Shipment Module

 

 

How to Add, Edit and Manage Shipments:

 

 

 

1.  Overview:

 

There are two related modules addressed in this section:  Add/Edit Shipments and Active Shipments.   The first to be covered is the Add/Edit Shipment Module, where new shipments are added and changes are made to existing shipments.  In addition, export forwarders may enter bill of lading instructions in this area.    Later in this section, the Active Shipment Module will be addressed.  The active shipment module is used to gain shipment information without the need to know specific details.  

 

2.  Roles in the Shipment Process:

 

The roles of the users in the shipment process are similar to the roles of the users in the booking process.  The export and import forwarders have the ability to edit shipment information, and all other parties have only viewing rights. 

 

3.  How To Add a New Ocean Shipment:

 

In order to add a new ocean shipment, one must be logged on to the system as an export or import forwarder.  Logon to the system and go to the main menu.

 

To add a new ocean shipment:

Step 1. At the main menu, click on Add/Edit Ocean Shipment icon.

Step 2. Click on the New Shipment button.

 

 

Step 3. This takes the user to the Parties screen, where party information is added.

a)     Click on the Party Type (on the left) to be added.

b)     To retrieve the party information (previously entered through administration), click on the Search button to the right of the Code field.  The information retrieved can be modified for this shipment only.  Make any additions and click on Save.

c)      After entering all associated parties, click Next.

 Step 4. This takes the user to the Shipment Information Screen, where shipment information can be added.  Once the shipment information has been added, click Save.

 

 

Step 5. This takes the user to the Shipment Summary screen.  From this screen, the shipment can be edited, and house bills of lading, notes and purchase orders may be added to the shipment.  

 

 

4.  How to Add a House Bill of Lading to a Shipment:

Step 1. Click on the Add/Edit Ocean Shipment button.

Step 2. Search for the ocean shipment.

a)     In Column 1: Highlight the criteria to search by (i.e. Master Bill of Lading, House Bill of Lading, Container Number, etc.).

b)     In Column 2: Search by “Exact Value”, “Starting With”, or “Containing”.  Select the appropriate tick box.

c)      Enter the specific value into the Enter the Value field. Click on the Search button.

Step 3. Click on the Record # of the shipment to attach a house bill to.

Step 4. Click on the HBL button.

 

 

Step 4. Add in party information.

a)      Click on the party type (on the left), to be added.

b)      To retrieve the party information (previously entered through administration), click on the Search button to the right of the Code field.  The information retrieved can be modified for this shipment only.  Make any additions and click Save.

c)      After entering all associated parties, click Next.

Step 5. Enter the house bill information and click Save.  The house bill is now attached to the master bill of lading.  To each house bill you may add POs, Charges, Containers and Dates.  A listing of the house bills of lading for the master bill of lading will be visible.  Multiple house bills can be added to one master bill of lading by clicking Add and repeating this process.

 

 

5. How to E-mail HBL Summary:

 

Step 1: Click on the Add/Edit Ocean Shipment icon.

Step 2: Search for a shipment.

Step 3: Click Record # to enter shipment.

Step 4. Click HBL button.

Step 5. Click HBL hyperlink.

Step 6. Click Letter icon.

Step 7. Enter the appropriate e-mail address in the To field, additional addresses in the CC line, and a subject in the Subject line.  A personal message may also be added in the text area.

Step 8. Click on the Send button located at the bottom of the screen.

Step 9. When a confirmation message appears, click on the Close Window button.

 

6.  How to Edit an Existing Ocean Shipment:

 

Step 1. Click on the Add/Edit Ocean Shipment button.

Step 2. Search for the ocean shipment.

a)     In Column 1: Highlight the criteria to search by (i.e. Master Bill of Lading, House Bill of Lading, Container Number, etc.).

b)     In Column 2: Search by “Exact Value”, “Starting With”, or “Containing”.  Select the appropriate tick box.

c)      Enter the specific value into the Enter the Value field.

d)     Click on the Search button.

Step 3. Click on the Record # hyperlink for the shipment to be worked with.

Step 4. Click on Edit to make changes to the MBL, click on the Edit button next to the party to make changes to the party, or click on the appropriate buttons to edit HBL or Notes.

 

7.  How to Enter New Bill of Lading Instructions Using an Existing Template (Export Forwarder Only):

 

Step 1. Click on the Add/Edit Ocean Shipment icon.

Step 2. Click on the B/L Instructions button.

Step 3. Click on the Add button.

Step 4. Click on the hyperlink under the column template name for the template to be used.

Step 5. Edit parties.

a)     Click on the Party Type (on the left), that is to be edited.

b)     To retrieve the party information (previously entered through administration), click on the Search button to the right of the Code field.  The information retrieved can be modified for this shipment only.  Make any additions and click Save.

c)      After entering all associated parties, click Next.

Step 6. Edit bill of lading instructions:  Make changes to the B/L, and click Save when finished.

 

8.  How to Enter a New Bill of Lading Instruction Without Using a Template (Export Forwarder Only):

 

Step 1. Click on the Add/Edit Ocean Shipment icon.

Step 2. Click on the B/L Instructions button.

Step 3. Click on the Add button.

Step 4. Click on the New B/L Instructions button.

Step 5. Enter parties.

a)     Click on the party type (on the left), to be entered.

b)     To retrieve the party information (previously entered through administration), click on the Search button to the right of the Code field.  The information retrieved can be modified for this shipment only.  Make any additions and click Save.

c)      After entering all associated parties, click Next.

Step 6. Enter Bill of Lading Instructions: Enter B/L, and click Save when finished.

 

9.  How to Enter a New Bill of Lading Template (Export Forwarder Only):

 

Step 1. Click on the Add/Edit Ocean Shipment icon.

Step 2. Click on the B/L Instructions button.

Step 3. Click on the Add button.

Step 4. Click on the New Template button.

Step 5: Enter Parties.

a)     Click on the party type (on the left), to be entered.

b)     To retrieve the party information (previously entered through administration), click on the Search button to the right of the Code field.  The information retrieved can be modified for this shipment only.  Make any additions and click Save.

c)      After entering all associated parties, click Next.

Step 6. Enter bill of lading instructions: Enter B/L, including a template name, and click Save when finished.

 

10.  How to Edit an Existing Bill of Lading Instruction (Export Forwarder Only):

 

Step 1. Click on the Add/Edit Ocean Shipment icon.

Step 2. Click on the B/L Instructions button.

Step 3. Click on the File # hyperlink to open an existing B/L Instruction.

Step 4. Click on the Edit button.

Step 5. Enter bill of lading instructions, and click Save when finished.

 

11.  How to Search for an Existing Bill of Lading Instruction (Export Forwarder Only):

 

Step 1. Click on the Add/Edit Ocean Shipment icon.

Step 2. Click on the B/L Instructions button.

Step 3. Search for B/L Instructions.

a)     In Column 1: Highlight the criteria to search by (i.e. Master Bill of Lading, House Bill of Lading, Container Number, etc.).

b)     In Column 2: Search by “Exact Value”, “Starting With”, or “Containing”.  Select the appropriate tick box.

c)      In Column 3: Enter the specific value into the Enter the Value field.

d)     Click on the Search button.

Step 4. From the search results, click on the File # hyperlink for the appropriate B/L.

 

12. How to View a PDF of a Bill of Lading Instruction: (Export Forwarder Only)

 

Step 1: Click on the add/edit ocean shipment icon.

Step 2: Click B/L instructions button.

Step 3: Click the PDF icon to the right of the file number to create an instruction for.

 

13. How to Manage Documents:

 

a.      Overview:

In ocean and air shipment, commercial invoices, airway bills (air only) and packing lists may be attached to house bills of lading or house air way bill.  Only one of each document per HBL/HAWB is allowed.  Export forwarders have the privilege to add, edit, view and delete while import forwarders and consignees have the privilege only to view.  When a new document is created information from the HBL/HAWB is carried over, avoiding the need to re-key data.

 

b.     Add/Edit Commercial Invoice, Airway Bill or Packing List:

 

Step 1. Logon as an export forwarder.

Step 2. Search for an ocean shipment in Add/Edit.

Step 3. Click on the Record # hyperlink to enter the shipment.

Step 4. Click HBL button.

Step 5. Click the HBL hyperlink for the hyperlink to attach a commercial invoice.

Step 6. Click the Documents button.

Step 7. Click Add to enter a new commercial invoice or click Edit to make changes to an existing commercial invoice.

 

 

c.      Delete Commercial Invoice, Airway Bill or Packing List:

 

Step 1. Logon as an export forwarder.

Step 2. Search for an ocean shipment in Add/Edit.

Step 3. Click on the Record # hyperlink to enter the shipment.

Step 4. Click HBL button.

Step 5. Click the HBL hyperlink for the hyperlink to attach a commercial invoice.

Step 6. Click the Documents button.

Step 7. Click Delete, you will receive a confirmation window.  If you click ok the commercial invoice will be deleted.  If you click cancel the delete request will be ignored and you will return to the documents screen.

 

 

d.     View Commercial Invoice, Airway Bill or Packing List:

 

Step 1. Logon as an export forwarder, import forwarder or consignee.

Step 2. Search for an ocean shipment in Add/Edit or Tracking.

Step 3. Click on the Record # hyperlink to enter the shipment.

Step 4. Click HBL button.

Step 5. Click the HBL hyperlink for the hyperlink to attach a commercial invoice.

Step 6. Click the Documents button.

Step 7. Click View to look at a commercial invoice.

 

 

14.  How to Add a New Air Shipment:

 

Step 1. Click on the Add/Edit Air Shipment icon.

 

 

Step 2. Click on the New Shipment button.

Step 3. Add party information.

a)     Click on the party type (on the left), to be added.

b)     To retrieve the party information (previously entered through administration), click on the Search button to the right of the Code field.  The information retrieved can be modified for this shipment only.  Make any additions and click Save.

c)      After entering all associated parties, click Next.

 Step 4. Add shipment information: Enter MAWB information and click Save.  The shipment has now been saved.  Additional information may be added if desired.  Otherwise, exit the screen.

Step 5. Add Flight/Itinerary, HAWB, Pallets, IT Details and Notes to the MAWB.  To do so, click on the buttons at the top of the MAWB Summary, add information and click Save.

Step 6. To each HAWB you may add POs, Pallets, Notes and Customs Information.

 

15.  How to Edit an Existing Air Shipment:

 

Step 1. Click on Add/Edit Air Shipment icon.

Step 2. Search for the air shipment.

 

 

a)     In Column 1: Highlight the criteria to search by (i.e. MAWB, HAWB etc.).

b)     In Column 2: Search by “Exact Value”, “Starting With”, or “Containing”.  Select the appropriate tick box.

c)      Enter the specific value into the Enter the Value field.

d)     Click on the Search button.

Step 3. Click on the MAWB hyperlink for the shipment to be worked with.

Step 4. Click on Edit to make changes to the MAWB, click on the Edit button next to the party to make changes to the party, or click on the appropriate buttons to edit Flight/Itinerary, HAWB, Pallets, IT Details, or Notes.  Enter MAWB information and click Save.  The shipment has now been saved.  Additional information can be added if desired.  Otherwise, exit the screen.

Step 5. Add HAWB and Notes to the MAWB.  To do so, click on the buttons at the top of the MAWB Summary, add information and click Save.

 

16.  How to Manage Active Shipments:

 

 

a.  Overview:

 

The Active Shipments sub-module currently supports both ocean and air.  In this sub-module one is able to:

·        View and edit (if one has access to the add/edit module) a list of active shipments.

·        Print a list of active shipments.

·        E-mail shipment summary information.

·        Navigate through the details of each shipment.

 

b.  How to View a List of Active Ocean Shipments:

 

The first screen in this module is the Active Shipment Summary report.  Existing shipment information is shown, with the capability via hyperlinks to drill down into more detail. 

 

To access Active Ocean Shipments:

Step 1. Click on the Active Ocean icon.

 

 

Step 2.  The Active Ocean Shipments are displayed.  Click on the HBL # to view/edit full shipment information, including POs, notes, and container data.

 

 

 

 

c.  How to E-mail a PDF Attachment of Active Ocean Shipments:

 

E-mailing a PDF attachment is helpful if the information contained in the PDF may be useful to someone who does not have access to the system.  As shown in the above screen capture, the e-mail may contain the summary report or it may only capture the details at the house bill level.  

 

To capture shipment summary data and send via e-mail:

Step 1.Click on the Active Ocean icon.

Step 2. Click on the Letter icon at the top of the screen.

Step 3. Enter the appropriate e-mail address in the To field, additional addresses in the CC line, and a subject in the Subject line.  A personal message may also be added in the text area.

Step 4. Click on the Send button located at the bottom of the screen.

Step 5. When a confirmation message appears, click on the Close Window button.

 

The screen capture below is an example of a PDF sent as an e-mail attachment.

 

 

d.  How to View a PDF of Active Ocean Shipments:

 

The PDF of active shipments allows the user to print the report in a manageable format or to archive it to his or her computer.

 

To view the PDF while online:

Step 1. Click on the Active Ocean icon.

Step 2. Click on the PDF icon.

Step 3. Print or archive the PDF.

 

Note: To view PDF images one must have Adobe Acrobat Reader installed on their PC. Go to www.adobe.com to obtain a free download of this software.

 

e. How to E-mail a Screen Caption of the Shipment:

Step 1. Click on the Active Ocean icon.

Step 2. Click on the letter icon to the left of the HBL #. 

Step 3.  Enter e-mail address of recipient.

Step 4. Click Close Window button.

 

f.        How to View a PDF of a House Air Way Bill:

Step 1. Click on the Active Ocean icon.

Step 2. Click on the PDF to the right of the appropriate HBL number.

 

g.     How to E-mail a PDF of a House Air Way Bill:

Step 1. Click on the Active Ocean icon.

Step 2. Click on the appropriate HBL hyperlink.

Step 3. Click on the letter icon.

Step 4. Enter the appropriate e-mail address in the To field, additional addresses in the CC line, and a subject in the Subject line.  A personal message may also be added in the text area.

Step 5. Click on the Send button.

Step 6. When the confirmation message appears, click on the Close Window button.

 

h.     How to View a List of Active Air Shipments:

 

The process to view Active Air Shipments is very similar to the process for viewing Ocean Air Shipments.

 

Step 1. Click on the Active Air icon in the main tool bar.

Step 2. The Active Air Shipments are displayed.  Click on any of the blue hyperlinks (SITA, MAWB# or HAWB #) to view details of the shipment information.

 

 

 

i.  How to E-mail a PDF Attachment of Active Air Shipments:

 

E-mailing a PDF is helpful if the information contained may be useful to someone who does not have access to the system. 

 

To e-mail Active Air Shipments data:

Step 1. Click on the Active Air icon.

Step 2. Click on the Letter icon.

Step 3. Enter the appropriate e-mail address in the To field, additional addresses in the CC line, and a subject in the Subject line.  A personal message may also be added in the text area.

Step 4. Click on the Send button.

Step 5. When the confirmation message appears, click on the Close Window button.

 

j.  How to View a PDF of Active Air Shipments:

 

The PDF of active air shipments allows the user to print the report in a manageable format or to archive it to his or her computer.

 

Step 1. Click on the Active Air icon.

Step 2. Click on the PDF icon.

Step 3. Print or archive the PDF.

 

k. How to E-mail a Screen Caption of the Shipment:

Step 1. Click on the Active Air icon.

Step 2. Click on the letter icon to left of the appropriate master air bill.

Step 3. Enter the appropriate e-mail address in the To field, additional addresses in the CC line, and a subject in the Subject line.  A personal message may also be added in the text area.

Step 4. Click on the Send button.

Step 5. When the confirmation message appears, click on the Close Window button.

 

l.  How to Obtain SITA Status:

 

The SITA feature is an optional feature of TPro.  GLOBAL TRANXIT is linked to the 70+ members of SITA to obtain accurate flight information.  The status of all undelivered MAWBs is updated from the SITA database into TPro on a daily basis.  One must have this functionality separately activated by GLOBAL TRANXIT.

 

To access SITA status:

Step 1. Click on the Active Air icon.

Step 2. Click on the Status hyperlink.

 

The SITA status will be returned. 

 

Note:  SITA status is also discussed in the tracking module.