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ExportFlow Pro

Complete User Guidelines

Version 1.0

1. Introduction

ExportFlow Pro is an export management CRM designed to help businesses manage customers, products, shipments, export documentation, payments, employees and operational activities from one centralized system.

The application provides a structured workflow for managing export operations from customer management through shipment completion and payment tracking.

Customer Management Manage customers, contacts and business information.

Product Management Maintain products, HS Codes, pricing and origin details.

Shipment Management Create and track export shipments from booking to delivery.

Document Management Store and track export-related documents.

Payment Management Track invoices, payments and outstanding balances.

Task Management Assign and monitor operational activities.

2. Getting Started

Follow the steps below to begin using ExportFlow Pro.

1. Log in to your ExportFlow Pro application.
2. Open the module required for your task.
3. Enter the required information in the form.
4. Select existing records from lookup fields whenever applicable.
5. Review the information before saving.
6. Click Submit to create a new record.
7. Open the relevant report to view and manage existing records.

Important: System-generated IDs and reference numbers should not be manually modified unless the application specifically allows it.

3. Dashboard

The Dashboard provides a quick overview of important business and operational information.

Dashboard Information

• Total Customers – Displays the number of customer records.
• Active Shipments – Displays current shipment activity.
• Pending Documents – Shows documents that require attention.
• Pending Payments – Shows outstanding payment activity.
• Overdue Tasks – Shows tasks that require follow-up.
• Total Export Value – Displays the total export value recorded in the system.

Tip: Use the Dashboard as the starting point for daily monitoring and management review.

4. Company Management

The Company module is used to maintain your organization's business information.

Company Information

• Company Name
• Contact Person
• Email Address
• Phone Number
• Website
• Business Address
• GST/VAT Number
• IEC Number
• Company Logo
• Time Zone
• Status

How to Add a Company

1. Open the Company form.
2. Enter the company name and contact information.
3. Enter the complete business address.
4. Enter GST/VAT and IEC information where applicable.
5. Upload the company logo if required.
6. Select the appropriate time zone and status.
7. Review the information and click Submit.

5. Customer Management

The Customer module stores information about customers involved in export activities.

Customer Information

• Customer ID
• Customer Name
• Contact Person
• Email
• Phone
• Business Type
• Country
• GST Number
• IEC Number
• Address
• Status
• Notes

Business Types

Exporter Importer Manufacturer Trading Company Freight Forwarder Logistics Company Other

How to Add a Customer

1. Open the Customer form.
2. Enter the customer name and contact information.
3. Select the appropriate business type.
4. Enter the country and business address.
5. Enter GST and IEC information where applicable.
6. Select the customer status.
7. Add notes if required.
8. Click Submit.

Best Practice: Search for an existing customer before creating a new record to prevent duplicate customer records.

6. Product Management

Use the Product module to maintain information about products being exported.

Product Information

• Product ID
• Product Name
• Product Code
• HS Code
• Category
• Unit
• Unit Price
• Weight
• Country of Origin
• Status
• Description

Product Categories

Agriculture Textiles Chemicals Engineering Goods Food Products Handicrafts Pharmaceuticals Machinery Electronics Furniture

How to Add a Product

1. Open the Product form.
2. Enter the product name and product code.
3. Enter the applicable HS Code.
4. Select the category and unit.
5. Enter the unit price and weight.
6. Enter the country of origin.
7. Select the product status.
8. Add a product description if required.
9. Click Submit.

Important: Verify the HS Code and product information before using the product in a shipment.

7. Shipment Management

The Shipment module is used to create, manage and track export shipments.

Shipment Information

• Shipment ID
• Shipment Reference
• Customer
• Product
• Quantity
• Unit Price
• Total Value
• Container Number
• Booking Number
• Bill of Lading Number
• Shipping Line
• Vessel Name
• Port of Loading
• Port of Discharge
• Booking Date
• ETD
• ETA
• Shipment Status
• Remarks

Shipment Status

Draft Booked Documentation Customs Clearance In Transit Arrived Delivered Cancelled

How to Create a Shipment

1. Open the Shipment form.
2. Enter the shipment reference.
3. Select the customer.
4. Select the product.
5. Enter quantity, unit price and total value.
6. Enter container and booking information.
7. Enter Bill of Lading information when available.
8. Enter shipping line and vessel information.
9. Enter the port of loading and port of discharge.
10. Enter booking date, ETD and ETA.
11. Select the current shipment status.
12. Add remarks if required.
13. Review the information and click Submit.

Tip: Keep the shipment status updated throughout the export process so that the Dashboard and Reports provide accurate information.

8. Document Management

Use the Document module to store and track documents associated with export shipments.

Document Types

Commercial Invoice Packing List Bill of Lading Certificate of Origin Insurance Certificate Inspection Certificate Shipping Bill Export License

Document Status

Pending Uploaded Verified Approved Rejected Expired

How to Add a Document

1. Open the Document form.
2. Select the related shipment.
3. Select the customer.
4. Select the document type.
5. Enter the document number.
6. Upload the document.
7. Enter issue and expiry dates where applicable.
8. Select the document status.
9. Add remarks if required.
10. Click Submit.

Important: Make sure the document is associated with the correct shipment before uploading it.

9. Payment Management

The Payment module is used to track invoices, payments and outstanding balances.

Payment Information

• Payment ID
• Shipment
• Customer
• Invoice Number
• Invoice Date
• Invoice Amount
• Paid Amount
• Balance Amount
• Due Date
• Payment Date
• Payment Method
• Payment Status
• Remarks

Payment Methods

Bank Transfer Wire Transfer Cheque Cash UPI Other

Payment Status

Pending Partial Paid Overdue Cancelled

How to Add a Payment

1. Open the Payment form.
2. Select the shipment.
3. Select the customer.
4. Enter the invoice number and invoice date.
5. Enter the invoice amount.
6. Enter the paid amount.
7. Verify the balance amount.
8. Enter the due date and payment date.
9. Select the payment method.
10. Select the payment status.
11. Add remarks if required.
12. Click Submit.

Financial Check: Always verify the relationship between Invoice Amount, Paid Amount and Balance Amount before saving the payment.

10. Employee Management

The Employee module is used to maintain employee information, departments and roles.

Departments

Sales Operations Accounts Management

Roles

Admin Export Manager Operations Accounts Sales Viewer

How to Add an Employee

1. Open the Employee form.
2. Enter the employee name and contact information.
3. Select the department.
4. Select the appropriate role.
5. Set the employee status.
6. Review the information and click Submit.

11. Task Management

Use the Task module to manage operational activities, assignments and follow-ups.

Task Types

Documentation Container Booking Customs Clearance Inspection Invoice Payment Follow-up Shipment Follow-up Customer Follow-up

Task Priority

High Medium Low

Task Status

Pending In Progress Completed Cancelled Overdue

How to Create a Task

1. Open the Task form.
2. Select the related shipment.
3. Select the customer.
4. Enter the task name.
5. Select the task type.
6. Assign the task to an employee.
7. Select the priority.
8. Enter the due date and reminder date where applicable.
9. Select the task status.
10. Add notes if required.
11. Click Submit.

12. Reports

Reports allow users to search, review and manage records across ExportFlow Pro.

Report	Purpose
Company Report	Review and manage company information.
Customer Report	View customers and contact information.
Product Report	Review products, categories and HS Codes.
Shipment Report	Monitor shipment information and status.
Document Report	Track export documents.
Payment Report	Track invoices, payments and outstanding balances.
Task Report	Monitor assigned and pending tasks.
Employee Report	Review employees, departments and roles.

13. Recommended Daily Workflow

A typical export operation can be managed through the following workflow:

Customer → Product → Shipment → Documents → Tasks → Payments → Reports

1. Create or verify the customer.
2. Create or verify the required product.
3. Create the shipment.
4. Upload the required export documents.
5. Create operational tasks and assign them to employees.
6. Update the shipment status as the shipment progresses.
7. Record and track invoices and payments.
8. Review reports for operational and financial information.
9. Monitor the Dashboard for important activities.

14. Data Quality Guidelines

Accurate data is important for reliable reports, dashboards and business decisions.

• ✓ Complete all mandatory fields before submitting a record.
• ✓ Use consistent customer and company names.
• ✓ Verify email addresses and phone numbers.
• ✓ Verify GST and IEC information.
• ✓ Verify HS Codes before saving products.
• ✓ Link shipments to the correct customer and product.
• ✓ Enter accurate ETD and ETA dates.
• ✓ Upload the correct documents.
• ✓ Keep invoice and payment information accurate.
• ✓ Update shipment statuses regularly.
• ✓ Update task statuses after completing activities.
• ✓ Avoid creating duplicate records.

15. Updating Records

Existing records can be updated when information changes.

1. Open the relevant report.
2. Search for the required record.
3. Open the record.
4. Click Edit.
5. Update the required information.
6. Review all changes.
7. Click Update to save the changes.

Best Practice: Update an existing record whenever possible instead of creating a duplicate record.

16. Status Management

Shipment Lifecycle

Draft → Booked → Documentation → Customs Clearance → In Transit → Arrived → Delivered

Document Status

Use Pending, Uploaded, Verified, Approved, Rejected or Expired according to the actual document condition.

Payment Status

Use Pending, Partial, Paid, Overdue or Cancelled.

Task Status

Use Pending, In Progress, Completed, Cancelled or Overdue.

17. Common Mistakes to Avoid

Duplicate Customers

Search the Customer Report before creating a new customer.

Wrong Shipment Association

Verify the Shipment ID and Shipment Reference before adding documents, payments or tasks.

Incorrect Payment Balance

Verify the Invoice Amount, Paid Amount and Balance Amount before submitting payment information.

Incorrect Shipment Status

Update shipment status only when the corresponding stage has actually been reached.

Unassigned Tasks

Important operational tasks should have a responsible employee assigned to them.

Incorrect Documents

Always verify that the uploaded document belongs to the correct shipment and customer.

18. User Roles and Responsibilities

Role	Responsibility
Admin	Application administration and system management.
Export Manager	Overall export operations and monitoring.
Operations	Shipments, documentation and operational activities.
Accounts	Invoices, payments and outstanding balances.
Sales	Customer information and customer activities.
Viewer	View application information.

19. Record Relationships

ExportFlow Pro connects related records to provide a complete view of each export operation.

Customer to Shipment

Customer → Shipment

Shipment to Documents

Shipment → Documents

Shipment to Payments

Shipment → Payments

Shipment to Tasks

Shipment → Tasks

Note: Products are connected to shipments, while employees can be assigned to operational tasks.

20. Security and Data Handling

Users should follow appropriate security practices when working with customer, shipment and financial information.

• ✓ Keep login credentials confidential.
• ✓ Do not share customer information unnecessarily.
• ✓ Upload only authorized business documents.
• ✓ Verify customer information before entering sensitive data.
• ✓ Do not modify or delete records without authorization.
• ✓ Use appropriate employee roles and access levels.
• ✓ Report incorrect or suspicious information to the administrator.

21. Quick Reference

Module	Purpose
Company	Manage company information.
Customer	Manage customers and contacts.
Product	Manage products and HS Codes.
Shipment	Create and track export shipments.
Document	Manage export documents.
Payment	Track invoices and payments.
Employee	Manage employees, departments and roles.
Task	Manage operational activities and follow-ups.
Dashboard	View key business indicators.
Reports	Search and review CRM records.

Recommended Operating Principle: Enter accurate data once, connect related records correctly, and keep statuses updated throughout the export process.

Customer → Product → Shipment → Documents → Tasks → Payments

ExportFlow Pro

User Guidelines · Version 1.0

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