Troubleshooting

Finding booking notes

An expected booking note is not in the list. A filter from earlier is usually still applied. Select Reset to clear every filter, column search and global search, then look again. If it still does not appear, check that it involves the current organization — only booking notes the organization is party to are visible. See Using the Requests List.

Fewer columns appear than a colleague sees. The two accounts are on different views. Columns are per view, not per user permission. Add the missing columns. See Using the Requests List.

An export is missing columns. Export includes only the columns visible in the current view. Add them to the list and export again. See Using the Requests List.

Opening and editing

A booking note cannot be opened. It is in Processing. The system is still reading the source. Use Refresh on the Requests list to see when it moves on.

A submitted booking note cannot be edited. (Shipper) Pending Review is view-only for Shippers. Ask the Freight Forwarding Agent to make the change, or duplicate the booking note, correct the duplicate and submit that.

An approved or rejected booking note cannot be edited. Both statuses are final for everyone, including the Freight Forwarder who made the decision. Duplicate it to create a new editable booking note. See What Each Status Means.

The Shipper field is grayed out. (Freight Forwarder) The booking note was created and submitted by a Shipper through the portal, so the originating Shipper is locked. It is editable only on booking notes the Freight Forwarder created themselves.

Submitting

Submit does not do anything. Something on the form is invalid. Expand every section — a missing field inside a collapsed Cargo entry stays invisible until then — and check each cargo entry, particularly any marked as dangerous goods. See Errors and Warnings.

An error appears about Package Type or Package Amount. They are validated as a pair. Give both, with an amount greater than zero, or clear both.

A warning appears about the Cargo Ready Date. The date is in the past or more than six months ahead. Check it against the source. If it is genuinely correct, submission can continue — the warning does not block it.

A value is not available yet, but the note needs submitting. Use Save & Exit. The booking note stays in Draft and editable until the missing value is available.

Uploads and extraction

Fields are empty on an uploaded booking note. The system did not find those values in the document. Empty means not recognized, not broken. Fill them in yourself. See How Documents and Emails Are Read.

The Latest Shipping Date is the same as the Cargo Ready Date. The source did not contain a latest shipping date, so the Cargo Ready Date was copied in as a fallback. Set the real date. See How Documents and Emails Are Read.

Dates came through in the wrong format. Date conventions are ambiguous and a misread date is still a valid date. Check against the source panel and correct it.

A booking note is marked Failed. The system could not build a booking note from the source. Open it and check the reason. Failed booking notes cannot be reprocessed, so the source has to be fixed and a new one submitted, or the booking note created manually. See How Documents and Emails Are Read.

A file would not upload. Check the format and that it is under 20 MB. See How Documents and Emails Are Read.

Email intake

An email was sent and nothing appeared. Allow time for processing, then refresh the Requests list. Check the Status column for a Failed record, which means the email arrived but could not be read. If nothing appeared at all, confirm the address was correct — it is specific to the organization and to this module.

Can several bookings be sent in one email? No. One email produces one booking note. Send them separately.

Can the intake address be shared? Share it directly with the specific people who need it. Do not publish it anywhere public. Anything sent to it creates a booking note in the module. See Creating by Email.

Review and approval

How is a booking note sent back with feedback? (Freight Forwarder) Not currently possible. Review has two outcomes, approve and reject, and both are final. Tell the Shipper what was wrong outside the portal and they can submit a corrected booking note. A Changes Requested outcome is planned.

Is saving required before approving? No. Approve saves any changes first, then approves, so the approved record contains the latest edits. If the save cannot complete, the booking note is not approved and a message explains why. See How to Review and Approve.

Other questions

What is TEU? Twenty-foot Equivalent Units, calculated from the container types and amounts on the booking note. It expresses total container volume as one number so notes with mixed sizes can be compared. See Containers and Cargo /en/booking-notes-module/booking-note-form/containers-cargo).

Can the Portal Booking ID be changed? No. It is system-generated and fixed. A separate editable reference is planned.

Where is dangerous goods set for the whole booking note? It is not set at booking note level. It is set per cargo entry, so one booking note can carry both dangerous and ordinary cargo. See Dangerous Goods.