Help & Onboarding

System Overview

MCI-ERP is the internal operations tool for MyCarImporter. It tracks vehicles from US auction purchase through trucking, shipping, customs clearing, and delivery to clients in Nigeria.

Global Search

The search bar at the top of every page searches across orders (by reference, VIN, or vehicle), clients (by name or ID), and team members. Start typing to see results instantly.

Key Concepts

Orders -- Each order represents one vehicle for one client
Service Types -- Not every order follows the same path. When creating an order you select the service type, and the system adapts the pipeline accordingly.
Stages -- Orders move through their pipeline from start to delivery
Locking -- When an order advances to the next stage, the previous stage's data locks to prevent accidental changes
Dock Receipt -- The most important document for shipping orders. Uploading it activates shipping tracking and notifies the client.

Service Types & Pipelines

MCI-ERP supports five service types. Each determines which stages an order passes through:

Full Service (Buy + Truck + Ship) -- We buy the vehicle, truck it, ship it, and deliver.

Buying Trucking Shipping Clearing Fix / Prep Delivery

Truck + Ship (default) -- Customer's car, we truck it to port and ship it.

Trucking Shipping Clearing Fix / Prep Delivery

Ship Only -- Car is already at port, we ship and deliver.

Shipping Clearing Fix / Prep Delivery

Truck Only -- Domestic trucking, no shipping overseas.

Trucking Delivery

Buy Only -- We buy the vehicle, dealer handles trucking and shipping.

Buying Delivered

Dashed borders indicate optional stages (Clearing, Fix / Prep)

Tip: The service type is selected when creating an order. The form automatically adapts -- for example, "Ship Only" hides the purchase and delivery address sections, while "Truck Only" hides the shipping method selection.

Tip: The Dock Receipt is the single most critical document for shipping orders. It triggers client notifications and activates vessel tracking.

Your Role

MCI-ERP has three access levels. Your role determines what you can see and do in the system.

Owner

Full system access. Can manage team members, configure settings, override locked data, and delete records.

Agent

Can create orders, edit details, upload documents, and advance stages. Cannot delete records or manage team.

Viewer

Read-only access. Can view all data but cannot create, edit, or modify anything.

Tip: Your current role is shown in the top-right corner of the screen, below your name.

Service Types

Every order in MCI-ERP has a service type that determines which stages the order goes through. This is the first thing you select when creating a new order.

Full Service

We buy the vehicle from auction or dealer, truck it to port, ship it to Nigeria, and deliver to the client. The complete end-to-end experience.

Starts at: Buying

Truck + Ship

The customer already owns the vehicle (or buys it themselves). We handle the trucking to port and shipping to Nigeria. This is the most common service type.

Starts at: Trucking

Ship Only

The vehicle is already at the US port. We handle shipping to Nigeria and delivery. No trucking is needed.

Starts at: Shipping

Truck Only

Domestic trucking within the US. The vehicle is transported from one location to another with no overseas shipping involved.

Starts at: Trucking

Buy Only

MCI handles vehicle purchase only. Dealer manages their own trucking and shipping.

Starts at: Buying

How Service Type Affects the System

Order creation form -- Sections automatically show/hide. For example, Ship Only hides purchase details and delivery address. Truck Only hides shipping method.
Order detail page -- The stage timeline only shows relevant stages. Trucking/shipping cards only appear when applicable.
Stage advance -- The "Move to..." button automatically targets the correct next stage. Truck Only orders go straight from Trucking to Delivery.
Orders list -- Filter by type using the "Type" dropdown. The Type column shows abbreviated labels (Full, T+S, Ship, Truck).
Public tracking -- Clients see only the stages that apply to their order.

Tip: The service type cannot be changed after order creation. If you selected the wrong type, you would need to create a new order with the correct type.

Optional Stages (Clearing, Fix / Prep)

These are available for any order type that includes shipping (Full Service, Truck + Ship, Ship Only). They can be toggled on from the order detail page after the order passes the Shipping stage. Truck Only and Buy Only orders do not have optional stages.

Creating an Order

The New Order form adapts based on the service type you select. You only see fields relevant to the chosen service.

Click "+ New Order" from the Orders page or Dashboard
Choose a service type -- This is the first and most important selection. It determines the order's lifecycle and which form sections appear:
- Full Service -- We buy, truck, ship, and deliver. Shows all form sections.
- Truck + Ship (default) -- Customer's car, we handle logistics. Shows purchase, delivery address, and shipping.
- Ship Only -- Car is already at port. Hides purchase details and delivery address sections.
- Truck Only -- Domestic transport only. Hides the shipping method section.
- Buy Only -- Purchase only. Hides delivery address and shipping method sections.
Select a client -- Search by name or Client ID (e.g. CL-0001) in the client dropdown. Each client has a unique ID visible in search results and on their profile, which helps distinguish clients who share the same name. If the client doesn't exist, register them first from the Clients page.
Enter vehicle details -- Year (searchable dropdown of maintained makes), Make, Model (auto-fills car size), VIN number, and upload at least 3 vehicle photos
Select a purchase platform (not shown for Ship Only) -- IAAI, Copart, or Dealer/Private Seller. For IAAI and Copart, a Stock/Lot Number field appears. For Dealer, you enter the dealer name, phone, and pickup address.
Set delivery address (not shown for Ship Only) -- Select a US port hot button or type a custom address
Choose shipping method (not shown for Truck Only) -- RoRo (Roll-on/Roll-off) or Container
Add notes (optional) -- Any additional context about the order
Submit -- The order is created at the appropriate starting stage and you are redirected to the order detail page

Screenshot: New Order form showing the service type selector

Important: You must select an existing client before creating an order. If the client is new, go to Clients and register them first.

Starting Stage by Service Type

Full Service starts at Buying -- Mark as purchased to advance to Trucking
Truck + Ship starts at Trucking -- Fill trucking details, then advance to Shipping
Ship Only starts at Shipping -- Upload Dock Receipt and manage shipping directly
Truck Only starts at Trucking -- After trucking, advance directly to Delivery (no shipping)
Buy Only starts at Buying -- Mark as purchased to advance directly to Delivered (no trucking or shipping)

Tip: For Truck + Ship and Full Service orders, trucking details (trucker, delivery address, destination) can be filled after creation on the order detail page. This lets you create the order quickly and assign logistics later.

Editing Client Details

To update a client's information, navigate to the client's detail page and click the Edit button. When editing a client, you must provide a reason for the change -- this is mandatory. All client edits are tracked in the Activity Log for auditing purposes.

Tip: Each client has a unique ID (e.g. CL-0001) that appears in search results and on their profile. Use this ID to distinguish between clients who share the same name.

Managing Order Lifecycle

Each order follows a pipeline determined by its service type. The order detail page shows only the stages relevant to that order. Here is what happens at each stage.

Buying (Full Service only)

The vehicle is being purchased from auction or dealer. Once bought, advance to Trucking.

Trucking

Vehicle is picked up and transported to a US port (or final destination for Truck Only orders). Trucking details are filled on the order detail page.

Assign a trucker from the dropdown
Enter the delivery address (where the vehicle will be trucked to, usually a US port)
Enter the destination
When the vehicle arrives, advance to the next stage (Shipping for Truck+Ship/Full Service, or Delivery for Truck Only)

Advance Modal

When you click to advance an order to the next stage, a confirmation modal appears showing a review summary of the current stage's data. If everything is correct, simply click Confirm. If something needs changing, click Edit to reveal editable fields, make your corrections, and then confirm. Only visible edits are saved -- if you don't toggle edit mode, the existing data is preserved as-is.

Shipping

Vehicle is loaded on a vessel heading to Nigeria. This stage does not exist for Truck Only orders.

Fill in shipping agent, shipping line, US port
For container orders, assign the vehicle to a container
Upload the Dock Receipt -- This is required before advancing
The system will notify the client that their vehicle has shipped

Stage Advance Validation

The system enforces validation rules before advancing between stages:

Trucking to Shipping (or Delivery): A trucker must be assigned and a delivery address must be provided
Shipping (Container orders): The vehicle must be assigned to a container
Shipping to next stage: A Dock Receipt must be uploaded

Important: Optional stages (Clearing, Fix/Prep) are only available for orders that include shipping, and only after the order has been advanced past Shipping. They are not available for Truck Only orders.

Clearing (optional)

Vehicle goes through customs in Nigeria.

Toggle on from the Optional Stages section (only available after shipping)

Fix / Prep (optional)

Vehicle is prepared or repaired before delivery.

Toggle on when applicable

Delivery

Vehicle is delivered to the client.

Click "Mark as Delivered", enter delivery date and notes

Screenshot: Order detail page showing the stage timeline

Locking Rules

Trucking data locks when you advance to Shipping
Shipping data locks when you advance past Shipping
Only Owners can override locked data (must provide a reason)

Tip: You cannot advance from Shipping without uploading a Dock Receipt. For container orders, you also need a container assignment before advancing.

Uploading Documents

Documents can be uploaded in two places:

Order Detail -- Upload a Dock Receipt directly in the shipping section of the order
Documents Page -- Upload any document type (Dock Receipt, Bill of Lading, Customs docs, etc.) and assign it to an order or client

Supported formats: PDF, images (JPG, PNG)

Tip: The Dock Receipt uploaded from the Order Detail page will automatically link to that order. Documents uploaded from the Documents page need to be manually assigned.

Container Shipping

When an order uses Container as the shipping method, vehicles are grouped into containers before shipping. Here is the full flow.

Setting Up a Container Order

When creating or editing an order, select Container as the shipping method
Choose the Car Size (Sedan or SUV) -- this determines how the vehicle counts toward container capacity
The vehicle goes through the Trucking stage as normal

Assigning Vehicles to a Container

At the Shipping stage, the agent must assign the vehicle to a container:

Select an existing container from the dropdown, or create a new container
Fill in container details: Container #, Seal #, Vessel Name, and BL # (Bill of Lading number)

Container Capacity Rules

Each container has a maximum capacity based on vehicle sizes. The system displays a visual capacity indicator showing how full the container is:

4 Sedans (maximum)
3 Sedans + 1 SUV
2 SUVs + 2 Sedans

Tip: The system automatically tracks remaining capacity and prevents over-filling a container.

Activating the Container

Once the container is packed and ready, upload the Dock Receipt for the container. This activates all vehicles in the container at once -- each vehicle's status updates and client notifications are sent.

After Activation

Each vehicle clears and delivers individually. Once activated, vehicles in the container proceed through Clearing, Fix/Prep, and Delivery on their own timelines.

Screenshot: Container assignment panel showing vehicle slots and capacity

Important: A vehicle must be assigned to a container before you can advance it from the Shipping stage. The Dock Receipt upload on a container activates all vehicles in that container simultaneously.

Tracking Shipments

Shipping Page -- View all active shipments with filters by agent, port, and line
Trucking Page -- View all trucking jobs with days-in-stage indicators

Days Indicator Colors

Green -- On track
Yellow -- Needs attention
Red -- Overdue

ETA Tracking

Set expected dates in shipping details. The system automatically flags overdue orders based on the configured stage timelines in Settings.

Tip: Stage timeline thresholds (expected days and alert days) are configured by Owners in Settings under "Stage Timelines".

Activity Log

Every action in MCI-ERP is automatically logged for accountability and auditing.

What Gets Logged

Authentication -- Logins and logouts
Stage advances -- Moving an order to the next stage
Data edits -- Changes to order details, client information, settings
Document uploads -- Dock receipts, photos, and other files
Overrides -- Editing locked data, including the reason provided
Client changes -- Edits to client profiles

Viewing Your Activity

Go to your Profile page and open the Activity Log tab to see a chronological list of your actions.

Visibility Rules

Owners can see all staff activity across the entire system
Agents and Viewers can only see their own activity

Tip: If you need to understand who changed a particular record and why, Owners can filter the activity log by user, action type, or date range.

Managing Team

From the Team page, Owners can manage all staff members.

Invite -- Enter name, email, and role. They receive an email to set their password.
Edit -- Click Edit on any member to change their name or role
Reset Password -- Generate a temporary password and share it with the team member
Suspend -- Toggle a member's status to prevent login without deleting their account
Remove -- Permanently remove a member from the system

Screenshot: Team page with invite card and member list

Warning: Removing a team member is permanent. If you only need to temporarily revoke access, use Suspend instead.

Settings & Configuration

Owners can configure the following system settings from the Settings page.

Shipping Lines -- Add/edit carriers (e.g. Grimaldi, MSC). Assign tracking providers and API keys.
Shipping Agents -- Add/edit freight brokers (e.g. ShipAfrika, Sea & Shore).
Truckers -- Maintain a list of trucking companies for easy selection during order creation.
Car Makes -- Manage the list of vehicle manufacturers and their models. Each model has a car size (Sedan, SUV, Coupe, Truck) that auto-fills when an agent selects it during order creation. Click a make to expand and see/add models.
Email Templates -- Customize the emails sent to clients on stage changes. Use placeholders like {{client_name}}, {{order_ref}}, {{vehicle}}.
Stage Timelines -- Set expected durations (in days) and alert thresholds for each stage. When an order exceeds the expected duration, it shows a yellow warning. When it exceeds the alert threshold, it shows a red overdue indicator.
Vessel Tracking -- Configure MarineTraffic, VesselFinder, or FleetMon API keys for live vessel tracking.

API Integrations

MCI-ERP supports external service integrations for client communication:

Resend (Email) -- Configure your Resend API key to enable automated email notifications to clients on stage changes, dock receipt uploads, and delivery confirmations.
WhatsApp -- Connect via Twilio, 360dialog, or Meta Cloud API to send WhatsApp notifications to clients. Configure the provider, API credentials, and phone number in Settings.

Tip: Email template placeholders are replaced with actual values when the email is sent. Preview your templates to make sure they look correct.

Overriding Locked Data

When an order has been advanced, the previous stage's data is locked. If you need to correct a mistake, follow these steps.

Go to the Order Detail page
Click the "Override" button on the locked section
Make your changes
Enter a reason -- This is mandatory and will be logged in the Activity Log
Save -- The change is recorded with your name and reason for audit purposes

Screenshot: Override modal with reason field

Warning: All overrides are permanently logged with your name, timestamp, and reason. Use overrides only when genuinely correcting an error.

Public Tracking

Clients can track their vehicle's progress without logging into MCI-ERP.

How It Works

Each order has a unique reference number (e.g. MCI-0001)
Clients access tracking at: mci-erp.vercel.app/track?ref=ORDER_REF
No login is required -- the page is fully public

What Clients See

Stage timeline -- Visual progress adapted to the order's service type (e.g. Truck Only orders show only Trucking and Delivery)
Current status -- Which stage the vehicle is currently in
Key dates -- When each stage was completed
Vehicle details -- Year, make, model

Tip: Share the tracking link directly with clients via email or WhatsApp. They can check the status anytime without contacting your team.

Important: The public tracking page only shows order progress and vehicle details. Sensitive business data (pricing, internal notes, agent info) is never exposed.