Split main file into sub files

Owned by Hauke Gulich
Last updated: Sept 05, 2024 by Bärbel Neitzel
7 min read

Contents

Basic data

Links to further information

Characteristics of sub files

Main files for consol containers and other single files can be split into sub files in the seafreight module.

The sub files receive the same file number as the main file and an additional consecutive number.

  • These sub fiels can be used as house/sub files of a consol container/consol.

  • They can also be used for multiple transports (pre-carriage, on-carriage, further transports) for a customer order to create different transport orders within. This enables working with the original customer and shipment details and adjusting them for every transport.

You can split files of every B/L type (HBL, CON, DIR, XXX). The sub files receive their own B/L type.

Preallocation of the B/L type for the split

The field B/L type in the order can be pre-assigned with a value for the split. This prevents accidental data transfer from the main file.
The setting can be made in the menu Extras → Options → Preallocation tab → field B/L type Split.

 

When you split, data from the main file are copied into the sub file.
An overview displays which details will be copied and which will not.

Sub files can be split as well.

The new sub files do not contain another sub file number but the next consecutive number of the split main file.

All entered order details: addresses, departure dates, port link, gateway, and goods description of the split sub file are copied into the new sub file.

Split file

Select File menu → Open.

OPEN an existing file to split.
Select the file that you would like to split.
→ This will be the main file - it should be a file with B/L type CON.

Select Split a file.
→ The sub files to be created should have the B/L type HBL.

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Field

Description

Field

Description

Branch

The branch is pre-assigned according to your basic data settings.

In the file entry mask the branch can be changed with the corresponding authorization.

B/L type

Select the B/L type of the sub file to be created.

Select the type HBL for consol containers.
The House B/Ls have the B2B funciton.
On these sub files you can create an Ocean and a House B/L.

No. of splittings

Select the number of sub files you would like to create.

The splits will be consecutively numbered.

You also have the option to perform additional splits at a later time. 
it is therefore not necessary to decide on a definite number of splits on this point.

The number of splittings for the consol container depends on the number of orders that you would like to load in the consol container.
Even if you have already split the main file, you can still create additional sub files to add more shipments to the consol.

Numbering of the sub files

This setting can be made by the system administrator at basic data ADMIN → FILE NO. DEFINITION → field Numeric sub file:

  • First split: 4 files → sub files -01, -02, -03, -04

  • Second split: 2 files → sub files -05, -06

  • Third split: 1 file → sub file -07

Create account sheet

If you split WITH account sheet, the sub file will receive its own account sheet.
All bookings (receivables, payables, accruals) flow into the sub file.
The main file is not posted and thus not affected.

If you split WITHOUT account sheet, all vouchers of the sub file are posted to the main file.
You can still invoice on the sub file, but the result is only displayed in the main file.

Copy file from

Header data (shipment details and addresses) of the main file are copied into the sub file upon the split.

When splitting, decide whether you want to omit the addresses of the address tabs of the main file and then enter the concerning order addresses in the sub file...
... or if you edit the copied addresses of the main file in each sub file.

If you would like to copy the data from another file, activate the checkbox Copy file from.

Copy B/L no.,
Copy B/L data,
incl. AMS/ACI,
Forms,
Additional fields,
Copy pre-/on-carriage

Activate the checkboxes of the details that you would like to copy from the old file.

The AMS and ACI tabs are no longer copied when you copy a file.
When you activate the B/L tab in a new file, the SCAC code will be pre-assigned based on the Statistic tab provided that this tab has been filled.
Activate the checkboxes B/L data and AMS/ACI to copy these details.

If these checkboxes are already activated, the presettings in basic data COMPANY → COPY AND SPLIT take effect.

Reload addresses

If this checkbox is activated, the addresses are copied from the basic data again.
This has the advantage that potential changes to addresses will be taken into account.

If this checkbox is not activated, the address is copied from the original file instead.

Copy eFile documents

A separate query as to whether eFile documents should be copied has been removed.
The default setting of the checkbox can be controlled individually for each client in the master data COMPANY → COPY AND SPLIT.

OK

Click OK.

A new mask opens. here you can select which goods description details are to be copied.
Activate or deactivate the relevant checkboxes.

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Display of the split file and new sub files

The number of the generated sub files consists of the file number of the main file and (usually 2 numerical) characters. The file numbers of sub files are therefore longer than the one of the main file.

The field File no. in the Open file mask automatically displays the first of the sub files.
Further sub files can be opened via manual entry since not all generated sub files are listed in the dropdown with the last opened files.

Click OK to open the first sub file.
The other sub files are displayed in the sidebar and can be opened just like other files.

Split and copy

Split a file and copy details of another file

When splitting a file, you can copy details for the new sub file from another file (main or sub file).

Details of a consol container order can also be copied from another file when splitting.

Activate the field Copy file from.
A new field appears. Here you can enter the file number from which the details are to be copied.

Use the checkboxes to decide which details you would like to copy from the file, e.g. B/L no., B/L data incl. or not incl. AMC/ACI data, or forms.

Another mask opens once you click OK.
Here you can select which goods description details you would like to copy.

CargoSoft Information about splitted AND copied files

Differences between splitting and splitting/copying

Details from

Split

Split and copy

Details from

Split

Split and copy

the Header data tab:

  • Addresses

  • Shipment data

  • Port link

  • Gateway

the Goods description:

 

 

are copied from the main file / the consol container.

 

 

are copied from the individual order / the copied file.

Credit limit check when splitting

A message may appear once you split the main file.

When you open the sub file, the system requires the entry of the estimated booking amount.

These entries depend on the configured credit limit check.

  • If you split without account sheet, the credit limit check will not be performed. editionskonto gesplittet, erfolgt keine Kreditlimitprüfung.

  • If you split with account sheet, the check will be performed according to basic data settings.

Update Status tab: Set additional status in house files

States that are set in the status tab of a consol file, regardless of whether they are set automatically or manually, are also transferred to the associated sub files assigned to the consol, if in the status type function Set additional status in house files is activated in ADMIN → STATUS TYPES → STATUS TYPES.

The status is now also transferred to splitted sub files that are not assigned to the consolidation container.

This requires a global-set-entry: status_gla_track_akt_ex_split = J

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