Timeline to Submit Documents
- All the documentation should be clearly visible and either PDF or Excel Format.
- Ensure Docs are received 21 days ahead of cargo ready date for Ocean shipments.
- All Documents for DG good need to be submitted 28 days ahead of Cargo Ready date for Ocean shipments.
- Ensure documents are received 7 days ahead of cargo ready date for Road or Air shipments.
- During August to December all documents need to be submitted 40 days ahead of cargo ready date.
Documentation required ahead of shipping
Commercial Invoice to Include
- Name and address of the exporter and importer
- Date of issue
- Velocity/iZilla SKU
- Invoice number / PO number
- Payment terms
- Shipment terms
- EORI number if the destination is EU
- Description of goods
- Quantity of goods
- Price per unit
- Total item value
- Total invoice value and currency of payment
- The terms of delivery according to the appropriate incoterm
Packing List to Include
- Information about the exporter and the importer
- Country of Origin
- Date of issue
- Invoice number / PO number
- Velocity/iZilla SKU
- Description of the goods
- Type of packaging
- Number of packages
- Net weight, gross weight, and measurement of the packages
If Hazardous/DG
- MSDS Report
- Dangerous goods note
- Identification and Classification report
How to Upload Documents
Click on 'Shipments' on the left side bar
Use Search function
Locate/search for Shipment
Step 1
Step 1A
Step 2
Navigate to 'Document' tab
See documents repository for this shipment
Click on three dots to View/Edit/Delete
To add another document, click 'Upload'
Step 3
Step 4
Step 5
Click on three dots to View/Edit/Delete
Step 6
To add another document, click ‘Upload’
Browse your device and open required document
Choose document type from the drop-down list
Rename the document to match the document type selected
Click on 'Submit'
Step 7
Browse your device and open required document
Step 8
Choose document type from the drop-down list
Step 9
Rename the document to match the document type selected
Step 10
Click on ‘Submit’
New document will appear in repository
Step 11
New document will appear in repository
How to Find and View Purchase Orders
Click on 'Orders' on the left side bar
A Purchase Order table will appear with all 'live' POs
You can narrow data by choosing and applying filters
You can also narrow data by applying quick filters
You can customise table by adding or removing columns
You can export data
Step 1
Click on ‘Orders’ on the left side bar
Step 2
A Purchase Order table will appear with all ‘live’ POs
Step 3
You can narrow data by choosing and applying filters
Step 4
You can also narrow data by applying quick filters
Step 5
You can customise table by adding or removing columns
Step 6
You can export data
To View a PO - click on it
Purchase Order slider will appear on the screen
Use Activity tab to view PO history and to send chat messages
Use Line items tab to update PO qty/dates and to create Lots
Use Order details tab to find further PO details
Use 'Issues' tab to see Issues for this PO
Step 7
To View a PO – click on it
Step 8
Purchase Order slider will appear on the screen
Step 9
Use Activity tab to view PO history and to send chat messages
Step 10
Use Line items tab to update PO qty/dates and to create Lots
Step 11
Use Order details tab to find further PO details
Step 12
Use ‘Issues’ tab to see Issues for this PO
How to Place a Booking
Click the “Request booking” button at the top right side of the webpage
Search for PO(s) you wish to book)
Choose POs/SKUs you wish to book
You can choose the entire PO, a specific line/SKU or multiple POs/lines/SKUs
Choose POs/SKUs you wish to book
You can choose the entire PO, a specific line/SKU or multiple POs/lines/SKUs
Choose POs/SKUs you wish to book
You can choose the entire PO, a specific line/SKU or multiple POs/lines/SKUs
Click 'Book' at the right top corner
Step 1
Click the “Request booking” button at the top right side of the webpage
Step 2
Search for PO(s) you wish to book)
Step 3
Choose POs/SKUs you wish to book
You can choose the entire PO, a specific line/SKU or multiple POs/lines/SKUs
Step 4
Click ‘Book’ at the right top corner
Select mode of transport
For full container bookings (FCL) - choose container type and number of containers
For less than container (LCL) bookings - choose packaging type and specify details
Step 5
Select mode of transport
Step 6A
For full container bookings (FCL) – choose container type and number of containers
Step 6B
For less than container (LCL) bookings – choose packaging type and specify details
The Notes pane is a box that appears below each slide. Tap it to add notes
Enter Velocity/iZilla Po Number
Enter Incoterms
Some of the fields might be prepopulated (e.g. Origin, Destination, Incoterms) this means this information
has been received electronically when Purchase order has been raised
Step 7
The Notes pane is a box that appears below each slide. Tap it to add notes
Step 8
Enter Velocity/iZilla Po Number
Step 9
Enter Incoterms
Some of the fields might be prepopulated (e.g. Origin, Destination, Incoterms) this means this information has been received electronically when Purchase order has been raised
Upload Documents by clicking on three dots and attaching necessary files
Add special instructions (only use if goods are DG)
Click 'Book now'
Step 10
Upload Documents by clicking on three dots and attaching necessary files
Step 11
Add special instructions (only use if goods are DG)
Step 12
Click ‘Book now’
How to Update PO Cargo Ready Dates (CRD)
Click on 'Orders' on the left side bar
You can also use Search function to type PO number
Click on Purchase order
Navigate to 'Line Items' tab
Click on 'Update multiple schedules'
Step 1
Click on ‘Orders’ on the left side bar
Step 1A
You can also use Search function to type PO number
Step 2
Click on Purchase order
Step 3
Navigate to ‘Line Items’ tab
Step 4
Click on ‘Update multiple schedules’
Select Items you wish to update (single or multiple)
Click 'Update'
Step 5
Select Items you wish to update (single or multiple)
Step 6
Click ‘Update’
Choose a new date from the calendar
Select reason from the dop down list
Add any additional information
Click 'Submit'
Step 7
Choose a new date from the calendar
Step 8
Select reason from the dop down list
Step 9
Add any additional information
Step 10
Click ‘Submit’
How to Update PO Quantities
Click on 'Orders' on the left side bar
You can also use Search function to type PO number
Click on Purchase order
Navigate to 'Line Items' tab
Click on 'Update multiple schedules'
Step 1
Click on ‘Orders’ on the left side bar
Step 1A
You can also use Search function to type PO number
Step 2
Click on Purchase order
Step 3
Navigate to ‘Line Items’ tab
Step 4
Click on ‘Update multiple schedules’
Select Items you wish to update (single or multiple)
Click 'Submit'
Step 5
Select Items you wish to update (single or multiple)
Step 6
Click ‘Submit’
Communicate Using Shipment Activity Feed
Click on 'Shipments' on the left side bar
You can also use the Search function
Search for and click shipment you need using the PO number
Search for and click shipment you need using the PO number
Step 1
Click on ‘Shipments’ on the left side bar
Step 1A
You can also use the Search function
Step 2
Search for and click shipment you need using the PO number
Navigate to 'Activity feed' tab
To record Shipment history including all key milestones
To highlight any Issues related to this Shipment
To exchange messages about this Shipment
List of subscribers who receive notifications about this PO
Step 3
Navigate to ‘Activity feed’ tab
Step 4
To record Shipment history including all key milestones
Step 5
To highlight any Issues related to this Shipment
Step 6
To exchange messages about this Shipment
Step 7
List of subscribers who receive notifications about this PO
Click on 'Subscriber'
Click on 'Add subscriber'
Click on '+' for person you wish to subscribe
Click 'Subscribe'
Click 'Done'
Step 11
Click on ‘Subscriber’
Step 12
Click on ‘Add subscriber’
Step 13
Click on ‘+’ for person you wish to subscribe
Step 14
Click ‘Subscribe’
Step 15
Click ‘Done’
Carton Marks
All cartons are required to include the following items…
Initials of region
Name of product
Number of units per carton
SKU of product
Description of product
Colour of product
Carton number
Compliance markings
Barcode of product
2. Name of product
3. Numbers of units per carton
4. SKU of product
5. Description of product
6. Colour of product
7. Carton number
8. Compliance markings
9. Barcode of product
Commercial Invoice and Packing Templates
This document is required to be filled out and uploaded at the time a booking is requested. If you have any questions, please contact:
logistics@v-com.co.uk
United Kingdom
UK CI & PL
European Union
EU CI & PL
United States
US CI & PL