DHL WEBSHIP USER GUIDE

Transcription

1 PC-Based Custom Web-Based Built Vendor PC-Based Partner Web-Based Integrated 1 DHL WEBSHIP USER GUIDE DHL WebShip is an all-in-one online shipping platform that helps you manage all of your shipping tasks in one location, including preparing a waybill, getting a rate quote, ordering supplies, tracking shipments and more.

2 Contents 2 CONTENTS 3 Ship Online 3 Manage Your International Shipping In One Place: DHL-USA.com 4 Register 4 Register With Your Credit Card 5 Register With Your Account Number 6 Congratulations You're Ready To Ship 7 Preferences 7 Save Time: Set Your Shipping Preferences 8 Go Paperless With Paperless Clearance 9 Shipment Preparation 9 Prepare Your Non-Dutiable Shipment 12 Prepare Your Dutiable Shipment 17 File Your Electronic Export Information 22 Contact Center 22 Reach Us By Chat, or Phone

3 Ship Online 3 manage your international shipping in one place: DHL-USA.com Connect instantly to all DHL services: express shipping, freight shipping, warehousing, supply chain and international mail solutions. Important Information alerts provide news and updates of worldwide events that might affect our high service standards. Both the DHL-USA.com website and its robust online shipping solution are based upon extensive customer feedback and suggestions. This is one powerful resource that puts your specialized international shipping needs front and center. Use the DHL Express How can we help you? dashboard on the home page as your starting point. Here, you re just a click away from anything you need to find or do! Enjoy fast access to the transactions you use most often, as well as timesaving online shipment processing, helpful advice, advanced Customs support and more. Free to use: no software to install Fast WebShip registration: no account number needed Flexible options: ship with a credit card or DHL Express account Time-saving benefits: order supplies, schedule pickups, receive notifications Bonus advantages: for regular shippers who register with a DHL Express account From here you can determine the Optional Services you may need to accompany your shipment.

4 Register 4 register WITH your credit card A credit card profile is best if you only ship internationally a few times per year, yet want the most convenient way to do so whenever the need arises. All shipping purchases are charged directly to your credit card. 1. Using the top navigation bar, click Express and then My DHL Express. 2. Click Register Now. Create a password between 4 and 12 characters and different from your User ID. 3. Complete all requested information, choose credit card payment, and click Register. DHL account billing is not available with a WebShip credit card profile. Your receiver will be responsible for paying all duties, fees and taxes separately. Ship once or more a month? Request a DHL Express account number for more benefits. On the homepage dashboard, click the expandable Ship Online menu, followed by Open a DHL Account.

5 Register 5 register WITH your account number Create a password between 4 and 12 characters and different from your User ID. If you ship regularly, enjoy the bonus advantages by registering on WebShip as a DHL Express account holder: Ship using a line of credit bill everything directly to your DHL Express account Choose to pay by credit card or other options Elect who pays for duties, taxes and fees Enjoy preferential DHL Express rates and services Qualified shippers will receive personalized account service by a DHL Account Executive. 1. Using the top navigation bar, click Express and then My DHL Express. 2. Click Register Now. 3. Choose to pay for shipping services with your DHL Express account. Enter the account number and postal code provided to create the account. 4. Click Register. Register for Online Billing with one click!

6 Register 6 Congratulations You're ready to ship! You now have full access to all the online tools DHL Express offers. Login to get accurate account rate quotes, order supplies, access your personal address book and other helpful functions. Get Shipping Advice and Customs Support in the International Trade Center. My profile is your fastest way to register for helpful tracking and management tools like DHL ProView, and Online Billing. You can register for them all right now or revisit later, as you need them. Ship now will begin the process of preparing a shipment waybill and Customs paperwork. If you are ready to get started and need help preparing your shipment, see page 10. But, if you want to make waybill preparation even faster you can set your shipping preferences now by continuing to the next page. Get packaging advice and learn about commodity regulations and shipping requirements. Navigate the Customs process faster and more efficiently, including paperwork guidelines and landed costs.

7 Preferences 7 save time: Set YOUR Shipping Preferences Click a link under Things to Know for more information on using this page. Select the options that best describe your typical shipment types and preferred service options. Once your profile has been created and your preferences entered, WebShip automatically enters these preferences on each new shipment you request, so you don't have to re-type the data repeatedly. 1. In the left navigation under Ship Now, click the Shipping Preferences link. 2. Set your default preferences for shipping, billing, notifications and other special service options. Click Save. You can easily change these settings as you prepare shipments or change the default preferences at any time. Click Find drop-off location to identify convenient drop-off areas closest to you or schedule a pickup: whatever you prefer.

8 Preferences 8 Go Paperless with Paperless ClearancE Obtain help by clicking the red links beside many of the form fields. Set Paperless Clearance preferences to eliminate the extra step of manually printing and attaching hard copy export documents like Certificates of Origin, Commercial and Pro forma Invoices to your shipments. Enjoy higher efficiency, plus avoid costly delays often caused by misreading handwritten documentation. 1. In the left navigation menu under Ship Now, click Paperless Clearance Preferences, then check the box shown to activate the paperless feature. 2. Check the box to submit the Customs documents created for you as you make your waybill in WebShip. If you prefer to upload your own Customs documents, just leave the box empty and complete the rest of the sections to benefit from the paperless features. 3. Select the type of invoice you will send most often. 4. Easily add your company logo to your Customs documents: Click Browse Select supported image, then click Open Click Upload 5. Type your name and title. (The typed Signer s Name must match the signature.) See a sample of your image size and quality displayed in your preferences. 6. Check the box to signify you read and approved DHL Paperless Clearance Terms and Conditions of use, then click Save.

9 Shipment Preparation 9 PREPARE YOUR non-dutiable shipment Ensure delivery to your desired location. Review all fields and shipment options to complete the waybill accurately. 1. What is your destination country? Enter the destination country and the value of your shipment Indicate whether your shipment is non-dutiable or dutiable The following pages focus on helping you prepare a non-dutiable shipment. For help with dutiable shipments, please see page 12. For help with high value shipments that require an EEI, see page 17. To add a new receiver to your WebShip address book, check the box and enter a Receiver ID. Shipping a letter envelope? If you're unsure whether it's considered dutiable, then click Help me decide. DHL will determine the contents status based on the destination and commodities selected. 2. Where is the shipment coming from? Should the shipper address be different than the default, click Change address Enter the shipper address details (The data is only used to process this specific shipment, in case we must contact you for any reason) 3. Where is the shipment going? Enter receiver s address details Check the box to Validate the destination address. This ensures the city and/or postal code are valid and DHL offers the products and services you are requesting for this shipment

10 Shipment Preparation 10 PREPARE YOUR non-dutiable shipment (continued) The default package weight for a DHL Express Envelope is set to 0.5 pounds and cannot be changed. If you don t have a scale or measuring tape near by, click Help me estimate weight and dimensions. 4. What are you shipping? Select shipment date, number of packages, and type of packaging Then enter the weight of your shipment and a short description of your shipment s contents If you select Your Packaging as the package type, enter the package dimensions to get an estimate of charges 5. Do you need anything else? Select whether your shipment will be dropped off or picked up, and then fill in all required form fields Creating more than one shipment to be picked up at the same time? Simply schedule a pickup for the first waybill you prepare. See all available service options and corresponding transit rate estimates. Just click What are my options and how much will it cost. Insure your shipment for a small fee by entering a total value of what the contents are worth in the Shipment Value Protection field WebShip gives you the option to create a shipment receipt for your records, as well as send notification of the shipment to interested parties 6. How would you like to ship it? Choose a DHL service to meet your needs 7. How would you like to pay for your shipment? Select your method of payment and the party responsible for duties, taxes and fees, then click Next

11 Shipment Preparation 11 PREPARE YOUR non-dutiable shipment (continued) Confirmation Once your label is downloaded or printed, a waybill number is generated and assigned to your shipment. This waybill number is printed on the label and can be used to track your shipment's status. Click Print to attach a copy of your waybill to your shipment, or Download to save the specified file to your computer Or, click the Print Later button to copy, edit, or print at a later time Affix the DHL waybill securely to the package Be sure to remove or conceal old addresses or shipping labels. Double-check that your package is securely sealed. Unprinted shipment documents can be accessed from your Pending Shipment lists.

12 Shipment Preparation 12 PREPARE YOUR dutiable shipment If your shipment has a dutiable commodity over $2,500 US you will need to file your EEI, see page 17. When commodities shipped are being bought or sold, this is considered a dutiable shipment and a Commercial Invoice is required. Customs utilizes this document to assess duties, track goods and to document transactions between shippers and receivers. WebShip makes the process as efficient as possible for you. As you complete the required fields to create a waybill in DHL WebShip, the Commercial Invoice is auto-completed for you at the same time. If your shipment qualifies for Paperless Clearance, the icon will appear in color, providing the opportunity to change settings. If your shipment does not qualify, the image will be grayed out with logic provided. If you need help determining which code best fits the description of your commodity, click the Help me with this link beside the FTR field. For fastest waybill and Customs document preparation, it s best to determine the following first: Commodity code(s) Export and import guidelines Customs documents required Begin preparing a dutiable shipment by logging in and clicking Ship Now in the left navigation. 1. What is your destination country? Enter the destination country and the value of your shipment Indicate your shipment is dutiable Select the FTR code from the drop-down menu with an accurate description of your shipment contents 2. Where is this shipment coming from? Should the shipper address be different than the default, click Change address Enter the shipper address details (The data is only used to process this specific shipment, in case we must contact you for any reason)

13 Shipment Preparation 13 PREPARE YOUR dutiable shipment (continued) 3. Where is this shipment going? Enter the receiver s address Check the box to validate the destination address. This ensures the city and/or postal code are valid and DHL offers the products and services you are requesting for this shipment 4. What are you shipping? Select the shipment date, number of packages, and packaging type Enter the weight of your shipment and a short description of your shipment s contents Utilize the Shipment Reference field for alternative ways to track your shipment. This can make it much easier to differentiate shipments on your monthly invoices later. 5. Do you need anything else? Select whether your shipment will be dropped off or picked up, and then fill in all required form fields If you are creating more than one shipment to be picked up at the same time, you do not need to schedule a courier pickup for each shipment. Just schedule a pickup for the first waybill you prepare. You can ship up to 25 pieces per waybill. If you have a multi-package shipment, enter the weight and/or dimensions for each package. Keep everyone in the loop without any extra effort by enabling WebShip to send auto-generated s to anyone you choose with a personalized message. Insure your shipment for a minimal additional charge by entering a total value of what the contents are worth in the Shipment Value Protection field

14 Shipment Preparation 14 PREPARE YOUR dutiable shipment (continued) Click What are my options and how much will it cost for all available service options and corresponding transit and rate estimates. 6. How would you like to ship it? Choose a DHL service that meets your needs 7. How would you like to pay for your shipment? Select your method of payment and the party responsible for duties, taxes and fees DHL Express automatically defaults payment for duties, taxes and fees to the receiver. DHL Trade Automation Services can help you provide a landed cost estimate to your receiver. Click Shipping > Customs Support > Global Trade Solutions Paperless Clearance provides the option of submitting documents that are not created in WebShip. Click Help me decide if you are not sure which Customs invoice should be submitted. 8. Your shipment requires Customs documentation. Tell WebShip which invoice you would like generated once you have completed preparing your waybill Click Next to continue providing Customs information An additional document preparation choice will appear in this section if Paperless Clearance is enabled.

15 Shipment Preparation 15 PREPARE YOUR dutiable shipment (continued) Invoice 1. Enter a Schedule B or Harmonized Schedule code. 2. Select the Country of Origin from the drop-down menu. 3. Enter the total quantity of each commodity. 4. Advise unit of measurement as a two-letter abbreviation. 5. Provide the value for each individual unit. 6. Click Add after each line is completed for every commodity in your shipment. If any of this information is missing or inaccurate, Customs may hold your shipment until the details are resolved. Click Find Schedule B# for assistance obtaining a commodity code with keywords. The option to upload Paperless Clearance Documents will be presented if feature is enabled. Additional Information Complete any additional form fields applicable to your shipment that you need the receiver to see on the invoice. Miscellaneous Charges This section is helpful to provide your receiver one complete invoice. Here you can add packaging materials, shipment handling, waybill preparation, etc. Click Next to confirm your shipment request

16 Shipment Preparation 16 PREPARE YOUR dutiable shipment (continued) Confirmation Once your label is downloaded or printed, a waybill number is generated and assigned to your shipment. This waybill number is printed on the label and can be used to track the status of your shipment. Click Print to create a physical copy or Download to save the specified file to your computer Or, click the Print Later button If you have a multi-piece shipment, affix a waybill to each piece. Place two copies of your Invoice and Certificate of Origin in the clear waybill pouch and affix to the shipment Do not obstruct or obscure the paperwork. In addition, be sure to remove or conceal old addresses or shipping labels. Double-check your package is securely sealed. Unprinted shipment documents can be accessed from your Pending Shipment lists.

17 Shipment Preparation 17 FILE YOUR ELECTRONIC EXPORT INFORMATION Individual commodities valued over $2,500 are considered a nonexempt dutiable shipment and filing your Electronic Export Information (EEI) online is required. This information generates an Internal Transaction Number (ITN) that is added to your waybill. As you complete the required fields to create a waybill in DHL WebShip, you can complete your filing at the same time. There is no need to wait for an ITN to be returned, DHL will handle all of the processing for you! Begin preparing a dutiable shipment by logging in and clicking Ship Now in the left navigation. 1. What is your destination country? Enter the destination country and the value of your shipment Indicate your shipment is dutiable Select one of the Electronic Export Filing options 2. Where is this shipment coming from? Should the shipper address be different than the default, click Change address Enter the shipper address details If you select ITN, provide the number in the available field. Don't have an ITN? Allow DHL to be your filing agent. 3. Where is this shipment going? Enter the receiver s address Check the box to validate the destination address.

18 Shipment Preparation 18 FILE YOUR ELECTRONIC EXPORT INFORMATION (continued) 4. What are you shipping? Select the shipment date, number of packages and packaging type Enter the weight of your shipment and a short description of your shipment s contents 5. Do you need anything else? Select whether your shipment will be dropped off or picked up, and then fill in all required form fields Insure your shipment for a minimal additional charge by entering a total value of what the contents are worth in the Shipment Value Protection field 6. How would you like to ship it? Choose a DHL service that meets your needs Get more information about service features: Click Express > Export Services 7. How would you like to pay for your shipment? Select your method of payment and the party responsible for duties, taxes and fees 8. Your shipment requires customs documentation. Tell WebShip which invoice you would like generated once you have completed preparing your waybill Click Next to continue providing Customs information

19 Shipment Preparation 19 FILE YOUR ELECTRONIC EXPORT INFORMATION (continued) Invoice 1. Enter a Schedule B or Harmonized Schedule code. 2. Select the Country of Origin from the drop-down menu. 3. Enter the total quantity of each commodity. 4. Advise unit of measurement as a two-letter abbreviation. 5. Provide the value for each individual unit. 6. Click Add after each line is completed for every commodity in your shipment. Additional Information Complete any additional form fields applicable to your shipment that you need the receiver to see on the invoice. Enter distinct marking and/or handling requirements in the Package Marks field Use the Shipment Comments field to provide special instructions Miscellaneous Charges This section is helpful to provide your receiver one complete invoice. Here you can add packaging materials, shipment handling, waybill preparation, etc. Click Next to confirm your shipment request

20 Shipment Preparation 20 FILE YOUR ELECTRONIC EXPORT INFORMATION (continued) Export Filing 1. Add Line Item Details Click del to remove any line items that are less than $2,500 All line items entered in the Invoice section will be automatically copied over to this section. Some classification codes require specific units of measure for reporting purposes and WebShip will automatically update to reflect this. You don t have to wait for the ITN to return. Simply submit and continue to complete your shipment! Review the Quantity and unit of measure field Did the Quantity field clear and the two letter unit of measure change? Simply enter the quantity based on the new unit of measure requested Are the fields for Quantity and unit of measure unavailable? Simply continue on to the next available field Select an Export Code from the drop down menu Select the commodity's origin from the drop-down list, either domestic or foreign Enter the weight in pounds for the specified unit of measure Enter the line item s monetary value in U.S. dollars for the specified unit of measure Provide the Employer Identification Number (EIN) Check the box if you are related to the receiver

21 Shipment Preparation 21 FILE YOUR ELECTRONIC EXPORT INFORMATION (continued) Confirmation Once your label is downloaded or printed, a waybill number is generated and assigned to your shipment. This waybill number is printed on the label and can be used to track the status of your shipment. Click Print to create a physical copy or Download to save the specified file to your computer. Or, click the Print Later button Place two copies of your Invoice and Certificate of Origin in the clear waybill pouch and affix to the shipment If you need to reference your Internal Transaction Number for other business needs, you ll find it in the Pending Shipments or Shipment History sections. Unprinted shipment documents can be accessed from your Pending Shipment lists.

22 Contact Center 22 REACH US BY CHAT, or PHONE Do you have immediate questions about pickups, rates, and transit times? Click Chat Now. Visit our Contact Center. If you have questions about completing the required fields or about the forms, let us help you personally prepare your shipment. 1. Click Contact Center in the top right corner of the website from any page. 2. Click DHL Express in the left navigation. 3. Complete the Contact: DHL Express form and click Submit. If you have completed all required fields and are experiencing problems with WebShip, let our Technical Support team help.

23 PC-Based Custom Built Vendor Partner Web-Based 23 DHL Express CALL DHL All services may not be available in all areas and are subject to DHL Terms and Conditions as published at DHL Express (USA), Inc. All rights reserved. 04/12 PT03687