Import-Export Workflow for Companies Trading Internationally
ProcessMate is a cloud business process management tool that and below we will be reviewing how its capabilities can be used to implement a solution to manage Import-Export workflows for companies trading internationally.
Import-Export Process Definition
Processing orders or requests for import (export) is a multi-task process in ProcessMate. It is easily configurable, so what we offer is a template, extendable to your particular business process and organizational specifics. The process covers steps from Signing the Contract to Delivery and Payment, however it can be extended with additional steps, such as pre-contract quotation, submission of declarations, etc. The process is mostly manual, performed by different teams or people.
Workflow Management – Key Features
The key features of ProcessMate for Import/Export processes:
Exemplary Import/Export Process
The above process is a simpler, high-level representation of the actual process. Although ProcessMate can handle much more complex flows, which includes parallel tasks, approvals, etc, we find that it’s a simple implementation that helps managers and employees most, and have high rate of adoption.
Managing Export (or Import) workflow
In ProcessMate, the export/import process (and any other) is a number of steps implemented sequentially or in parallel in order to complete the process. The process also keeps contains parameters, such as information about customer, ETA dates, or any other parameters that can easily be configured in the system.
Each process can be viewed in details, together with its attached documents, data fields and most importantly, tasks. The below view shows just a part of this functionality. Additionally, users may attach documents to a particular Shipment process, receive notifications and many more.
Optional Feature: Keeping track record of customers and/or suppliers
One of the new features of ProcessMate is ability to track information about your customers and/or suppliers independently of processes. This is optional functionality, which might or might not be used together with process management. It’s similar to a spreadsheet used to keep track of data placed into cloud, accessible from anywhere in the world, with fine-grained authorization (only certain users can be configured to view/edit certain data), email notifications on change.
The below exemplary database of vessels shows all the required parameters (additional parameters can easily be configured). In addition, the “Vessel” records can be tied to other records, such as “Ports”, if you would like to keep track of ports as well. The main advantage though comes from associating processes to Vessels. Hence you would always know what processes (for example export processes) are currently related to what suppliers, or the history of such processes tied to individual customer/supplier record.