What are delegations?
Delegations are a functionality that offers a company (principal) a way to be represented by another company (representative) in the process of transferring ACI electronic documents on the CargoX platform. In everyday business processing, this makes it possible for the representatives to fill out ACI documents on behalf of the principal. This is especially important for freight forwarders and agents acting as intermediaries in global trade. One principal can have multiple representatives, and one representative can file ACI documents for multiple principals. Nevertheless, two-level representation is not allowed – only the company designated directly by the principal can represent that principal, and they cannot pass the delegation to a third company.
Benefits of Delegations
The delegations functionality provides several key advantages:
Streamlined operations - Allows specialized representatives (like freight forwarders) to handle complex documentation processes efficiently
Time savings - Principals can delegate time-consuming ACI filing tasks while maintaining oversight
Expertise utilization - Representatives with specialized knowledge of documentation requirements can ensure accurate filings
Flexibility in business relationships - Supports various business models where intermediaries handle documentation on behalf of exporters
Clear accountability - The system maintains transparency about who is authorized to act on behalf of whom
Which parties are involved in the delegation process?
A company can be either a:
principal: the actual exporter company, which another company represents. ACI filings are still sent on the principal’s behalf, but the actual ACI filing is done by another company (the representative).
representative: the company which is sending the ACI envelope on the exporter’s (principal’s) behalf. ACI filing is still sent under the principal’s company name.
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Prerequisite:
To establish a principal/representative (delegation) relationship, the companies must first be connected on the platform. One company must send an invitation, and the other must accept it.
You can be represented only by a verified company from your Contact list.
How to establish a principal/representative (delegation) relationship:
1. Start the process (Principal)
Visit the gear icon (⚙) | Delegations and click on the green Invite representative button.
2. Invite the representative (principal)
Choose a company from your contact list to be your representative.
Select who will be paying for the ACI envelope transfers (from whose account funds will be taken). The principal has the option to pay for the ACI transfers by themselves (Us) or they may choose the Representative to pay.
Send the invite by clicking on the Invite representative button.
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Until the representative accepts or rejects the invitation, the principal will see the pending invitation status in the Delegations menu. The principal can Change payee or Resend request if needed.
3. Accept the invitation (representative)
The representative receives the invitation for the principal/representative (delegation) relationship. If the representative visits the gear icon (⚙) | Delegations and clicks the Accept button, the principal/representative (delegation) relationship is established, and the principal is notified.
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By clicking on the Reject button, the representative cancels the delegation request, and the principal is notified. If the representative accepts the delegation relationship, they can Terminate the delegation relationship in the Delegations tab at any time. The principal can also Revoke delegations and Change payee.
Note
The representative’s administrator can designate additional permissions to specific users allowing only them to create or submit ACI filings on behalf of the principal.
Tip
Learn how to send an envelope on another company's behalf (delegations) by clicking here.