Export Shipping Execution Across Customs & Ports

Case Study

Client

Akbar Brothers — Shipping Department

Akbar Brothers operates in a high-volume export environment where shipping execution depends on accurate coordination between internal ERP data, port systems, customs platforms, and logistics systems. Before automation, the shipping team had to take shipment information from internal records and manually re-enter it across multiple downstream systems to complete the export process.

The challenge was not that the business lacked data. The challenge was that the data already existed inside the enterprise, but execution still depended on repeated human effort across disconnected systems.

The challenge

The export shipping workflow involved several systems, each responsible for a different step in the operational chain:

• IFS ERP as the internal source of shipping data and initial shipping documents
• Navis N4 for pre-shipping advice to the port
• CMS 2.0 for cargo registration with the Sri Lanka Ports Authority
• ASYCUDA for customs-linked Cargo Dispatch Note execution
• Trico Logistics for final gate pass generation

Although each system served a clear purpose, the workflow as a whole was highly manual. Once a shipment was ready, staff still had to move the same shipment data from one system to another, step by step.

This created several operational issues:

• Repeated manual data entry across multiple portals
• Delays caused by switching between systems
• Dependency on human accuracy for shipment-critical fields
• Risk of mismatches between ERP records and external entries
• Limited visibility into where a shipment was stuck in the process
• Valuable staff time being spent on routine execution instead of handling exceptions

In short, Akbar Brothers had the source data, but did not yet have a digital execution layer that could carry that data through the full shipping process automatically.

The solution

Effectz.AI implemented E-Flow, its Intelligent Document Execution Engine, to automate the end-to-end shipping document workflow.

The process begins with the initial shipping document obtained from IFS ERP. E-Flow then reads the document, extracts the required shipment data, validates it, and synchronizes that data across the external systems needed to complete the export workflow.

Instead of asking users to manually operate each downstream portal, E-Flow acts as the execution layer between internal enterprise data and the external logistics and customs systems.

This is what makes the solution different from a typical OCR or document capture tool. E-Flow does not stop at extraction. It uses the extracted information to execute real workflow steps across multiple systems.

How the automated workflow works

Step 1: Shipping document is obtained from IFS ERP

The workflow starts when the relevant shipping document and shipment data are obtained from IFS ERP. This becomes the trusted source for downstream automation.

Step 2: E-Flow extracts the required shipment data

E-Flow reads the shipping document and extracts the operational fields required for export execution. Depending on the shipment, these may include container details, weights, voyage information, customs-linked identifiers, shipper details, terminal information, and other fields required by downstream systems.

This removes the need for staff to manually copy the same information into multiple external platforms.

Step 3: E-Flow synchronizes data with Navis N4

E-Flow uses the extracted data to complete the Pre-Shipping Advice step in Navis N4.

This creates the electronic pre-advise record that notifies the port that the export container is on the way.

Step 4: E-Flow synchronizes data with CMS 2.0

E-Flow then executes the cargo registration step in CMS 2.0 using the required shipment and declaration information.

This generates the Service Order Container document required for port-side processing.

Step 5: E-Flow synchronizes data with ASYCUDA

Next, E-Flow executes the official Cargo Dispatch Note workflow in ASYCUDA.

This produces the verified eCDN number and eCDN PDF. Where required, the workflow can also support associated outputs such as VGM preparation.

Step 6: E-Flow synchronizes data with Trico Logistics

Finally, E-Flow uses the validated shipment data and customs-linked references to complete the Gate Pass step in Trico Logistics.

This produces the final Gate Pass required for port entry authorization.

What E-Flow automated

With E-Flow in place, Akbar Brothers' Shipping Department no longer needed to manually re-enter shipment data across four separate downstream systems for every export movement.

E-Flow automated the core execution chain:

1. Obtain the initial shipping document from IFS ERP
2. Extract the shipment data required for execution
3. Sync the data to Navis N4 for pre-shipping advice
4. Sync the data to CMS 2.0 for cargo registration
5. Sync the data to ASYCUDA for official eCDN generation
6. Sync the data to Trico Logistics for final gate pass generation
7. Return the required shipping outputs for operational use

Outputs delivered through the workflow

The automated process generates the key outputs needed to move the shipment through port and customs operations:

• Electronic Pre-Advise
• Service Order Container document
• eCDN PDF file
• Gate Pass
• VGM document where required

Business impact

Reduced manual work

The shipping team no longer has to perform repetitive portal entry for each shipment across multiple systems.

Faster shipping execution

By removing repeated re-keying and system switching, E-Flow helps move shipments from internal readiness to port and customs execution much faster.

Better data consistency

Because the same extracted shipment data is reused across systems, the risk of inconsistencies between internal records and downstream entries is significantly reduced.

Lower operational risk

Important shipping outputs such as pre-advise records, service order documents, eCDN files, and gate passes are generated through a controlled workflow rather than fragmented manual execution.

Improved productivity

Shipping staff can spend less time on clerical system work and more time on exception handling, coordination, and execution oversight.

Stronger digital execution capability

The shipping department moved from a manual, portal-driven operating model toward a more scalable and auditable document execution model.

Why this matters

In export shipping operations, the biggest bottleneck is often not the lack of systems. It is the lack of orchestration across systems.

Akbar Brothers already had ERP data, customs workflows, port workflows, and logistics tools. But without an execution layer, the burden of connecting them still sat with people.

E-Flow closed that gap by turning shipping documents into system actions.

That is the real value of the implementation: not just reading shipping documents, but using them to drive operational execution across IFS ERP, Navis N4, CMS 2.0, ASYCUDA, and Trico Logistics.

Outcome

• 24/7 processing beyond office hours
• Reduced routine after-hours workload for staff
• Continuous execution across connected shipping systems
• Human review focused on exceptions only

For Akbar Brothers' Shipping Department, Effectz.AI delivered an end-to-end shipping document workflow automation powered by E-Flow.

The result was a connected execution flow where shipping data starts in IFS ERP, is extracted and understood by E-Flow, and is then synchronized across Navis N4, CMS 2.0, ASYCUDA, and Trico Logistics to complete the export shipping process.

This is a strong example of how Effectz.AI applies Intelligent Document Execution in real-world enterprise operations: using documents as the starting point, but delivering value through end-to-end workflow execution.