As an exporter, you must inform a cargo terminal operator in advance about the containers you wish to send for loading. The stevedores respond back confirming the clearance and cargo acceptance. That’s how a pre-receival advice is completed. In order to do it timely, error-freely and cost-effectively, you can rely on a good software tool.
Before you start searching for the right kind of software, it makes sense to learn how it would be used to make this task simpler. Doing so can also help you choose the software which precisely meets the process’s requirements. Let’s begin.
Integrate the Software
To begin with, you must integrate the new software with your existing IT infrastructure. In other words, you need to bring it in sync with the overall export documentation process which in turn is a part of the whole supply chain. For this, you need to look for a software which offers compatibility as well as performance, flexibility and customization.
Load It with Basic Information
While lodging a PRA electronically for every new consignment, you would notice that a lot of information is repetitive. If you have been doing it manually for years, you can definitely recall the extensive labour required to fill the same information again and again. A software can easily address this issue by offering centralized data storing. You simply need to input the basic information once and auto-fill the associated fields every single time.
Refer to a Sample PRA
In order to avoid any inconvenience or unnecessary time wastage, you can refer to sample PRA forms in advance. For example, you can have an idea about what information you need to fill and in what format for each container in the consignment. Furthermore, you can understand what additional information you would need in case of special goods like fruits that are perishable in nature.
Submitting the First PRA
So, how to get a PRA electronically for the first time? Because you synched the software with your existing system, you can easily and accurately fill the container number, container weight and other such fields without doing it manually again and again. In addition, you can take advantage of the software by:
- Preparing the PRA from anywhere. To make it possible, it would be a good idea to choose a cloud-based solution. It allows accessing the software from any device and not just your office computer.
- Putting the PRA preparation on a hold, saving the work done so far and starting again from where you left. In case you face an interruption, you don’t need to restart the whole process. The software may allow you to restart without losing the track.
- Submitting the PRA to different stevedores. Needless to say, the software you select must offer communication with various cargo terminal operators across Australia.
- Sending more than one message in one go if your consignment contains multiple containers. It not only saves time, but also allows better tracking.
Tracking the PRA
Once you send the PRA to the right stevedore, you may wait impatiently for the response. Using the software, you can also track the status of your PRA which also makes it fast to respond back to any queries. You may receive the status whether your PRA has been approved, rejected or still pending in real time.
Finally, if your first PRA is accepted without any hiccup, you can use the software to prepare the final report. Even if you face some issues, you can refer to the report in the future to avoid them. Because of electronic PRA submission, your consignments may experience successful export without any delays or penalties.
Export Documentation Software 