SHIPMANX
Complete User Guide

1. Open the invitation email and click Activate Account. If you don't have an invite, ask your company Admin to add you from Settings → Company → Users.
2. Set your password (minimum 8 characters). Your email address is your login identity.
3. On the login screen, enter your email and password, then click Sign In.
4. If MFA is enabled by your admin, you'll be prompted for a verification code from your authenticator app — enter the 6-digit code to proceed.

The main navigation is on the left sidebar. Click any section to expand it:

• Dashboard — KPIs, active shipments summary, action items
• Shipments — Browse/create Export, Import, Domestic, and Samples records
• Documents — Manage CI, PL, BL, AWB, COO and quotation documents
• Rates — Search rates and generate PDF quotations
• Reports — Daily automated reports and saved exports
• Action Center — Prioritized list of shipment issues and follow-up tasks
• Intelligence — Carrier tracking, risk scoring, exception alerts
• Settings — Company, users, notifications, document templates

Before adding shipments, configure your company profile so all generated documents print correctly:

1. Navigate to Settings → Company.
2. Fill in: Company Name, Address, Phone, default Currency, and upload your Logo.
3. Set your address blocks used in CI/PL headers.
4. Click Save Changes.

1. Go to Settings → Company → Users.
2. Click Add Employee.
3. Enter their Name and Email address.
4. Select their Role: Admin (full control) or User (day-to-day access).
5. Click Send Invite. They receive an email with an activation link and can log in immediately.

As Admin you can deactivate any user from the same screen to revoke access instantly.

• Timezone — Controls when daily reports are generated and when Night Watch evaluates each shipment. Set this before any other configuration.
• Display preferences — Date format, number format.
• Notification fallback email — Used when the primary email is unreachable.

• CI Template — Choose layout (full-page or A4), set default incoterm, signature block.
• PL Template — Commodity table format, number formatting.
• Quotation Template — Add your company tagline, payment terms default.
• Numbering format — Set prefix, starting number, and padding for each document type.

1. Go to Shipments → Export and click New Export Shipment.
2. Fill in: Shipper, Consignee, Loading Port, Destination Port, ETD, ETA.
3. Add the Carrier, MBL and HBL numbers once received from the forwarder.
4. Set the Goods Description, Gross Weight, and Measurement.
5. Assign the shipment to a Rate from the database if a quotation has been issued.
6. Click Save Shipment. The record appears in Shipments → Browse Export.

As the shipment progresses, update milestone fields from Shipments → Browse Export by clicking the shipment row:

• ETD / ETA — Update when the schedule changes.
• ATA (Actual Time of Arrival) — Set once cargo arrives at destination.
• Gate-In / Loading / Departure — Update as containers move through the terminal.
• BL Release / Delivery — Mark when documents are released or cargo is delivered.

From Shipments → Browse Export, click any shipment row to open it in edit mode. Use the Delete Export Shipment button to remove archived records. You cannot delete a shipment that has attached documents — remove documents first.

1. Go to Shipments → Import and click New Import Shipment.
2. Enter Shipper, Consignee, Loading Port, Destination Port, ETA.
3. Add Carrier, MBL, HBL, Container Number(s).
4. Set Gross Weight, CBM, and cargo description.
5. Click Save Shipment.

Import shipments track a different milestone sequence than exports. Update these from the shipment edit screen:

• ETA — Estimated arrival at destination port.
• Arrival (ATA) — Vessel arrives at port.
• Gate-In — Container cleared into terminal / CFS.
• Documents Received — BL, CI, packing list received from forwarder.
• Customs Clearance — Importer or customs broker clears the cargo.
• Delivery / Do Collected — Delivery order collected, cargo out-gated.

The Reports → Import Daily Report generates a daily snapshot of all active import shipments sorted by ETA. Scheduled recipients receive this automatically each morning. Configure recipients at Settings → Notifications → Import Report Recipients.

1. Go to Shipments → Domestic and click New Domestic Shipment.
2. Enter Shipper, Consignee, Origin, Destination, ETD, ETA.
3. Add Carrier, AWB / Tracking Number.
4. Fill in Gross Weight and cargo details.
5. Click Save Shipment.

Domestic shipments do not use CI/BL documents — they rely on the AWB or carrier tracking number as the primary reference. Use the Document Workflow for quotation or delivery-note generation if needed.

Domestic milestones: ETD → Departure → Arrival (ATA) → Delivery. Update from the shipment edit screen or from the browse table's inline edit.

1. Go to Shipments → Samples and click New Sample Shipment.
2. Enter Shipper, Consignee, Origin, Destination, ETD.
3. Add Carrier / Courier and tracking number.
4. Set the Description of Samples and weight.
5. Click Save.

Samples shipments use a simplified lifecycle: Created → ETD Set → Dispatched → Delivered. There are no BL/CI documents for samples — the courier tracking number is the primary reference. Night Watch flags samples that have passed their ETD with no delivery confirmation.

1. Open the shipment from Shipments → Browse Export (or Import).
2. Scroll to the Documents section and click Generate CI / PL.
3. The system populates shipper, consignee, goods, weight, and values from the shipment record.
4. Review the generated CI — edit values inline before saving if needed.
5. Click Save & Preview to view the print layout.
6. Use Print Summary to open a print-ready view. From the browser print dialog, choose Save as PDF.

1. Go to Shipments → Browse Export and click the shipment row.
2. Click Upload Document and select the file (PDF, JPG, PNG).
3. Choose the Document Type (Bill of Lading, AWB, Certificate of Origin, etc.).
4. Click Upload. The document appears in the shipment's document list.
5. Attach the uploaded BL or AWB to the Shipment Document field so Night Watch can track its release date.

If a document needs correction after submission to the bank or customs:

1. Go to Documents → Document Revision Upload.
2. Select the Shipment and Document Type.
3. Upload the revised file and add a revision note.
4. Click Submit Revision. The revised version replaces the previous one with a revision log.

1. Go to Rates → Export Rates and click New Export Rate.
2. Enter the Carrier, Route (origin port → destination port), 20GP, 40GP, 40HC rates.
3. Set the Validity Start and Validity End dates.
4. Add Transit Time, Free Time, and any notes.
5. Click Save Rate. The rate appears in Rates → Browse Export Rates.

Import rates follow the same process via Rates → Import Rates → New Import Rate.

1. Navigate to Rates → Browse Export Rates (or Import Rates).
2. Use the search/filter fields to filter by Carrier, Origin, Destination.
3. Results update in real time. Click any rate row to view full details.

1. With a shipment open, click Rate Quotation from the shipment's action menu.
2. The system pre-fills the route, cargo details, and selected rate from the database.
3. Review and adjust the total landfall, validity, and payment terms.
4. Click Generate PDF. A print-ready quotation opens in a new tab.
5. Save as PDF or print directly from the browser.

1. Go to Settings → Notifications.
2. Scroll to Daily Reports.
3. For each mode (Export, Import, Domestic), set the Delivery Time — the clock time at which the report is generated and emailed.
4. Choose the Format: PDF, Excel, or Both.
5. Add recipient email addresses in the Recipients field — use commas to separate multiple addresses.
6. Click Save Notifications.
7. Use the Test button to send a sample report immediately and verify delivery.

All generated reports are stored and accessible from Reports → Saved Reports. You can download any historical report as PDF or Excel. Reports are retained for 90 days.

The PDF daily report includes a formatted table of all active shipments for the selected mode, sorted by ETD/ETA. The Excel export includes all data columns for import into other tools. Both are generated server-side and attached to the email at send time.

1. Open the Action Center from the sidebar (lightning bolt icon).
2. Read the Recommended Action column for each item.
3. Click the Ref to open the shipment record.
4. Resolve the issue in the shipment record (e.g., upload BL, update ETA, generate CI).
5. Return to the Action Center — the item drops off when Night Watch runs the following night. To dismiss manually, click the X next to the item.

As an Admin, you can adjust flag thresholds in Settings → Action Center Configuration. Available flags include: overdue ETA threshold (days), missing document types, BL release delay threshold, and customs clearance SLA.

Night Watch is enabled by default for all companies on an active subscription. To pause it temporarily, contact support or disable from Settings → Notifications by pausing daily report generation. The Action Center still updates when shipments are manually saved even if Night Watch is paused.

1. Go to Freight Invoice Analysis (may appear under Reports or a dedicated menu item).
2. Click Upload Invoice and select the file (PDF, XLSX, or CSV from your freight forwarder).
3. For the system to match charges, at least one rate for the relevant shipment must exist in the Rate Database — upload rates for the shipment before uploading the invoice.
4. The system parses the invoice and attempts to match each charge line to a stored rate.
5. Review the results on the Invoice Analysis Results page.

Below the KPI tiles, the Freight KPI panel shows month-to-date realized freight costs broken down by mode:

• Export — Total invoiced ocean freight + local charges for export shipments this month
• Import — Total charges for import shipments
• Domestic — Domestic shipment costs
• Total MTD — Sum across all modes
• vs Prior Period — Percentage change vs last month (positive = cost increased)

Admins can show/hide tiles and reorder them from Settings → Dashboard. Drag tiles to reorder, toggle visibility with the eye icon. Changes save automatically and apply to all users in the company.

1. Go to Settings → Company → Users.
2. Click Add Employee.
3. Enter their Name and Email address.
4. Set their Role: Admin (full access) or User (standard access).
5. Click Send Invite. They receive an email with an activation link.
6. They click the link, set their password, and can log in immediately.

1. Go to Settings → Company → Users.
2. Find the user row and click the Deactivate button (or the edit icon → Deactivate).
3. The user's session is terminated immediately and they can no longer log in.
4. All data they created remains intact.