User Guide
1. Membership Procedures
1.1 Membership Requirements
- To register on our PORTAL, you must have previously collaborated with MEDKON Lines. You can start the registration process whether you were a Corporate or Individual client. 1.2 Registration Steps
- Click the "REGISTER" button on the homepage to open the registration form.
- During the registration process, your company's tax identification number will be used for verification, so please ensure all information is accurately filled out. 1.3 Email Information and Notifications
- The email address you use on the registration form will be the primary channel for all notifications and potential password resets. It is recommended to use a group email address if possible. 1.4 Membership Approval and Portal Usage
- Once you complete the required information on the form, your membership application will be submitted to us for approval.
- After the approval process, you will receive a confirmation email, and with this email, you can start using the PORTAL.
2. Tracking, Voyage Information, and Communication
2.1 Tracking
- Container Tracking: On the PORTAL, you can track the containers used in our shipping operations. This feature allows you to see the latest movements of the containers. You can perform tracking by entering the BL number, booking number, or container number into the appropriate field. This information allows you to easily check the current position and status of the containers. 2.2 Voyage Information
- Voyage Query: Customers can query voyages by entering the loading and unloading ports in the "Voyage Information" step to receive a quote. This section lists available voyages based on the entered information.
- Voyage Details and Ordering: You can view detailed information about a voyage by clicking on it from the listed voyages. Each voyage's detail page includes loading and unloading dates, the name of the ship, its route, and other important information. After reviewing this information, you can place an order for the relevant voyage. 2.3 Communication
- Contact Information: As MEDKON Lines, you can access the contact details of our head office and all our agencies through the PORTAL. In this section, you can find contact details such as address, phone number, and email, and directly communicate as needed. This allows you to quickly find the right communication channel for operational or general inquiries.
3. Request a Quote
3.1 Introduction to the Quote Request Process
- Using Voyage Information for Quote Requests: To start the quote request process, use the "Voyage Information" or "Request a Quote" button to select from the planned voyages and ships within the specified date range. Proceed to the next step related to the selected voyage. 3.2 Entering Quote Details
- Entering Details: Continue with your selected voyage and a window will open where you must enter all required details accurately to receive a quote. Here, you need to fill in specific information such as the type of cargo, quantity, destination port, etc. 3.3 Submitting and Processing the Quote Request
- Submitting the Quote Request: After entering the details, your quote request will be sent to MEDKON Lines, and our expert team will ensure the proper entry of data corresponding to your request.
- Notification and Pricing: After receiving your quote, a notification email will be sent to you. Once MEDKON Lines has priced your quote, you will receive another quote notification. 3.4 Tracking Your Quotes
- My Quotes Section: You can track all your received quotes from the "MY QUOTES" section and access all their details. In this section, you can see information about the status of the quotes, offered prices, and their validity periods. You can also contact the relevant personnel for additional information or to make any changes if necessary.
4. From Quote to Order
4.1 Quote Approval Process
- Processing the Quote: Following the procedures in section 3, the customer submits a quote request, and MEDKON Lines performs pricing based on the requested quote. After the pricing, an informational email is sent to the customer indicating that the quote is ready. 4.2 Actions on the PORTAL
- Responding to the Quote: The customer views their quote by logging into the PORTAL and going to the "MY QUOTES" section. Here, the quote appears with "APPROVE" or "REJECT" buttons, allowing the customer to evaluate and decide on the quote. 4.3 Creating a Booking
- Approving the Quote: Once the quote is approved by the customer, the "CREATE BOOKING" button becomes active on the same "MY QUOTES" page.
- Booking Process: Clicking the "CREATE BOOKING" button transfers the quote to the "MY ORDERS" section, and MEDKON Lines begins the process of creating the booking. 4.4 Completion of the Booking Process
- Booking Creation: Once MEDKON Lines successfully creates the booking, a notification email is sent to the customer indicating that the process is complete.
- Order Tracking: The quote, now turned into a booking, begins to appear in the "MY ORDERS" section, and the customer can track the status of their order from this area.
These processes enable customers to easily manage and track all quote and booking transactions through the PORTAL.
5. Order Procedures
5.1 Booking Creation Process
- Booking Request: After the quote is approved, the customer initiates the booking creation process by clicking the "CREATE BOOKING" button on the PORTAL. This step successfully records the customer's request in the system. 5.2 Booking Creation and Notification
- Creating the Booking: MEDKON Lines processes the booking according to the customer's request. When the booking is successfully created, an informational email titled "Your Order Has Been Created" is sent to the customer. 5.3 Tracking Orders
- MY ORDERS Menu: Customers can view all their orders and the details of these orders under the "MY ORDERS" menu on the PORTAL.
- Container Details and Status Check: Once the container pickup location and/or container number are entered by MEDKON Lines into the system, customers can access this information under the "MY ORDERS" menu and check the status of the container pickup location or container assignment. 5.4 Loading Notification and Updating Information
- Receiving Loading Notification (Bill of Lading): Once the container information is entered into the system, the "LOADING NOTIFICATION" button becomes active within the relevant booking, and customers can obtain their loading notifications through this button.
- Updating Information: At this stage, customers can update or edit their personal or business information. 5.5 Creating a Bill of Lading
- CREATE BILL OF LADING Button: After the booking processes are complete, the "CREATE BILL OF LADING" button appears on the screen, and the customer can click this button to move to the next process.
These steps ensure the effective management of order processes and allow customers to continuously monitor the status of their orders. The next step will detail the bill of lading creation process.
6. Bill of Lading Creation Step
6.1 Bill of Lading Information Entry
- Entering Information: At this step, it is necessary to enter all the required information for the creation of the bill of lading accurately and completely. This ensures that the shipment is properly processed and recorded. 6.2 Additional Information Entry
- Additional Information: If there is any additional information that needs to appear on the bill of lading for the country where the cargo is being shipped, it must also be entered. This can be essential for compliance with the regulations of the destination country. 6.3 Container Details
- Container Details Entry: In the "Container Information" section, details of the containers associated with the order must be entered. This information is accessed and saved through a details button, facilitating the correct planning of loading and transport operations. 6.4 Previewing Preliminary Invoice
- Income and Expenses: On this screen, you can view all the income and expenses associated with your order in the form of a preliminary invoice. This feature is crucial for cost management and budgeting. 6.5 Generating Bill of Lading PDF
- PDF Generation: Once all details are accurately entered, you can generate a PDF of the bill of lading using the PDF button located at the top right corner. This PDF can be used for both archiving and sending to relevant parties. 6.6 Viewing Summary Information and Document Retrieval
- Summary and Document: This screen allows you to view all summary information and download the prepared bill of lading PDF. This facilitates easy monitoring of your transactions and quick retrieval of necessary documents.
Completing these steps finalizes the bill of lading creation process, an official and legal part of the shipping process that provides clarity to all involved parties.
7. Reports and Invoices
7.1 My Invoices Menu
- Viewing Invoices: From the moment you first register on our portal system, you can view all the invoices for the transport operations you have carried out with MEDKON Lines from the past to the present in the "MY INVOICES" menu. Invoices for all new transports you undertake will also continue to appear here. This menu enables you to easily track your past and current financial transactions. 7.2 Reports Menu
- Demurrage and Detention Reports: In the "REPORTS" menu, you can view details of any demurrage or detention that may have occurred (if such delays have occurred). These reports help manage additional financial obligations and potential delays, allowing you to analyze the causes of these situations and plan your future operations more effectively.
These sections allow you to comprehensively view and manage the financial aspects of your transport operations and any potential operational delays, enhancing the transparency of your business processes.
8. Line Assist & Support Services
8.1 Line Assist
- Chat Bot Service: Our Chat Bot, named "Line Assist," is designed to answer any questions you may have. This automated assistance tool has been developed to speed up our customer service processes and provide you with uninterrupted support by instantly responding to frequently asked questions. 8.2 Technical Support and Suggestions
- Communication Channel: For any technical questions and suggestions about our portal system, you can reach us at portal.admin@medkonlines.com. All messages sent to this address will be reviewed by our teams and responded to as quickly as possible.
These support services are designed to provide a more efficient user experience on our platform and to be there for you with any questions or issues you may have.