list including all the records created to date will be downloaded.
In the article ¨How to register in the platform?¨ we show how to create a record from an invoice by uploading it to the platform.
Once you have selected the way you want to create your record, the following window will open, which shows in the left column all the different sections that each actor (according to their role) can complete, also according to the visibility permissions established.
In this article we will go tab by tab showing how to work in each section.
Starting from the top down, the tab called "Buyer/Importer" will be the first to be described in the article. We provide some steps that the corresponding actor can follow to complete it.
Make sure you are located in the "Buyer/Importer" tab.
In the empty fields of this tab, (in case of starting the file from 0) the buyer will be able to enter all the data corresponding to the importing company and the contact person.
As for the 2 tabs located at the bottom, the first one gives the possibility to invite the different collaborators for whom this section is of interest, so they can view it and work on it, if the permissions so indicate. In the case of the lower tab, it will be used to display the visibility permissions that the invited actor will have, which will establish what actions this actor can perform on the record (later in the article we will explain how to modify the visibility permissions of the operations).
By clicking on the first tab "Invite Collaborators" you will be able to enter the email address of the collaborators who need to view or modify the buyer's data. Once the email address has been entered, a link will be sent to them so that they can access and start working on the record without having to register.
Note: do not forget to save the record so that the invitation is sent correctly.
In the second tab, it will be possible to check all the visibility permissions corresponding to the collaborators invited in this section assuming the role of buyer. These permissions are modifiable and will dictate what the actor (in this case the buyer) can do in the operation.
To finish the "Buyer/Importer" tab, at the bottom are the last fields, where you can click on the "Consignee" box, if is required, to confirm the participation and enable the lower fields that allows to enter the consignee's data in the same way that you can fill in the importer's data.
After completing all the data in one of the tabs of the record you can save this information for future operations by clicking on the "Save as favorite" button.
By Clicking on "Save as favorite" the following window will open where you can write the name that will be used as a reference to identify this group of data. Be sure to choose an alias that is representative of the data and can be identified for the future.
Once the alias is saved, the group of data will be registered in the favorites list under that name and for future records when starting to enter the buyer's or other actors data, the platform will recommend you to automatically fill in the information using the group of saved data as shown in the image.
For the "Supplier/Exporter" tab, the process to complete the data is very similar to the previous one. In this section you can find the fields where the exporter can provide the information of the company and the contact person.
At the bottom of this tab you will find the section to enter the data of the "Pickup of goods (at origin)" where you can provide the pickup address. At the same time you will find the tabs "Invite collaborators" and "What will the invited users be able to see?" which will work in the same way as in the buyer's tab.
In the third tab called "Details" you can follow this steps to provide the shipment and merchandise data:
Enter the corresponding data of the different characteristics of the goods.
Enter data relevant to the shipment such as incoterm and the requested dates of shipment (for the dates, in the icon on the right, we provide a calendar to facilitate the search of this).
Click on "Add H.S code" to enable the fields where you can enter the information of the different H.S. codes.
By clicking on "Add box dimensions" you will be able to enter the relevant measures of the merchandise requested.
Note: to be able to visualize the "Add H.S code" and "Add Box Dimensions" buttons, it will be necessary to save the record by clicking on the "Save" button at the top.
In the following image we represented the fields that will be necessary to complete in order to add the H.S code. If you wish to include more than one, by clicking again on the button bellow it will open another gray box to be completed.
Note: once you have entered the H.S code data, you can download an excel file with the information provided by clicking on "Download H.S code".
Finally, after having enabled the fields for providing the dimensions, be sure to set the unit of measurement before entering the data corresponding to the dimensions of the goods.
Note: the data to be included must be for the final packages.
As for the next tab "Transport" you can follow this steps to provide the data of the transport used for the shipment.
In the upper sections you will be able to specify relevant dates for the shipment such as: ETD, last shipped on board and ETA.
You will see the 4 types of transport that can be used in the shipment, by clicking on any of the 4 available modes, the fields to be completed will be enabled. In the next images we show the different options of data to enter according to the selected modality.
Finally, you will have 2 sections where you will be able to select whether the "Transshipments" and "Partial Transshipments" will be allowed or not.
If you have selected the air transport mode for your operation, the following steps will show you how to complete the information on this tab.
Once you have clicked on the air mode, you will see 4 fields to enter the cargo data, where you can provide container type or the MAWB, for example.
In the table at the bottom you can enter the different airports where the events mentioned at the top of the table will occur, such as the reception.
When you enter the "MAWB" the link "Tracking Container #" will be enabled and you will be able to visualize in real time the traceability of the shipment.
Clicking on "Add HAWB" will display the fields destined to complete the House Air Waybill data.
With the "Add Flight" button it will be possible to provide the specific data of the flight established for the shipment.
Note: the following image represents the traceability of a shipment once you click on "Tracking Container#".
Once the step #3 is completed, a gray box will open where you can enter the HAWB data, such as the number to be located, type of container or the TATC.
The same goes for the "Add Flight" button, here it will be possible to enter the flight number and the date.
In case of selecting the maritime mode, to complete the sections of this type of transport you will be able to:
Display the fields to enter the name of the vessel and the Master Bill of Lading number.
Once the "MB/L#" is entered, will be visible the link to access the maritime traceability of the shipment, in this case.
At this point you can enter the country of the different ports involved in the operation, according to the activity.
Click on "Add HB/L" to enter the data corresponding to the House Bill of Lading.
Click on "Add Container", which will enable the fields to add data of the container involved in the shipment.
Note: you will be able to select if the shipment will be made with an "Original" or "Telex Release" BL.
After completing steps 4 and 5, described above, you will be able to view the following fields, where, the first one will allow you to enter the House of lading number and the second one will allow you to enter all the data relevant to the container to be used, as long with the tracking button of the container.
Example of the traceability in maritime transport:
When selecting road transport, the following fields will open for completion:
Enter CMR number and the TATC.
In the same way as for ports and airports in the table bellow you will be able to select the country in which each transport activity such as loading and unloading take place.
As in the "Road" option, the "Railway" modality will have 2 steps to complete your information, if is necessary:
Complete the 4 sections to be filled in offering cargo information.
Specify in the table the points to be used as reception, loading, unloading, etc.
The ¨Forwarders¨ tab will have 2 sections where the respective actor can enter the data to complete this section, the first one would be the ¨FWD¨ where the destination forwarder can provide the data represented in the image as well as invite collaborators and check the permissions of this section.
The same options of the previous section are enabled in case the operation requires the origin forwarder to complete the data as well, for this actor, the section to be filled in is called ¨FWO¨.
In the next tab "Documents" it is possible to upload the different documents that are necessary for the operation (in coherence with the visibility permissions established in the file). In the first 4 tabs you can upload the documents suggested by the platform and in the lower part (by clicking to browse the equipment or by dragging the file) you can upload other important documents for the operation that we have not suggested in the upper part. Once this other document has been added, you can give it a title and a new tab will be created for it.
As we mentioned before, when you open any tab, such as the invoice tab, you will see the field that will allow you to upload the document. Manage and upload documents in USYNCRO
Before being able to take advantage of the "eDocs" tab, first make sure to save the record with the button at the top, if the it has not been saved you will not be able to view this section.
In this tab you can create both the eCMR and eBL via the platform, these eDocs are the ones that are currently available in this version of the platform.
As for the eCMR you can click on "Create eCMR" to start filling it within the platform (if the file is saved and the payment plan is updated you will have access to this function).
If you wish to learn how to issue an eCMR you can contact the team at info@usyncro.com.
The next tab is the "Notify" tab, here it is possible to provide the necessary data of the actor who will receive the notification that the goods have arrived, make sure that the person to receive the notification has access to this section of the file.
At the bottom of the same tab, you will see the "Transporter" section where you can fill in the relevant fields of the carrier, in the same way as in previous sections.
In the "Insurance" tab it will be possible to request an insurance project for your shipment, taking advantage of the prices offered for the users of the platform.
Once you enter in this tab you will see a series of instructions (represented in the image below) which you must follow if you want to start the insurance project. It will be necessary to confirm and fill in some mandatory fields of the "Details" and "Transport" tab to start this process.
If you want to know how to complete the whole process to request an insurance project in your file you can visit the article ¨Manage insurance project for your file¨.
In the "Destination" tab you can enter the different data corresponding to the place of delivery of the merchandise, here you can specify data from the location, schedules, notes, etc.
In the penultimate tab called "Invitations" a series of possible guests will be displayed, each with their respective tabs, which as we saw before, have the function of including the email of the collaborator to invite him/her and check the visibility permissions. These tab is dedicated to invite managers, authorities, inspection services or external services that may have interest in your operation. Their permissions can be edited in the last tab
Finally, you will find the "Visibility" tab where it is possible to modify the permissions of the different actors and the documents involved in the operation. In this section you will be able to establish the permissions that each actor has (view, edit, invite and upload) according to which section of the record or documents you wish to authorize each specific participant.
Example: if the exporter does not have the box with the "eye" symbology selected, it means that this actor would not have permission to view that specific section or document in the left column.
Note: changes made to the visibility within a file will only alter the permissions for that particular operation, the default visibility settings will remain the same for records created in the future (the visibility of each record can be customized in this tab), however these default permissions can be adjusted in your account settings. Here is a link to an article which explains how to modify the default visibility permissions so that new records are created based on them: record visibility, by clicking on the link you can see how the visibility tables work and how to customize them.
