There are 2 ways to create a single order manually in the system. Orders are created under the ORDERS Main menu.
Alternative order creation options:
Order creation by copying an existing order: 👉Click here
Order creation in bulk from template: 👉Click here
General Order Creation
Step 1: Navigate to the Order creation section
From the main ORDERS menu, select the Orders List.
Click the “Create order” button, located on the right or top of the screen.
Step 2: Fill in Order details
In the order creation section, you will find a form to enter the order details. Each section will load once the previous section is completed.
Transport Service. Select the transport service for the order. Note: transport services can affect the stop activities and order detail fields that are available on the order.
General Details. Enter the customer name, once entered, the Consignment section will populate. Any order defaults associated to the customer and/or transport services (locations, references, etc) will appear pre-filled.
If there are multiple collect/deliveries, use the 'Additional Collect / Deliver Stops' to indicate what is required. The Consignment will update to '1' and shows the option to 'Add Consignment' to the order. Complete the remaining relevant and/or mandatory fields.
Consignment. The consignment section consists of a minimum of 2 sections: Collect / Delivery. This may vary based on the Transport Service selected, ie: 'Containers' may include additional sections to account for container movements. If there is a '+' icon, either before or after stop, this will allow additional stops to be added to the order.
NOTE 1: Each stop has a pre-configured 'DURATION'; that is the amount of time allocated to the stop, in the overall calculation of the duration of the trip.
NOTE 2: 'START / END TIME', with or without 'Enforce' is a Time Frame (Window) when the stop activity can 'Start'. In the example below, the collection can begin at any time from 6am up to and including 8am.
Standalone stops (Owned/Seacontainers only). If the transport service selected is Owned or SeaContainer, there is an option to add standalone stops during order creation.
Users can add custom stops to the CONSIGNMENT, and define where in the trip the stop should be added:
Multiple stops can be added to the consignment. Please note, there are some limitations to this feature.
Only applicable to container orders (Owned / Seacontainer)
Not applicable to transport network orders
Is not compatible with creating multiple legs, ie: uncouple chassis with container
Cargo. Add the goods details for each consignment. The default is to show the 'TOTAL'. If individual dimensions are required these can be added by clicking 'Add piece dimensions', these can be removed using the 'Remove piece dimensions'. If the freight is considered 'Dangerous Goods', use the ADR dropdown. With ADR selected, an additional ADR section will be shown that must be completed before the order can be saved.
SAVE. Review the order details to ensure accuracy and completeness. The order routing will show on the map to the right side of the screen. Click on the 'Save' button on the right bottom to validate the order. If any errors or warnings are detected, carefully review the messages and make the necessary corrections and click on 'Save' button again
Transport Services are part of the account configuration, based on the services provided. Contact Qargo Support if additional services are required.
Step 3: Validate and Save the Order
Once you have entered all the necessary information, review the order details to ensure accuracy and completeness. You can also check your route on the map on the right side of the screen to double check.
Click on the “Save” button on the right bottom to validate the order.
If any errors or warnings are detected, carefully review the messages and make the necessary corrections and click on “Save” button again
Step 4: Edit order(if applicable)
If any changes are required to the original order details, these can be done by clicking on 'Edit Order' button that can be found on the top right side of the order page or via the 'Edit icon' (pen) next to the fields in the order page view:
Edit the STOPS of an order. This article covers editing and re-sequencing stops on an order, including unplanned orders and orders on the Planboard.
Warnings: Duplication warnings are displayed in the event that reference numbers or container numbers have been used in other orders.
Order creation from a document
To create a new single order from an order confirmation document provided to you by your customer.
Click on "create order" button and choose your preferred transport service as in normal order creation.
Upload or drag the order confirmation document that was provided by the customer.
The recognised fields include:
Customer by VAT Number (must be added to the customer profile)
References
Dates / Times
Opening times
Numbers
Addresses
Descriptions / Additional instructions
Collection / Delivery Notes
Good descriptions
Click on a field in the order and a dropdown will open. Some options in that dropdown will have a label 'Suggestion'. This is data that is fetched from the uploaded document.
📚 If NOTES do not pre-fill typing in the box will display any matching options from the document.
Guidance to avoid manual work is shown as additional information or a warning. Here are a few examples:
Once a suggestion is selected, those fields are highlighted in blue.
Mandatory fields will be marked with a red border.
If a reference number is chosen that already is selected in a previously created order, a warning is displayed 'Possible duplicated detected' with a reference to the orders.
If a location is already used in a previously created order, it is possible to copy the time windows and other important information to avoid manual input.
Manually fill out the necessary or empty field fields for the order.
Verify the completeness and accuracy of the order details before finalising and save the order.
Split documents for scanning
For larger pdf documents it is possible to select which pages need to be scanned, effectively splitting the pdf document.
When creating an order, the user can choose to drag an email or a pdf into Qargo. This was already possible, but now it’s also possible to define which pages of the PDF file(s) should be used for the order pre-fill and as order confirmation.
Once the PDF files have been added, the user can specify what page range should be used. This range will be used to scan by AI and it will be used as the order confirmation attachment in the order.
Once the split has been created, this will be visible to review as well. It is possible to create splits for the different PDF files that have been attached. When multiple splits are created, the last created split will be used as order confirmation. The original PDF files can be deleted or they can be left to attach to the order as well.
Once the order is created, the last created split will be added in attachment as the order confirmation from the customer as well as the email itself. If other splits were created from other PDF files, these will be added in attachment as document type ‘Other’. Finally, the original PDF files are added at document type ‘Communication’
Customers can now easily extract the order confirmation from larger PDF files.
More accurate document scanning by specifying pages to be used.
Click the link below to learn more about how Qargo Intelligence scans and validates order confirmation documents to create new orders.
Optimised by Claude.ai
Creating Orders in Qargo
Overview
Qargo provides multiple methods for creating orders in the system. All order creation functions are accessible through the main ORDERS menu. This guide covers the two primary methods for creating single orders manually, along with alternative creation options.
Available Order Creation Methods
Primary Methods:
General Order Creation: Manual entry using the standard order form
Document-Based Order Creation: Using AI-powered document scanning to pre-fill order details
Alternative Methods:
Order creation by copying an existing order
Bulk order creation from templates
General Order Creation
Step 1: Navigate to Order Creation
To begin creating a new order using the general method:
From the main navigation, select ORDERS
Click Orders List from the submenu
Locate and click the Create order button (positioned on the right or top of the screen)
Step 2: Complete Order Details Form
The order creation form loads sections sequentially, with each section becoming available once the previous section is completed.
Transport Service Selection
The transport service selection affects available stop activities and order detail fields:
Select the appropriate transport service for your order
Note: Different transport services provide different configuration options
Available services are determined by your account configuration
Need additional transport services? Contact Qargo Support for service configuration assistance.
General Details Section
Complete the customer and basic order information:
Customer Name: Enter the customer name
The Consignment section will automatically populate after customer selection
Pre-configured defaults (locations, references, etc.) associated with the customer and transport service will appear automatically
Additional Stops: If multiple collect/delivery stops are required:
Use the Additional Collect / Deliver Stops option
The Consignment counter will update to show '1' with an option to 'Add Consignment'
Complete all remaining relevant and mandatory fields
Consignment Section Configuration
The consignment section includes a minimum of two components: Collection and Delivery stops.
Standard Consignment Components:
Collect Stop: Pick-up location and details
Delivery Stop: Drop-off location and details
Additional Stops: Available for certain transport services (indicated by '+' icon)
Container-Specific Features:
Container transport services may include additional sections for container movements
Specialised fields for container handling requirements
Stop Configuration Details:
Duration Settings:
Each stop has a pre-configured DURATION value
Duration represents the allocated time for completing the stop activity
This duration is included in the overall trip time calculation
Time Window Configuration:
START / END TIME: Defines the time frame when stop activity can begin
Enforce Option: Makes time windows mandatory
Example: Collection window from 6:00 AM to 8:00 AM means collection can start any time within this window
Standalone Stops (Owned/SeaContainer Services Only)
For Owned or SeaContainer transport services, you can add custom stops during order creation:
Adding Custom Stops:
Select the option to add standalone stops
Define the stop location and requirements
Specify where in the trip sequence the stop should be positioned
Multiple standalone stops can be added to a single consignment
Limitations for Standalone Stops:
Only available for container orders (Owned/SeaContainer services)
Not compatible with transport network orders
Cannot be used when creating multiple legs (e.g., uncoupling chassis with container)
Cargo Information
Add detailed goods information for each consignment:
Standard Cargo Details:
Default View: Shows total cargo information
Individual Dimensions: Click Add piece dimensions for detailed breakdowns
Remove Dimensions: Use Remove piece dimensions to return to total view
Dangerous Goods Handling:
If freight contains dangerous goods, select appropriate classification from the ADR dropdown
When ADR is selected, an additional ADR section appears
Complete all ADR section fields before saving the order
ADR compliance is mandatory for dangerous goods shipments
Step 3: Review and Validate Order
Before finalising your order:
Review Process:
Accuracy Check: Review all order details for completeness and accuracy
Route Verification: Check the order routing displayed on the map (right side of screen)
Validation: Click the Save button (bottom right) to validate the order
Error Handling:
If errors or warnings appear, carefully review all messages
Make necessary corrections to address any issues
Click Save again after corrections are complete
Step 4: Edit Order (If Required)
After order creation, modifications can be made using two methods:
Edit Order Button:
Located on the top right side of the order page
Provides access to comprehensive order editing features
Field-Level Editing:
Click the Edit icon (pen symbol) next to individual fields
Allows quick modifications without accessing the full edit mode
Stop Management:
Edit existing stops on an order
Re-sequence stop order
Modify unplanned orders and orders on the Planboard
Order Validation Warnings
The system provides several types of warnings during order creation:
Duplication Warnings:
Displayed when reference numbers are used in other orders
Appears when container numbers match existing orders
Helps prevent accidental duplicate order creation
Document-Based Order Creation
Overview
Document-based order creation uses AI-powered scanning to automatically extract information from customer-provided order confirmation documents, reducing manual data entry.
Step 1: Initialise Document Order Creation
Click the Create order button
Select your preferred transport service (same as general order creation)
Choose the document upload option
Step 2: Upload Order Confirmation Document
Document Upload Methods:
Upload: Click upload button and select document file
Drag and Drop: Drag the order confirmation document directly into the interface
Supported Document Types:
PDF files
Email attachments
Order confirmation documents from customers
Step 3: AI Document Recognition
The system automatically recognizes and extracts the following information:
Recognised Data Fields:
Customer Information: Identified by VAT Number (must exist in customer profile)
Reference Numbers: Order references, booking numbers, and tracking codes
Dates and Times: Collection and delivery schedules
Numeric Data: Quantities, weights, and measurements
Addresses: Collection and delivery locations
Step 4: Review and Select Suggestions
Using AI Suggestions:
Click on any field in the order form
A dropdown menu will appear with available options
Suggestion Labels: Options marked 'Suggestion' contain data extracted from the uploaded document
Select appropriate suggestions to auto-fill fields
Visual Indicators:
Blue Highlighting: Selected suggestion fields are highlighted in blue
Red Border: Mandatory fields that require completion
Guidance Messages: Additional information and warnings appear to minimize manual work
Step 5: Handle Data Validation
Duplicate Detection:
If reference numbers match existing orders, a warning displays: "Possible duplicate detected"
The system provides references to potentially conflicting orders
Location Assistance:
When a location matches previously used addresses, you can copy time windows and other details
This feature reduces manual input for recurring locations
Step 6: Complete and Save Document-Based Order
Manual Completion: Fill any remaining empty or mandatory fields
Final Review: Verify completeness and accuracy of all order details
Save Order: Click Save to finalise the document-based order
Advanced Document Features
PDF Document Splitting
For multi-page PDF documents, you can specify which pages should be scanned for order creation:
Page Selection Process:
Document Upload: Drag email or PDF files into Qargo
Page Range Definition: Specify which pages should be used for AI scanning
Order Confirmation: Selected pages become the order confirmation attachment
Split Document Management:
Multiple Splits: Create different splits for various PDF files
Active Split: The last created split is used as the order confirmation
Original Files: Can be deleted or retained as additional attachments
Final Document Organization:
Order Confirmation: Last created split attached as order confirmation
Email Attachment: Original email included as attachment
Other Splits: Additional splits categorized as 'Other' documents
Original PDFs: Retained under 'Communication' document type
Benefits of Document Splitting
Improved Accuracy:
More precise document scanning by focusing on relevant pages
Reduced processing time for large documents
Better Organization:
Clean separation of order confirmation from supporting documents
Easy extraction of relevant information from complex PDF files
Quick Reference Links
Order Copying Guide: Learn how to create orders by copying existing orders
Bulk Order Creation: Instructions for creating multiple orders from templates
Stop Management: Comprehensive guide for editing and managing order stops
Qargo Intelligence: Detailed information about AI document scanning and validation