|Document Determination||Automatically analyze the documents required for an export transaction using sophisticated business rules|
|Automatically determine which documents are needed for different legs of multi-leg shipments|
|Establish consolidation and precedence rules in case of duplicates|
|Verify that document requirements are satisfied|
|Document Generation||Custom-design documents using an intuitive interface to include system fields, set fonts, and assign colors|
|Draw from numerous included document templates, such as commercial invoice (CI), shipper's letter of instruction (SLI), packing list (PL), SOLAS verified gross mass (VGM), and bill of lading (BOL) to meet business and regulatory requirements|
|Include an image to use as an electronic signature|
|Choose when to generate documents based on business rules|
|Document Distribution||Create, modify, and preview the list of documents that will be sent for certain transaction types|
|Select a pre-defined list of recipients or enter them manually; send to system users or outside email addresses|
|Configure the subject line and body of the document email|
|Document Management||Define document types in the system; indicate their lead times and whether they require notarization, signature, or must be in official form|
|Display all documents associated with a particular transaction|
|Upload new documents and associate them to a partner or transaction|
Issues and Challenges
Although many governments now encourage electronic filing of global trade information, and partners are connected through networks, data is still largely exchanged in the form of "documents". Filling out forms has always been an exercise in collecting the right data and putting in the format required by the recipient. Although paper has largely been eliminated, PDFs have taken its place. Exporters have the responsibility to generate and transmit forms to their freight forwarders, customers, and appropriate government authorities. Each transaction may have several associated documents that must be sent to different parties. Once those documents are sent, they may need to be revised and they ultimately need to be stored with the transaction for audit and reference purposes.
- Identifying and completing all the documents needed to satisfy the governments and agencies regulating the transaction
- Producing the documents needed by forwarders, customers and brokers
- Distributing the correct documents to each appropriate party
- Managing the revision, transmission, and storage of documents
- Tracking document requirements, such as notarization or whether an "official" version is needed
- Establishing and enforcing business processes around document functions
- Generating the SOLAS verified gross mass (VGM) documentation
How Amber Road Can Help
Amber Road's Export Management solution uses a document generation system to manage the activities associated with document determination, distribution, and storage. An extensive set of configurable business rules help determine which documents are required for the transaction, based on criteria such as the transaction type, countries of import and export, and partner.
Conducting global trade is enormously complex due to regulatory controls and reporting requirements. Companies must stay in compliance.
Amber Road’s solutions automate all compliance functions. Our solution performs restricted party screening against blacklists, determines import and export license requirements, generates shipping documents to file with government agencies and creates a complete audit trail.
“We needed an efficient way to streamline export processes. Amber Road offered an easy-to-use, cost-effective solution that automates our shipments and ensures compliance with all export regulations.”
Vice President of Supply Chain