PoD Process Flows Overview

From Calidus HUB
Revision as of 16:50, 3 December 2025 by Anw (talk | contribs) (Initial creation from PoD Process Flows Overview - v0.3.docx)
(diff) ← Older revision | Latest revision (diff) | Newer revision → (diff)

This document is intended to outline the transactional process flows in use at Port Of Dover from a Calidus systems perspective.

For further information about using any of the Calidus systems in this document please refer to the individual system user guides.


SYSTEMS IN USE

SYSTEMS

System Primary Purpose Primary Device
Bay Diary To manage bookings on to Warehouse and Container Yard Bays PC
TCM (Container Yard) To complete and track movements within the Container Yard Tablet
Traffic Control To capture signatures upon departure from the site Tablet
WMS To track movements within the warehouse PC
WCS To complete movements generated by the WMS in an audited fashion RF
Portal To allow PoD customers to create / manage Bookings PC
Vision To provide a management level overview of performance PC


SOLUTION MAP

PoD-Process-3.png


PROCESS FLOWS

Each of the following sections contains a process flow diagram. Each diagram provides an end to end flow of the system steps required to complete a specific process.

Below is an example of a Process Flow diagram. There is a key to the left of the diagram to explain the segments and shapes used to describe each process flow.

PoD-Process-4.png

In addition to these diagrams, for each process there is a step by step guide including screenshots for each step involved.


INBOUND

FULL CONTAINER DELIVERY

Goods receipt of a container


4.1.1 VESSEL (IMPORT)

4.1.1.1 PROCESS FLOW

PoD-Process-5.png


4.1.1.2 EXAMPLE

Step 1 - WMS - Add the Vessel that will be delivering the containersPoD-Process-6.png

Step 2 - WMS - Add the Voyage reference for this Vessel's trip

Note - All GRN's linked to this Voyage will be displayed in the Receipts tabPoD-Process-7.png

Step 3 - WMS - Add the GRN (1 per container to be delivered)

Note - An EDI inbound flow will create the GRN's with the required information populated PoD-Process-8.png

Step 4 - TCM - Locate the Job in WIP and select itPoD-Process-9.png

Step 5 - TCM - Available tasks will display. Select the appropriate task to start the movePoD-Process-10.png

Step 6 - TCM - A list of suitable storage locations for the container will display. Select the desired locationPoD-Process-11.png

Step 7 - TCM - The task being completed is summarised. Press Confirm to complete the taskPoD-Process-12.png

A notification bar displays at the top of the screen to confirm that the task has been completed successfullyPoD-Process-13.png


4.1.2 ROAD (EXPORT)

4.1.2.1 PROCESS FLOW

PoD-Process-14.png


4.1.2.2 EXAMPLE

Step 1 - WMS - Add the GRN

Note - An EDI inbound flow will create the GRN's with the required information populated, including pallet details PoD-Process-15.png

Step 2 - Bay Diary - Select a Time for the BookingPoD-Process-16.png

Step 3 - Bay Diary - Add the Booking (Full Container Delivery) and link the GRNPoD-Process-17.png

Step 4 - Bay Diary - "Arrive" the Booking

PoD-Process-18.png

Step 5 - Bay Diary - Print the Ticket

Note - Print Dialog will open in a new window with Temporary Access Pass displayed

PoD-Process-19.png

Step 6 - TCM - Locate the Job in WIP and select itPoD-Process-20.png

Step 7 - TCM - Confirm the Vehicle RegistrationPoD-Process-21.png

Step 8 - TCM - Available tasks will display. Select the appropriate task to start the movePoD-Process-22.png

Step 8 - TCM - A list of suitable storage locations for the container will display. Select the desired locationPoD-Process-23.png

Step 9 - TCM - The task being completed is summarised. Press Confirm to complete the task PoD-Process-24.png

A notification bar displays at the top of the screen to confirm that the task has been completed successfullyPoD-Process-25.png

Bay Diary booking status is updated to "Processed"

PoD-Process-26.png


BREAK BULK (PALLETS) DELIVERY

Goods receipt of pallets


4.2.1 VESSEL (IMPORT)

4.2.1.1 PROCESS FLOW

PoD-Process-27.png


4.2.1.2 EXAMPLE

Step 1 - WMS - Add the Vessel that will be delivering the containersPoD-Process-6.png

Step 2 - WMS - Add the Voyage reference for this Vessels trip

Note - All GRN's linked to this Voyage will be displayed in the Receipts tabPoD-Process-7.png

Step 3 - WMS - Add the GRN

Note - An EDI inbound flow will create the GRN's with the required information populated, including pallet details PoD-Process-28.png

Step 4 - WCS - Receipt Pallets

PoD-Process-29.pngPoD-Process-30.png

Step 5 - WCS - Put-away Pallets

PoD-Process-31.png

Receipt status updated to "Putaway Confirmed" in WMSPoD-Process-32.png


4.2.2 ROAD (EXPORT)

4.2.2.1 PROCESS FLOW

PoD-Process-33.png


4.2.2.2 EXAMPLE

Step 1 - WMS - Add the GRN

Note - An EDI inbound flow will create the GRN's with the required information populated, including pallet details PoD-Process-34.png

Step 2 - Bay Diary - Select a Time for the BookingPoD-Process-35.png

Step 3 - Bay Diary - Add the Booking (Inbound) and link the GRNPoD-Process-36.png

Step 4 - Bay Diary - "Arrive" the Booking

PoD-Process-37.png

Step 5 - Bay Diary - Print the Ticket

Note - Print Dialog will open in a new window with Temporary Access Pass displayed

PoD-Process-38.png

Step 6 - WCS - Receipt Pallets

PoD-Process-39.png PoD-Process-40.png

Step 7 - WCS - Put-away Pallets

PoD-Process-41.png

Receipt status updated to "Putaway Confirmed" in WMS PoD-Process-42.png

Bay Diary booking status is updated to "Processed"

PoD-Process-43.png


EMPTY CONTAINER DELIVERY

Receipt of an empty container


4.3.1 ROAD / VESSEL

4.3.1.1 PROCESS FLOW

PoD-Process-44.png


4.3.1.2 EXAMPLE

Step 1 - TCM - Select either "Inbound Road" or "Inbound Vessel" from the Processes section of the Burger menu

PoD-Process-45.png

Step 2 - TCM - Add the task header and detail records and confirm the entries (multiple containers can be added against a single booking)PoD-Process-46.png

Step 3 - TCM - Locate the Job in WIP and select it PoD-Process-47.png

Step 4 - TCM - Confirm the job detailsPoD-Process-48.png

Step 5 - TCM - Available tasks will display. Select the appropriate task to start the move PoD-Process-49.png

Step 6 - TCM - A list of suitable storage locations for the container will display. Select the desired locationPoD-Process-50.png

Step 7 - TCM - The task being completed is summarised. Press Confirm to complete the taskPoD-Process-51.png

A notification bar displays at the top of the screen to confirm that the task has been completed successfullyPoD-Process-52.png


OUTBOUND

Sales Order of a full container


FULL CONTAINER COLLECTION

5.1.1 ROAD (IMPORT)

5.1.1.1 PROCESS FLOW

PoD-Process-53.png


5.1.1.2 EXAMPLE

Step 1 - WMS - Add the Sales Order PoD-Process-54.png

Step 2 - Bay Diary - Select a Time for the BookingPoD-Process-55.png

Step 3 - Bay Diary - Add the Booking (Outbound) and link the Sales Order PoD-Process-56.png

Step 4 - Bay Diary - "Arrive" the Booking

PoD-Process-57.png

Step 5 - Bay Diary - Print the Ticket

Note - Print Dialog will open in a new window with Temporary Access Pass displayed

PoD-Process-58.png

Step 6 - TCM - Locate the Job in WIP and select it PoD-Process-59.png

Step 7 - TCM - Available tasks will display. Select the appropriate task to start the move PoD-Process-60.png

Step 8 - TCM - Confirm the move details before starting the task PoD-Process-61.png

Step 9 - TCM - The task being completed is summarised. Press Confirm to complete the task PoD-Process-62.png

A notification bar displays at the top of the screen to confirm that the task has been completed successfullyPoD-Process-13.png

Bay Diary booking status is updated to "Processed"

PoD-Process-63.png

Step 10 - Traffic Control - Locate the Booking in Traffic Control, and select Depart PoD-Process-64.png

Step 11 - Traffic Control - Capture Signature and then select Depart PoD-Process-65.png

A notification bar displays at the top of the screen to confirm that the booking has been departed PoD-Process-66.png

Bay Diary booking status is updated to "Departed" and the Departure Time has been set

PoD-Process-67.png

Sales Order status is updated to "9 - Despatched" PoD-Process-68.png


5.1.2 VESSEL (EXPORT)

5.1.2.1 PROCESS FLOW

PoD-Process-69.png


5.1.2.2 EXAMPLE

Step 1 - WMS - Add the Sales Order

Note - "Request Type" is E and "Customer Ref." is Voyage ReferencePoD-Process-70.png PoD-Process-71.png

Step 2 - TCM - Add the task header and detail records and confirm the entries (multiple containers can be added against a single booking)PoD-Process-72.png

Step 3 - WMS - Allocate the order in Sales Order Maintenance HeaderPoD-Process-73.png

Step 4 - TCM - Locate the Job in WIP and select it PoD-Process-74.png

Step 5 - TCM - Available tasks will display. Select the appropriate task to start the move PoD-Process-75.png

Step 6 - TCM - Confirm the move details before starting the task PoD-Process-76.png

Step 7 - TCM - The task being completed is summarised. Press Confirm to complete the task PoD-Process-77.png

A notification bar displays at the top of the screen to confirm that the task has been completed successfully PoD-Process-78.png

Step 8 - WMS - Despatch the Order PoD-Process-79.png

Information pop-up displays to confirm the order has been despatched PoD-Process-80.png


BREAK BULK (PALLETS) COLLECTION

Sales Order of pallets


5.2.1 ROAD (IMPORT)

5.2.1.1 PROCESS FLOW

PoD-Process-81.png


5.2.1.2 EXAMPLE

Step 1 - WMS - Add the Sales OrderPoD-Process-82.png

Step 2 - Bay Diary - Select a Time for the BookingPoD-Process-55.png

Step 3 - Bay Diary - Add the Booking (Outbound) and link the Sales OrderPoD-Process-83.png

Step 4 - Bay Diary - "Arrive" the Booking

PoD-Process-84.png

Sales Order status is updated to "5 - Pick List". WCS Tasks addedPoD-Process-85.png

Step 5 - Bay Diary - Print the Ticket

Note - Print Dialog will open in a new window with Temporary Access Pass displayed

PoD-Process-86.png

Step 6 - WCS - Pick the Pallets

PoD-Process-87.png PoD-Process-88.png

Step 7 - WCS - Load the Order

PoD-Process-89.png PoD-Process-90.png

Sales Order status is updated to "9 - Despatched" PoD-Process-91.png

Bay Diary booking status is updated to "Processed"

PoD-Process-92.png

Step 8 - Traffic Control - Locate the Booking in Traffic Control, and select DepartPoD-Process-93.png

Step 9 - Traffic Control - Capture Signature and then select Depart PoD-Process-94.png

A notification bar displays at the top of the screen to confirm that the booking has been departed PoD-Process-95.png

Bay Diary booking status is updated to "Departed" and the Departure Time has been set

PoD-Process-96.png


5.2.2 VESSEL (EXPORT)

5.2.2.1 PROCESS FLOW

PoD-Process-97.png


5.2.2.2 EXAMPLE

Step 1 - WMS - Add the Sales Order

Note - "Request Type" is E and "Customer Ref." is Voyage ReferencePoD-Process-98.pngPoD-Process-99.png

Step 2 - WMS - Allocate the order in Sales Order Maintenance Header and Generate Pick ListPoD-Process-100.png

The Picklist will print on the users default printerPoD-Process-101.png

Pick tasks are sent to the WCSPoD-Process-102.png

Step 3 - WCS - Pick the Pallets

PoD-Process-103.png PoD-Process-104.png

Step 4 - WMS - Despatch the OrderPoD-Process-105.png

Information pop-up displays to confirm the order has been despatchedPoD-Process-106.png


5.2.2.3 TAKING IT FURTHER

Sales Orders can be grouped using Pick Waves. This allows them to be Allocated, Picked, and Despatched together

Step 1 - WMS - Open Pick Wave Maintenance

Note - "Order Status" and "Request Type" can be used to filter the resultsPoD-Process-107.png

Step 2 - WMS - Build the Route Load by ticking the relevant orders and pressing Save

Note - The Load number will then be assignedPoD-Process-108.png

Step 3 - WMS - Allocate the Route/LoadPoD-Process-109.png

Step 4 - WMS - Send the Route/Load out for PickingPoD-Process-110.png

Picklists will print for each order on the Route/LoadPoD-Process-111.png

PoD-Process-112.png

Complete the picks on the RF as normal

Step 5 - WMS - Despatch the Route/Load (all orders will be despatched)PoD-Process-113.png


EMPTY CONTAINER COLLECTION

Collection of empty containers


5.3.1 ROAD (IMPORT)

5.3.1.1 PROCESS FLOW

PoD-Process-114.png


5.3.1.2 EXAMPLE

Step 1 - Bay Diary - Select a Time for the Booking PoD-Process-115.png

Step 2 - Bay Diary - Add the Booking (Empty Collection) and enter the Container Type PoD-Process-116.png

Step 3 - Bay Diary - "Arrive" the Booking

PoD-Process-117.png

Step 4 - Bay Diary - Print the Ticket

Note - Print Dialog will open in a new window with Temporary Access Pass displayedPoD-Process-118.png

Step 5 - TCM - Locate the Job in WIP and select it PoD-Process-119.png

Step 6 - TCM - Available tasks will display. Select the appropriate task to start the move PoD-Process-120.png

Step 7 - TCM - Select the location that the Empty Container is stored inPoD-Process-121.png

Step 8 - TCM - Select the Empty ContainerPoD-Process-122.png

Step 9 - TCM - Confirm the move details before starting the task PoD-Process-123.png

Step 10 - TCM - The task being completed is summarised. Press Confirm to complete the task PoD-Process-124.png

A notification bar displays at the top of the screen to confirm that the task has been completed successfullyPoD-Process-125.png

Bay Diary booking status is updated to "Processed"

PoD-Process-126.png

Step 11 - Traffic Control - Locate the Booking in Traffic Control, and select Depart PoD-Process-127.png

Step 12 - Traffic Control - Capture Signature and then select Depart PoD-Process-128.png

A notification bar displays at the top of the screen to confirm that the booking has been departed PoD-Process-129.png

Bay Diary booking status is updated to "Departed" and the Departure Time has been set

PoD-Process-130.png


5.3.2 VESSEL (EXPORT)

5.3.2.1 PROCESS FLOW

PoD-Process-131.png


5.3.2.2 EXAMPLE

Step 1 - TCM - Add the Outbound Vessel TasksPoD-Process-132.png

Step 2 - TCM - Confirm the tasksPoD-Process-133.png

Step 3 - TCM - Locate the Job in WIP and select it PoD-Process-134.png

Step 4 - TCM - Select the container that is being movedPoD-Process-135.png

Step 5 - TCM - Confirm the move details before starting the task PoD-Process-136.png

Step 6 - TCM - Move the container on to the bay and Confirm the task PoD-Process-137.png

A notification bar displays at the top of the screen to confirm that the task has been completed successfully PoD-Process-138.png


MAINTENANCE

DESTUFFING

Transferring the stock held within a container into the warehouse


6.1.1 ROAD (YARD)

6.1.1.1 PROCESS FLOW

PoD-Process-139.png


6.1.1.2 EXAMPLE

Note - Before a Container can be "Destuffed" it must have been receipted into the Container Yard (see Inbound - Full Container Delivery)PoD-Process-140.png

Step 1 - Bay Diary - Select a Time for the Booking PoD-Process-141.png

Step 2 - Bay Diary - Add the Booking (De-stuffing) and link the GRN PoD-Process-142.png

Step 3 - TCM - Locate the Job in WIP and select it PoD-Process-143.png

Step 4 - TCM - Confirm the move details before starting the taskPoD-Process-144.png

Step 5 - TCM - Move the container on to the bay and Confirm the task PoD-Process-145.png

A notification bar displays at the top of the screen to confirm that the task has been completed successfully PoD-Process-146.png

The status of the Bay Diary booking will be updated to "Arrived"PoD-Process-147.png

Completing the container yard task will also send the WCS tasks.

Step 6 - WCS - Receipt the pallets

PoD-Process-148.png PoD-Process-149.png

Once all pallets have been receipted a new Container Yard Move will be created to return the container to the yard

PoD-Process-150.png

Step 7 - WCS - Put-away the Pallets

PoD-Process-151.png

Receipt status updated to "Putaway Confirmed" in WMS PoD-Process-152.png

Step 8 - TCM - Select the task in WIP

PoD-Process-153.png

Step 9 - TCM - Select a location to return the empty container toPoD-Process-154.png

Step 10 - TCM - Confirm the move details before starting the task PoD-Process-155.png

Step 11 - TCM - Move the container on to the bay and Confirm the task PoD-Process-156.png

A notification bar displays at the top of the screen to confirm that the task has been completed successfully PoD-Process-157.png

Bay Diary booking status is updated to "Processed"

PoD-Process-158.png


PORTAL

UPLOAD SALES ORDERS

Sales orders can be uploaded through the Portal using the Order Upload menu


7.1.1 EXAMPLE

Step 1 - Build a Sales Order File

The file type must be .csv. The below table indicates the required column layout of the file:

Column

Name

1

Order Number

2

Order Date

3

Customer Reference

4

Customer Code

5

Customer Name

6

Delivery Address 1

7

Delivery Address 2

8

Delivery Address 3

9

Delivery Address 4

10

Post Code

11

Country Code

12

Phone Number

13

Email

14

Delivery Date

15

SKU

16

Quantity

Example of a filePoD-Process-159.png

Step 2 - Select the file (Choose File) in Order UploadPoD-Process-160.png

Step 3 - Locate the file on local drive and select OpenPoD-Process-161.png

Step 4 - Upload the File

PoD-Process-162.png

A message will display to indicate that the file has been uploaded.

The PENDING status indicates that the order is still being loaded into the WMS.PoD-Process-163.png

A script is running in the background to upload the files into the WMS and create the relevant Sales Orders and Order Line DetailsPoD-Process-164.png

PoD-Process-165.png

Once the order/s have been uploaded the status is updated to "SUCCESS" in PortalPoD-Process-166.png


BOOKINGS

Bay Diary Bookings can be added through the Portal using the Bookings menu. To add any booking type you must first select a CarrierPoD-Process-167.png


7.2.1 EXAMPLES

7.2.1.1 FULL CONTAINER DELIVERY

Pre-cursor - In order to add a Full Container Delivery Booking through Portal a Goods Receipt Advice with a unique Advice Note Number must be setup in the WMSPoD-Process-168.png

Step 1 - Select the Booking Type fill in the required fields (enter the Advice Note number in Reference) and press Request Slot PoD-Process-169.png

Step 2 - Select the desired slot from the available slotsPoD-Process-170.png

Step 3 - Enter the vehicle and driver information and press SavePoD-Process-171.png

A pop-up notification box will display confirming the booking detailsPoD-Process-172.png

The booking is created in the Bay Diary systemPoD-Process-173.png


7.2.1.2 BREAK BULK (PALLETS) DELIVERY

Pre-cursor - In order to add a Break Bulk Delivery Booking through Portal a Goods Receipt Advice with a unique Advice Note Number must be setup in the WMS PoD-Process-174.png

Step 1 - Select the Booking Type fill in the required fields (enter the Advice Note number in Reference) and press Request Slot PoD-Process-175.png

Step 2 - Select the desired slot from the available slots PoD-Process-176.png

Step 3 - Enter the vehicle and driver information and press Save PoD-Process-177.png

A pop-up notification box will display confirming the booking details PoD-Process-178.png

The booking is created in the Bay Diary system PoD-Process-179.png


7.2.1.3 EMPTY CONTAINER COLLECTION

Step 1 - Select the Booking Type fill in the required fields (enter the ISO Container Type in Reference) and press Request Slot PoD-Process-180.png

Step 2 - Select the desired slot from the available slots PoD-Process-181.png

Step 3 - Enter the vehicle and driver information and press Save PoD-Process-182.png

A pop-up notification box will display confirming the booking details PoD-Process-183.png

The booking is created in the Bay Diary system PoD-Process-184.png


7.2.1.4 FULL CONTAINER COLLECTION

Pre-cursor - In order to add a Full Container Collection Booking through Portal a Sales Order with a unique Reference Number must be setup in the WMS PoD-Process-185.png

The Container number should also be linked to the OrderPoD-Process-186.png

Step 1 - Select the Booking Type fill in the required fields (enter the ISO Container Type in Reference) and press Request Slot PoD-Process-187.png

Step 2 - Select the desired slot from the available slots PoD-Process-188.png

Step 3 - Enter the vehicle and driver information and press Save PoD-Process-189.png

A pop-up notification box will display confirming the booking details PoD-Process-190.png

The booking is created in the Bay Diary system PoD-Process-191.png


7.2.1.5 BREAK BULK (PALLETS) COLLECTION

Pre-cursor - In order to add an Outbound Booking through Portal a Sales Order with a unique Reference Number must be setup in the WMS PoD-Process-192.png

Step 1 - Select the Booking Type fill in the required fields (enter the ISO Container Type in Reference) and press Request Slot PoD-Process-193.png

Step 2 - Select the desired slot from the available slots PoD-Process-194.png

Step 3 - Enter the vehicle and driver information and press Save PoD-Process-195.png

A pop-up notification box will display confirming the booking details PoD-Process-196.png

The booking is created in the Bay Diary system PoD-Process-197.png


APPENDIX A DOCUMENT HISTORY

Document History

Version Date Status Reason Initials
0.1 05/03/2019 In Progress To record process flows from Calidus systems perspective CH
0.2 18/03/2019 In Progress Various changes including addition of ECC flow and example CH
0.3 18/04/2019 For Review Added in FCC Vessel process. Document ready for review CH
Retrieved from ‘https://calidusassist.adcservices.apteancloud.com/calidus-assist/OBS/index.php?title=PoD_Process_Flows_Overview&oldid=15037’