Door-to-Door Knowledge Base

Door-to-Door (DTD) Module Knowledge Base

Complete User Guide for International Cargo Operations

Table of Contents

  1. Module Overview
  2. Getting Started
  3. Master Data Configuration
  4. Job Management
  5. AWB Management
  6. Piece & Container Management
  7. Customs Clearance
  8. Rate Chart Management
  9. Scan Event Tracking
  10. Reports
  11. Account Settings
  12. Workflow Diagrams
  13. Troubleshooting & FAQ

1. Module Overview

1.1 What is the Door-to-Door Module?

The Door-to-Door (DTD) module is a comprehensive international cargo management system designed for cargo consolidators, freight forwarders, and logistics companies handling door-to-door shipments. It provides end-to-end management from booking to final delivery, including:

  • Job Management: Complete job lifecycle from booking to delivery
  • AWB Management: Master and House AWB tracking
  • Piece Management: Individual piece-level tracking
  • Container Management: Consolidation and containerization
  • Customs Clearance: Import/Export customs processing
  • Rate Charts: Province-based pricing management
  • Scan Events: Real-time shipment tracking

1.2 Key Features

Feature Description
Multi-AWB Support Master AWB (MAWB) and House AWB (HAWB) management
Piece-Level Tracking Track individual pieces within shipments
Container Consolidation Group shipments into containers
Province-Based Rates Flexible rate charts by destination province
Customs Integration Customs clearance workflow support
Scan Events Real-time milestone tracking
COD Management Cash-on-delivery collection and remittance

1.3 Workflow Overview

Booking → Job Creation → AWB Assignment → Piece Entry → Container Loading → Export Customs → Flight → Import Customs → Delivery

1.4 Job Directions

Direction Description
Export Outbound cargo from origin country
Import Inbound cargo to destination country

2. Getting Started

2.1 Module Activation

  1. Navigate to System > Module Configuration
  2. Locate the Door-to-Door module
  3. Click the toggle to enable the module
  4. The Door-to-Door menu will appear in the navigation drawer

2.2 Initial Setup Checklist

Complete these setup steps before creating jobs:

  1. Countries - Define origin and destination countries
  2. Provinces/States - Set up provinces for rate calculation
  3. Airports - Register airports for flight routing
  4. Airlines - Add airline carrier information
  5. Agents - Configure overseas agents and partners
  6. Rate Charts - Set up province-based pricing
  7. Charge Types - Define additional charge codes
  8. Scan Event Types - Configure tracking milestones
  9. Account Settings - Link GL accounts for posting

The Door-to-Door module is organized into these sections:

Section Purpose
Dashboard Overview and KPIs
Operations Job, AWB, and shipment management
Customs Customs clearance processing
Settings Module configuration
Reports Analytics and operational reports

3. Master Data Configuration

3.1 Countries

Countries are essential for routing and customs documentation.

To create a country:

  1. Navigate to Door-to-Door > Settings > Countries
  2. Click Add New
  3. Enter:
    • Country Code: ISO 3166-1 alpha-2 (e.g., AE, IN, PK)
    • Country Name: Full name
    • Currency Code: Default currency
    • Is Active: Enable/disable

Common Countries:

Code Name Currency
AE United Arab Emirates AED
IN India INR
PK Pakistan PKR
BD Bangladesh BDT
PH Philippines PHP

3.2 Provinces/States

Provinces are used for rate chart calculations and delivery routing.

To create a province:

  1. Navigate to Door-to-Door > Settings > Provinces
  2. Click Add New
  3. Enter:
    • Country: Select parent country
    • Province Code: Unique code
    • Province Name: Full name
    • Zone: Delivery zone for rate calculation

3.3 Airports

Airports define flight origins and destinations.

To create an airport:

  1. Navigate to Door-to-Door > Settings > Airports
  2. Click Add New
  3. Enter:
    • IATA Code: 3-letter airport code (e.g., DXB, DEL)
    • Airport Name: Full name
    • City: City name
    • Country: Country code

Common Airports:

Code Name City
DXB Dubai International Dubai
SHJ Sharjah International Sharjah
DEL Indira Gandhi International Delhi
BOM Chhatrapati Shivaji Mumbai
KHI Jinnah International Karachi

3.4 Airlines

Airlines are carriers for air freight shipments.

To create an airline:

  1. Navigate to Door-to-Door > Settings > Airlines
  2. Click Add New
  3. Enter:
    • Airline Code: IATA 2-letter code
    • Airline Name: Full carrier name
    • AWB Prefix: 3-digit AWB prefix
    • Contact Info: Phone/Email

3.5 Agents

Agents are overseas partners handling destination operations.

To create an agent:

  1. Navigate to Door-to-Door > Settings > Agents
  2. Click Add New
  3. Enter:
    • Agent Code: Unique identifier
    • Agent Name: Company name
    • Country: Operating country
    • Contact Person: Primary contact
    • Email/Phone: Contact details
    • Commission Rate: Default commission percentage

4. Job Management

4.1 Job Overview

A DTD Job represents a consolidated shipment containing multiple pieces from various shippers, destined for a specific country.

4.2 Creating a New Job

  1. Navigate to Door-to-Door > Operations > Jobs
  2. Click New Job
  3. Enter job details:
Field Description
Job Number Auto-generated or manual
Job Date Date of job creation
Direction Export or Import
Origin Country Departure country
Destination Country Arrival country
Agent Destination agent
Flight Number Assigned flight
ETD Estimated departure
ETA Estimated arrival

4.3 Job Statuses

Status Description
Draft Job created but not confirmed
Confirmed Job confirmed and active
In Transit Cargo in movement
Arrived Cargo arrived at destination
Customs Under customs clearance
Delivered All pieces delivered
Closed Job completed and closed

4.4 Job Actions

  • Confirm Job: Lock job for operations
  • Add Pieces: Enter individual cargo pieces
  • Generate MAWB: Create master AWB
  • Print Manifest: Generate cargo manifest
  • Close Job: Complete and archive job

5. AWB Management

5.1 AWB Types

Type Description
MAWB Master Air Waybill - Airline's transport document
HAWB House Air Waybill - Forwarder's document to shipper

5.2 Creating Master AWB (MAWB)

  1. Open a confirmed job
  2. Click Generate MAWB
  3. Enter:
    • MAWB Number: Airline-assigned number
    • Airline: Operating carrier
    • Origin Airport: Departure airport
    • Destination Airport: Arrival airport
    • Total Weight: Gross weight
    • Total Pieces: Piece count

5.3 Creating House AWB (HAWB)

  1. Navigate to Door-to-Door > Operations > House AWB
  2. Click New HAWB
  3. Enter shipper and consignee details:
    • Shipper Name: Sender details
    • Consignee Name: Receiver details
    • Consignee Address: Delivery address
    • Province: Destination province
    • Declared Value: For customs
    • COD Amount: If cash-on-delivery

5.4 AWB Status Tracking

Status Description
Created AWB generated
Manifested Added to flight manifest
Departed Flight departed
In Transit Between origin and destination
Arrived At destination airport
Customs Under customs clearance
Out for Delivery With delivery agent
Delivered Successfully delivered
Returned Returned to origin

6. Piece & Container Management

6.1 Piece Entry

Pieces are individual cargo items within a shipment.

To add pieces:

  1. Open a job or HAWB
  2. Click Add Pieces
  3. Enter:
    • Piece Number: Unique barcode/ID
    • Weight: Actual weight (kg)
    • Dimensions: L x W x H (cm)
    • Volumetric Weight: Calculated automatically
    • Description: Contents description
    • Declared Value: For customs

6.2 Weight Calculation

The chargeable weight is calculated as:

Chargeable Weight = MAX(Actual Weight, Volumetric Weight)

Volumetric Weight = (L x W x H) / 6000

6.3 Container Management

Containers group pieces for consolidated shipping.

To create a container:

  1. Navigate to Door-to-Door > Operations > Containers
  2. Click New Container
  3. Enter:
    • Container Number: Unique ID
    • Container Type: Box, Crate, Pallet, etc.
    • Max Weight: Weight capacity
    • Tare Weight: Empty weight

To load pieces into container:

  1. Open the container
  2. Click Load Pieces
  3. Scan or select pieces to add
  4. System validates weight limits

6.4 Container Sealing

Before export:

  1. Verify all pieces loaded
  2. Record seal number
  3. Take photographs (optional)
  4. Mark container as sealed

7. Customs Clearance

7.1 Export Customs

Steps:

  1. Generate customs declaration
  2. Submit to customs authority
  3. Pay applicable duties
  4. Receive clearance certificate
  5. Update job status

7.2 Import Customs

Steps:

  1. Receive arrival notification
  2. Submit import declaration
  3. Pay duties and taxes
  4. Customs inspection (if required)
  5. Receive release order
  6. Update AWB status

7.3 Required Documents

Document Purpose
Commercial Invoice Value declaration
Packing List Contents detail
AWB Transport document
Certificate of Origin Country of manufacture
Import License If applicable

7.4 Duty Calculation

Customs duties are calculated based on:

  • CIF Value (Cost + Insurance + Freight)
  • HS Code classification
  • Country-specific duty rates
  • Any applicable exemptions

8. Rate Chart Management

8.1 Rate Chart Overview

Rate charts define pricing based on destination province and weight slabs.

8.2 Creating Rate Charts

  1. Navigate to Door-to-Door > Settings > Rate Charts
  2. Click New Rate Chart
  3. Enter:
    • Rate Chart Name: Descriptive name
    • Effective From: Start date
    • Effective To: End date (optional)
    • Currency: Pricing currency
    • Country: Destination country

8.3 Rate Slabs

Define weight-based pricing:

From Weight To Weight Rate per Kg Minimum Charge
0 0.5 - 50.00
0.5 1.0 80.00 -
1.0 5.0 70.00 -
5.0 10.0 60.00 -
10.0 999 50.00 -

8.4 Province Rates

Different rates for different provinces:

Province Zone Rate Multiplier
Delhi A 1.00
Mumbai A 1.00
Chennai B 1.10
Remote Areas C 1.25

8.5 Rate Application

When calculating charges:

  1. Determine chargeable weight
  2. Find applicable rate slab
  3. Apply province multiplier
  4. Add fuel surcharge (if any)
  5. Add other charges

9. Scan Event Tracking

9.1 Scan Event Overview

Scan events provide real-time visibility of shipment movement.

9.2 Standard Scan Events

Code Event Description
PKP Pickup Collected from shipper
ARR Arrival at Hub Received at origin hub
MNF Manifested Added to flight manifest
DEP Departed Flight departed
TRS In Transit Between locations
ARD Arrived Destination At destination hub
CUS Customs Under customs clearance
OFD Out for Delivery With delivery agent
DEL Delivered Successfully delivered
RTS Return to Sender Failed delivery

9.3 Recording Scan Events

Manual Entry:

  1. Open piece or AWB
  2. Click Add Scan
  3. Select event type
  4. Enter location and timestamp
  5. Add remarks (optional)

Barcode Scanning:

  1. Use handheld scanner
  2. Scan piece barcode
  3. Select event type
  4. Auto-records location and time

9.4 Event Notifications

Configure automatic notifications:

  • Email alerts to consignee
  • SMS notifications
  • Agent notifications
  • Exception alerts

10. Reports

10.1 Available Reports

Report Description
Job Summary Overview of all jobs by period
AWB Register List of all AWBs with status
Piece Tracking Detailed piece-level tracking
Delivery Register Delivery performance report
COD Collection Cash-on-delivery summary
Agent Performance Agent delivery metrics
Revenue Report Revenue by job/agent/country
Weight Analysis Actual vs chargeable weight

10.2 Running Reports

  1. Navigate to Door-to-Door > Reports
  2. Select report type
  3. Set date range and filters
  4. Click Generate
  5. Export to PDF or Excel

10.3 Dashboard KPIs

The DTD Dashboard displays:

  • Total Jobs (MTD)
  • Total Pieces
  • Pending Deliveries
  • On-Time Delivery %
  • COD Pending Collection
  • Revenue Summary

11. Account Settings

11.1 GL Account Mapping

Map DTD transactions to General Ledger accounts:

Transaction GL Account
Freight Revenue 4010 - Freight Income
Other Charges Revenue 4020 - Service Income
COD Collections 1200 - COD Receivable
Agent Payables 2100 - Agent Payable
Customs Duties 5200 - Customs Expense

11.2 Numbering Sequences

Configure auto-numbering:

Document Format Example
Job Number JOB-YYYYMM-#### JOB-202501-0001
HAWB Number HAWB-######### HAWB-000000001
Container Number CNT-YYYYMMDD-### CNT-20250115-001

11.3 Default Settings

Configure module defaults:

  • Default origin country
  • Default currency
  • Volumetric divisor (default: 6000)
  • Auto-generate HAWB on piece entry
  • Require scan events for status updates

12. Workflow Diagrams

12.1 Export Workflow

┌─────────────┐     ┌─────────────┐     ┌─────────────┐
│   Booking   │────▶│ Job Created │────▶│ Piece Entry │
└─────────────┘     └─────────────┘     └─────────────┘
                                               │
                                               ▼
┌─────────────┐     ┌─────────────┐     ┌─────────────┐
│   Flight    │◀────│   Customs   │◀────│  Container  │
│  Departure  │     │  Clearance  │     │   Loading   │
└─────────────┘     └─────────────┘     └─────────────┘

12.2 Import Workflow

┌─────────────┐     ┌─────────────┐     ┌─────────────┐
│   Flight    │────▶│   Customs   │────▶│  Container  │
│   Arrival   │     │  Clearance  │     │  Unloading  │
└─────────────┘     └─────────────┘     └─────────────┘
                                               │
                                               ▼
┌─────────────┐     ┌─────────────┐     ┌─────────────┐
│ Job Closed  │◀────│  Delivery   │◀────│ Agent Hand  │
│             │     │ Completion  │     │    Over     │
└─────────────┘     └─────────────┘     └─────────────┘

12.3 Piece Lifecycle

Created → Received → Manifested → Departed → Arrived → Customs → Out for Delivery → Delivered
                                                                           │
                                                                           ├──▶ Returned
                                                                           └──▶ Lost/Damaged

13. Troubleshooting & FAQ

13.1 Common Issues

Q: Cannot add pieces to a closed job A: Jobs must be reopened before adding pieces. Navigate to job and click "Reopen Job".

Q: Weight mismatch error A: Ensure piece weights don't exceed container capacity. Check volumetric calculations.

Q: Rate not found error A: Verify rate chart is active for the destination province and date range.

Q: AWB number already exists A: AWB numbers must be unique. Check if the number is already used in another job.

Q: Customs clearance stuck A: Verify all required documents are uploaded and duties are calculated correctly.

13.2 Best Practices

  1. Always verify piece weights before loading containers
  2. Maintain accurate rate charts with proper effective dates
  3. Record scan events promptly for accurate tracking
  4. Close jobs regularly to maintain system performance
  5. Reconcile COD collections weekly
  6. Review delivery exceptions daily

13.3 Keyboard Shortcuts

Shortcut Action
Ctrl+N New Job
Ctrl+P Add Piece
Ctrl+S Save
Ctrl+F Search
F5 Refresh

13.4 Support

For technical support:

  • Check the Knowledge Base first
  • Contact your system administrator
  • Submit a support ticket through the Help menu

Last Updated: January 2025 Version: 1.0
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