Foundation Design Document – OSC

Logistics Clearing & Forwarding

Jan 2022 (v1.1)

Oilfield Supply Center Ltd. (OSC)

Oracle Consulting Serveries (OCS)
Document Control
Change Record
3

Date Name Action Version Change Reference

19th Dec 2021 Oracle Consulting Created 1.0 Refined Design and new baseline for
scope based on the discussion and
alignment with OSC
9th Jan 2022 Oracle Consulting Updated 1.1 OTM Fleet Management solution is
Added and updated the document
based on OSC IT feedback

Reviewers

Name Position Confirmation/Signature

Ibrahim Abdulla Al Ali Head Logistics Oilfields Supply Center
Abdul Nasser Ahli IT Manager Oilfields Supply Center
Mohammad Abdulrazzaq Qassim Finance Manager Oilfields Supply Center
Amjad Jabali Project Manager Oilfields Supply Center
Tariq Mahmood Project Team Member Oilfields Supply Center
Ibtsam Khawar Butt Project Team Member Oilfields Supply Center
Naseem Abbas Project Team Member Oilfields Supply Center
Nizar Hamza Al Saabi Project Team Member Oilfields Supply Center
Haris Chempan Mohamed Project Team Member Oilfields Supply Center
Tanveer Alam Project Team Member Oilfields Supply Center
Ashok Babu Meda Project Director Oracle Consulting
Mohamed Mazroua Project Manager Oracle Consulting
Rajeev R Pillai Technical Manager Oracle Consulting
Table of Content

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s
Document Control..............................................................................................................................................2
Change Record...........................................................................................................................................2
Reviewers...................................................................................................................................................2
Introduction........................................................................................................................................................6
Related Solution Design Documents..........................................................................................................7
Glossary of Terms......................................................................................................................................8
Guiding Principles......................................................................................................................................9
Solution Consideration...............................................................................................................................9
Ease of use & Scalability............................................................................................................................9
Detail Solution Design.....................................................................................................................................10
Clearing & Forwarding.............................................................................................................................10
C&F Import Process Flow and Descriptions............................................................................................11
Process Flow.........................................................................................................................................11
C&F Export Process Flow and Description..............................................................................................15
Detailed Design................................................................................................................................................19
Order Management...........................................................................................................................................20
Order Creation..........................................................................................................................................21
Order Release Key Information................................................................................................................21
Order Validation.......................................................................................................................................23
Order Modification...................................................................................................................................23
Creation of Import BOM Lines in E-Mirsal Application (PaaS Extension)..............................................24
Creation of Export BOM Lines in E-Mirsal Application (PaaS Extension)..............................................24
OTM Order Release.................................................................................................................................24
Order Release References.........................................................................................................................25
Order Release Remarks............................................................................................................................25
Order Release Involved Parties................................................................................................................25
Order Release on HOLD and Release from HOLD..................................................................................25
Auto Assignment of Order Data...............................................................................................................26
Order Cancellation...................................................................................................................................26
Order Deletion..........................................................................................................................................26
Order Statuses..........................................................................................................................................27
Customs Management...................................................................................................................................27
Trade Transactions...................................................................................................................................27
Declaration Management..........................................................................................................................30
Dubai Customs Declaration Types...........................................................................................................30
New Declaration.......................................................................................................................................32

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 Declaration Amendment...........................................................................................................................36
Declaration Cancellation..........................................................................................................................36
Dubai Customs – Declaration Response...................................................................................................37
Printing a Declaration...............................................................................................................................38
Shipment Management.................................................................................................................................39
Buy Shipment Planning............................................................................................................................40
Shipment Creation for C&F.....................................................................................................................40
Manual Planning for Transportation.........................................................................................................40
Failed Orders............................................................................................................................................41
Shipment Review.....................................................................................................................................41
Shipment Modifications...........................................................................................................................42
Modifications to Existing Shipment.........................................................................................................42
Buy Shipment Finalization.......................................................................................................................42
Sell Shipment Planning............................................................................................................................43
Shipment Execution......................................................................................................................................43
Fleet Management....................................................................................................................................44
Event Management...................................................................................................................................49
Order Visibility........................................................................................................................................49
Gate Pass..................................................................................................................................................49
POD Processing........................................................................................................................................50
Processing COO, Legalization and Courier Service...................................................................................50
Operational Settlement.....................................................................................................................................53
Cost Identification....................................................................................................................................53
Cost Allocation.........................................................................................................................................53
Cost Allocation Rules...............................................................................................................................54
Carrier Payment Process...................................................................................................................................54
Invoice Generation...................................................................................................................................54
Type of invoices.......................................................................................................................................55
Invoice Approval......................................................................................................................................55
AP Interface to Financial System.............................................................................................................55
Revenue Identification..............................................................................................................................55
Revenue Allocation..................................................................................................................................56
Customer Billing..............................................................................................................................................56
Process.....................................................................................................................................................56
Sell Shipment Generation.........................................................................................................................57
Bill Generation.........................................................................................................................................57
Bill Review & Approval...........................................................................................................................57
Supplemental Bill.....................................................................................................................................58

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 AR Interface to Financial System.............................................................................................................58
Job Profitability........................................................................................................................................58
Master Data Management & Configurations....................................................................................................60
Domain Design.................................................................................................................................................60
Master Data Management.................................................................................................................................60
Locations..............................................................................................................................................60
Customers.............................................................................................................................................61
Regions.................................................................................................................................................63
Calendars..............................................................................................................................................63
Transport Modes..................................................................................................................................63
Mode Profiles.......................................................................................................................................63
Service Times........................................................................................................................................63
Service Providers..................................................................................................................................64
Equipment Types..................................................................................................................................64
Lanes.....................................................................................................................................................65
Itineraries.............................................................................................................................................65
Rate Configurations..............................................................................................................................66
User Management.............................................................................................................................................67
Document Use Profile......................................................................................................................................68
Approval Rule Profile.......................................................................................................................................68

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Introduction
The purpose of this design document is to illustrate how the business requirements from OSC Logistics Clearing &
Forwarding Department, as captured in the Business Requirements Discussions and Analysis (Oracle_OSC_Logistics -
Foundation Design Document V.3.2) are being fulfilled through Oracle Logistics (OTM&GTM), which is the core
system component. This design document primarily describes the recommended to-be process, solution models and
descriptions and how OTM&GTM will be configured to meet the Clearing & Forwarding business requirements and the
touch points with any of the other systems such as Oracle Financials and Dubai Customs.
The approved high-level foundation design (Oracle_OSC_Logistics - Foundation Design Document V.3.2) which was
produced after the requirement gathering & process harmonization workshops holistically looking at overall business
requirements which was not based on the agreed scope as per the contract. However, this document is produced based on
subsequent management discussions, project objectives and the scope as per contract, shall supersede all previous
documents including FDD v3.2 and this document shall be definitive reference for the scope. This document is not a
technical/configuration specification or user manual/SOP document. This document is intended to explain and paint a
picture of “life with the Oracle Logistics”. The FDD is not immutable and is a living document after sign-off, however
the designs can be changed during the build phase if new and better ways to solve a problem arise which will be agreed
with stakeholders.
The system design, that has been developed by Oracle Consulting to meet the business needs, Oracle Consulting affirms
that the design meets the defined requirements, will be scalable and solutions are configurable to meet defined business
needs. Oracle Consulting will continue to be responsible for these approaches after sign-off.
To describe the to-be process and solution details, the entire logistic functions have been divided into eight broad areas
and these broad sections and the topics within them are proposed to be used as a baseline for system development and
roll-out. The sub sections are as follows:

No. Name Description

01 Order Management Order capturing and processing
02 Shipment Management Planning process, Scenarios, Logics, Optimizations
03 Trade Transaction Trade Transaction creation, validations
04 Declarations Management Declaration creation, screening, validations, filing
04 Shipment Execution Tracking, Visibility, Event handling, Exception Reporting
05 Financial Management Cost Calculations, Invoicing, Revenue Calculations, Billing
06 Master data All master data configurations required to support the system
07 Interfaces All interface models to support the data transmission in and out of the system.
08 Reports & Documents All BIP reports can be generated from the system. The report shall be
delivered based on the agreed contractual scope post finalization of the number
of reports, scope, and layout

Related Solution Design Documents

The following are the list of references used to analyze business requirements and processes and to construct this Refined
Design Document:

No. Document Name Reference Location

01 Oracle_OSC_Logistics - Foundation Design Document V.3.2.docx Email/Share Drive
02 OSC Logistics - C&F Import and Export Order Upload PaaS Extension Email/Share Drive

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 No. Document Name Reference Location
FSD v.1.0.docx
03 OSC Logistics – Gate Pass PaaS Extension FSD v.1.0.docx Email/Share Drive
04 OSC Logistics – Dubai Customs Integration FSD v.1.0.dox Email/Share Drive

This document covers high-level touch points with the following functionalities related to Clearing & Forwarding and a
detail functional specification document shall be produced separately based on the discussion and agreement between
OSC and Oracle Consulting.

No. Functionalities
01 E-Mirsal BoE Live Reconciliation and Historical Data Migration & Reconciliation Process - New PaaS
Extension
02 JAFZA Export/Transfer Gate Pass Request & Security Check-out – New PaaS Extension
03 Clearing & Forwarding Order Release (RFS) Upload Functionality using excel template – New PaaS
Extension

This design document doesn’t cover the following business areas and Oracle shall produce a separate detail design
document based on the refined approach agreed with OSC Logistics.

1) Contract Logistics
 Manpower Rentals
 Equipment Rentals
 Storage Space Rentals

2) Project Logistics
 Barge/Vessel Loading & Unloading
 Supply Vessel Handling - Import / Export
 Abnormal Jobs
 Rig Movements

3) Other Services
 Skip Hiring and Customer Rentals

4) Financials
 Petty Cash Management
 Inter division settlements between Logistics & Internal Customers

Glossary of Terms
No. Term Description
01 OTM Oracle Transportation Management
02 GTM Global Trade Management
03 KPI Key Performance Indicators
04 OSC Oilfields Supply Center
05 C&F Clearing & Forwarding
06 MM Material Movement
07 LOG Logistics
08 POD Proof of Delivery
09 XML XML File Format
10 HSE Health, Safety, and Environment

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 No. Term Description
11 Oracle-Financial Oracle Financials Cloud
12 SOP Standard Operating Procedures
13 MoE Ministry of Economy
14 AP Accounts Payable
15 AR Accounts Receivables
16 OIC Oracle Integration Cloud
17 Workbench Interactive dashboard
18 Events Tracking info for the Shipments
23 MIRSAL 2 Dubai Customs Declaration Processing System
24 GCC Gulf Co-operation Council
25 B2G Business to Government –Dubai customs electronic data transfer channel

Guiding Principles
The following guiding principles have been applied for the solution design:

Solution Consideration
Even though the OSC logistics operations are broken down into two subsets (Clearing & Forwarding, Material
Movements) this design document only covers the Clearing & Forwarding Business Process which is addressed through
OTM/GTM standard application modules and functionalities. With the guiding principle of right system functionalities
and as envisaged in the contract. Material Movements and other services shall be addressed through various Oracle
Fusion Applications module and extensions in accordance with the agreed Contractual scope and Change Requests.

Ease of use & Scalability

Solutions are designed considering the user experience and ‘minimal-steps’ policy to fulfill a particular transaction where
possible. Being said this, it was agreed to use the standard application functionalities with the guiding principle of
“Configuration – Not Customization” for future scalability and roll-out to other regions.
The primary reasons for this principle are:

 to provide scalability for business to adopt new application features released in future.
 to provide scalability for future business requirements including rollouts to other regions.

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  to provide ease of use of the system for the end users.
 to mitigate the risk of high resistance to change from end users.
 to achieve a higher degree of knowledge retention and shorter learning curve.
Reusable Components and Templates
The solution is designed considering the use of reusable components to facilitate future rapid rollouts to new Regions,
business units, operational sites, and business models.
The template approach ensures that common solution elements such as workflows, user screens, menus, and layouts can
be easily re-used with minimal change from a template and modified to meet similar business requirements.

Key Assumptions
The design document is based on the Business Process and Requirements, refined to-be processes and best practice
recommendations. While most of the approaches were tested and verified in the design phase, some of the scenarios may
be tested only during configuration and testing phase, since they require a larger story board and supporting data.
Apart from ‘the direct fit’ solution details, The FDD also provides the touch points to potential solution which shall be
addressed through application extension (PaaS) and Interfaces which will be delivered based on agreed plan post
approval of additional scope. This document does not cover the solution to gap areas which are marked as ‘cannot be
done in OTM/GTM’ or ‘can be done in OTM/GTM with heavy configuration only’. The solution concepts are designed
based on the features and functionalities available in the cloud version 21c of Oracle Logistics.
In case the business requirements cannot be met with standard functionalities or workarounds in the system, then
Business Change Management is recommended to adopt the standard features of the system even if its sub-optimal.
Otherwise, customizations / extensions will be required, and, in such scenario, those requirements will be discussed case
to case and will arrive to a conclusion with OSC Logistics & OSC IT on the right approach.
Where there is a change to requirements based on the preference of OSC Logistics that does not arise from a design issue
or flaw, thereby necessitating any redesign of the system, this would constitute a Change Request to be established for
the new requirement from OSC Logistics.
Change request identification will happen at different stages until UAT. When a change is identified, it will go through a
Change Request Management process which will be mutually decided by OSC Logistics, OSC IT and Oracle. The
duration of implementation will depend on the scope of change request. Any change request which will be identified
during the Test Phases shall be assessed based on its business criticality and may be deferred to post go-live if the
implementation takes considerable time, effort, and cost.

Scope
The scope of this document covers the following areas and key design decisions:

 Overview
o System landscape
o High-level process flow
o High-level process description
 Detailed Design
o Domains, Users, Roles, Locations, Customers, Service Providers, Itineraries, Schedules, Materials,
Equipment, Drivers, etc.
o Configuring Sell & Buy Rates, Accessorial Charges, Cost Allocation Rules, Invoice Matching &
Approval Rules, etc.
o Managing Orders, Planning Buy and Sell shipments, Cost Calculations, Supplier Invoices, Revenue
calculations, Client Billing etc.
o Customs Trade Transactions, Customs Declarations.
o Configuring Agent Actions, Workflows, Business Monitors, Notifications, Screen sets, Menus, User
actions, etc.

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Detail Solution Design
This section describes the design for the C&F Export & Import Process for the OSC Logistics System Implementation. It
also explains the overall solution model and key design decisions.

Clearing & Forwarding

Clearing and Forwarding Section provides service for clearing inbound/outbound shipments by ocean/air and land
through Dubai Ports, Land Borders, Other UAE Ports. The following business processes are considered for solution
design. The Clearing and Forwarding department provide a packaged contract to customer that includes Customs
Clearance and Local Transportation between UAE Sea Ports, Airport and JAFZA.
 Ocean Freight (Import)
 Air Freight (Import)
 Land Freight (Import)
 Ocean Freight (Export)
 Air Freight (Export)
 Land Freight (Export)

C&F Import Process Flow and Descriptions

Process Flow
The diagram below describes the end-to-end process flow for C&F – Import Operations in the new Logistics System.

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Process Description
OSC C&F department provides Customs Clearance and its Local Transportation as a packaged service for imports by
Sea, Air and Land to JAFZA CUSB Customers (tenants) which includes Internal Customers 1 as well. C&F department do
not manage the International Transportation, which will be handled by the Supplier, Customer’s / Supplier’s Freight
Forwarder.
OSC manage the Local transportation only for Sea and Air Shipments and for Courier Shipments its managed by the
courier agent itself which OSC doesn’t have any purview except the tracking in E-Mirsal 2. In the case of Land
Shipments, OSC C&F provides the services to facilitate the customs clearance at the Borders also through agents. And
for Free zone Transfers, Land Freight team process the customs bill. The services are provided based on the request from
the customer or information received from the local agents about the arrival of the shipments.

1
The number customers which shall be onboarded in the initial go-live to be finalized with OSC Logistics.
2
The order release, trade transaction and declarations should be created for Courier shipments and BOE details to be
captured in GTM to make the entry available in E-Mirsal PaaS extension. The single source of transactions for E-Mirsal is
OTM/GTM except for Live transaction after go-live. There will not be any direct BOE entry in E-Mirsal for any reasons.

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C&F Import process will be initiated by creating the Import Order Release majorly by CUSB tenants by uploading the
RFS (Order Release) or by OSC C&F department on customer’s behalf 3 through Customer Portal. The Import Order will
contain the Parties, Declaration, Shipment, Transport Documents, Container, Commercial Invoice & Lines details 4.
Upon uploading the Order Data, the Order Upload functionality shall validate the Order Details as per business rule. A
detail functional specification shall be produced by Oracle Consulting with the Order Template and the business
validation rules. If the data validation is successful, then the Order Release shall be created in the OTM application with
the Line Item details. Customer or OSC users may attach documents optionally to the Import Order Release (this will not
overlap with E-Mirsal Documents which will be uploaded post Customs Clearance in E-Mirsal PaaS Application) in the
OTM application post creation of the Order Release which is optional and need basis for initiating of the Customs
clearance process.
If the validation fails, customer / OSC users will be alerted with the records that has errors and the updated records need
to be reuploaded through Customer portal Order Upload Functionality. for example, Duty Exemption validation for HS
Code – The system shall validate the HS codes maintained in the duty exemption list and alert the user to correct the
records uploaded if HS Code is not available in the duty exemption list 5 – Alternatively, the customer can apply for the
duty exemption with MoE and request to include the HS Code in the duty exemption list through C&F team after
producing necessary evidence offline.
OTM Order Release will be starting point for processing Import Customs Clearance. Order Release will contain the
status about Delivery Order availability and when the Delivery Order is ready for collection, OSC User can initiate the
process to collect the DO. System will also monitor and validate the DO status of order release to allow / prevent further
user activities.
If the Import clearance request require any services for which no charges are agreed in the Tariff, then a quotation
process will be initiated in CPQ manually by OSC C&F user. OSC user can create customer quotation for the service in
CPQ. CPQ will allow the OSC manager user to review and approve the quotation. The approved quotation will be
presented to customer from CPQ for their review and approval. Approved quotation rates will be manually appended to
OTM Sell Rates to use for Sell shipment creation and customer billing.
To proceed with the Customs Clearance process, OSC users can create ‘Trade Transaction’ from the Order Release. All
information required for customs clearance process will be copied from Order Release to Trade Transaction. Trade
Transaction will contain the information on the type on transaction, such as: Duty Exemption, Duty Paid or Free Zone.
Users will be allowed to change the Transaction Type, if required. (e.g., If the duty exemption is not valid, then the
transaction can be changed to Duty Paid).
Successfully created Trade Transactions will be available for processing the customs filings. Users can create Declaration
for the Transactions to file the Customs Bill. Declarations to Dubai customs will be sent electronically. In case if the
Order type is Courier, then the declaration will be prevented for submission to Dubai Customs electronically as it is
submitted offline by 3rd parties. If submitted electronically, then the response from Customs Portal will be received
electronically and system will update the filing status and response data to the Declaration automatically. If the
submission is manual, OSC user will collect information manually and will update the Declaration in the system. If
Inspection is required, a status will be set on the Declaration and user can update the status once it is completed.
Once the declaration is successfully completed and response from Customs is updated to Declaration, The Import Details
with Line items and BOE details will be added to E-Mirsal PaaS application. C&F users shall attach all scanned
documents to the Import Records in the E-Mirsal application for future reference and reconciliation. Data added to the E-
Mirsal Application will enable the Live reconciliation of Export transactions with the Import transactions. E-Mirsal
Application will maintain the Import details, their status of reconciliation, the quantity exported and balance, etc. A
detailed functional specification document with screen prototype shall be produced for E-Mirsal PaaS extension up on
approval for the Change Request.

3
Its strongly recommended that CUSB tenant customers creates the Order Release (RFS) with all details through CUSB
Portal Order Upload Functionality. The exception for creation of RFS (Order Release) on behalf of customer by OSC
should be limited only if the customer doesn’t have a local presence in JAFZA.
4
The Order upload functionality is addressed through PaaS extension. An Order upload template with validation rule
shall be provided, and which will be discussed and finalized during or after this document finalization up on ITSC
approval for Change Request.
5
OSC Logistics to provide Duty exemption list as part of master data.

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In case of Land Shipments, If the shipment is cleared through Sila border (Abu Dhabi customs) no customs declaration is
required from Logistics System instead it will be managed by the Agent at the Border. A Secondary Charge Buy
Shipment will be created for these clearances and it will be updated with charges payable to Abu Dhabi customs. It will
also contain the details of Agent as BILL-TO party who handled the clearance. If the shipment is cleared Duty Paid or
Duty Free with Abu Dhabi customs, no more customs processing with Dubai customs is required. If the shipment cleared
at Sila border (Abu Dhabi customs) through Deposit or Standing Guarantee as Free Zone Bill, it will be handled as Free
Zone entry through Dubai Trade. If the Import Land shipment is transits through Hatta border (Dubai customs) Customs
clearance will be handled by OSC itself. If the shipment cleared at Hatta border (Dubai customs) through Deposit or
Standing Guarantee as Free Zone Bill, the shipment can enter Free Zone on the same Free Zone Bill.
If the shipment is returning to Free Zone as Land Import Shipment, after temporary export to mainland, C&F user will
process the Return Customs Bill directly with the Dubai Customs through the Declaration. Any claim related to the
Export Standing Guarantee, Deposit can be handled referring to this Return Bill & Declaration. Similarly, the Transfer of
ownership of materials from one customer to another within the Free Zone, will be handled by the C&F, by processing
the Customs Bill directly with the Dubai Customs through the Declaration.
Buy Shipments will be created to handle the customs clearance and other activities. E.g.: A buy shipment will represent
the Delivery Order handling with the Agent, where the buy shipment will contain the details of service provider, cost
payable, and its statuses to indicate the progress of the activity. Shipment Events can be added to the Buy Shipment,
which will indicate the status of activity and the same will be updated to Order Release for visibility and process
management. Payments to the Agent will be handled through the Buy Shipment - Invoice - Finance process. In case the
payments are made in Cash by PRO, then the petty cash process shall be managed through Expenses and Account
Payables functionality in Fusion Financials.
Once the customs clearance process is completed, all documents are available and the shipment require transportation, a
Buy Shipment (Service provider as Material Movement) will be planned for the Transportation activity by Material
Movements section from workbench. The documents required for Material Movements for handling the shipment can be
attached to the Order Release. The Buy Shipment will contain the details of location, materials, equipment, standard cost
(if available) and date/time for the transportation.
Material Movement will arrange the Transportation for the Buy Shipment based on the Shipment Type (FCL, LCL and
Air shipment) and will update every Events to the Buy Shipment including General cargo inspection. OSC C&F Users
can track the progress of Transportation from the Buy Shipment (selected events from MM-Buy Shipment will be added
to MM-Order Release automatically). In case of General Cargo, C&F will prepare the Gate Advice through the Dubai
Trade Portal with the BOE details, for Port Exit. The Gate Advice to be captured/uploaded to the Buy Shipment
(assigned to Material Movement) manually and Material Movement uses the Gate Advice to exit the Port. C&F can
manage the Gate Advice charges through a Secondary Charge Buy Shipment (for Port related operations) and keep track
of the charges and to submit invoices to Accounts Payables (Financials Cloud).
If the OSC fleet is involved in the movement of imported materials, MM users will use the Fleet Management Module 6 to
assign the fleet resources (Vehicles, Trailers and Driver). MM users will identify the available fleet resources and will
assign them to the Transportation Shipments.
In case of Radioactive Shipments, C&F shall handle the transportation through OSC HSE department. During the HSE /
SSD operations, C&F user can collect status of activities from HSE dept offline and update the Events against Order
Release.
Once the shipment is delivered to the customer, the POD and Acknowledgement will be collected from the customer
either electronically (Customer user updates the confirmation through the system) or offline. In case details are received
offline, OSC MM User will update the Buy Shipment Events manually. All supporting documents including POD,
Acknowledgement email will be attached to the Buy shipment. There will not be any inter departmental billing between
Materials Movement and Clearing & Forwarding Department in the new system.
Once the Delivery of the shipment is completed and all documents are marked as in order, the customer billing process
shall be initiated by C&F department. C&F user can create a Sell Shipment from Order Release to initiate the customer
billing. The Sell Shipment will contain the key information from Order Release and selected event statuses from the
operations (Buy Shipments) for reference, Charges to be billed to the customer, and service provider as OSC. Any back-
to-back charges that need to be billed to the customer, will be added to the sell shipment from Buy Shipments through

6
The OTM Fleet Management Module requires additional subscription by OSC and its also not part of the current
implementation scope. This will be managed through a Change Request process.

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Flow through functionality enabled at Charge Code Level. Similarly, system will use the Rate Data (General Tariffs /
Customer Contracts / Quotation) to calculate the charges and will be applied automatically to the Sell Shipment. The
charges applied to the sell shipment can be all inclusive or separate charges for activities. Further, for any changes the
user can modify the sell shipment charges manually.
When the Sell shipment is updated with all charges to be billed, it can be reviewed and finalized by the C&F User. Once
it is finalized, Customer Bill shall be generated through action initiated by the user which creates the OTM Bill. Every
Bill created in the system will contain key information from Sell Shipment and Charge details and it will go through 2
level review and approval process. Firstly, the customer bill shall be presented to the customer for their review and
approval and the customer approved bill will be reviewed and approved by OSC Manager. Customer Billing from
Logistics system will be done only for CUSB external customers, for Internal customers no billing and financial
transmission will be done, the process will end at sell shipment.
Once the Bill is approved by the customer and subsequently by OSC User, the Bill data will be transmitted to Finance
System (Accounts Receivables) electronically for creating Account Receivable Invoice in Fusion Financials. The
Financial Cloud shall apply VAT if its applicable. The Finance department will facilitate the collection process and once
the customer is paid against the Bill, a receipt shall be created and applied to Invoices by Finance Department. Once the
AR Invoice is fully applied in Financials Cloud, the Receipt Confirmation shall be interfaced to OTM through a
scheduled batch interface.
To facilitate the Payments for operational activities availed from other service providers (Customs, Agent, Port, etc.)
C&F Users can create Payment Invoice from the corresponding Buy Shipments. The costs calculated on the Buy
Shipments can be based on the General Tariff, agreed rates with Service Providers or Spot rates based on operations. All
the charges to be paid to the service provider will be captured in the OTM Invoice from Buy Shipment. Any adjustments
required can be done on the Buy Shipment prior to the creation of OTM Invoice by user. The Financial Cloud shall apply
VAT if its applicable.
Once the Payment Invoice is created with all charges to be paid, it can be reviewed and finalized by the C&F User. For
Invoices related to the Customs Payments, the charge details received in the Customs declaration response will be
automatically updated to the Buy Shipment. When the Manager user Approve the Payment Invoices, the payment details
will be available to transmit to Finance System (Accounts Payables) electronically for creating Accounts Payable
Invoice. The Finance department will facilitate the payment process and apply the payments against the AP invoices.
Once the AP Invoice is fully applied in Financials Cloud, the Payment Confirmation shall be interfaced to OTM through
a scheduled batch interface.
The C&F department has a pre-paid/credit account with Dubai Customs and OTM invoices raised with Dubai Customs
as BILL-TO shall be recorded in the OTM Payment Invoice as PAID and interfaced to Account Payables in Financials
Cloud. These invoices for Dubai Customs, the Finance department shall either apply a pre-payment or process a new
payment to the Credit/Pre-paid Account with Dubai Customs.

C&F Export Process Flow and Description

Process Flow
The diagram below describes the end-to-end process flow for C&F – Export Operations in the new Logistics System.

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Process Description
C&F Export operation covers services primarily related to Customs Clearance related to the export of materials by the
customers as Sea, Air and Land Shipments. The services are provided based on the request from the customer or
information received. If customer require any additional Local Transportation – the service shall be provided and will be
billed separately.
C&F Export process will be initiated by creating the Export Order Release majorly by CUSB tenants by uploading the
RFS (Order Release) or by OSC C&F department on customer’s behalf through Customer Portal. The Export Order will
contain the Parties, Declaration, Shipment, Transport Documents, Container, Commercial Invoice & Lines, and Import
BOE details 7.
There is no difference of Order Upload functionality between Import and Export except the template for Order Upload
and E-Mirsal Live reconciliation for process which is described below.

7
The Order upload functionality is addressed through PaaS extension. An Order upload template with validation rule
shall be provided, and which will be discussed and finalized during or after this document finalization up on ITSC
approval for Change Request.

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The export Order Release (RFS) will not be created by system if the validation rules are failed for E-Mirsal Live
Reconciliation. The system shall check the Import and Export mapping, quantity balance, etc. against the previously
created Import Data to validate the Inventory reconciliation. If the validation is successful, system will create Export
BOM Lines in the E-Mirsal PaaS Application that can be reviewed by the OSC user for approval of the reconciliation
and free zone quantity. If the reconciliation is rejected by OSC user, customer user must update and correct the Inventory
mapping / line level quantities and reupload the Order Release (RFS). If the reconciliation is approved by OSC user, the
Export Order Release (RFS) shall be created in OTM.
If the Export clearance request require any services for which no charges are agreed in the Tariff, then a quotation
process will be initiated in CPQ manually by OSC user. OSC user can create customer quotation for the service in CPQ.
CPQ will allow the OSC manager user to review and approve the quotation. The approved quotation will be presented to
customer from CPQ for their review and approval. Approved quotation rates will be manually updated to OTM Sell
Rates to use for Sell shipment creation and customer billing for the services provided.
OTM Order Release will be starting point for processing Export Customs Clearance. System will maintain the Order
Release statuses to manage the availability of required information and stages in the execution. Users can update the
status manually to indicate the completion of pre-requisite activities. To proceed with the Clearance process, users can
create ‘Trade Transaction’ from the Order Release. All required information for the Export clearance process will be
copied from Order Release to Trade Transaction. Trade Transaction Line items will contain the items with HS Codes, the
quantity, type of transaction.
OSC users can create Declaration for the Transactions to file the Customs Bill. Declarations will be sent to Dubai
customs portal electronically or manually by 3rd party agents (e.g., Air courier). Response from Customs Portal will be
received electronically, and system will update the filing status and response data to the Declaration automatically. If the
submission is manual, user will collect information and will update the Declaration with response details manually.
For Free Zone Exports, Non-Remittance will be applicable, and the same information will be captured in the declaration.
User can update the Event & status related to Non-Remittance (Exit/Entry) filed to customs and acknowledgement for
the same in the Declaration (BOE) and Buy Shipment. If the Export is from Mainland, Standing Guarantee will be
applicable, and the same information will be captured in the Declaration. User can update the Event & status related to
Standing Guarantee Claim (Exit/Entry) filed to customs and acknowledgement for the same in the Declaration (BOE)
and Buy Shipment. If the Transaction Type is ‘Duty Paid’, no Non-Remittance or Standing Guarantee need to be
considered.
If the Transaction is for ‘Transfer of Ownership’, OSC will not process the Customs Bill, but the Buyer will process the
Customs Bill. OSC will prepare the documents to facilitate the filing and the documents will be handed over to the
Customer. Once the Buyer process the Customs Bill, its details will be collected and recorded in the system by C&F user.
If the export is to any GCC country or to mainland permanently, it will be a Duty Paid transaction, and OSC will process
the Customs Bill for this. If the movement is to mainland temporarily or to Non – GCC countries, Standing Guarantee
will be applicable, and Exit/Entry will be submitted for the Standing Guarantee claim. Except the scenario ‘Transfer of
Ownership’, all customs bills will be processed through the system as Declarations and if the Standing Guarantee is
applicable, its details, Exit/Entry, claim and acknowledgement will be captured in the system.
Once the declaration is successfully completed and response from Customs is updated to Declaration, the Export Details
with Line items in the E-Mirsal Application shall be updated with Export BOE details. Users can attach any additional
documents to the Export Records in the E-Mirsal Portal for future reference and to support the mapped reconciliations.
Customer / OSC users can generate Asset Inventory Report to review the reconciliation 8 and quantity balance status from
this portal.
Buy Shipments will be created to handle the payments for customs clearance and other activities. E.g.: A buy shipment
will represent the Export Customs Clearance with the Customs, where the buy shipment will contain the details of
service provider, cost payable, and its statuses to indicate the progress of the activity. Shipment Events will be added to
the Buy Shipment, which will indicate the status of activity. Payments to the Agents or 3rd party service providers will
be handled through the separate Buy Shipment - Invoice - Finance process. In case the payments are made in Cash by
PRO, then the petty cash process shall be managed through Expenses and Account Payables functionality in Fusion
Financials.

8
The inventory is only from BOE perspective. The physical inventory recording, stock count and reconciliation process is
not available as part of E-Mirsal Application

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If the customer requests any additional services 9 (Clearing or Forwarding Related) related to the Export Clearance
request, they will be handled as additional Buy Shipments on the same Order Release. Optionally, Customer / OSC User
can create new Order Release to record other Service Requests and execute them as Buy Shipments & Sell shipments.
Once the export customs clearance process is completed, all documents are available and if the shipment require
transportation, a Buy Shipment (Service provider as Material Movement) which is planned shall be available to hand
over the Transportation activity to Material Movements section. The documents required for Material Movements for
handling the shipment can be attached to the Buy Shipment. The Buy Shipment will contain the details of location,
materials, equipment, cost (if available) and date/time for the transportation. Material Movement will arrange the
Transportation for the Buy Shipment and will update every Events to the Buy Shipment. OSC C&F Users can track the
progress of Transportation from the Buy Shipments/Order Release. If the OSC fleet is involved in the movement of
exported materials, MM users will use the Fleet Management Module 10 to assign the fleet resources (Vehicles, Trailers
and Drivers). MM users will identify the available fleet resources and will assign them to the job.
OSC C&F user will initiate the customer billing process after the customs clearance or additional services are completed.
C&F user can create a Sell Shipment from Order Release to initiate the customer billing. The Sell Shipment will contain
the key information from Order Release and selected event statuses from the operations (Buy Shipments) for reference,
Charges to be billed to the customer, and service provider as OSC. Any costs (either as-is or with a margin) that need to
be charged to customer, will be added to the sell shipment. Similarly, system will use the Rate Data (General Tariffs /
Customer Contracts / Quotation) to calculate the charges and will be applied automatically to the Sell Shipment.
When the Sell shipment is updated with all charges to be billed, it can be reviewed and finalized by the C&F User. Once
it is finalized, Customer Bill shall be generated through action initiated by the user which creates the OTM Bill. Every
Bill created in the system will contain key information from Sell Shipment and Charge details and it will go through 2
level review and approval process. Firstly, the customer bill shall be presented to the customer for their review and
approval and the customer approved bill will be reviewed and approved by OSC Manager. Customer Billing from
Logistics system will be done only for CUSB external customers, for Internal customers no billing and financial
transmission will be done, the process will end at sell shipment.
Once the Bill is approved by the customer and subsequently by OSC User, the Bill data will be transmitted to Finance
System (Accounts Receivables) electronically for creating Account Receivable Invoice in Fusion Financials. The
Financial Cloud shall apply VAT if its applicable. The Finance department will facilitate the collection process and once
the customer is paid against the Bill, a receipt shall be created and applied to Invoices by Finance Department. Once the
AR Invoice is fully applied in Financials Cloud, the Receipt Confirmation shall be interfaced to OTM through a
scheduled batch interface.
To facilitate the Payments for operational activities availed from other service providers (Customs etc.) C&F Users can
create Payment Invoice from the corresponding Buy Shipments. The costs calculated on the Buy Shipments can be based
on the General Tariff, agreed rates with Service Providers or Spot rates based on operations. When a Payment Invoice is
created from a Buy Shipment, all the charges to be paid to the service provider will be applied to the Payment Invoice.
Any adjustments required can be done on the Buy Shipment and Payment Invoice.
To facilitate the Payments for operational activities availed from other service providers (Customs, Agent, Port, etc.)
C&F Users can create Payment Invoice from the corresponding Buy Shipments. The costs calculated on the Buy
Shipments can be based on the General Tariff, agreed rates with Service Providers or Spot rates based on operations. All
the charges to be paid to the service provider will be captured in the OTM Invoice from Buy Shipment. Any adjustments
required can be done on the Buy Shipment prior to the creation of OTM Invoice by user. The Financial Cloud shall apply
VAT if its applicable.
Once the Payment Invoice is created with all charges to be paid, it can be reviewed and finalized by the C&F User. For
Invoices related to the Customs Payments, the charge details received in the Customs declaration response will be
automatically updated to the Buy Shipment. When the Manager user Approve the Payment Invoices, the payment details
will be available to transmit to Finance System (Accounts Payables) electronically for creating Accounts Payable
Invoice. The Finance department will facilitate the payment process and apply the payments against the AP invoices.
9
Customer should create additional Service Requests in CUSB Portal for requesting for other services (except auxiliary
services related to clearing & forwarding e.g., documentation) such as manpower, equipment rental etc. which is
managed through separate Oracle Application modules.
10
The OTM Fleet Management Module requires additional subscription by OSC, and it is not part of the current
implementation scope. This will be managed through a Change Request process.

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Once the AP Invoice is fully applied in Financials Cloud, the Payment Confirmation shall be interfaced to OTM through
a scheduled batch interface.
The C&F department has a pre-paid/credit account with Dubai Customs and OTM invoices raised with Dubai Customs
as BILL-TO shall be recorded in the OTM Payment Invoice as PAID and interfaced to Account Payables in Financials
Cloud. These invoices on Dubai Customs, the Finance department shall either apply an advance payment or process a
new payment to the Credit/Pre-paid Account with Dubai Customs.

Detailed Design
This section explains the solution models and key considerations of Solution Design for the proposed Logistics System.

Object Relationship in OTM/GTM Module

This section describes the relationships amongst the OTM/GTM transactional objects and how they are related to the
business.

No OTM Object Business Object

01 Job The purpose of the job is to provide one business object that brings together
the objects and activities performed by C&F Team and Material Movement
Team for General Transportation. A job facilitates easy visualization of
cost/revenue and therefore the profit margin on providing C&F and Local
transportation services to CUSB customers.
02 Order Release A Service Request from a customer will be created as Order Release in
OTM. It will be used for the Customs, Transportation Planning and
Execution activities.
03 Trade Transaction Trade Transactions will be created from Order Releases and it represent the
object for initiating Custom Clearance process.

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 No OTM Object Business Object
It inherits required data from Order Release and all validations for Import /
Export are done at the Transaction level.
04 Declaration Declarations represent the object for Customs Filing. Declarations will be
created from Trade Transactions.
Declarations can be then sent from GTM to regulatory bodies or trading
partners for filing purposes.
05 Buy Shipment A Buy Shipment represents the Operations to be performed for the Customer
Service Request, Service Provider and the Cost associated with the activity.
Buy Shipment will be created from Order Release.
Multiple order releases may be planned onto a single Buy Shipment in case a
single service is executed to serve multiple customer service requests for
transportation.
System shall use Itinerary & Rates to plan Buy Shipments from Order
Releases.
06 Secondary Charge Shipment Secondary charges are non-transportation charges that are based on
shipments. Secondary charges will be used for buy-side activity only to
manage cost and pay service provider invoices. Secondary Charge Shipments
will be linked to Primary Buy Shipments.
07 Invoice An invoice represents the payment due to the service provider for in relation
to a Buy Shipment or Secondary Charge Shipment.
Invoices shall be created directly from buy shipment through standard action
by the user. Once approved, the invoices shall be interfaced to Accounts
Payables – Financials Cloud through interface
08 Sell Shipment A sell shipment represents the REVENUE generated for providing service to
the customer reference to the Order.
Sell shipments will be created from Order Release and it will contain the
charges that need to be billed to the customer.
09 Bill A bill represents an invoice raised to the customer based on the Sell
Shipment charges.
Bills will be interfaced to Financials - Accounts Receivable post approval.

Order Management
This section gives the detailed solution to the Order Management related business requirements and solution models
presented in the previous sections.
In this document Order refers to ‘Service Requests’ from customers for the Import & export clearance and the
corresponding OTM object is ‘Order Release’. All import & export Orders will be created through Order Upload
functionality in the Customer Portal using pre-defined Order Template for Import and Export. If the validation is
successful, then the Order Release shall be created in OTM. If the validation fails, the user required to correct the data
and reupload the Order using Order Upload Functionality.

Order Creation

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Import & Export Orders will be created from Customer Portal through excel upload. The Users will be provided with
predefined Excel template to upload the Order with Line Items details and other information.

Both OSC Users and Customer Users will be allowed to upload Orders through pre-defined template. If the local
transportation is in scope as identified in the Order Template, the system shall automatically create a secondary Order
Release for Material Movements transportation planning and execution either using own fleet or market hire.
All orders created in the portal will be assigned with an OSC User code manually by capturing the Involved Party
Contact, who is considered as the owner of the Order. Orders created by OSC users based on the information received
from the customer will be assigned to the same user who uploads the Order Release. System can indicate the new orders
pending for action and users can self-assign. This will help the management to track the orders handled by the users.
Customer users will create the Order Release (Logistics Requests) in 2 user structure ways:

 One set of users at a legal entity (parent) level to manage logistics operations for multiple customer accounts
under the legal entity. (E.g., customer users at ‘Baker Hughes’ level will handle for Baker Hughes Eho LTD.
(Inteq), Baker Hughes Eho LTD. (Centrilift), etc.). In this case customer user should specify the customer code,
cost center / bill-to information in the Order. (Customer / OSC Super users will be allowed to change the BILL-
TO information until the Customer bill is approved and sent to Finance from Logistics)
 One set of users for one customer account. In this scenario users specific to customer account will be created to
handle the company’s C&F requests.

Order Release Key Information

For OSC Clearing & forwarding, Order Release in OTM will contain the following key information:
1. Order ID
2. Order Type
3. Order Dates
4. Exporter Details
5. Importer Details
6. Regime Type
7. Declaration Type
8. Shipping Details
9. Transport Document Details
10. Container Details
11. Invoice Details
a. Invoice Number
b. Invoice Date
c. Seller

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 d. Total Number of Invoice Pages
e. Invoice Type
f. Payment Instrument Type
g. Invoice Currency
h. Invoice Value
i. INCO Term
12. Invoice Line-Item details
a. Item Code
b. Description
c. Weight, Volume, Count
d. HS Code, Value
e. Item Remarks
f. Exemption Details
g. BOE Reference
h. Vehicle Details
13. Remarks
14. Additional Reference Numbers
Notes:
1) Since C&F customs clearance operations require capturing item code, description, HS Code from Customer Invoice
to the Order and Transaction for clearance processing - system will provide a feature for the user to enter the Item
Code, description, and HS Code at the Order Release Line-Item level. Logistics team require the Item information to
be stored in the system for its recurring use in future transactions. This requires the System to capture the Items as
per the customer items database11. Customer wise item details will be recorded in the system.
2) Any additional services either required by the customer or to be provided due to the nature of service requirement,
the services can be specified as ‘Accessorial’ in the Order. When the order is planned, the accessorial will be added
to the shipment with its cost (accessorial cost) based on the rate details in the Rate Master.
3) The Order excel template shall be generic and will include all information that is required for Clearing &
Forwarding Operations 12.

Order Validation
The system shall validate the order release automatically once it is uploaded in the Customer Portal. The following high-
level13 validations will be configured.

## Rule Approach
01 Customer related Validations based on customer segmentation, license, service requests
allowed, etc.
02 Customs related Validations on customs related data, data change allowed, etc.
03 Order Data related Validations on mandatory data on the order release.

System will validate the Order Release based on the pre-defined criteria & business rules. System will record the high-
level validation errors in the order for user info and can also send alert to the users about order validation failure. Users
must manually review the order errors to fix the issues by correcting the data.
Successfully validated Import Orders will be sent to OTM to create Order Releases and Export Orders will be sent to E-
Mirsal Portal for Inventory update before sending to OTM to create Order Releases.

11
Maintenance of ITEMs in the system will be done either as bulk upload or manual creation by user when required.
Extensive mater data collection & collation is required to maintain the customer Item database in OSC Logistics system
12
A separate document for Order Template and Order Upload functionality shall be produced post approval of Change
Request by ITSC.
13
Details shall be provided in a separate document

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Order Modification
Any modification of order data, that has impact on the objects and processes down the line will not be allowed. System
will keep track of the progress of the Order processing through the Order Release statuses. Any modification to the Order
shall be managed by OSC user through OTM user interface after offline coordination with customer and depending up on
the progress of transaction, the OSC C&F team may cancel the previous order and request the customer to raise a new
Order through Customer Portal. Alternatively, for minor changes, the OSC user can update 14 the Order through user
interface depending on the status of Order Release. The modification to an existing Order for Clearing & Forwarding
(Order Upload Functionality) shall not be provided to Customer through the Customer Portal due to control issues.
o Modification received on un-planned orders
 Allow changes unless specific status is not set.

o Modification of Orders which are progressed by C&F for Declaration Filing

The control for modification on orders will be handled via personalized screens with controlled action and
editable fields.

 Modification does not impact existing plan - These are changes that are made to informational fields
e.g., remarks, etc. Allow changes to Order Release without modification to Trade Transaction or
Declarations.

 Modification impacts existing Declarations - If the Order requires significant changes such as Bill of
Materials, Shipping Details etc. though the declaration is not filed with Dubai customs, then this must
be coordinated offline with customer and cancel the existing Order in system and the customer must be
asked to create a new Order Release through the Customer Portal or should be created by Logistics
team on their behalf.

Note:
1. Order Modification – OTM by default captures the user id once the transaction is created and the last modified user
id with date and time for auditing purpose.
2. Declaration Amendments - If any amendments to the previously filed declaration is required, then the customer must
raise a new request through the portal and a separate Order Release with the previous BOE shall be created to file the
amendments with the Dubai customs.

Creation of Import BOM Lines in E-Mirsal Application (PaaS Extension)

The Order and the BoE details shall be available in the E-Mirsal application up on receipts/capturing of Import BoE
details in the Declarations. The OSC C&F business users shall scan all shipping and customs clearance documents and
uploaded against the BoE data in E-Mirsal application, and it will be available in the customer dashboard automatically.

Creation of Export BOM Lines in E-Mirsal Application (PaaS Extension)

Successfully validated Export Order details will be sent to E-Mirsal application for Inventory Live Reconciliation. The
Import BOE references shall be captured against each Export Order Lines and the quantities will be validated for
Inventory reconciliation in the E-Mirsal Application. If validation is successful, Export BOM details will be created in
the E-Mirsal Application and the reconciled Export Orders will be sent to OTM to create Export Order Releases. If the
validation fails, the users will update the import export mapping and data errors. OSC user will have the provision to
approve / reject (only applicable for soft validation such as HS Codes in Historical import BoE) the Export Lines with
remarks in the E-Mirsal Portal based on the business rules15 .

14
Certain non-operation-centric information (E.g.: Order reference, constraints, etc.) in the order release can be
changed. However, there is a known risk that these changes may not be synchronized with down-stream objects.
15
A separate Functional Specification document shall be produced for E-Mirsal Application up on approval of the
Change Request by ITSC for additional scope.

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OTM Order Release

Successfully validated and reconciled (for exports) Records will be used to create the Order Releases in OTM. Order
search screen shall be provided with multiple search criteria as such as: Order References, Order Status, Customer, Order
Types, Transport Modes etc. If the user wants to use any frequent search criteria for searching orders, user shall have the
provision to create Saved Queries in the order search screen. Whenever user want to run the search, user need to select
and execute the Saved Query from search screen and the system will display orders that matches the search criteria.
Apart from Order and Line-item details, users will also be provided with the following features at the Order Release
level:
o Order Visibility – This will give visibility to the events related to the Order. Both OSC and customer users can
access this to view. However, only OSC users shall have authorization to capture the events.
o Financial Overview (BIP Report) - This option facilitates the Buy and Sell perspective so that OSC users can
easily visualize cost/revenue and therefore the profit margin on providing services to a customer on a per-order
basis.
o Revenue based on the bills that have been generated for the order.
o Expenses incurred from the Buy shipments that have been created for the order.
o Profit/loss based on the difference between the revenue and expenses. Own Fleet operations standard
(notional) cost to be provided for per kilometer running for each Vehicle Type and which will be
costed as weighted cost (notional cost) in Transport Shipments if the service provider is OSC Logistics
– MM Department.

Order Release References

Any additional details that need to be recorded on the Order Release can be added as References. Reference numbers are
qualified numbers (with qualifier and Number / Text) that can be assigned to Order Release for informational purposes.
Reference numbers may be recorded manually by the user or by system process.

Order Release Remarks

The Remarks provides a place to log any extraneous information that need to be kept with the Order Release. Remarks
are added with Remark Qualifier and Text. For frequently used remarks, Text Templates (pre-defined text) shall be
created and the same will be used to add Remarks to the Order Release through workflow.

Order Release Involved Parties

An involved party is a contact that is involved with the Order Release (for example, the user who owns the order, or the
customer contact that need to be billed, etc.) as it moves through its life cycle. An involved party contact will be defined
as a person or a location; however, only a location with a primary contact can be assigned as an involved party. Any
involved party in OTM transaction to be maintained as master data and this information should be provided by OSC
Logistics predefined data templates.
Involved parties can be notified based on configured events on the order release. Some of the key Involved Party
Qualifiers that will be used are:

## Involved Party Qualifier Purpose

01 BILL_TO Bill to Party of the Order for Billing
02 ORDER_OWNER The Customer shall be used as the ORDEROWNER Involved Party location
on orders. Order Owner will be in turn used to model Rates / contracts in
OTM.
03 LOG_CONTACT Logistics Contact for the Order, Responsible for handling and executing
the orders.

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 ## Involved Party Qualifier Purpose
04 CONSIGNOR Shipper or Exporter.
05 CONSIGNEE Buyer or Importer.

The above list is non-exhaustive and more Involved Parties may be added during configuration to address
the business requirements.

Order Release on HOLD and Release from HOLD

By default, Order releases are available for further processing once they are created post validation. But the
user can set the Orders on HOLD manually, to prevent them from processing. Similarly, user need to release
the order manually when it is ready for processing. Users will be provided with an action to set them on
HOLD and Release.
Similarly, system will also keep the order on HOLD in case certain criteria are not met. E.g., if specific
supporting document is found not available. But user can review and Release the order manually.

Auto Assignment of Order Data

System will be configured to assign certain data or additional information to the order release automatically
up on its creation based on the pre-defined rules. This auto-assignment include any order constraints, details
from customer profile and other reference orders, etc.

Order Cancellation
Order cancellation will be performed thorough the OTM user interface by OSC Logistics team. Users will be
allowed to cancel an Import or Export Order based on the status of the order in OTM.
The following rules shall be configured to allow or disallow the cancellation of the orders.
o Cancellation received on un-planned orders
o Allows cancellation if the Order Status is “New” i.e., no activity is taken. Order Release will
be set with CANCELLED status.

o Cancellation on Planned Orders (planned for Customs / Operations)

o Declaration not filed to Customs
 Cancellation will be allowed, and the Trade Transaction, Declaration will be deleted.

o Shipment not finalized

 Cancellation will be allowed, and the Buy/Sell shipment will be deleted (depending
on the status of shipments).

o Shipment finalized.
 Cancellation of orders will be allowed if its Shipments are in FINALISED status but
not Billed / Invoiced. If the shipments are billed / invoiced, cancellations will not be
allowed.

o Declaration filed with Customs.

 Cancellation will not be allowed. The user must create a new Order Release for
Amendments.

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When an order is cancelled and system accepts the cancellation, it will not remove the order from the
system instead the order all will be marked as CANCELLED for future auditing.

Order Deletion
Users will not be allowed to delete any order once it’s created in system (they can cancel instead). The OSC
IT users through ADMIN role can delete the Order after removing all dependent objects if the Order is
progressed through its execution life cycle.

Order Statuses

Order Releases will undergo various status changes in its life cycle. The statuses are modelled using Status
Types and Status Values. User Actions and execution of workflows on Orders are controlled based on Order
Statuses. Order Release processing statues in OTM will be updated to Orders in customer portal to allow or
disallow user actions on the orders.

Customs Management
The application shall enable OSC to use GTM functionalities for managing customs related activities through
Trade Transactions and Declarations for their C&F operations.
Some of the key solution considerations for OSC C&F customs processing are as follows:

Trade Transactions

Trade Transaction enables the users to initiate customs clearance process in the system. Users can create
Trade Transaction from an Order Release. When the user creates a Trade Transaction, system will copy
selected data from Order Release and Order Release Lines to the Trade Transaction and Trade Transaction
Lines, respectively.
In case the required details (Customer Invoice) are not available in the Order Release, those details can be
added to the Trade Transaction manually.

The following Customer Invoice details that will be maintained at the Trade Transaction & Line level for
customs filing through declarations.
N Invoice Details Description
o
01 Invoice No Invoice number based on which the declaration is made.
02 Invoice Date Date of the invoice on which the declaration is made.
03 Seller This is the person or Entity which is selling the goods to the
buyer.
04 Number of pages Total number of pages of the declared invoice.
05 Invoice Type Type of the invoice on which the declaration is being made such
as commercial Invoice
(Standard codes available)

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 N Invoice Details Description
o
06 Valuation Method Method of valuation of goods
(Standard codes available.)
07 Invoice Value Total value of the goods as per the declared invoice.
The value should be equal to the total value of line items.
08 Invoice Currency Invoice currency under which the value is provided.
(Standard codes available.)
09 Terms of Delivery (INCO Term) INCO term under the goods that are transported or sold such as
CIF, C&F, FOB, etc.
(Standard codes available.)
10 Payment Instrument Type Terms of settlement between the buyer and the seller such as
Cash, TT, LC, etc.
(Standard codes available.)
11 Freight cost Freight charges incurred for moving the goods from the origin to
the destination along with the currency. 16
12 Freight Currency Code Currency code of the Freight Cost
(Standard codes available.)
13 Insurance cost Cost of insurance incurred while moving the goods from the
origin to destination. If no data is provided, a fixed insurance
rate will be applied based on the INCO term. 17
14 Insurance Currency Code Currency code of the Insurance Cost
(Standard codes available.)

Dubai customs allows one declaration can have multiple invoices, each invoice can have multiple line items,
and each line item have corresponding vehicle 18 details. Users can create Trade Transaction lines accordingly.
The following Customer Invoice Line details that need to be maintained at the Transaction Line level for
customs filing through declarations.
N Invoice Line Details Description
o
01 Invoice Line Number Number of the line in the document / referenced in invoice
number
02 HS Code (Commodity Code) Harmonized System Code (commodity code) of the invoice line
item.
03 Goods Description Description of the goods in the line item.
04 Statistical Quantity UOM Unit of Statistical Quantity. E.g., pieces, length, liters, etc.,
depending on the commodity.
(Standard codes available.)
05 Statistical Quantity Quantity of the invoice line item.
06 Net Weight Unit Unit of measurement of Weight
07 Net Weight Net Weight of goods at the invoice line item.
08 Supplemental Quantity Measurement of the goods as required by Customs to be
expressed for tariff, statistical or fiscal purposes
09 Goods Condition Condition of the goods in the invoice line item (such as New or

16
Freight Cost Required for: EXW, FAS, FCA, FOB
17
Insurance Cost Required for: CFR, CPT, EXW, FAS, FCA, FOB
18
Vehicle information (required only in case the commodity is vehicle)

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 N Invoice Line Details Description
o
Old)
10 Country of origin Origin of the goods. i.e., country of manufacture.
(Standard codes available.)
11 Value of goods Value of the goods in the Line-Item.
12 Exemption type To identify any exemption is available other than HS based such
as FOC, ADV, Industrial, End user, Free Trade Agreement, or
other special category.
(Standard codes available. Ref: Appendix)
13 Exemption Reference Number / The reference number provided by the exemption approving
Trade Agreement Code authority or custom code of free trade.
14 Previous Customs declaration Reference number of the previous/original declaration
reference number
15 Previous Customs declaration Previous Invoice Number
Invoice Number
16 Previous Customs declaration Previous Invoice line Number
Invoice line Number

If the Invoice Line-Item commodity is a Vehicle, the following details of the vehicle need to be maintained
at the Transaction Line level for customs filing.
N Invoice Line Details Description
o
01 Type Type of the vehicle such as Car, Forklift, etc.
(Standard codes available.)
02 Vehicle Brand Brand name of the vehicle.
(Standard codes available.)
03 Model Vehicle model.
04 Condition Condition of the vehicle such as new or old.
(Standard codes available.)
05 Specification Standard Specification standard of the vehicle such as GCC or Non GCC
Standard.
(Standard codes available.)
06 Color Color of the vehicle.
07 Drive Vehicle drive such as Left or Right.
(Standard codes available.)
08 Chassis No. Chassis Number of the vehicle.
09 Engine No. Engine Number of the vehicle.
10 Engine Capacity Engine capacity of the vehicle in CC.
11 Year Build Manufacturing year of the vehicle.
12 Passenger capacity Passenger capacity of the vehicle.
13 Carriage capacity Carriage capacity of the vehicle in case of load carrying vehicles.

The following Permit Details to be maintained (if applicable) at the Transaction Line level for customs filing
through declarations. One Invoice Line Details can have zero or many Permit Details.

N Attribute Description
o
01 Permit Reference Number Permit No. provided by the department like Municipality,

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 N Attribute Description
o
Ministry of Agriculture etc.
02 Permit issuing authority Identification Number of department /ministry/ authorities
issuing the permit
03 Permit Indicator Permit Required Flag (Y / N)
The following Container Details to be maintained (if applicable) for customs filing through declarations. One
declaration can have zero or multiple Container Details.

N Attribute Description
o
01 Container Number Container identification number in case of full load cargo
02 Container Size Container size like ’20 or ’40 in case of full load cargo
(Standard codes available.)
03 Container Type General Purpose (GP) Reefer (RE) Etc.
(Standard codes available.)
04 Container Seal Number Container seal number in case of full load cargo
Users can generate or attach supporting or reference documents for custom clearance to the Transactions.
Users can Attach Documents, Upload Document, and View Document on a Trade Transaction.

Declaration Management
The system shall create the Trade Transaction and Declaration automatically up on Order Release review by
the OSC user. If the configured license (OSC Level) screening through workflow is not successful and the
transaction indicator is not green, user cannot create the Declaration. One the screening is completed, and
Declaration is finalized, the Declaration can be filed to Dubai Customs.

Dubai Customs Declaration Types

The following are the Dubai Customs Declaration Types, that are applicable to OSC Logistics Free Zone
Customs Clearance Services:
Explanation Dubai
Declaration Type Description (Dubai
No Regime (OSC Terms) Customs
(Dubai Customs) Customs)
ID
01 Import Import to Local from Export to Local IM2 To import goods for
FZ Local/GCC
consumption from
Free Zones

02 Import Import for Re Export Export to Local for Re- IM6 Import for Re Export
to Local from FZ export to Local from Free
Zones
03 Import Import to CW from FZ Export to Customs IM9 To import goods to
Warehouse Customs Warehouses
from Free Zones

04 Export Export from Local to Import from Local EX2 To export goods from
FZ UAE Local to Dubai
Free Zones
05 Export Temporary Export Temporary Import EX5 To export goods from
from Local to FZ from Local the local market to

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 Explanation Dubai
Declaration Type Description (Dubai
No Regime (OSC Terms) Customs
(Dubai Customs) Customs)
ID
Free Zones
temporarily
06 Export Export from CW to FZ Import from Customs EX8 To export goods from
Warehouse Dubai Customs
Warehouse to Dubai
Free Zones
07 Export Re Export to FZ (after Import to FZ from Local EX10 To re - export goods
Import for Re Export) after import to Local to a Free Zone, which
for re-export were previously
imported on an
Import for Re-Export
declaration.
08 Export Return to FZ after Import to FZ after EX11 To return goods to a
Temporary Admission temporary admission Free Zone, which
(Mainland) were temporarily
imported from a Free
Zone before

09 Transit FZ Transit In Import to FZ for Transit TS2 To import goods to a

Overseas Country Free Zone from an
(ROW) overseas country
10 Transit FZ Transit Out Export from FZ to TS3 To export goods from
Overseas countries a Free Zone
(ROW)

11 Transit FZ Transit in from GCC Import to FZ for Transit TS5 To import goods to a
and Other Emirates from GCC and Other Dubai Free Zone from
FZ and GCC Local UAE FZ or Mainland another Free Zone
Market under Other Emirates
or GCC.
Same is used for
importing goods to a
Dubai Free Zone from
GCC Local Market
12 Transit FZ Transit Between Transfer between TS6 To transfer goods
Dubai based FZs Dubai FZs between two Free
Zones under Dubai

13 Transfer Transfer within a FZ Transfer within JAFZA TR2 To transfer goods

between companies
within the same free
zone

14 Temporary Temporary Admission Export from FZ to local TA2 To import goods from
Admission from FZ to Local for Temporary a Free Zone to Local

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 Explanation Dubai
Declaration Type Description (Dubai
No Regime (OSC Terms) Customs
(Dubai Customs) Customs)
ID
admission (timebound) for temporary
purpose (such as
exhibition,
maintenance, repair
etc.)

Note: Dubai Customs supports 56 types of declarations from Import, Export, Transit, Transfer, Temporary
Admission Regimes. From them, the above listed 14 Declaration types are applicable to OSC Logistics Free
Zone Clearance Services
Depending on the above listed Declaration Types, the following set of Data need to be sent to Dubai
Customs System for New Declarations, Amendments and Cancellations.

New Declaration
The following are the consolidated list of Data Requirements from Dubai Customs for the NEW Declaration
submission:
A. Parties Details

No Data Element Description

01 Consignor / Exporter / The identification code issued by Dubai customs for Exporter.
Transferor Code
02 Consignor / Exporter / Details of Consignor / Exporter / Transferor like Country, City,
Transferor Details Phone, Email, Identification Doc, etc.
03 Consignee/Importer/ Code issued by Dubai Customs to identify the Importer.
Transferee Code
04 Consignee/Importer/ Details of Consignee/Importer/Transferee like Country, City,
Transferee Details Phone, Email, Identification Doc, etc.
05 Notify Party Code Business code of notify party
06 Notify Party Details Notify Party Details like Name, Address
07 Broker Customer Code Valid Broker Business Code for Consignee/Consignor
08 Broker Business Code Applicable only in case the declarant is a GCB.
Note: In case the Consignor / Exporter / Transferor or Consignee/Importer/Transferee Code is optional, then
the Name, Address, Country, City, Phone, e-Mail of the party can be provided.
B. Declaration Details
B.1. General Details

No Data Element Description

01 Declarant’s Reference No. Declarant's reference no. for declaration e.g., job no., etc.
02 Regime Type To identify the declaration regime e.g., Import, Export, Transit,
Transfer, Temporary Admission.
03 Declaration Type To identify the purpose of bringing the goods in to Dubai under
selected regime (E.g.: Import for Re Export etc.)
04 Declaration Reason To identify the reason for Import / Export (In case of Temporary
Admission)
05 Declaration Purpose Purpose of declaration.

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 No Data Element Description
06 Declaration Purpose Details Details of declaration purpose.
07 Availability of original Original Documents required for Declaration
documents
07.01 Document Code Document Code as per Customs
07.02 Availability Status Availability Status of the Document
07.03 Non-Availability Reason Reason for non-availability of the document

B.2. Shipping Details

No Data Element Description

01 Shipping / Airline Agent To identify the agent of the carrier who is carrying the goods.
Business Code
02 Mode of Transport (Incoming) Transport Mode
03 Carrier Number (Incoming) To identify the Flight / Voyage / Country Vessel / Truck number
04 Carrier Registration No. Rotation Number or Flight Number in case of Sea & Air. For
(Incoming) Land, carrier registration number.
05 Date of Arrival Date of Arrival/ Carrier Schedule Date
06 Mode of Transport (Outgoing) Mode Of transport for Outgoing shipment
07 Carrier Number (Outgoing) To identify the Flight / Voyage / Country Vessel / Truck number
08 Carrier Registration No. Rotation Number or Flight Number in case of Sea & Air. For
(Outgoing) Land, carrier registration number.
09 Date of Departure Date of Departure/ Carrier Schedule Date
10 Port of Loading Port of Load
11 Port of Discharge Port of Discharge
12 Original Load Port Original Load Port
13 Destination country Final Discharge Port
14 Point of Exit Customs office of Exit or Exit point via land
15 CTO / ATA / Cargo Handler CTO / Cargo handler code
Code
16 Warehouse / FZ Code Code of Customs free zone from where the goods are received
(Importing Entity)
17 Warehouse / FZ Code Code of Customs free zone from where the goods are released
(Exporting Entity)

B.3. Transport Document Details

No Data Element Description

01 Master Transport Document Master bill of lading
Number (Inbound)
02 House Transport Document Parcel Number, Bill of Lading, House Airway Bill, Master Airway
Number (Inbound) Bill, or Container No.
03 Master Transport Document Master bill of lading
Number (Outbound)
04 House Transport Document Parcel Number, Bill of Lading, House Airway Bill, Master Airway
Number (Outbound) Bill, or Container No.
05 Package Code / Cargo Type To identify the package type such as FCL, LCL, General or Bulk
06 Package Type To identify the type of packages such as Carton, Bale or Pallet

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No Data Element Description
07 Number of Packages Total number of packages of type defined above
08 Marks & Number Marks and Numbers to identify general cargo
09 Gross Weight Gross weight of consignment
10 Gross Weight Unit Gross weight Unit
11 Net Weight Net weight of Consignment
12 Net Weight Unit Net Weight Unit
13 Volume Volume of the Consignment
14 Volume Unit Volume Unit

B.4. Container Details

No Data Element Description

01 Container No Container identification number in case of full load cargo
02 Container Size To collect Container size like ’20 or ’40 in case of full load cargo
03 Container Type To collect Container type like General Purpose (GP), Reefer
(RE), Etc.
04 Container Seal No Container seal number in case of full load cargo

B.5. Invoice Details

No Data Element Description

01 Invoice Number Commercial Invoice Number
02 Invoice Date Date of issue of Invoice
03 Seller This is the person or Entity which is selling the goods to the
buyer.
04 Total Number of Invoice Pages Number of pages in the invoice
05 Invoice Type Type of invoice
06 Payment Instrument Type To identify how the buyer has agreed to settle the payment to
the seller such as TT, Bank LC, cash Transfer.
07 Invoice Currency Currency code of the monetary unit associated with an amount
involved in the transaction
08 Invoice Value Value of goods at the invoice level
09 INCO Term To identify the INCO term under which the seller undertakes to
deliver the cargo to buyer
10 Freight Charges Costs incurred by the shipper in moving the goods, by whatever
means, to the port or place of importation/exportation as
specified by national legislation.
11 Freight Currency Code Freight Charge Currency Code
12 Insurance Charges Costs incurred by the shipper or consignee to provide insurance
for the movement of goods
13 Insurance Currency Insurance Charge Currency Code

B.6. Invoice Line Details

No Data Element Description

01 Invoice Item Line Number Number of the line in the document/ referenced in invoice
number

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No Data Element Description
02 Commodity Code Harmonized system code
03 Goods Condition Used or New
04 Goods description Description of item
05 Statistical Quantity Quantity of goods
06 Statistical Quantity Unit of Quantity
Measurement Unit
07 Net Weight Net weight of goods at the item level including packing but
excluding the carrier’s equipment
08 Net Weight Unit Weight Unit
09 Supplementary Quantity Measurement of the goods as required by Customs to be
expressed for tariff, statistical or fiscal purposes
10 Supplementary Quantity Unit of Measurement of supplementary quantity
Measurement Unit
11 Value of Goods Total Price of sum quantity. (Quantity * Unit Price).
(Foreign / Local Currency).
12 Country Of Origin Country in which the goods have been produced or
manufactured
13 Previous Declaration Reference number of the previous/original declaration
Reference
14 Previous Declaration Invoice Previous Invoice Number
Number
15 Previous Declaration Item Line Previous Invoice line Number
Number
16 Exemption Type To identify any exemption is available other than HS based such
as FOC, ADV, Industrial, etc.
17 Exemption Reference The reference number provided by the exemption approving
Number / Trade Agreement authority
Code
18 Permit reference Number Permit Number
19 Permit Issuing Authority Name of the department /ministry/ authority issuing the
permit
20 Permit Not Required Flag Possible values are: Y / N

B.7. Invoice Line – Vehicle Details

No Data Element Description

01 Vehicle Chassis Number Vehicle Chassis Number
02 Vehicle Brand Vehicle Brand
03 Vehicle Model Vehicle Model
04 Vehicle Engine Number Vehicle Engine Number
05 Vehicle Capacity Engine capacity of vehicle in liters
06 Passenger Capacity Number of passengers a vehicle can carry.
07 Carriage Capacity Load carrying capacity of vehicles in tons
08 Vehicle Year of Built Year of manufacture of vehicle
09 Vehicle Color Color of the Vehicle
10 Vehicle Condition New/Used Vehicle indicator
11 Vehicle Type Type of vehicle: commercial or personal use.

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 No Data Element Description
12 Vehicle Drive Right-hand or left-hand drive.
13 Vehicle Specification Standard Vehicle Specification Standard. Code (set of standard articles to
be print on VCC, mentioned in AS-IS system, like GCC compliant
Vehicle)

B.8. Payment Details

No Data Element Description

01 Payment Mode To identify through which mode the payment 19 will be made
e.g., Cash, Cheque, Credit A/C, ePayment
02 Payment Reference To identify the Credit or Standing guarantee account number
provided by Customs

Declaration Amendment
A new request shall be made to amend any declaration that is already submitted and in cleared state to
Dubai Customs. Request for amendment can be submitted for any fields except Regime Type, Declaration
Type, Cargo Channel, Business code of the Importer / Exporter and the payment mode & the payment
reference (such as credit or standing guarantee account number).
Amendment of declaration could initiate collection or refund of duty / deposits depending on the changes.
The changes in duty or deposits along with amendment related charges and fines if any are to be paid. The
fine and amendment related charges can be captured on the Buy shipment as cost. The amendment of
previous declaration requires re-mapping the import-export transaction mapping and inventory quantity
adjustments. This will be handled as part of Inventory Reconciliation process in E-Mirsal PaaS extensions.
A New Order Release (RFS) should be created by Customer through Order Upload functionality for any
Declaration Amendments by capturing the previous declaration references. The user will not be allowed to
edit any previous declarations which are filed with Dubai Customs with status cleared and from control
perspective any amendments require separate RFS (Order Release) created by Customer or C&F Logistics
team on customer’s behalf.
The following are the consolidated list of Data Requirements (additional) from Dubai Customs for the
Declaration AMENDMENT submission:
Note: Apart from the below details, the declaration details as per the section NEW is also applicable.

No Data Element Description

01 Amendment Reason Reason for Amendment
02 Cargo Status The current status of the Cargo must be specified

Declaration Cancellation

A request can be made to cancel any declaration that is already submitted to Dubai Customs. Cancellation of
a declaration could initiate refund of duty / deposits and collection of cancellation related charges. To
process the cancellation request, user need to provide a valid reason for cancellation. A declaration
cancellation charge will be applicable, and the same can be captured in the Buy shipment as cost. The
19
Since the payments for declaration filings through B2G integration are via Credit A/C - Cheque No., Bank Branch Code
are not required.

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cancellation of previous declaration requires cancelling the import-export transaction mapping and
inventory quantity adjustments. This will be handled as part of Inventory Reconciliation process in E-Mirsal
PaaS extensions.
A New Order Release (RFS) should be created by Customer through Order Upload functionality for any
Declaration Cancellation by capturing the previous declaration references. The user will not be allowed to
cancel any previous declarations in system which are filed with Dubai Customs with status cleared and from
control perspective any cancellation require separate RFS (Order Release) created by Customer or C&F
Logistics team on customer’s behalf.
The following are the consolidated list of Data Requirements from Dubai Customs for the Declaration
CANCELLATION submission:
Note: Apart from the below details, the declaration details as per the section NEW is also applicable.

No Data Element Description

01 Cancel Reason Reason for Cancel
02 Cargo Status The current status of the Cargo must be specified

Dubai Customs – Declaration Response

The following are the list of Data available from Dubai Customs in response to the Declaration submissions:
A. Declaration Response - General Details

No Data Element Description

01 Declarant’s Reference No. Declarant’s internal ref. no. for the declaration
02 Declaration no. Dubai Customs System generated unique registration number
03 Acceptance date Date of Declaration acceptance
04 Declaration Type Declaration type describing the movement of goods
05 Declaration Status The status of EDI processing.
06 Status Remarks Reason for the declaration status, mentioning exception if any.
07 Controlling Authority In case approval from Controlling Authority is required, the name
of CA is mentioned.

B. Declaration Response – Vehicle Details

No Data Element Description

01 Vehicle Chassis Number Vehicle Chassis Number
02 Vehicle Clearance Certificate Dubai Customs provides VCC No. for each Vehicle
No.

C. Declaration Response – Collection / Payment Advice Details

No Data Element Description

01 Advice Type Type of Advice against collection or payment
02 Advice Number Collection/ Payment Advice Number
03 Advice Amount Collection Advice Number

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 D. Declaration Response – Collection / Payment Advice Line Details

No Data Element Description

01 Charge Type Description of charges
02 Charge Amount Amount charged

E. Declaration Response – Collection / Payment Receipt Details

No Data Element Description

01 Receipt Type Type of Receipt
02 Receipt Number Receipt Number
03 Receipt Amount Collection Advice Number

The filing to customs will be through integration. The following steps are the basic flow for processing a
declaration in Mirsal-2 system:
1. Submit the declaration on Mirsal 2 through Dubai Trade web access or B2G (EDI).
2. Upon successful submission, Declarations are registered with Dubai Customs.
3. Declaration number and applicable charges are informed to the declarant as part of the successful
submission message.
4. All declarations will be risk assessed.
5. Accordingly, Clearance / Hold messages will be issued.

Once the customs filing is completed from the Declaration, Bill of Entry number from the Customs System
will be captured at the declaration Refnum level. These values will be copied automatically to Buy Shipment
Refnum. The payment details from the Customs system will also be captured in the Declaration. The
payments are of 3 types:
1. Customs Duty / Tax - Duty / Tax applicable against the declaration. Customs system will
automatically generate this information once the declaration is filed.
2. Deposit - Deposit applicable for lack of original documents such as invoice, certificate of origin, etc.
or Deposit against Duty in case of Import for Re-Export or Transit Declaration, etc. This information
will be automatically generated.
3. Other Charges - Other charges applicable on the declaration such as Service charge, etc.

The payable amounts for the custom service will be captured in the Buy Shipment as payables to Customs.
The standing Guarantee or Deposit will be captured at the declaration level and system will keep track of the
deposits and its validity period.

Printing a Declaration

Once the declaration is ‘cleared’ a print can be requested to Dubai Customs system manually, referring to
the declaration number. This printout can be used as the official Customs Bill of Entry against the submitted
declaration. The document can be scanned and uploaded as attachment to the Declaration in the system.

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Shipment Management
This section describes the foundation design related to the Planning of Orders. In OTM, orders will be
planned automatically C&F Primary Order Release up on review by the users. However, for the Local
Transportation, the Secondary Transportation Order Releases shall be made available for planning post
Customs clearance and Material Movement Department shall select the Order Release manually and run the
Bulk Plan.

Shipments represent the movement of sets of freight from one location to another, activity at a location, and
non-moving charges associated with the logistics activities. All the details associated with logistics activity
are included on the shipment. For example:

o Service Provider
o Activity times
o Transport Mode
o Line item & all other information associated with a shipment
o Base charge, Accessorial and special service charges
o Events related to the shipment execution

For OSC, Shipment Planning activities will consist of the following 2 high planning scenarios as depicted in
the picture below:

Shipment planning will result in to 2 types of shipments:

1. Buy shipments for Primary C&F and secondary MM jobs – Represents the details of activity’s execution,
cost of operation, time, events associated, service provider, etc.
a. Clearing & Forwarding – Operational Planning

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 i. Planning of order release to create Buy and Sell Shipments for C&F Operations and
invoicing. This is primarily for C&F Import / Export operations, and focused on handling
events, statuses, costing calculations.
b. General Transportation – Operational Planning
i. Planning of Order Release by Materials Movements department post Customs clearance
for Transport operations and Fleet Assignment. The buy shipments which are planned
from the secondary Job Order Release is for transportation have the Fleet standard
operating cost (notional cost) which doesn’t have any invoices. In case, if the vehicle is
sourced from the market, then a corresponding invoice shall be raised from the Buy
shipment and which will be interfaced to Accounts Payables for settlement.
2. Sell shipments for Customer billing – Represents the details of activity’s execution, customer charges,
time, events associated, etc.

Buy Shipment Planning

All buy shipments will be planned directly from the Order Release either manually by the OSC user or
automatically20 by the system. When a buy shipment is created from a Primary Order Release for C&F, the
orders shall not be bundled and will create individual buy shipments to capture the Customs clearance cost.
However, for transportation, the system shall bundle the possible Order Releases and determines the
equipment group (vehicle type), standard costs, stop times, the stop sequence, and itinerary for the new
shipment according to the rules configured for Shipment planning.

This design approach will support the OSC transport scenarios for transport planning as Direct shipment.
Direct movements are point to point movements, where one service provider provides end to end service
from source to destination using a single equipment. Large orders or small Orders with the same origin,
destination and compatible time windows shall be consolidated to form a single buy shipment.

Shipment Creation for C&F

C&F Planners shall retrieve the Order Releases and review the Primary Order Release, Secondary Order
Release and Job created in system and perform the Review Completed action from the Order Release. Based
on this event, the Buy Shipment shall be created automatically.

Manual Planning for Transportation

Material Movement Planners shall retrieve the Order Release those are Customs cleared for Transportation
planning. The user shall select the Order Releases and perform the ‘Bulk Plan’ option to use the system’s
optimization logics to build shipments for the order releases selected.
If the planner wants to evaluate the shipment options and build Direct shipment by selecting the desired
options with itinerary and cost, ‘Show Routing Options’ can be used.
During planning system will evaluate the rates (Rate Offering & Rate Record) and services for the selected
orders to build the shipment. Any requests from customer, such as service provider or service will be
assigned as constraint in the order release and will be honored during planning.

20
System shall be configured to plan the shipment automatically for C&F order release. This automatic process shall be
configured on an event i.e., once the Order is Reviewed by C&F.

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Failed Orders

Shipment planning might not be able to plan certain orders into shipment. These are called ‘Failed’ orders.
Below is broad category of reason for Order Failure:

o Order delivery date is not feasible for the shipment to get delivered on the expected date.
o If there is no Rates available on the requested lane and mode.
o There is no compatible equipment defined in the system for transportation

Failed orders will be marked with an indicator and will be manually reviewed/analyzed by the planner for the
cause of failure. Failed Orders will be manually fixed by the planners, and those shall be processed through
the planning process once the data issue is addressed.

Shipment Review

This is the process where planners review shipments that have been planned, for any further adjustments
before these shipments are finalized.
Based on the review and information available, planner can take any of these below actions:
o The planned shipments can be moved to Reviewed state.
o The planned shipment can be un-planned and send back into unplanned order pool.
o If the order received any change notification (late change), the planner may un-assign the Order
from the Shipment and move to another existing Shipment etc.

Typical actions that happen at this stage would include:

o Re-plan orders
o Adjust Shipment Costs
o Assign Rate
o Create Spot Rate
o Recalculate Shipment Cost
o Change Service Provider
o Change Start Time
o Change Stop Time
o Create Secondary Charge
o Delete Secondary Charge
o Add orders to an existing Shipments
o Remove orders from Shipments
o Tender Shipment to External Service Provider
o Accept Tender on behalf of Service Provider

Shipment Modifications

Users may be allowed to modify the Buy Shipments for various operational reasons. The following are the
shipment modification options:

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Modifications to Existing Shipment

Modifications can be done to a planned shipment using the following actions on a planned order release:

N Shipment Actions Description

o
01 Un-assign order release This is to remove order release from a shipment. When an Order
release is removed from a Shipment:
 The removed Order release can be planned into another
shipment.
 If the there are other Order Releases in the shipment from
which the Order is removed, it will be re-rated. If there are no
other Orders in the shipment, the shipment will also be
removed.
02 Move to Shipment This is to assign an Order Release into a Shipment. If the Order is
already associated with a shipment, it will be unassigned from
the original shipment and then will be assigned to the new
Shipment.

The following actions shall be available on shipments in the context of plan patching:

N Shipment Actions Description

o
01 Re-calculate Shipment Cost This action will be used to Re-calculate shipment cost after the
shipment data is modified.

System will consider the updated data that affects rating and will
re-rate the shipment.
02 Change Service provider and This action will allow the user to select and change the Service
re-rate shipment Provider in the Shipment.

When the action is performed, System will show a valid list of

Service Providers. User can select the service provider and
system will recalculate the shipment cost accordingly.

Buy Shipment Finalization

Execution of Shipments are allowed only after the Planners review and Finalize the Shipment. The planner
will Finalize a shipment to move it to a “Reviewed” state so that accidental adjustments are avoided, and
shipment can be executed, and paperwork may be generated.

Users can review the shipments and choose not to Finalize if the shipment results are not convincing. In this
case, users can perform the plan patching operations to manually improve the Shipment quality.

Sell Shipment Planning

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Sell shipment shall be generated at any stages 21 in the life cycle of the Order. From the rating perspective,
one Order Release will be planned to exactly one Sell Shipment. A single legged SELL Itinerary will be
modelled to support the sell shipment planning.

System uses Sell Rates for planning Sell Shipments and calculating Revenue. Sell rate will contain General
Tariff and Customer specific tariff. Due to various reasons, if the system is not able to plan certain order
releases into sell shipment, the ‘Failed’ orders can be identified with an indicator/image for the user to
review and they will be manually planned by the user after fixing the planning failure issues.

Any costs from buy shipment that need to be charged the customer which is not part of the contract to be
reviewed manually and apply to the sell shipments.

Shipment Execution
This section of the document describes the Solution Design topics relating to the Shipment Execution
including Track and Trace and Visibility. Once the Buy Shipment is ‘Finalized’ after the review they will be
available for execution.

Fleet Management

OTM Fleet Management module shall be configured for Local Transportation using Own Vehicles and Drivers

21
Even though sell shipments can be generated any time, certain business rules may be configured to ensure sell shipment is
planned only when the details for customer billing is available.

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related to Clearing & Forwarding service requests 22. Any material handling services such as Loading &
Unloading of the Shipment using other own Equipment and Resources for e.g., Crane and Manpower etc.
shall be scheduled and executed through the Service Logistics modules in Oracle Field Services and Fusion
ERP. In addition to the Clearing and Forwarding services, if the same Shipment requires additional handling
services shall be requested by the Customer through separate Service Request which will be planned,
executed, and billed separately through standard/customer specific or Adhoc customer contracts through
Fusion ERP modules.
All OSC Fleet resources such as Vehicles (including Trailers) and Drivers shall be configured as Fleet
Resources in the OTM application. However, as part of any asset acquisitions all internal and statutory
Certificates and Documents related to the Vehicles and Equipment(s) and their validity periods etc. shall be
maintained in the Fusion ERP as a central repository and master records for Assets. The documentations and
certificates of Drivers including their Licenses, VISA and VISA etc. shall be maintained in Fusion HCM
application from a governance perspective. The minimal information which are required for Shipment
Execution using Own Resource from a Statutory perspective shall be manually maintained in OTM
application such as Driver VISA and License and Its expiry date, Vehicle License Plate Number and its expiry
date and its insurance etc. for validation.
If the Shipments are planned to be executed using Own Fleet Resources of OSC Logistics, then the user shall
assign the following resources to the Buy Shipment from Fleet Workbench.
 Driver
 Equipment
 Power Unit
The equipment assignment only required for Trailer type of Equipment which can physically decoupled from
the Power Unit (Tractor) and has separate Asset numbers. Alternatively, the relationship of Power Unit and
Equipment can be managed through Equipment Association in Power Unit Master data, and if such
relationship is maintained then the Equipment shall be assigned automatically to the Buy Shipment. In case
of LCV and HCV vehicles, there is no Equipment, and it will be maintained as Power Unit in the system as its
physically one unit.

Driver Assignments

The Driver shall be manually crated in OTM application as a Master Record with minimal Statutory
information that is required for Shipment Execution. Post Buy Shipment planning by the Material Movement

22
OTM Fleet Management module supports Land Transportation using LCV & HCV Vehicles, Trailers, and assignment of Drivers. This
module does not support any Rentals (Men, Material and Equipment) scenarios or any equipment assignment like Crane, Forklift etc.
or Manpower assignments which is managed through Service Logistics (Oracle Field Service and Fusion ERP)

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Department, they shall assign the Driver to the Buy Shipment. System will maintain the availability and job
assignment status of Drivers based on the assignment to the previous Shipment and Shipment Events. Its
important to capture the Shipment Events timely as that ensures the Driver availability for the next
Shipments.
As OSC shall not maintain the Driver and Vehicle relationship, the Driver required to be assigned separately
based on the availability. Users can assign driver to a Fleet shipment using the shipment action ‘Assign
Driver’ or “drag and drop” the Driver to the Buy Shipment using Fleet Workbench.
There are two options available in the Assignment section:
 Manual (Action or Drag & Drop) – This can be used when user know which driver user would like to
assign to the shipment. User can explicitly enter the Driver ID or search within OTM using the Driver
ID search field.
 More Options – User can specify a Driver Saved Query ID or Driver Advanced Filter. User can also
click the Override Advanced Filter button to edit the advanced filter.
Once the user selects either Manual (Action or Drag & Drop) or More Options and enter the appropriate
Driver information for assignment or use the ‘Show Options’ to see a list of all feasible and select the
appropriate driver.
While the user tries to assign a Driver to a shipment, and if the driver is already assigned to another
shipment in the same window, then system shall provide a warning message for re-assignment. In case of
exceptions, system will allow the user to override the system constraint and assign the manpower resource
forcefully to the Buy Shipment.
In case the user wants to remove the already assigned Driver from a shipment, the user shall perform the
action “Fleet Unassign > Driver” on the selected Buy Shipment.

Equipment Assignments

Users can assign Trailers to a Fleet shipment using the Buy Shipment action ‘Assign Equipment’ or ‘Drag and
Drop’ Equipment to the selected Buy Shipment from Fleet Workbench. Equipment assignment is not

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required when the Vehicle is physically single unit identified by single Asset/Registration Number. When
users are assigning an actual piece of equipment to a shipment, OTM performs a feasibility check for its
availability. Oracle recommends associating the Trailers to Power Unit through Power Unit Equipment
Association if the coupling and decoupling of trailers are not done frequently, to automate the equipment
assignment up on Power Unit (Tractor) assignment to the Buy Shipment.
The user can reposition the Equipment manually to any Fleet Base Locations under inventory type EMPTY
and REPAIR. In case the user wants to remove the already assigned Equipment from a shipment, the user will
be provided with a provision to select shipment and unassign the Equipment.

Power Unit Assignments

Users can assign Power Unit to a Fleet shipment using the shipment action ‘Assign Power Unit’ or ‘Drag and
Drop’ Power Unit to the selected Buy Shipment from Fleet Workbench. While assigning power unit to the
Buy Shipment through Action, system will allow the user to enter the Power Unit ID to assign.
While the user tries to assign a Power Unit to a shipment, and if power unit is already assigned to another
shipment during the same time window, then system shall prompt the user with a warning message, and if
the user wants, they can proceed with the force assignment that will unassign the Power Unit from the
previous Shipment is the shipment is not en-route.
In case the user wants to remove the already assigned Power Unit from a shipment, the user will be
provided with a provision to select shipment and unassign the power unit. Once the assignments to Buy
Shipments are completed, users can perform the action ‘Confirm Dispatch’ to confirm the dispatch of
shipment.

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Fleet Workbench

Fleet work bench / Dispatch Board will be configured to provide interactive views of multiple and varied data
types on a single screen for managing Fleet Resources review and assignment. Users will be able to run
Object actions, use Smart Links, add and remove data from the Workbench regions, use drag and drop
functionality etc. in the Workbench.
Data pertaining to Orders, Shipments, Equipment, Power Unit, Drivers etc. can be reviewed and interactively
assign to Shipments from this screen.

Fleet Inventory

The OTM application shall keep track of the availability and actual usage of Fleet assets (Equipment and
Power Unit) through Location asset inventory functionality. Using this functionality, a perpetual inventory at
OSC Fleet Base location by the type and state of the asset shall be maintained.

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For the Fleet Base location, the assets will be managed in different buckets and the assets can be added or
removed from the bucket based on their availability or usage. The identified Inventory Buckets are
“AVAILBLE, ASSIGNED, TRANSIT AND REPAIR”. During the assignments and up on capturing the events, the
OTM Agent Workflows shall change the status of the assets and move the Fleet resources to the appropriate
Inventory Buckets. The addition or removal of assets to and from buckets can be performed manually by the
users.
During fleet aware planning, System can consider the status or assets in the buckets to use them in the
shipments. Users can also track the status of assets using the Inventory visibility screens.

Market Hire (External Vendor)

OSC Logistics Material Movement department can source the Vehicle(s) from Market for C&F Local
Transportation in case if the Own Vehicles are not available due to any reasons. In such case the Buy
Shipment shall be planned with Third-Party vendor as the Service Provider and shall be tendered. The
business shall coordinate with the vendor and capture the Vehicle and Driver information in the Buy
Shipment during Tender Acceptance (by MM Planner). The Fleet Resources assignment is not applicable for
Shipments planned with Third-Party vendors and the Fleet Information shall be captured directly in Buy
Shipments. All third-party vendors must be created in the Supplier Master in Fusion ERP and once the Buy
Shipment Invoices are approved in system, the OTM invoices shall be interface to Fusion Accounts Payables
for Settlement.

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Event Management

All events will be represented as Tracking Events and will be captured on the Order Releases. Tracking Events
support events to be captured at the Order Release and it shall map automatically by system to related
objects or vice-a-versa. All the events updated to OTM Shipments will be rolled up to the Order Release.

Tracking events will be captured retrospectively via the standard OTM User Interface. The user shall capture
the event date/time and the location while recording the event, so that a chronological sequence of events
on the Order Release shall be established and reported.

Order Visibility

During execution users can use the event history on the Order Releases to track its execution progress and
completion.

Track & Trace

Users will be provided with an Order Visibility through which users can view the Order data and its
associated events.

A Visibility menu will be provided for users to quick search for Orders and its event details. Apart from this,
the Public Tracking functionality will be provided for customer to track the Order.

Gate Pass23
Material Gate passes are required for the material exit from the Free Zone facility or transfer within OSC
JAFZA locations. Customer request/create Gate Pass for the Exit/Transfer of materials, items, scraps,
hazardous waste, or radioactive materials from/within the OSC JAFZA locations which will be reviewed and
approved by OSC Gate staff.
The Gate Pass PaaS extension shall be accessible from CUSB Portal and OTM for the users to create the Gate
Pass. The orders and its line items shall be interfaced from OTM to create the Gate Pass. The application
shall support creation of Gate Pass for all export and transfer from OSC Free zone Facilities to exit JAFZA or
transfer within OSC JAFZA locations, provided that the order is already available in the OTM for Customs
Clearance, or a standalone Order is created in OTM for the purpose of issuing Gate Pass.
The Gate Pass (MER) shall be created, printed by the authorized customer and C&F users and they shall
upload the scan copy of Gate pass duly signed in the application and Gate Pass staff will verify the Signed
Gate Pass before Check-out in the Gate Pass application.
All requests for Gate Pass with Dubai Trade Portal for Import Shipments will be done manually by the C&F
user in the Dubai Trade portal and respective cost and revenue shall be captured in the C&F Buy/Sell
Shipments – the transaction will not flow into Gate Pass application for Gate Pass creation as the Gate pass
will be issued by Dubai Trade Portal.

23
The Gate Pass application shall be a modular PaaS extension that will be developed post approval of Steering
Committee.

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Security staff at the Gates will be provided access to the Gate Pass Application to view the Gate Pass and can
verify the Gate Pass from Driver with the data in the Application. The security user required to enter the
Gate Pass Number in the application to check-out and record the Material Exit/Transfer from/within JAFZA.
The existing Gate Pass application can be replaced with this functionality.
The diagram below describes the LEVEL-3 end-to-end process flow for C&F Gate Pass creation for Export and
Internal Transfers within JAFZA. A new PaaS extension integrated with OTM shall be built to address this
requirement and a separate Functional Design specification shall be produced with screen prototype for
approval.

POD Processing

The physical signed POD may be submitted to the Material Movement department once the delivery is
completed with the customer. Users can upload the POD to the Order for future references.

OTM’s standard Document Management functionality will be used to manage the storage and retrieval of
documents on different objects.

Processing COO, Legalization and Courier

Service
Process Flow
The diagram below describes the LEVEL-3 end-to-end process flow for C&F Operations for processing COO,
Courier and Legalization services in the new System.

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Process Description
The customer shall create a CUSB Service Request for services such as getting COO, Legalization of
documents, and courier service. The OSC business users shall review the Service Request Description and
create the Order Release in the system from the User Interface. For COO, C&F department will coordinate
with Dubai chamber and apply for the COO. In case of legalization of document, C&F department will
coordinate with the Ministry and & concerned consulate to legalize the document. In both cases, C&F will
hand over the document once the process is completed. For courier service, C&F will only endorse the
documents to facilitate the courier service, and the Customer / Courier agent will process the customs bill.

In the case of COO and Legalization of document services, a Buy Shipment can be created from order release
to manage the activities with Dubai Chamber and Ministry / Consulate. Any charges applicable for the
service obtained will be added to the Buy shipment.

Tracking Events shall be added to the Order Release, which will indicate the status of activity for visibility and
process management. While adding events to the Order Release, users can enter the location, time and
additional information of the events. Payments to Dubai Chamber and Payments made through PRO for
Legalization services will be handled through Petty Cash Management functionality in the Fusion Financials
Cloud.

For the courier service scenario, no costs are involved. Hence no Buy shipment is required. All events related
to the courier processing can be captured in the Order Release.

Sell shipments can be created for customer billing. When the Sell shipment is updated with all charges to be
billed, it can be reviewed and finalized by the C&F User. Once the sell shipment is finalized by the OSC User,
Customer Bill can be generated to bill the customer. Customer user can review and confirm the charges and
references by approving the Customer Bill through the system and this will avoid any disputes during billing.

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Every Bill created in the system will contain key information from Sell Shipment and Charge details and it will
go through 2 level review and approval process within OSC.

Once the Bill is approved from the C&F department, the Bill data will be transmitted to Finance System
(Accounts Receivables) electronically for creating Receivable Invoice. Based on the Bill data, Finance
department will facilitate the receivables process and once the customer is paid against the Bill, the receipt
will be created in Financials Cloud and applied against Fusion AR Invoices. Once the AR invoices are fully
applied against receipts, the Receipt Confirmation shall be interfaced to Logistics System. Finance
department will be given access to Logistics system to refer the Bill and supporting details once the Bill data
is transmitted to Financials.

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Operational Settlement
This section of the document explains the solution design for operational financial management for Logistics
in OTM. The solution is required to support the following operational financial functionalities:

Buy Side
o Cost Allocation
o Service Provider Invoice
o Invoice Creation
o Invoice Approval
o Transmission of Invoice to Financial System

Sell Side
o Revenue Allocation
o Customer Billing
o Supplementary Bills generation
o Billing Approval
o Transmission of Customer Bills to Financial System

Cost Identification

Buy shipments planned from Order releases shall capture the cost of execution which is defaulted from the
Buy side Rate Contracts or captured by user manually.
As a process, Invoice can be generated any time after Finalization of Buy Shipment. Users can add or remove
charges in a Buy Shipment as and when it occurs prior to Invoice creation.
When the Invoice is generated all the cost elements – Base and Accessorial charges - from the Buy shipment
will be transferred to the invoice.
Transportation Shipment using Own fleet shall be rated and captured as standard (notional) cost defined in
the system (based on the vehicle type and per kilometer running cost) which is not subject to any invoicing
or settlements. The standard cost is captured for Own fleet execution to determine the Order Profitability
and reports.

Cost Allocation

Cost Allocation24 will create allocation records in the Order Release to enable Logistics to review the
profitability at the Job level. With the allocation process the cost details from Buy shipment shall be
allocated to the Order when multiple customer Orders are planned to Single Buy Shipment for
Transportation.
 Multiple Orders – One Buy Shipments – One Invoice

Cost Allocation will be based on the Buy Shipment costs and allocation rule profile defined for each Service
Provider. The standard OTM Allocation Rule method with parameter as ‘Weight’ shall be used to allocate the
costs from Buy Shipment to the Order Releases.
24
The cost allocation from Buy Shipment to Order in OTM is only for enabling Job Profitability Reporting in the Logistics
system. Any financial allocation should be done in Fusion Financial system based on the Payment Invoice data
transmitted from OTM.

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Cost allocation to an order release is triggered on finalization of the Customer Bill. The allocated costs will be
shown as Cost in the Order Release. The Job profitability shall be reported also using this information.
Please refer the section 4.7.6 Job Profitability for more details on how the costs allocated to Order will be
used for Job Profitability Reporting.

Cost Allocation Rules

Cost allocation will be done in accordance with the Cost Allocation Rule defined in an Allocation Rule Profile
based on Gross Weight. The allocation rule profile will be assigned to the Service Providers. Cost allocation
will be done at the Order Level and not at the Order line level, enabling cost allocation records available at
the Order Release for Job profitability reporting.

Carrier Payment Process

The Carrier Payment process consists of generation of invoice, its approval and transmission of invoice
details to Fusion Financial Cloud.

The following describes the Carrier Payment process:

Invoice Generation

Carrier Invoices will be generated manually using the Create Invoice action from the Buy Shipments. Service
providers submit the POD once the job is completed, and the MM department will update the POD event to
the Order Release. This is the triggering point for Invoice generation.
Since the invoices are generated directly from the Buy Shipment, they are automatically matched. No
manual matching is required.

Type of invoices

For OSC Operations, Standard invoice functionality shall be configured. The standard invoice is related to the
scenario of one order release to one buy shipment to one payment invoice.

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Supplementary Invoice

In case if the Service Provider raise any supplementary invoices for additional charges 25 after the original
invoice is approved and finalized, supplementary invoice needs to be created in the system by the user
manually.

Invoice Approval

Once the invoice is generated, it can be approved by Manager User after review. Logistics Manager shall
review the invoices manually for accuracy of charges.

Users, who have the authority to approve invoices will be assigned with Invoice Rule Approval profiles that
contain Invoice Approval rules with thresholds. Users can approve the invoice manually if the invoice
amounts fall into the approval rule threshold.
Invoice approval process will be of 2 steps in OTM.
1. Review Invoice
Invoices will be reviewed for accuracy by the OSC User.
2. Approval of Invoice
Invoices that are reviewed shall be available to the Manager for approval.
Invoice Approval rules will be configured, and the Approval rule profiles will be assigned to the user to
enable the ‘Formal’ approval of the payment Invoice. Once the user approves the invoice, invoice details will
be transmitted to the Financial system through Interface.
If there are any invoice discrepancies, the user should modify the Shipment cost and perform the action
“Adjust Invoice cost” from the Buy shipment to reflect the changes in Invoice before the approval.

AP Interface to Financial System

Transmission of OTM Invoice Data to the Financials Cloud shall follow the batch interface mechanism using
FBDI through OIC. The batch process will be scheduled daily and will transmit all Invoices pending for
transmission automatically. The Financials Cloud shall determine if any VAT applicable based on the Tax rules
and apply in the invoices once it is created in Fusion Financials through the interface.
For every invoice sent to Financials Cloud, the financial system will send a payment information to OTM
against the Invoice once the Payable Invoices are fully Applied against Payments in Financial Cloud.

Revenue Identification

Sell shipments planned from Order releases are the revenue object where the revenue from the operations
is identified and calculated.
As a process, Bill can be generated any time after the approval of Sell Shipment. However, additional
validations such as – availability of the POD & Acknowledgement - will be done during approval of the Sell
Shipment.
Users can add or remove charges from a shipment so that the Sell shipment reflects all the revenue
elements of operation as and when the services are provided.
25
In case of any charges to debited to the supplier, then the debit note needs to be created in Fusion Financials directly

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When the Bill is generated all the revenue elements - Base and Accessorial charges - from the Sell shipment
will be copied to the bill.

Revenue Allocation

The revenue is not required to be allocated from Sell Shipment to the Order Release, as the Sell shipment
shall be created one to one against the Order for the Customer Billing
Please refer the section 4.7.6 Order Profitability for more details on how Job profitability shall be
determined.

Customer Billing

Customer Billing will be manually by the user post review of Sell Shipment Charges. Customer Bills will be
generated out of a Sell Shipment and in general, one Order Release will be associated with one Sell Shipment
and one Customer Bill.

Process

Customer Billing process shall follow the following steps:

 Stage 1 – Generation of Sell Shipment from the Order Release

 Stage 2 – Finalization of Sell Shipment for Bill Generation
 Stage 3 – Approval of Bill for transmission to Finance

Sell Shipment Generation

Refer to the Sell Shipment Generation section in the Shipment Planning and creation process.

Bill Generation

Bills will be generated from the Sell Shipment once the Sell Shipment is reviewed. Users will manually
generate the bills from sell shipments. The Sell Shipments Charges and amount shall be transferred to the
Bills.

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Customer bills will contain the Customer Account and Bill-To details. Customers can provide the Bill-To
information in the Order Release when they create a service request.
Reporting can be done in Logistics system at both Corporation & Customer account levels. Similarly, Finance
system can have Legal entity & division wise reporting.
When customer bill is generated in Logistics system, it will only calculate the charges billable to the
customer. Logistics system will not calculate the VAT in the bills, and it will be calculated in the Finance
system. Financial system will calculate, record and account VAT when the bill is received from Logistics
system and before sending the bill to receivables.
Note: Customer Bill will be generated only for the External CUSB customers. For Internal customers, the
system will not generate any Bills and transmitted to Finance. Instead, the process will be completed up on
the Sell Shipment generation only for Logistics reporting in OTM.

Bill Review & Approval

Once all the revenue elements are confirmed on the bill, users can review and approve the Bill. Once the Bill
approval cycle is completed, the Bills will be interfaced to Account Receivables in Financial Cloud.
Bill Review & Approval process will be manual:
Level-1: Review and Approval by Customer user.
Level-2: Review and Approval by OSC User after checking the profitability and ensuring the approval is
received from the customer.

A screen set ‘Bills pending for approval’ will be created which will list all the bills pending for approval. Users
can select the bills and approve them.
In case the bills are pending for Customer Approval for more than specified days, OTM standard Notification
needs to be sent to the Customer. A manual override option will be provided to Logistics to approve the Bill
and pass to Finance in case it is pending for Customer Approval for long.
A report26 with a list of customer bills pending for customer approval to be sent to OSC team “Every Week
like every Saturday” so that Internal decisions can be taken by OSC to stop any new orders from the
customer.
Once the bill is approved, changes are not allowed to the Bill. However, users can still adjust the Sell
Shipment and generate Supplemental Bill.
3 user details – Created by, Customer Approver, and the OSC Approver – details shall be captured in the Bill
for auditing.

Supplemental Bill

Any additional charges or adjustments required on an Approved Bill can be done using Supplemental Bill.
Supplemental bills will be created from individual bills on need basis.

AR Interface to Financial System

The Bills shall be interfaced to Accounts Receivables using FBDI through a scheduled OIC Interface once a
26
Oracle has fixed number of reports to be delivered as part of the implementation which is already consumed. All
additional report requirements require to be managed through Change Request Process.

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day. Once the receipts are fully applied against Invoices, the receipt status shall be updated to OTM Bill
through a scheduled integration which runs once a day.
 OSC Logistics and Finance team need to know if there are any Outstanding bills not paid by
customers yet. Finance will send email to customer as “Dunning Letter” informing the outstanding
Invoices report generated from Fusion Financials Receivables.
 Logistics need to know this information but no action from their side, only finance can block the
customer from further services.
 Manual override to stop dealing with this customer or stop order release. (This will be managed by
flagging the customer in the logistics system as ON_HOLD or NOT_ON_HOLD)

Job Profitability

The Job Profitability27 shall be provided as a BIP Report that fetches the data from the Shipment Cost and
Revenue of the Buy Shipments. The allocation logic (refer below use case) shall be embedded in the report
logic.
The profitability will be calculated as:
 Profit Margin = Sell Shipment Total Revenue – (All Buy Shipment Total Cost + Common Shipments
Allocated Cost)

The following exhibit shows how the Cost & Revenue will be fetched by the Report in OTM for a complex use
case:
Use Case | Air/LCL Import Shipments of Multiple Customers but using Common vehicle for transportation

27
The Job Profitability Reporting using cost and revenue from Shipments and Order allocation data in the Logistics
system is only for analysis purpose. Any financial profitability analysis or reporting should be done in Fusion Financial
system based on the Payment Invoice and Customer Bill data transmitted from OTM.

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Note: depending on the Logistics operation, the above scenarios may contain one or more Order Releases,
Buy Shipments & Payment Invoices (services availed from multiple suppliers) and one Sell Shipments &
Customer Bills for a Job. In case the Buy Shipment is planned with multiple Order Releases of different
customers the Shipment Cost will be allocated to Order Release.
Reports can be generated to analyze the profitability of Customer Orders which will include Cost (Allocated
cost from Buy Shipments), Revenue (Allocated Revenue from Sell Shipments) and Profit / Loss.

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Master Data Management & Configurations
Domain Design

The domain for OSC Logistics will be adhering to a single domain structure. In this implementation, we will
adopt the domain name as OSCLOG where OSC stands for Oilfields Supply Center and LOG stands for
Logistics. All master data and transactional data and system settings will be done in the OSCLOG domain.
Apart from this domain, the system default PUBLIC and SERVPROV domains will also be used. Public domain
will contain all common seeded data like Unit of Measures, Transport Modes, Involved Party Qualifiers,
Standard Agents, etc. The data in the public domain will never be changed, and if a need arises, they will be
copied to OSCLOG domain for making changes.
SERVPROV Domain will have details of third-party service providers.

All OSC and Customer users will be created in the OSCLOG domain. Different user roles will be defined to
control the user access and functional segregation of the users. The customer shall have only one generic
user role28

Master Data Management

This section describes the key OTM and GTM master data that will be used in Logistics System (non-
exhaustive).

Locations
The location master will be used to capture the following business entities:
 OSC Locations (For operations)
 Customer Locations (For operations)
 Sea ports (based on UNLOCODE)
 Airports (based on IATA Codes)
28
All user provisioning in the Cloud instances shall be managed by OCS IT. The Customer or Logistics team can’t create
IDCS Users which is an IT administrative tasks.

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  Customer (For Involved Party ORDEROWNER) Master data extracted from Oracle Financials
 Customer Business Entity (For Involved Party BILL_TO)
 Service Providers & Suppliers - Master data extracted from Oracle Financials
Operational Locations

The following information will be used to model Operational Locations in the system:
No. Field Name Description
01 Location ID Unique Identifier for the Location
02 Location Name Name of the Location

03 Corporation ID Corporation ID of the Location

04 Location Description Description for the Location

05 Active Denotes if the Location is active. Valid values are Y or N

06 Address Line Street Address of the Location

07 City City of the Location

08 Province Code / Name Province Code / Name for the Location

09 Country Code Valid value is AE

10 Time zone Valid values is Asia/Dubai

11 Zoning Will be used based on the Itinerary and Rates

12 Latitude Latitude in decimal format

13 Longitude Longitude in decimal format

14 Calendar Defines the operating hours of the location as well as the time windows
for activities.
15 Role Defines the nature of the Location. Values are: SHIPFROM/SHIPTO,
PORT, CUSTOMER, etc.
16 Contact Primary Contact for the location with Email.

Customers

A customer is an entity that does business with OSC LOG, it can be the companies coming under the CUSB or
internal OSC departments. Customers must be migrated/created in Financials Cloud with their profile
information, and each will have their own sites created within Fusion. The customer master data shall be
extracted from Fusion Financials and provided to Business Team for additional information capturing which
are required for Logistics before uploading the data to OTM.
Customers will be configured as ‘Location’ with the role ‘Customer’. The following are some sample key
information that will be used to model Customers in the system:

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 No. Field Name Description
01 Location ID Will be modelled as unique identification number for a customer, e.g.,
Customer ID.
02 Location Name Customer Name
03 Corporation ID Corporation ID of the Customer
04 Location Description Description for the Customer
05 Active Denotes if the Location is active. Valid values are Y or N
06 Address Line Address of the Customer
07 City City of the Location
08 Province Code / Name Province Code / Name for the Location
09 Country Code Valid value is AE
10 Time zone Valid value is Asia/Dubai
11 Role Set to CUSTOMER
12 Contact Primary Contact for the location with Email.
13 Party ID Party ID in Financial Cloud
14 Customer ID Customer ID in Financial Cloud
14 Customer Site ID Customer Site ID (BILL-TO) in Financial Cloud
15 Reference Numbers Reference Numbers with Qualifiers
16 Remarks Additional information about the Customer with Qualifiers
17 Legal Entity ID Legal Entity ID in Fusion Financials
18 Business Unit ID Business Unit ID in Fusion Financials
19 Payment Term Payment Term Defined in Fusion Financials

Along with general Customer data, the following additional details will be configured in the system:
 Customer Bill-To account details
 Customs Code (OSC Customs code applicable to the customers)
 License details (OSC License details applicable to the customers)
o Activities allowed and not, HS Code change allowed or not, COO change allowed or not.

Corporations

Corporations determines the legal entity of the Locations. This data can be correlated to the BILL_TO party
or Customer. Corporations can be specified to all locations and service providers, optionally.
Corporation Profiles

Corporation Profiles group Corporations. The corporation profiles will be used to model customer to rate
association as per the customer Contracts with OSC LOG.

Corporation Profiles will be assigned to Rate Offerings to ensure that the correct rate is selected during
planning of orders belonging to a particular customer. If the same customer has different contracts for their
internal business units, different corporations and corporation profiles will be created for each customer
business unit.

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Regions

Regions will be modeled as a collection of Locations. Regions can be based on Locations, Suburbs, Cities, etc.
The regions will be used in modelling itineraries and Rate Records where a group of geo covers the same
rate and/or route.

Based on the itinerary and rate master data models, Regions will be defined during the build phase.

Calendars

Calendars define the opening / closing hours of the location as well as the time windows for allowing or
restricting activities. Apart from location operational hours, service operational days and/or cut-off times will
be modeled as calendars.
Assumptions:
 All calendars are assumed to be cyclical (based on a Sun-Sat, 7-day cycle)
 National holidays can be considered as overrides

Transport Modes
The Transport Modes will be used to represent the Transportation Service Codes purchased from carriers
and sold to customers. Consists of ‘buy’ and ‘sell side’ service codes.
For example, if OSCLOG buys a service called ROAD_FREIGHT from a Service Provider, then a Transport
Mode called ROAD_FREIGHT will be captured as a Transport Mode. The Transport Mode will be associated
with the Rate Offering of the Service Provider for the Road Express rates.

Mode Profiles
Mode Profile groups the Transport Modes and will be used in the Itineraries or Orders as constraint. It helps
to capture transport mode classification i.e., LAND, AIR, OCEAN. The creation of Mode Profiles will depend
on the internal service codes captured on Buy and Sell rate cards. The Mode Profiles will then be applied to
itineraries. A generic OSCLOG_MODES will be captured to represent all possible transport modes, but
additional mode profiles may be created.

Service Times
Service times will be used to model the Transit time between the locations or for activities.
Buy Side
Most of the service times will be captured on a LOOKUP basis and transit times must be gathered per carrier,
per service code on a lane basis. The service times will be capture as Rate Service and attached to each Rate
Offering or Rate Record. Lanes for the Service Times must align with the lanes on the Rate Records.
In cases where it is not possible to capture transit times by lanes on a lookup basis, the Rate Service Type
SIMULATION will be used instead. SIMULATION will be also used with Multi-Stop planning rates.
Sell Side
As the sell side is primarily used for customer billing, there is no need to define a LOOKUP service time. The
service times on the Sell Side will be derived based on Simulation.

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In case, the service time between the locations is agreed with the customer as per the MoU, then the service
times can be captured as LOOKUP per lane.

Service Providers

Service Providers are third party operators, who provide service to OSC LOG. Service providers will be
created both on the buy side and sell side. On the Sell Side, there will only be a single service provider called
OSCLOG which will be the service provider for all sell rates. The buy side Service Providers must be
migrated/created first in the Fusion Financials as Suppliers which will be then extracted and provided to
Business to capture additional Operational information to create Service Provider master in OTM.
The following service provider attributes will be captured:

## Attribute Description
01 Service Provider ID The Service Providers unique identifier
02 Service Provider Name The name of the Service Provider
03 Street Address Street Address of the Service Provider
04 State State where the carrier is based
05 Country Code To be used as AE
06 Time Zone Valid value is: Asia/Dubai
07 Active Y or N
08 Contact Email Email contact of Service Provider
09 Financial Code Unique code of the Service Provider in Oracle Financials
10 Allocation Rule Profile Cost Allocation Rule profile
11 Supplier ID Supplier ID in Fusion Financials
12 Supplier Site ID Supplier Site ID in Fusion Financials
13 Legal Entity ID Legal Entity ID in Fusion Financials
14 Business Unit ID Business Unit ID in Fusion Financials
15 Payment Term Payment Term Defined in Fusion Financials

Equipment Types

Equipment Types define the characteristics of an equipment group or Equipment. Equipment Type will be
assigned to Equipment and Equipment Groups. The Equipment refers in OTM is a Trailer which is coupled to
a Power Unit (Tractor) that carries the cargo for transportation from one location to another ((e.g., 20-foot
reefer, 40-foot dry van). The equipment such as Crane, Forklift, Sweepers etc. are not valid equipment for
OTM.
Equipment Groups

Equipment Groups identify the different kinds of equipment that are used to transport shipments from one
location to another (for e.g., 40' trailers). Equipment Groups will be used in non-fleet shipments. Equipment
group is linked to an Equipment Type.
During planning system evaluates available Equipment Groups to find the right fit of equipment for the order
bundle. Equipment Groups weight and volume are key for performing the load optimization.

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Equipment Group Profiles
Equipment Group Profiles will be created to group equipment groups (s) of similar type (e.g., All Trailers) and
will be assigned to itinerary and rates. When the rates based on equipment(s) – they will be modeled as rate
condition in the rate cost, but if they are for a group of equipment(s) – they will be modeled as equipment
group profile assigned to the rate offering or rate record.

Lanes

Lanes will be used to configure the geo representation of a ‘From’ and ‘To’. Lanes will be created from
Locations / Regions / Zones etc. to Locations / Regions / Zones, etc.
Lanes will be used with Rate Records and itineraries to specify the geography they cover.

Itineraries

Defines the routing options within OSCLOG and may be single leg, multi-leg, and multi-stops.
Sell Side

Sell side itineraries support the sell shipment planning. It provides the routing for customer orders.
Since all the customer orders are ‘sold direct’ a single legged itinerary will be created. The following
itineraries will be created on the sell side, to enable the creation of sell side shipments from a “door to door”
perspective:
From Geo To Geo From To Purpose
COUNTRY COUNTRY AE AE To plan and rate orders from AE to AE

Buy Side

On the buy side, different types of itineraries will be configured since it need to represent actual routes of
transportation and should support Operational Shipments. To support the OSCLOG operations, the following
buy itineraries will be modeled:
 Point to Point – for direct deliveries
 Point to Point Multi-stop – for multi-drop deliveries
 Multi-leg – for transport movements involving multiple legs

No From Geo To Geo Multi- Multi- Description

stop leg
01 Region/Location Region/Location N N Point to point for direct deliveries
02 Region/Location Region/Location Y N Multi-stop using OSCLOG owned / hired truck.
03 Region Region N Y For Forwarding via ports, depending on the Shipment
legs (Export from: OSC-JAFZA>AEJEA, AEJEA>INNSA).

Rate Configurations

Rate configurations support the creation and maintenance of standard tariffs, Customer MoU, service
provider MoU based sell and buy rates. For buy rates, carriers will be used as service providers but for Sell
rates, OSCLOG will be used as service provider.

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The following Rate objects will be used to model the rate cards:
Rate Offering

Rate offerings represent the contractual part of MoU. It contains the service provider, the validity, applicable
transport mode, additional service details and other constraints like equipment(s), etc.
Relationship between Rate Offering and Rate Record is one to many – as a MoU may contain rates for many
lanes.
From the solution point of view, The Rate Offering transport mode shall be used to capture the transport
service offered by the carrier. Similarly, Rate Offerings shall be modelled to handle other operational
services.
The transport mode on the sell side denotes the service that is being ‘sold’ to the customer. The Transport
Mode for the sell side will be captured on the sell side Rate Offering. This could be a OSCLOG branded
service e.g., GENERAL.
Rate Validity Period: This will be captured as Rate Version. For rates that are non-expiring, a generic
NON_EXPIRY rate version will be created, which ends on 31-12-2999.
Rate Record

Rate Record represent the rating part of MoUs. Rate records contain the validity, geo / lane information,
additional service offerings, and the amount and calculation methods for rates. These costs will be used for
the calculation of Shipment costs during planning.
Lanes on the rate geo for buy and sell side will be same. For most of the cases, a Region-to-Region lane will
support the Rate Record model.
The charge details in the sell and buy Rate Record will have the following flavors:
Charge type OSCLOG representation
Basic charge Per Shipment, Per OSC, Per Trip, Per MT, Per CUM, per
equipment, etc.
Minimum charge Minimum charge
Maximum Charge Maximum Charge
Hourly Charged via a refnum value
Equipment Per Equipment
By weight Per Shipment Total Weight
By Volume Per shipment total volume
By Chargeable Weight Per Dimensional Weight with Dim Weight Factor
By Declared Value Per Value of Goods
A combination of different criteria’s may also be used to configure the Rate Costs.
Accessorial

Apart from Base Charges (Freight) additional charges may need to be modelled to calculate the cost of
additional services provided. These additional charges will be modelled as Accessorial Charges. A rate
offering or record may contain accessorial charges that apply when certain conditions are met. Accessorial
are modelled, as Accessorial Code and Accessorial Cost.

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Accessorial Code defines the Charge Codes that indicate the additional charges and Accessorial Costa defines
the Cost to be applied as additional charge. Cost Calculation methods will be defined in the Accessorial Cost.
The cost calculations can be based on Per Ship Unit, Per Trip, Per Weight, Per Volume, Per Dimensional
Weight with Dim Weight Factor, Per Equipment, percentage Per Value of Goods, etc.
Accessorial Code and Cost will be applied to both Buy and Sell Costings and it will represent additional
revenue and cost. If any Accessorial to be calculated based on the Order data that is not a part of regular
order information, the same need to be interfaced / entered in the Order. E.g.: Insurance Charges. Since it is
calculated based on the value of the goods (not a regular order data), it should be passed in the order for the
calculation.
Logistics system Charge codes (defined as accessorial codes) will be created based on the Items definitions in
Finance system. Items related to logistics charges will be linked to "Revenue, Division, Cost Center, Product
Line in the Financial system.

Rate Enquiry
Standard Rate Enquiry screen will be provided for the users to search and retrieve MoU or Tariff rate details.
Different parties will be interested in reviewing rates because: 1) Operational Users want to refer the Tariff
or MoU rates for customer negotiations, 2) Finance users may want to search and validate the rates applied
to the invoice that they are reviewing for approval. etc.

User Management

Users are actual people who will login into OTM. User Roles are grouping of users based on common
requirements like same access, same menu’s (screens) etc. Each user can have one or more user roles.
Changes to the properties of user roles affect all users mapped to that user role. In some cases, one user can
be given additional access above the access given by user role.

Users
End users of OTM are created as USER only by IT team the users must be created/available in IDCS and OTM.
Each End user of OTM will have an individual login ID and Password. OTM Users definition will have the
following attributes:
 User ID – Unique login Id of the user. It may be created as employee ID for internal users and as
Supplier/Service Provider ID for external users.

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  Nickname - The nickname for
login is the quick user ID
without domain name qualifier
which must be same as IDCS
user email id.
Apart from the above attributes, the
users may be assigned with the
following settings:
 Document Use Profile – For
document management
 Approval Rule profile – For
Invoice Approval Rules
Note: The User IDs will be created based
on the master data provided.

Document Use Profile

Document Use Profile set up is required

to enable the user to upload documents
to OTM objects. Document use profile
will be attached to each user based on
their access to upload document. E.g.: a
maximum of 5 MB of document size will
be allowed to be uploaded. A standard
Document use profile can be created for
all users.
The file extensions that are safe to be
uploaded to OTM will also be listed and Copyright © 2018, Oracle and/or its affiliates. All rights reserved. This document is provided for
information purposes only and the contents hereof are subject to change without notice. This
the system property will be configured
document is not warranted to be error-free, nor subject to any other warranties or conditions,
to enable the same. whether expressed orally or implied in law, including implied warranties and conditions of
merchantability or fitness for a particular purpose. We specifically disclaim any liability with
Approval Rule Profile respect to this document and no contractual obligations are formed either directly or indirectly
by this document. This document may not be reproduced or transmitted in any form or by any
means, electronic or mechanical, for any purpose, without our prior written permission.
Approval rule profile is used to assign
Invoice approval rules to users whose Oracle, True Cloud Method and Java are registered trademarks of Oracle and/or its affiliates.
role require them to check and verify Other names may be trademarks of their respective owners.
and approve freight invoices. Approval
AMD, Opteron, the AMD logo, and the AMD Opteron logo are trademarks or registered
rule profiles is already detailed out in
trademarks of Advanced Micro Devices. Intel and Intel Xeon are trademarks or registered
the Financial section of this document. trademarks of Intel Corporation. All SPARC trademarks are used under license and are
trademarks or registered trademarks of SPARC International, Inc. UNIX is a registered
trademark licensed through X/Open Company, Ltd. 1212

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