R O F S

 

REMOTE ORDER FOLLOW-UP SYSTEM

FOCUSSED ON END TO END TRANSPORT/DISTRIBUTION - B2B

 

ROFS is a sophisticated freight communication agent. It manages the freight forwarding process from order to delivery, with minimal input from the relevant parties. Yet it enables all parties to have one-window access to all the information regarding each shipment.

 

ROFS has been developed - by a team of freight experts who have worked in, and understand, the freight forwarding process. As such, it provides solutions to both common and exceptional situations. It's automated messaging system, which alerts parties at different status intervals, ensures order deadlines are met.

 

ROFS is more than a traditional tracking system, it is a Supply Chain Centre offering;

  • Users to interact directly with their consignee's operating systems, eliminating a time-consuming process of data input
  • Automatically send freight orders and instructions when a purchase order is raised
  • Generates own codes to ensure data integrity is maintained at all times
  • E-mail specific indicates action or advise e-mails, eliminates support confusion
  • Includes user specific prompts on orders in progress
  • Includes Container tracking module
  • Includes Item management
  • A messaging system that augments your existing e-mail/messaging programs and which is spam free
  • An archive of all records that can be easily accessed when required
  • Report generator and status scheduler is fully configurable
  • Set individual configurable business logic to each user, e.g. mail actions, code mapper

ROFS is user friendly and can be quickly learnt by anyone with even the most basic computer skills.

 

 

How it Works: 5 Simple Steps

 

Managing orders are critical to ensure a smooth and trouble free procurement of supplies. Any delay impacts directly on work flow, be it factory or retail related and can be a costly experience in respect of plant stoppages or short supplies to retailers. ROFS endeavours to keep business on track. However, ROFS requires that information exchange agreements can be reached between buyers and sellers. Only then can the full benefits of the automated ROFS system be realised. To initiate communication exchange agreements are reached between buyers and sellers ROFS issues and initiation e-mail to the seller requesting their buy in. Should the request from the supplier be declined, the buyer is informed. While we endeavour to link buyers and sellers ROFS provides for a wide application to suit most user requirements.

 

The purpose of ROFS is to provide a centralised system to store and retrieve information regarding your client and agent orders routed through your offices and agents.

 

  1. Either the Client or your office/agent creates the order with the details required.
  2. Once the order is saved, the system automatically generates and sends e-mail  messages to all participating parties (within a few seconds)
  3. Either the shipper/supplier (via HTML Embedded e-mail Messages) or your office updates the order with the availability date from the supplier (Ex factory) through only answering the HTML embedded questions. Once done all parties are informed via e-mail and the system is automatically updated.
  4. The exporting office updates the order with the intended shipment details, such as vessel/flight, ETD and ETA.
  5. The actual shipment details are linked to the order once the exporting office has send the EDI files, to the International database; this database keeps track of all shipments from all offices.

 

At times it will be necessary to go back and forth between the parties. For this purpose, there are "notes field" available for each party. Thus, each time an order is up-dated and saved the system automatically sends an e-mail to all parties who request to be notified this way.

 

The Suppliers do not have to become a registered user of the ROFS system to have the benefits of the system. That is optional. Instead they just need to respond to the e-mails with HTML embedded questions. ROFS works on automated process control principals, meaning that the system sends out e-mails according to it's set process control parameters, prompting the participating party to provide us with the requested information. That being the ready dates, pick up dates etc.

 

In order to become an independent user of the system, we require you to complete the user registration request on this website (REGISTER). That will provide you with the full functionality of ROFS.

 

This application is forwarded to a administrator who will then validate the details and issue the applicant with a username and password.

 

 

The purpose of the system is:

 

  • To provide a centralized system, integrated with your International Data Base, to store and retrieve your clients shipment information.
  • To seamlessly link the buyers and sellers to their importers or exporters.
  • The system is based on the principals of process control, thus linking all participating parties.
  • All parties are in constant communication via e-mail.
  • It enables your clients to monitor their shipments from order placement date up until the final delivery date.
  • The order / shipment details are accessible on the Internet al year round (24 hours a day 7 days a week).

 

 

Some of the features:

 

  • The system is event driven and supported by e-mail.
  • Automated status reports can be set up and generated from the comfort of your desk.
  • Reports can be scheduled and be sent out of the system automatically an a daily, weekly or monthly basis.
  • Part shipments / items can be tracked and split over multiple consignments.
  • Orders can be created and files can be updated from your desk.
  • ROFS can interface with any ERP system.

 

 

User levels:

 

 

System Administrator

 

The System Administrator has full rights to the entire system as well as the software source to enable enhancements and/or changes to the software. He is also responsible to assign regional administrator rights. He can also participate in any order, can take ownership of orders or transfer them from user to user.

 

Regional Administrator

 

Regional Administrators have the duty of registering users and exercising the company security measures. They will also be responsible for administrative tasks pertaining to their regions/business activities for example Adding New City Codes/New Job Title's, Maintenance, registering new clients to the system and giving access rights to all users etc. They can also participate in any order, can take ownership of orders or transfer them form user to user.

 

Agents

 

Have access to relevant orders, items, clients and suppliers information.

 

Clients (Importers or Exporters)

 

Have full rights to their orders, items and suppliers.

Clients are able to:

  • Enter order date
  • Enter item data
  • Register suppliers/amend client details
  • Register items to suppliers library
  • View and edit orders, items and own supplier/client detail
  • Use the full search facilities to monitor order status - if not the supplier will be prompted via the process control.

Should a client choose to use the facility to send his/her orders to his supplier, the supplier can also be registered as a user.

 

Suppliers

 

Have full rights to their relevant orders, items and clients. The supplier does not have to be registered as a user on ROFS to gain the benefits of the system. For more details see "Benefits to the Supplier" on the "Benefits to use ROFS" dropdown menu on this site.

 

 

ORDER PLACEMENT, TRACKING AND AUTOMATED STATUS REPORT UPDATES

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