Creating an Export Brokerage Job¶

Purpose¶

One action creates the whole set of records a brokerage job needs — the purchase, the stock, the outbound order, the equipment and the container.

Who does this¶

Office staff who book freight for a customer without moving the goods themselves.

Before you start¶

You have the right account (see Permissions and Access).
The record and date you are working on are correct.
Words you do not know are in the Glossary.

Before you create anything¶

1. Review the source document.

If the screen has suggested values for you, check every one against the document the customer sent. A suggestion is not evidence. Correct anything that does not match.

2. Confirm the details

both parties
the reference
the container
the timing
the lines

3. If it is a sea booking, select the exact booking.

4. Search for what already exists.

Search by the reference, the container and the booking. Write down any purchase, outbound, equipment, stock or allocation records you find.

If an equivalent set already exists, or you are not sure whether it does, stop. Creating a second set leaves you with duplicate stock, duplicate orders and no clean way to undo it.

Creating¶

Submit the request once.

If the screen times out or the result is unclear, do not submit again. A repeat can create a second set. Search for what was created first — see below.

Checking what was created¶

A success message is not proof. The job is only complete once you have opened and checked each of these:

the inbound order and all its lines
the load record
the stock lot and the remaining balances
the booking — whether it was reused or created
the outbound order and all its lines
the equipment and its load
the allocations
any warnings left on the screen

If any of these does not match what you intended, stop all downstream work and report it. A result that lists record numbers but does not balance is not a completed job.

Cancelling a job you just created¶

Cancellation is only possible while the job is completely untouched.

Identify exactly which records this action created.
Check whether any work has started on any of them — weighing, equipment activity, the load moving, stock allocated elsewhere.
If anything has progressed, cancellation is not available. Do not try to force it.

If nothing has progressed, cancel through the normal route. It will remove what it created and leave alone anything that existed before — your original booking and equipment are preserved.

Cancellation is not a general undo. It is not a way to fix a mistake on a job that has already started, and it is not a way to reverse a single allocation.

After cancelling, reopen everything and confirm what was removed and what was kept. Anything left behind that you cannot explain is an incomplete cancellation — report it.

If the result is unclear¶

This applies to both creating and cancelling.

Search the whole set of records the action would have made.
Compare what you find against what you intended.
Only retry if you can prove nothing was created.

If you cannot prove that, do not retry. Report it with the reference, the container and what you found.

If something goes wrong¶

Situation	What you do
The suggested values do not match the document	Correct them before creating. Do not create and fix afterwards.
An equivalent set already exists	Stop. Do not create a second one.
It timed out	Do not submit again. Search for what exists first.
It says created but the balances do not match	Not a completed job. Stop downstream work and report it.
I need to cancel but work has started	Cancellation is not available. Do not force it.
Cancelling left something behind	Report it. An unexplained leftover is an incomplete cancellation.
I am not sure whether it created anything	Search first. Retry only if you can prove it created nothing.

Who owns the next step¶

Office owns the creation. After that, each record belongs to its own owner — the warehouse, the scale, outbound and accounting — see Who Owns Each Step of an Order and The working day, step by step.

The full step-by-step¶

This page is the short version. The screen-by-screen procedure with every field and recovery step is here:

Export Brokerage