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Booking Management

Introduction​

The Booking Management section is the starting point of your freight workflow. Here you create, review, and process booking requests from customers. Once accepted, bookings can be converted to shipments for further processing.

Booking Management

Accessing Booking Management​

Navigation:

  1. Log in to your Blockpeer account
  2. Click Booking in the left sidebar
  3. The booking list page will display

Booking List Overview​

Understanding the Booking Table​

The booking list displays all booking requests with the following columns:

NO

  • Sequential number
  • Booking order in list

NAME

  • Booking reference number
  • Auto-generated format: #BOOK00001, #BOOK00002, etc.
  • Click to view booking details
  • Unique identifier for each booking

CUSTOMER

  • Customer name who made the booking
  • From customer database
  • Bill To customer reference

VESSEL

  • Vessel name or number
  • Transportation vessel details
  • Example: "123"

TRANSPORT

  • Mode of transportation
  • Options: ocean, air, land
  • Example: "ocean"

STATUS

  • Current booking status
  • Color-coded badge:
    • Draft (Blue): Initial state, not submitted
    • Pending (Yellow): Awaiting review
    • Accepted (Green): Approved booking
    • Rejected (Red): Declined booking

ACTION

  • Action buttons for booking management:
    • Accept (Green checkmark): Approve the booking
    • Reject (Red X): Decline the booking
    • Convert To Ship (Blue ship icon): Move to shipping (appears after acceptance)
    • View/Edit (Blue eye/pencil icon): View or modify booking details
    • Delete (Red trash icon): Remove booking

Table Features​

Search Functionality

  • Search box in top right corner
  • Search by booking name, customer, or vessel
  • Real-time filtering

Pagination

  • "Entries Per Page" dropdown (top left)
  • Options: 10, 25, 50, 100 entries
  • Shows "Showing X to Y of Z entries"
  • Navigation arrows at bottom

Export Options (Top right buttons)

  • Download (Cyan button): Export booking list
  • PDF (Pink button): Generate PDF report
  • Print (Orange button): Print booking list

Creating a New Booking​

Step-by-Step Process​

Step 1: Open Create Booking Form

  1. Click the + (Plus) button in the top right corner
  2. The "Create Booking Request" dialog will open

Create Booking Form

Step 2: Select Customers

Bill To Customer

  • Customer who will receive the invoice
  • Responsible for payment
  • Click "Change" to select different customer
  • Click "Edit Detail" to modify customer information

Displays:

  • Customer name
  • Customer email
  • Ellipsis (...) for additional details
  • Contact number (e.g., 1234567890)

Ship To Customer

  • Consignee receiving the shipment
  • Delivery destination
  • Click "Change" to select different customer
  • Click "Edit Detail" to modify customer information

Displays:

  • Customer name
  • Customer email
  • Ellipsis (...) for additional details
  • Contact number (e.g., 1234567890)

Step 3: Fill Shipping Details

Loading Port (Required)

  • Port of origin
  • Where cargo will be loaded
  • Example: "Port 1"

Discharge Port (Required)

  • Destination port
  • Where cargo will be unloaded
  • Example: "Port 2"

Vessel (Required)

  • Vessel name or identification
  • Transportation vessel details
  • Example: "123"

Date (Required)

  • Booking date or sailing date
  • Use date picker for selection
  • Format: DD-MM-YYYY
  • Example: "22-11-2025"

BarCode (Required)

  • Barcode identifier
  • Unique tracking reference
  • Example: "123"

Tracking No (Required)

  • Tracking number for shipment
  • Used for monitoring shipment progress
  • Example: "12345"

Step 4: Attach Files (Optional)

Attechment File section

  • Click Choose File Here button
  • Select supporting documents
  • Multiple files can be attached
  • Supported formats: PDF, DOC, DOCX, XLS, XLSX, images
  • Use for: Purchase orders, packing lists, certificates, etc.

Step 5: Submit Booking

  1. Review all entered information
  2. Ensure all required fields are filled
  3. Verify customer selection is correct
  4. Click Submit button (bottom right)
  5. Booking will be created with "Draft" or "Pending" status
  6. Success message will appear
  7. Booking appears in booking list

Tips for Creating Bookings​

✅ Do:

  • Verify customer information before submitting
  • Double-check port names for accuracy
  • Ensure date is correct and in future
  • Use unique tracking numbers
  • Attach all relevant documentation
  • Review form before submission

❌ Don't:

  • Leave required fields empty
  • Use incorrect customer selection
  • Enter past dates (if not allowed)
  • Duplicate tracking numbers
  • Skip file attachments if documentation required
  • Rush through the form

Booking Status Workflow​

Understanding Status Flow​

Draft → Pending → Accepted → Convert to Ship
                ↓
            Rejected

Draft Status

  • Initial state when booking is created
  • Can be edited freely
  • Not yet submitted for review
  • No action required

Pending Status

  • Booking submitted for review
  • Awaiting acceptance or rejection
  • Action buttons available: Accept, Reject
  • Cannot be edited until decision made

Accepted Status

  • Booking approved
  • Ready for shipping process
  • "Convert to Ship" button appears
  • Can proceed to next stage

Rejected Status

  • Booking declined
  • No further action needed
  • Remains in system for record
  • Can be viewed but not converted

Accepting a Booking​

When to Accept​

Accept bookings when:

  • All information is complete and accurate
  • Customer requirements can be met
  • Vessel/transport is available
  • Ports are accessible
  • Documentation is in order
  • Payment terms are agreed

Acceptance Process​

Step 1: Review Booking

  1. Locate booking in list
  2. Click on booking name to view details
  3. Verify all information:
    • Customer details
    • Loading and discharge ports
    • Vessel information
    • Date and schedule
    • Tracking numbers
    • Attached documents

Step 2: Accept Booking

  1. Return to booking list
  2. Locate the Accept button (green checkmark) in ACTION column
  3. Click Accept
  4. Confirmation may appear
  5. Status changes to "Accepted"
  6. "Convert to Ship" button appears

Step 3: Post-Acceptance

  • Notify customer of acceptance (if not automatic)
  • Prepare for shipping documentation
  • Update internal systems
  • Schedule vessel space if needed

What Happens After Acceptance​

Automatic Changes:

  • Status updates to "Accepted"
  • Accept button is replaced with "Accept" badge (blue)
  • Convert To Ship button appears in ACTION column
  • Booking is locked from major edits
  • Customer may receive notification

Next Steps:

  • Convert booking to shipping
  • Begin shipping documentation
  • Fill container and order details
  • Prepare shipping instructions

Rejecting a Booking​

When to Reject​

Reject bookings when:

  • Information is incomplete or incorrect
  • Cannot meet customer requirements
  • Vessel/transport unavailable
  • Ports not accessible
  • Schedule conflicts
  • Payment terms not acceptable
  • Documentation missing or invalid

Rejection Process​

Step 1: Review Booking

  1. Open booking details
  2. Identify issues or reasons for rejection
  3. Note rejection reason for records

Step 2: Reject Booking

  1. Return to booking list
  2. Locate the Reject button (red X) in ACTION column
  3. Click Reject
  4. Confirmation dialog may appear
  5. Enter rejection reason (if prompted)
  6. Confirm rejection

Step 3: Post-Rejection

  • Status changes to "Rejected"
  • Booking remains in system for records
  • Cannot be converted to shipping
  • Notify customer of rejection
  • Provide reason and alternatives if possible

Rejection Best Practices​

Communication:

  • Inform customer promptly
  • Provide clear rejection reason
  • Offer alternatives when available
  • Suggest corrections if applicable
  • Maintain professional tone

Documentation:

  • Record rejection reason
  • Note date and time
  • Keep correspondence
  • Update internal notes
  • Archive for reference

Converting Booking to Shipping​

Prerequisites​

Before converting, ensure:

  • Booking status is "Accepted"
  • All booking information is verified
  • Customer has been notified
  • Ready to begin shipping documentation

Conversion Process​

Step 1: Locate Accepted Booking

  1. Find booking with "Accepted" status
  2. Verify "Convert To Ship" button is visible
  3. Ensure booking is correct one

Step 2: Convert to Shipping

  1. Click the Convert To Ship button (blue ship icon)
  2. Confirmation dialog may appear
  3. Confirm conversion
  4. System processes conversion

Step 3: Verify Conversion

  1. Success message appears
  2. Booking moves from Booking list
  3. New shipping record created
  4. Navigate to Shipping section to see new record

What Happens During Conversion​

Automatic Actions:

  • New shipping record created with format: #FSN-00001, #FSN-00002, etc.
  • All booking data copied to shipping
  • Booking marked as "Converted"
  • Shipping appears in Shipping section
  • Initial shipping status set (usually "Draft")

Data Transfer: The following information is automatically transferred:

  • Customer information (Bill To and Ship To)
  • Loading and discharge ports
  • Vessel details
  • Date information
  • Barcode
  • Tracking number
  • Attached files

What Needs to Be Filled: After conversion, you must fill in shipping section:

  • Main Carriage details
  • Container information
  • Order details
  • Services required
  • Route information

Editing a Booking​

When to Edit​

Edit bookings when:

  • Corrections needed before submission
  • Customer requests changes
  • Dates need adjustment
  • Port information changes
  • Documentation needs updating
  • Status is still Draft or Pending

Editing Process​

Step 1: Open Edit Form

  1. Locate booking in list
  2. Click Edit button (blue pencil icon) or click on booking name
  3. Booking form opens with current data

Step 2: Modify Information

  1. Update any fields as needed
  2. Change customer selection if required
  3. Adjust dates, ports, or vessel
  4. Update tracking numbers
  5. Add or remove attachments

Step 3: Save Changes

  1. Review all modifications
  2. Ensure required fields are still filled
  3. Click Update or Save button
  4. Changes are applied
  5. Booking list refreshes

Editing Restrictions​

Cannot Edit When:

  • Status is "Accepted" and conversion started
  • Booking has been converted to shipping
  • Status is "Rejected" (may be view-only)

Limited Editing:

  • After acceptance, major changes may require rejection and new booking
  • System administrator may have override capabilities
  • Some fields may be locked after submission

Viewing Booking Details​

Detailed View​

Booking View

Accessing Details:

  1. Click on booking NAME (reference number)
  2. Or click View button if available
  3. Detailed view opens

Information Displayed:

  • Full booking reference
  • Complete customer information
  • All shipping details
  • Attached documents
  • Status history
  • Creation date and user
  • Modification history
  • Notes and comments

Actions Available:

  • Edit booking (if status allows)
  • Print booking details
  • Export to PDF
  • Send to customer
  • Add notes
  • Attach additional files

Deleting a Booking​

When to Delete​

Delete bookings when:

  • Duplicate entry created
  • Test booking needs removal
  • Booking created in error
  • Customer cancels before processing
  • Data cleanup required

Deletion Process​

Step 1: Verify Deletion Need

  1. Ensure booking should be deleted
  2. Check if already converted (may not be deletable)
  3. Verify no dependent records

Step 2: Delete Booking

  1. Locate booking in list
  2. Click Delete button (red trash icon)
  3. Confirmation dialog appears
  4. Confirm deletion
  5. Booking is removed

Deletion Warnings​

⚠️ Important:

  • Deleted bookings may not be recoverable
  • Cannot delete converted bookings
  • Historical data may be affected
  • Consider archiving instead of deleting
  • Check company policy on deletions

⚠️ Restrictions:

  • Cannot delete accepted bookings (may need rejection first)
  • Cannot delete converted bookings
  • May require administrator permission
  • Audit trail may retain deletion record

Booking Management Best Practices​

Data Entry Standards​

Accurate Information

  1. Verify customer details before submission
  2. Double-check port names
  3. Confirm vessel availability
  4. Use correct date formats
  5. Ensure unique tracking numbers

Consistent Naming

  • Use standard port abbreviations
  • Follow company vessel naming conventions
  • Consistent tracking number formats
  • Clear booking references

Documentation

  • Attach all required documents
  • Use clear file names
  • Organize files logically
  • Keep file sizes reasonable
  • Update attachments as needed

Workflow Efficiency​

Quick Processing

  1. Review bookings promptly
  2. Accept or reject without delay
  3. Communicate decisions quickly
  4. Convert accepted bookings immediately
  5. Keep status current

Batch Operations

  • Review multiple bookings together
  • Process similar bookings in batches
  • Schedule regular review times
  • Use filters for organization

Communication

  • Update customers on status changes
  • Provide rejection reasons
  • Confirm acceptance details
  • Share tracking information
  • Follow up on pending items

Quality Control​

Pre-Submission Checks

  • Verify all required fields filled
  • Confirm customer selection correct
  • Check date validity
  • Review port information
  • Validate tracking numbers
  • Ensure file attachments complete

Post-Creation Review

  • Confirm booking created successfully
  • Verify data accuracy
  • Check status is correct
  • Ensure booking appears in list
  • Test tracking number uniqueness

Regular Audits

  • Review pending bookings daily
  • Clear old draft bookings
  • Update stale information
  • Remove test entries
  • Maintain clean booking list

Searching and Filtering Bookings​

Search Capabilities​

Using Search Box

  1. Locate search box in top right
  2. Enter search term
  3. Results filter automatically
  4. Clear to show all bookings

Search By:

  • Booking reference number (#BOOK00001)
  • Customer name
  • Vessel name/number
  • Tracking number
  • Date range

Filtering Tips​

Effective Searching

  • Use specific reference numbers for exact matches
  • Search customer names for all their bookings
  • Filter by status (manually in list)
  • Use date sorting
  • Combine search with pagination

Organization Methods

  • Sort by date (newest first)
  • Group by status
  • Filter by customer
  • Separate by transport type
  • Organize by vessel

Exporting Booking Data​

Export Options​

Download (Excel/CSV)

  1. Click Download button (cyan)
  2. File generates with all booking data
  3. Save to computer
  4. Open in spreadsheet software
  5. Use for analysis or backup

PDF Export

  1. Click PDF button (pink)
  2. PDF report generates
  3. Includes all visible bookings
  4. Suitable for printing or archiving
  5. Professional format for sharing

Print

  1. Click Print button (orange)
  2. Print dialog opens
  3. Select printer and settings
  4. Print booking list
  5. Use for physical records

Export Use Cases​

Reporting

  • Daily booking reports
  • Customer booking history
  • Status summaries
  • Performance analytics
  • Management dashboards

Backup and Archive

  • Regular data backups
  • End-of-period archives
  • Compliance documentation
  • Historical records
  • Disaster recovery

Integration

  • Import to accounting systems
  • Share with partners
  • Feed to analytics tools
  • Update ERP systems
  • Synchronize with CRM

Troubleshooting Common Issues​

Cannot Create Booking​

Problem: Submit button disabled or form won't save

Solutions:

  1. Check all required fields are filled (marked with *)
  2. Verify customer selected for both Bill To and Ship To
  3. Ensure date format is correct
  4. Check tracking number is unique
  5. Validate all field formats
  6. Try refreshing page
  7. Clear browser cache
  8. Contact administrator

Booking Not Appearing in List​

Problem: Created booking doesn't show

Solutions:

  1. Refresh the page (F5 or browser refresh)
  2. Check pagination - may be on different page
  3. Search by booking reference
  4. Verify creation was successful
  5. Check if filtered or sorted differently
  6. Review in another browser
  7. Contact technical support

Cannot Accept/Reject Booking​

Problem: Action buttons not working

Solutions:

  1. Verify booking status allows action
  2. Check user permissions
  3. Ensure not already processed
  4. Refresh page
  5. Clear browser cache
  6. Try different browser
  7. Contact administrator

Convert to Ship Not Available​

Problem: Button doesn't appear after acceptance

Solutions:

  1. Confirm booking status is "Accepted"
  2. Refresh the page
  3. Check if already converted (look in Shipping section)
  4. Verify no system errors occurred
  5. Review user permissions
  6. Wait a moment and refresh again
  7. Contact administrator if persists

File Upload Issues​

Problem: Cannot attach files to booking

Solutions:

  1. Check file size (may have limit, typically 5-10MB)
  2. Verify file format is supported
  3. Ensure stable internet connection
  4. Try different file
  5. Clear browser cache
  6. Use different browser
  7. Compress large files
  8. Contact technical support

Tips for Efficient Booking Management​

Daily Operations​

Morning Routine

  1. Review all pending bookings
  2. Accept or reject waiting bookings
  3. Convert accepted bookings to shipping
  4. Follow up on draft bookings
  5. Communicate with customers

Throughout the Day

  • Monitor new booking submissions
  • Respond to booking requests promptly
  • Update statuses as needed
  • Maintain communication with customers
  • Document issues and resolutions

End of Day

  • Review day's bookings
  • Ensure no pending items overlooked
  • Prepare next day's priorities
  • Update status reports
  • Clear completed items

Organization Strategies​

Prioritization

  1. Urgent bookings first
  2. Customer priority levels
  3. Vessel departure dates
  4. Volume considerations
  5. Special requirements

Categorization

  • Group by customer
  • Sort by transport type
  • Organize by destination
  • Filter by urgency
  • Separate by status

Performance Optimization​

Speed Tips

  • Use keyboard shortcuts
  • Bookmark frequent filters
  • Prepare standard responses
  • Use templates when possible
  • Batch similar operations
  • Minimize tab switching

Accuracy Improvements

  • Use checklists for verification
  • Standard operating procedures
  • Double-entry verification
  • Regular training updates
  • Peer reviews on complex bookings

Integration with Freight Workflow​

Booking in Complete Workflow​

Position in Process:

Customer Request → **BOOKING** → Shipping → Invoice → Payment

Booking Role:

  • First formal step in freight process
  • Captures initial customer requirements
  • Determines feasibility
  • Foundation for shipping documentation
  • Basis for pricing and invoicing

Data Flow​

From Booking to Shipping:

  • All booking details transfer automatically
  • Customer information copied
  • Port details transferred
  • Vessel and date information moved
  • Tracking numbers carried forward
  • Attachments linked

From Shipping to Invoice:

  • Completed shipping generates invoice
  • Container and service charges calculated
  • Customer billing information used
  • Payment terms applied
  • Invoice sent automatically