Freight Forwarders Dictionary

The Freight Forwarders Dictionary in Propamp.ai allows you to manage all forwarding companies you work with for shipping your products. This guide explains how to use this module to organize your logistics partners effectively.

Understanding the Freight Forwarders Interface

The Freight Forwarders page has a straightforward layout designed for easy management:

Key Interface Elements:

1. Page Header: Contains the page title and onboarding button
2. Search Field: Located at the top for finding specific freight forwarders
3. Add Freight Forwarder Button: Allows creation of new entries
4. Freight Forwarders Grid: Displays all your freight forwarding partners in a card format

Freight Forwarder Card Information:

Each card in the grid displays key information about the freight forwarder:

• Company Name: The name of the freight forwarding company
• Status Badge: Color-coded label showing ACTIVE, REMOVED, or ARCHIVED status
• Primary Address: The main address and country
• Expandable Contact Information: Additional details that can be shown or hidden
• Action Button: Edit option for managing the freight forwarder

Expanding Contact Information:

To view complete contact details for a freight forwarder:

1. Locate the freight forwarder card you’re interested in
2. Click the “Show More” button at the bottom of the card
3. The card will expand to show additional contact information:
   • Phone numbers
   • Email addresses
   • WeChat ID (if available)
   • WhatsApp number (if available)
4. Click “Show Less” to collapse this information

Finding Specific Freight Forwarders

As your list of freight forwarders grows, you can use the search tool to quickly find what you need:

Search Function:

1. Click in the search box at the top of the page
2. Type any part of the freight forwarder’s name or other details
3. Results will update in real-time as you type
4. The search is case-insensitive and looks for partial matches

Status Sorting:

The system automatically organizes freight forwarders by status, with ACTIVE freight forwarders appearing first in the grid. This makes it easier to find the partners you’re currently working with.

Creating a New Freight Forwarder

To add a new freight forwarding partner to your dictionary:

1. Click the “Add freight forwarder” button (with plus icon) in the top-right section
2. A dialog form will appear with the following sections:

Basic Information:

• Company name: Enter the freight forwarder’s business name (required)
• Status: Select from dropdown (ACTIVE, REMOVED, ARCHIVED)

Address Information:

• Street address: Enter the full street address
• Country: Select from the dropdown of available countries
• Postal/ZIP code: Enter the postal code for the address

Contact Information:

• Phone number: Enter the contact phone number
• Email: Enter the contact email address
• WeChat ID: Enter WeChat identifier (if applicable)
• WhatsApp number: Enter WhatsApp number (if applicable)

Additional Information:

• Comments: Add any notes or special instructions for this freight forwarder

3. Click “Save” to create the freight forwarder
4. The new freight forwarder will appear in your card grid

Adding Multiple Addresses:

If your freight forwarder has multiple offices or locations:

1. Complete the information for the primary address
2. Click the “Add Address” button
3. A new set of address fields will appear
4. Fill in the details for the additional address
5. Repeat as needed for all locations

Adding Multiple Contacts:

For freight forwarders with several contact persons:

1. Complete the contact information for the primary contact
2. Each address can have multiple contact persons
3. Add all relevant contact methods for effective communication

Editing an Existing Freight Forwarder

To modify a freight forwarder’s details:

1. Find the freight forwarder card you want to edit
2. Click the edit icon (pencil) on the card
3. A dialog will open with the freight forwarder’s current information pre-filled
4. Make your desired changes to any field
5. Click “Update Freight Forwarder” to save your changes
6. The card will refresh to display the updated information

Understanding Freight Forwarder Status

The status field helps you categorize and manage your freight forwarding partners:

ACTIVE Status:

• Use for freight forwarders you currently work with
• These appear first in the grid view
• Readily available for selection in purchase orders

ARCHIVED Status:

• Use for freight forwarders you’ve worked with in the past but might use again
• Maintains all information for historical reference
• Can be reactivated if you resume working with them

REMOVED Status:

• Use for freight forwarders you no longer wish to work with
• Keeps records for historical purposes
• Will not appear as options in new purchase orders

Bulk Import and Export Feature

For managing multiple freight forwarders efficiently, Propamp.ai offers template-based import and export functionality:

Accessing the Template Feature:

1. Click the “Freight Forwarder Onboarding” button in the page header
2. A modal will appear with options for template download and upload

Downloading the Template:

1. In the onboarding modal, click the download option
2. An Excel file will be downloaded to your computer
3. The template includes columns for:
   • Name (Company Name)
   • Status (ACTIVE/REMOVED)
   • Address
   • Country
   • City
   • Postal Code
   • Phone Number
   • Email
   • WeChat
   • WhatsApp

Filling Out the Template:

1. Open the downloaded template in Excel or a compatible spreadsheet application
2. Add new freight forwarders by entering data in each row
3. Ensure required fields (Company Name) are completed
4. Use valid status options: ACTIVE, REMOVED, or ARCHIVED

Uploading the Completed Template:

1. In the onboarding modal, select the upload option
2. Choose your completed template file
3. The system will validate your data and provide feedback on any issues
4. If validation is successful, your new freight forwarders will be added to the system
5. The card grid will refresh to display all freight forwarders, including the newly imported ones

Using Freight Forwarders in Purchase Orders

Freight forwarders in your dictionary serve an important role when creating purchase orders:

1. When you create a new purchase order, you’ll need to select a freight forwarder
2. Only ACTIVE freight forwarders will appear as options
3. The selected freight forwarder determines:
   • Shipping arrangements and capabilities
   • Logistics planning
   • Contact information for shipping coordination

Best Practices for Freight Forwarder Management

To maximize the effectiveness of your Freight Forwarders Dictionary:

1. Maintain Accurate Status: Regularly update the status of your freight forwarders to reflect your current working relationships.

2. Complete Contact Information: Add all available contact methods (phone, email, messaging apps) to ensure easy communication when needed.

3. Add Detailed Comments: Use the comments section to note special arrangements, preferred services, or historical performance notes.

4. Regular Updates: Review and update freight forwarder information quarterly or whenever there are changes to contact details or service offerings.

5. Use Status Effectively: Instead of deleting outdated entries, use the ARCHIVED or REMOVED status to maintain historical records.

Troubleshooting Common Issues

Empty Freight Forwarders List

If your Freight Forwarders page shows “No freight forwarders found”:

• You need to add your first freight forwarder
• Check if search filters are active and clear them
• Refresh the page to ensure data is loaded

Template Upload Errors

If you encounter issues when uploading your template:

• Verify that all required fields (Company Name) are completed
• Ensure status values match the allowed options exactly (ACTIVE, REMOVED, ARCHIVED)
• Check that countries match the predefined list in the system
• Make sure the file format hasn’t been changed (.xlsx)

Search Not Finding Expected Results

If you can’t find a specific freight forwarder:

• Try partial name searches
• Check if you’re looking for an ARCHIVED or REMOVED forwarder
• Clear the search and browse the full list
• Verify that the freight forwarder has been added to the system