VEHICLE BOOKING SYSTEM HANDBOOK

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1 VEHICLE BOOKING SYSTEM HANDBOOK

2 OVERVIEW Patrick Stevedores Operations Pty Limited is implementing a new Vehicle Booking and Information System (VBS) which may be accessed through a computer messaging hub operated by 1-STOP Connections Pty Limited ( 1-STOP ). Our new system will be a more flexible system for all Carriers. There are no restrictions on the number of bookings a Carrier can make in any one time zone up to the maximum available slots the terminal has provided for the time zone. However, a no show fee is applicable for timeslots, which are booked but not used. Patrick s VBS is an online web-based system that uses the data available from Patrick container terminals as well as the 1-STOP community database. The system s booking integrity is maintained by validating the data entered by the Carrier against either container availability (for Imports) and/or vessel availability/cut-off (for Exports) as per the Patrick business rules. It is only available for booking purposes to bona fide Carriers, that is, carriers that directly manage and operate trucks, on a continuous basis, carrying containers to and from the container terminals. Carriers are required to complete an online registration form. The booking system provides a system of matching truck arrivals to anticipated terminal capacity. Daily, and in advance, Patrick will determine the volume of containers that can be handled by the terminal in any given time frame and then enter this volume into the booking system. A Carrier needing to pickup or deliver a container from Patrick can make an inquiry in our VBS for the most appropriate available slots then book that slot using the Create Booking function in our system. The Patrick VBS provides facilities to create bookings edit bookings and view bookings. Other features of the system include container inquiries showing details such as sea cargo clearance (Customs Hold), container availability and a full vessel schedule for all vessels at the Patrick terminal. Patrick also offers a telephone booking service for those Carriers who do not have access to the required computer equipment and Internet connection or whose size does not warrant the purchase of computer equipment. There is a surcharge for this service. Patrick User Guide e-net 2 2

3 1.0 OUR VBS 1.1 CREATE BOOKING The booking process provides for the creation and modification of slot bookings. A booking is made against a time zone, with each time zone having a designated volume of containers Export (To) and Import (From) the terminal. These volumes are determined by Patrick and reflect the volume capacities that can be effectively catered for at each of our respective terminals. Each booking is for one Export (to the terminal) or Import (from the terminal) container movement. As such, if a truck were to bring in two containers and pick up one container then he would need three bookings consisting of two Export (To) - Export bookings and one Import (From) - Import booking. 1.2 ALLOCATING A CONTAINER NUMBER TO A SLOT BOOKING Where a container is to be picked up from the terminal (Import), the container number must be entered against each Import slot (within a specified allocation time usually after booking the time slot) as part of the booking process. This container number is then checked against the available container numbers at the relevant terminal. Where it is valid and available on the booking date required, relevant details about the container are displayed. If the container is Sea Cargo/CMR affected then the relevant Sea Cargo/CMR status is displayed. Should the container have storage payable then the standard estimated amount will be displayed. Note CMR for Imports to be introduced between September and October In the case of an Export container, the vessel nominated must be open for receiving exports on the booking date required. A PRA (export pre-advise information) will be tied to a Full Export (to the terminal) container in a booking using the relevant container number. Carriers allocating an Export container number to a slot booking will be advised on screen if a valid PRA exists for the container number. A container number may be saved against an Export slot booking without a valid PRA but this is done at the Carrier s risk. Full Export containers must have an accepted PRA for the container to be received by the terminal. 1.3 EDIT/VIEW BOOKINGS Carriers can access details of all bookings via the Edit/View screens. View provides a summary list of bookings for a selected date or dates. Edit shows a single booking detail. Modification of booking data through our VBS is not allowed once the truck has arrived at the terminal. 1.4 TRUCK MANIFEST (PAPERLESS OR AUTO-GATE) A truck may have multiple containers per entry to the terminal. A truck manifest can be done for a paper, paperless or Auto-gate setup. Export slots must have a container number against the slot to manifest the truck. Import slots can have either a container number or a stack run number (stack runs are arranged with the terminal in advance). 1.5 CONTAINER AND VESSEL REPORTS Data reports for containers and vessels are provided through our VBS for the selected terminal. These reports assist Carriers in determining vessel and container availability. Patrick User Guide e-net 2 3

4 2.0 RULES GOVERNING BOOKINGS ON OUR SYSTEM 2.1 NUMBER OF CONTAINERS PER BOOKING There is a maximum of one container per slot booking. This means that where a truck is to move more than one container then multiple booking numbers need to be presented at the terminal. These bookings can be consolidated into one truck movement. Please refer to the Carrier User Manual for instructions on how to perform this operation. 2.2 ACCESS During the peak period ( ) each Carrier s access may be limited to prevent speculative booking. Each carrier is limited to one Carrier in the Create Booking screen at any time. A three minute timer exists on the Create Booking screen to enable a Carrier s access to this screen to be automatically reset after three (3) minutes of inactivity in the Create Booking screen. The Create Booking screen is the ONLY screen in our VBS which has restricted access. 2.3 SLOT OPENING TIMES Slot opening times are as follows: Fremantle: Brisbane: Sydney: Melbourne: 0830 hours 0900 hours 0700 hours 0845 hours 2.4 NO SHOW 2.5 UNIQUE CONTAINER NUMBERS A container number must be unique within its category. [Export (To) or Import (From)] 2.6 CHANGING BOOKING DIRECTION After the initial booking, an Export (To) booking cannot be changed to an Import (From) booking and vice-versa. 2.7 SWAP BOOKING DETAILS A container booking may be swapped with another container booking if all conditions for the swap are met by the system. Please note import reefer and hazardous bookings cannot be swapped. Patrick User Guide e-net 2 4

5 2.8 EXPORT ( TO ) CONTAINER Containers nominated as Export (To) the terminal have no restrictions on them unless the Carrier is manifesting a truck with multiple container numbers, for paperless or for Auto-gate. 2.9 IMPORT ( FROM ) CONTAINER A booking for an Import (From) container must nominate a valid container number by the specified allocation time as per the terminal/vbs data. For Import slots where container is a vessel related container then the vessel that the container is being discharged from must be available in the time zone booked STACK RUN IN Must relate to a previously arranged Stack run reference. The reference must be for the correct direction and container size (i.e. 20 or 40ft). The container must be associated with a valid PRA, if the container is a Full Export Box, the PRA must have been entered prior to the booking STACK RUN OUT Must relate to a previously arranged Stack run reference. Container number is not required against booking. Trucks opting for paperless or Auto-gate must enter a valid stack run reference against each unallocated Import slot to complete the manifest booking PRA S When an Export container number is allocated to a slot booking via the Edit Booking screen, our VBS will check whether there is a valid PRA for the container. Where an existing booking has a container/vessel relationship (the container is TBA) and the PRA s container number is entered then the vessel from the PRA will supersede the vessel on the booking. If this vessel does not fit the booking criteria then that booking will no longer have a valid container allocation. Our VBS system will notify the Carrier on the EDIT BOOKING screen that there is no valid PRA for the container (noted in red text on the EDIT BOOKING page). Patrick User Guide e-net 2 5

6 3.0 GENERAL INFORMATION 3.1 TIME ZONE INFORMATION Each day is divided into 24 time zones from Monday to Sunday as follows: ZONE TIME ZONE TIME Time zones will be actioned differently depending on each site and each time zone, on an indeterminate basis. 3.2 TERMINAL ARRIVAL PROCEDURES All Carriers to enter the terminal must have a pre-booked time slot for every container to be handled, unless by prior arrangement with the Patrick terminal local management. Carriers are required to arrive at the terminal from within the time zone. For example, a truck using a zone 08 slot should arrive between 0800 and 0859 hours. Any Carrier who is not in the entry queue (if applicable) by 0859 may not then be admitted. This however, will be subject to the Terminals business rules for the start and finish of time zones. Carriers that arrive early will be directed away from the terminal precinct until the commencement of their allotted time zone. Carriers who are late will be directed away from the terminal precinct and have to contact terminal management. In this event every effort will be made to arrange entry later in the day, however this cannot be guaranteed. Late arrivals may be subject to the penalty provisions as outlined in this handbook. Patrick User Guide e-net 2 6

7 3.3 DOCUMENTATION REQUIREMENTS Carriers are required to use the following documents only: (a) Exports The standard Pre Receival Advice (PRA). This will have to be lodged electronically prior to arrival at the terminal, Carriers should also have clear direction from the PRA lodger that the PRA has been accepted by the relevant terminal system. Otherwise the truck may be rejected. (b) Imports The standard Import Delivery Order (IDO) or ACS under Bond Movement Authority (B200). This can be lodged electronically or in paper form. With the introduction of Electronic Delivery Orders Carriers must have the required PIN number(s) and Auto-gate enabled trucks (transponder fitted). (c) Hazardous Imports & Exports All relevant hazardous documents required by the governing body. (d) Breakbulk & Non Standard Breakbulk and non-standard lifts must be booked with the Landside Manager/VBS Manager, not through our VBS. Carriers are responsible for maintaining a copy of the required paperwork in an accurate and legible form if required. If there are any errors or discrepancies on paperwork carriers will be directed to a standby area in order to rectify the problem. No guarantee of service within the given time zone can be provided in the event of electronic or documentation errors. The unique VBS booking number provided by our VBS identifies the zone and number of the slot for a given booking. This number and/or its corresponding PIN number in an Auto-gate or paperless truck movement can be quoted to the security Guard at the terminal entrance in order to gain access. 3.4 CONTAINER AVAILABILITY All Carriers are reminded that only containers that have received the necessary ACS/AQIS clearances will be released. Carriers are responsible for checking that each container is available for delivery prior to arriving at the terminal. Container status can be verified by visiting the Patrick VBS Web site at Containers may have one or more holds on them, shown on the Container Inquiry screen of our VBS under Customs, Shipping Line and Other. Monies owing due to storage must be paid or accepted by the Carrier before a container can be picked up. Failure to utilise a timeslot due to storage and associated charges not being paid will attract a no-show fee as outlined in these conditions. Patrick User Guide e-net 2 7

8 3.5 TIME SLOT EXCHANGE Carriers may advertise unwanted slots for exchange via the Edit Booking screen. Slots advertised for exchange will immediately appear in the Create Booking area and will be used for the next booking taking place for the same date and zone. In accordance with these rules the responsibility for all booked time slots remains with the original carrier until the slot is booked by another Carrier. If the slot is not booked by another Carrier, any penalties incurred will be the responsibility of the original booking Carrier. 3.6 CARRIERS RESPONSIBILITIES Prior to presenting each truck at the terminal the carrier must ensure that the following criteria are met: i) The vehicle presented meets regulatory requirements for the intended purpose. ii) iii) iv) Import containers have been made available Import containers have no impediments to delivery e.g. storage, Customs, shipping line, etc. Exports are within receival periods and cut offs v) Export containers have a PRA acceptance from the Terminal vi) Special container handling requirements e.g. overheight, reefer, hazardous are arranged. 4.0 OUR VBS TECHNICAL INFORMATION The minimum requirement a Carrier needs for on-line access to the Patrick Vehicle Booking System is:- (a) (b) Computer hardware capable of running an industry standard Internet browser, our VBS application/system is optimised for use with Microsoft Explorer 6.0 and above. An Internet connection capable of at least 52Kbps. High speed Internet would be desirable. 5.0 MAINTENANCE AND SUPPORT Patrick has engaged 1-STOP to provide on Patrick s behalf, maintenance and support services for our VBS. Our VBS uses various systems and architectures to deliver a client/server system. These systems are in a clustered environment with fail over capability with additional redundancy available via a duplicated installation at a disaster recovery facility. The services that 1-STOP will provide to a carrier include telephone help desk for Carriers during business hours which includes responding to VBS software application problems. 6.0 VALIDITY This Handbook is valid from 1 July 2005 and is subject to amendment from time to time. Patrick User Guide e-net 2 8

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