Lexema developed for "Sveza-Les" of the program robot on control of document flow with cargo carriers

2020: The program robot for control of document flow with cargo carriers

On December 25, 2020 the Lexema company (earlier EcoSoft) announced implementation of Lexema RPA in Sveza-Les.

The program robot for control of document flow with cargo carriers accelerated process of approval of documents of sea cargo carriers, excluded the errors by their drawing up involving penalties.

In the companies exporting the products, one of important processes is logistic interaction with cargo carriers. The main documents in this process are:

• Bill of lading – the document of title and the transportation agreement
• The draft is draft option of bill of lading, is formed cargo carrier
• The instruction – the document which is formed the consignor and contains all information on the sent goods.

Discrepancies in data of a draft and the instruction – the serious problem involving time and financial losses. In the course of approval of these documents between the sender and carrier it is very important to obtain a full compliance of information in the shortest possible time.

This process in Sveza company for acceleration and reliability augmentation is decided to be robotized. For the solution of a task the Lexema RPA platform was selected.

As the robot works:

• On an input the robot receives the Register of loads of a way, checks sufficiency of data for drawing up the Instruction. If necessary sends by e-mail a template for filling to the manager of Sveza company for introduction of missing information. This stage can repeat until all data, necessary for drawing up the Instruction, are not correctly entered.
• On the basis of the final Register of loads the robot makes the Instruction and sends it to the e-mail address to cargo carrier.
• The cargo carrier in turn makes the Draft and gives it to the robot.
• Important stage of reconciliation of the Draft and Instruction. The robot accurately and quickly reveals all inconsistencies and quickly announces them to cargo carrier. This stage repeats necessary number of times.
• The robot confirms correctness of the Draft and expects from cargo carrier Bill of lading within 5 days after loading on the vessel. In case of need, sends to carrier e-mails with a reminder.
• The robot sends the Bill of lading received from cargo carrier to the manager of Sveza company, responsible for process, by e-mail.

It is simple to understand as far as this process what amount of time to be saved at managers thanks to robotization accelerated. And, the most important, the errors in drawing up key documents for cargo transportation involving financial losses are excluded.