With WebCargo Ocean, you can manage eBookings effectively to ensure a smooth and efficient booking process. This guide provides detailed steps for creating, managing, and finalizing an eBooking using our platform.
The Ocean eBooking tool provides you with real-time access to bookable ocean freight rates, streamlining your operations and optimizing your shipping management. Follow the steps below to leverage this capability.
How to search for rates
To begin, open the WebCargo platform and navigate to the side menu. Click on New.
Then select New Ocean eBooking.
Enter your origin and destination. For both fields, you have the option to enter an address or a port, or select the location icon to enter an address.
Alternatively, click on the ship icon to enter a port.
Next, select the shipping date. When shipping from an address, you will be able to select the Cargo ready date. If selected, the earliest departure date will be 24 hours/1 day after the chosen date to allow time to pick up the goods.
Alternatively, if you are shipping from a port, you will be able to choose the Earliest departure date. Bear in mind that the shipment will be collected no earlier than 24 hours after the selected date.
Next, specify the commodity, currently this functionality only supports general cargo.
Additionally, define whether your shipment is Less than a Container Load (LCL) or a Full Container Load (FCL). If your shipment is LCL, enter the dimensions.
For FCL shipments, enter the units and select from the different container types and sizes.
Expand the Type dropdown to select a container option from the list.
Once you’ve entered all your shipment details, click on Search and Book.
Upon searching, the platform collects rates by connecting to the carriers’ systems via API. Live booking APIs provide dynamic rates, reflecting real-time prices and schedules.
How to sort your results
Once you’ve searched, you’ll see all available rate results for your chosen route.
Use the Sort by filter to organize your results by Cheapest, Quickest or Validity.
You can also choose to view the search results in a specific currency using the currency converter. Bear in mind that the final price will be in the original currency, so this is to give you an idea of exchange rates.
Click on any rate to expand to a more detailed view. You will see schedule information and charges, including origin, main freight, and destination costs. To proceed with the booking, click on the blue arrow next to the desired rate.
The rate can also be selected directly by clicking on the blue arrow without expanding to the more detailed view.
Finalise your eBooking
Once you’ve selected your rate, you will be directed to a comprehensive booking page where you can view details like carrier information, routing, and shipment details.
Fill in mandatory shipping instructions, identifying the consignee, consignor, and third-party details. For either of these fields, select an existing contact from the dropdown or add a new one.
Select Add Consignor, Add Consignee or Add Notify party to enter details for a new contact. Please note that all three need to be filled in to be able to make a booking.
When you create a new contact, it will be saved for future use, so you won’t need to re-enter their details each time you make a booking.
You’ll see a pop-up on the right-hand side of the screen to enter the details. Once you’ve completed all the fields, click Confirm contact.
Additional fields like reference and PO numbers are optional but can help track and connect with existing quotes. Once all details are entered, click Book this shipment to send a booking request to the carrier.
After booking, you’ll receive confirmation and can access the booking overview by clicking on View your created eBooking.
Post-Booking Management
In your eBooking page, you’ll see charge breakdowns, be able to upload documents, and manage additional information.
Under the Overview tab you’ll find the Itinerary, Operational details Estimated arrival date, Total cost and Tracking details.
Click on the Bookings tab to see a breakdown of the shipment’s charges. You also have the option to download a PDF file from this page.
While the core details are finalized upon booking, some details can be edited, such as consignee/consignor information. Navigate to the Contacts tab and select the three dots next to the contact you wish to edit or remove. Select Edit contact to make changes as shown earlier on the booking page. Click Remove contact to replace it with another.
If you remove the contact, click Add contact info to add a new one.
In the Documents tab, you will be able to see any documents from the carrier and upload your own by clicking Upload document.
Under the Communication tab, you can Start a new thread, this allows for communication between the buyer and the freight forwarder.
Click on Activity log to see the history of the booking, view any changes that have been made to it, the user or carrier who made them and when these happened.
To cancel your eBooking, simply click the red “x” icon on the top right-hand side, next to the status of the booking.
A pop-up will appear for you to select the reason for your cancellation. Choose the appropriate option and confirm the cancellation. Please note that cancellation policies are determined by the carrier and may vary.
You will then receive a message confirming that the booking has been cancelled.
Additionally, you will see the Status of the booking automatically updated to reflect this on the top right-hand side of the booking overview.
To view all your eBookings, expand the side menu and select eBookings.
Then click on Ocean eBookings.
Under the Shipments tab, you will see all your eBookings, by default these will be sorted by Active.
Select All to include Canceled shipments as well.
Click on any of your Shipments to expand the side pop-up where you will find more details. Select Go to shipment to navigate to the eBooking overview, where you can edit contact details or download a PDF document, as explained previously.
Your eBooking process is designed to be efficient, accurate, and seamless with WebCargo Ocean, enhancing the effectiveness of your ocean logistics operations.
To learn how to quote with WebCargo Ocean read this article. If you have any questions, start a conversation with us by using the chat bubble on the bottom right-hand side of the platform.