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How to Generate and Manage Pre-Alert Documents in Ocean Export

The Pre-Alert feature in GoFreight allows you to efficiently generate and share shipment details. Follow this guide to create, preview, and manage Pre-Alert documents.

Step 1: Access the Pre-Alert Function

Once all shipment data is finalized under Ocean Export, you can generate a Pre-Alert document from the Tools section in the HBL (House Bill of Lading).

  1. Open the relevant HBL file.
  2. Click on Tools in the upper right corner.
  3. Select Pre-Alert from the dropdown menu.

Step 2: Review the Pre-Alert Document

The system will first open a preview page, displaying key shipment details, including:

  • Job No. (known as File No. in the system)
  • MB/L & HB/L (Master Bill of Lading Number and House Bill of Lading Number)
  • SHPR & CNEE (Shipper & Consignee)
  • CARR (Carrier Information)
  • VSL/VOV (Vessel & Voyage)
  • POR (Port of Receipt), POL (Port of Loading) & ETD, POD (Port of Discharge)  & ETA, Destination
  • CTNR No. (Container Details, including Container No. Type and Size, Seal No.)
  • COMM (Commodity Information)
  • PONBR (PO Number) & PKGS (Package Details)

At the bottom, there is an RMK (Remarks) section for you to add special instructions or additional details for your overseas agents.

Step 3: Use the Insert Template Function

The Insert Template function allows you to quickly apply pre-defined text templates for consistency in your Pre-Alert documents. This feature can be enabled upon request. If you don’t need this feature, you can proceed to the next step.

Create a New Template

  1. Click the blue arrow in the upper corner of any grey column.
  2. Click the green pen icon to open the Text Template window.
  3. Click ADD (green button) to create a new template.
  4. Name your template (e.g., MY TEMPLATE 01) and click the check mark to save.
  5. Enter your template text (e.g., TEMPLATE EXAMPLE) in the text box on the right.
  6. Click SAVE, then APPLY to use the template.

Once saved, your template will be available for future use.

Step 4: Export and Send the Pre-Alert

After confirming all shipment details on the Pre-Alert preview page, you can download, print, or send the document directly from GoFreight using the following options at the top of the page:

  • PDF (Download the document in PDF format)
  • PRINT (Print a hard copy)
  • EMAIL (Send the Pre-Alert via email)
  • WORD (Available upon request)

Once you click any of these icons, the document will be automatically saved in the DOC Center for record-keeping.

By following these steps, you can efficiently generate and manage Pre-Alert documents in GoFreight, ensuring smooth communication with your overseas agents.

For a visual guide on using this feature, please refer to the video below: