Reusable vessel particulars
Open another call for the same vessel and review reused fields without copying old visit dates.
A PRACTICAL TOOL FOR SOFTWARE BUYERS
Port agency software
requirements checklist.
Use these 24 checks to prepare a port agency software project, compare options and agree what your team needs to test.
Based on the port-call workflows behind 7SeasDesk, designed by a practising ship agent. Adapt the priorities to your organisation and review the examples with your chosen supplier.
24 requirements to review. Choose a priority beside each one.
Selections stay on this page and in your downloaded file. Download your choices before leaving the page.
Vessels and calls
One reference for the visit
Follow the same call through operations, documents and financial accounts.
Loading and discharging in one visit
Keep cargo operations separate while retaining shared visit details.
Agent handover
Check the saved status, responsible person and documents another agent needs to continue the call.
Cargo and SOF
Several parcels or Bills of Lading
Keep each product, bill and quantity identifiable.
Weight and volume units
Review VAC, AIR and volume labels beside the correct values in the printed output.
Manual header dates and parcel events
Change an overall cargo-start or completion time without rewriting individual parcel events.
Continuation-page SOF output
Print a long statement and inspect page counters, fonts and signing space on every page.
Accounts
Explainable PDA calculations
Trace a charge to its saved quantity, rate, tonnage basis and applicable conditions.
Separate costs and customer charges
Review supplier cost, customer sales and agency fee without double counting.
PDA-to-FDA comparison
Keep the original estimate available when actual charges are reviewed.
Supporting evidence and recipients
Attach charge evidence and review an additional final account for another recipient.
Documents
Your own document layouts
Print representative forms with your wording, fonts, branding and required signing areas.
Shared and document-specific fields
Change a shared fact, then confirm that unrelated bill wording and quantities stay intact.
Preview before sending
Review unsaved changes and the final PDF before issuing the document.
Approval and final records
Confirm which values are editable before approval and what is retained afterwards.
Access and data
Roles and permissions
Agree which operational and financial information each role can read or change.
Concurrent-edit handling
Open the same record in two windows and review how conflicting changes are handled.
Export and handover
Agree the data and document formats your organisation can receive.
Hosting and recovery responsibilities
Agree who operates hosting, backups, restore procedures and access administration.
Custom project
Ports and tariff scope
List the actual ports, terminals, agreements and charge rules that must be configured.
Interfaces and dependencies
Identify connected systems, data owners, API access and third-party dependencies.
Acceptance examples
Choose realistic simple, complex and exception cases for the team to review.
Rollout, changes and support
Agree deployment steps, support arrangements and how later requirements are prioritised.
How to use the checklist
- Mark the requirements that matter to your team. An occasional exception can be more important than a long feature list.
- Download your choices and add your own examples during the review.
- Ask the supplier to demonstrate the agreed acceptance checks before rollout.
Continue with the shipping agency software overview, PDA and FDA workflow or Statement of Facts examples.
Bring your checklist.
Shape your solution.
Tell us which workflows, forms and interfaces your team needs. We will review the requirements with you before agreeing the scope.
Discuss your workflow ↗