SHIPPING AGENT MANUAL

Transcription

1 Simba 2005 SHIPPING AGENT MANUAL OF INSTRUCTIONS Document 1 Version 0.1 JUNE 2005

2 CONTENTS INTRODUCTION I. Trade X Environment I.1 The Client/server environment I.2 The windows environment I.3 Functions of internet explorer I.4 Equipment necessary to connect to Trade X II/ Trade X Connection stages IV/ Amendment of unregistered manifest V/ Enquiry of unregistered manifest VI/ Manifest registration VI.1 Definitive manifest registration VI.2 Partial Manifest Registration VII/ Enquiry of registered manifests VIII/ Input of complementary manifests IX/ Closing of a complementary manifest X/ Input of manifest amendment request XI/ Enquiry of manifest amendment request XII/ Striking of Cargo Manifest by Groupage Manifest XIII/ Trade X messaging XIII.1 Messaging XIV.2 Password Change XIV/Trade X Utility Programs XIV.1 Import of Electronic Manifest Messages XV.2List of Electronic Manifest Messages

3 INTRODUCTION This manual related to the Shipping Agent module is designed to explain the automated procedures for the establishment of manifests in the Trade X System. It represents a knowledge backup and an instruction manual It is also aimed at helping Shipping Agents or any other individual involved in consignment operations to properly master the electronic processing of manifests, from the data input to the striking, through the accounting. It centres on two main sections: I/ Presentation of Trade X, II/ Functions of the Shipping Agent module 3

4 Section 1 PRESENTATION OF TRADE X 4

5 The Trade X System designed in 2000 entirely builds on state-of-the-art technological tools, which enhances its performance and security. In addition to the traditional modules catered for in similar customs automated systems, Trade X comprises significant particularities through certain innovations: The provision of a system of consultation (LEUK), in real time, of legislative and regulatory information (customs code, customs tariffs, treaties, community rules etc ) with the possibility of effecting off-hand simulations on the amount of payable taxes and dues during the clearance of a given product and taking cognisance of the applicable regulation, both at the local and community levels; The electronic collect of pre-customs clearance documents (ORBUS 2000); The establishment, through a DATAWHAREHOUSE and a Web Site, of a database enabling to collect detailed statistic information on particular economic sectors I. Trade X Environment The Trade X System is marked by two basic aspects. Trade X is an open system built on a Client/Server environment and on Windows. I.1 The Client/server environment The Trade X System is entirely built on a Client/Server environment (Internet itself is designed on this model). This means that some client machines connect to a server, a device generally very powerful in terms of input/output capacity that provides them with programmes giving a range of services. The Client/Server system functions according to the following scheme: 5

6 Client queries Queries Replies Server Client Queries The client machine sends a query to the server, which receives and processes it. The client later receives the final results delivered by the server. The main browser used to connect to Trade X is: Internet explorer (Version 5.0 or above). Below, you will first discover the main functions of the Internet Explorer browser before moving on to the next connection stages. I.2 The windows environment Windows is a graphic environment in which the user shall have to be familiar with the mouse. The keyboard will be less used as compared to other systems. 6

7 THE WINDOWS INTERFACE (DESKTOP) My Computer Shortcut to a program Recycle bin Desktop Network Places Internet Explorer Task bar The desktop represents the PC screen and displays the following: The Recycle Bin stocks the useless files; The My Computer icon; The Task Bar (at the bottom of the screen); The Internet Explorer icon ; The Network Neighbourhood icon. INTERNET EXPLORER ICON You can use Microsoft Internet Explorer to browse the Web pages and connect to the Trade X System. 7

8 Task bar The task bar is composed of the start menu. By clicking on will display a menu comprising the commands you need to use Windows. the screen COMMANDS Programs Documents Settings Search Help Run Log off EFFECTS Displays the list of programs installed in the machine Displays the list of documents opened lately It represents the computer s «control centre». All the parameters, be they visual, material or software, are defined in this section Enables to search a file in the hard drive, but also connect to another computer in case of networking Enables to use the summary, the index or the other tabs of the aid window to obtain particulars on the execution of the tasks under the Windows system. Enables to start a program or open a file by entering a MS-DOS command Stops or restarts the machine, or wraps up a working session 8

9 The Work-station By double clicking on the My Computer icon the screen displays the system s resources, meaning the hard drive, the floppy disc drive and the CD ROM. Click on one of the resources to see all the details. Hard drive CD drive Control panel Floppy disc drive NETWORK NEIGHBORHOOD If the machine is connected in a network, the Network Neighbourhood icon is displayed on the desktop screen. Click on the icon to browse the computers interconnected in the network. I.3 Functions of internet explorer Internet Explorer is a browsing software allowing the user to search and consult the information contained in the Web pages. 9

10 Presentation of the Internet Explorer window Title bar: shows the title of the displayed Web page Menu bar: shows the menus of Internet Explorer Address area: indicates the address of the Web page on display Tool bar: groups the button allowing access to the most used functions Content area: shows the Web page on display Status bar: indicates particulars on the collected data or the area indicated by the mouse 10

11 Internet Explorer functions Comments Enables to launch the Internet Explorer program Back: enables to go back to the previously displayed screen. Next : enables to switch to the next screen Refresh: enables to update the information of the page on display Home: displays the home page designated in the preference category. Search: displays a page containing a list of sites and search engines on the Internet. Stop: stops any ongoing transfer of information. Print: prints the page on display. The address area: enter the address of the Trade X System in this box. 11

12 I.4 Equipment necessary to connect to Trade X To connect to the Trade X System, one needs: A PC (Pentium III 700 Mhz, 64 Mo RAM minimum, 2 Go DD etc...), A browsing software (Internet Explorer 5 or above) to have access to the Web, Windows NT, 2000 or XP or Linux systems, A laser or ink jet printer, A 700 VA uninterrupted power supply (UPS), A modem for Internet connections, A router for the intranet, Internet connections. II/ Trade X Connection stages The user willing to connect to the Trade X system must establish a link between his work-station and the server of the Customs administration s central site. To this end, he must go through the following procedures: 1. Put on the computer, then double click on the Internet Explorer shortcut on the desktop screen 2. Enter in the address area, the Trade X system s access address: 3. Press the ENTER key on the keyboard and the following windows appears 12

13 4. Enter the access code (username) and the password, then click on connect, or press ENTER on the keyboard. SHIPPING AGENT MODULE Window title Input area Functions 13

14 Section 2 FUNCTIONS OF THE SHIPPING AGENT MENU 14

15 1. First enter a Directory Number; III/ Manifest data capture 2. Click on the MANIFEST DATA CAPTURE function of the main menu. Directory number input area 3. The window for the selection of the type of manifest appears. Choose the type of manifest (maritime, air, land, fishery, bulk cargo) by clicking on the dropdown list 15

16 Dropdown list 4. Click on the ENTER MANIFEST button and the following window appears. List of customs Stations 16

17 5. Enter the General Segment details of this screen as described below: Field Directory No. Means of Transport ID Station Gross capacity Net capacity Estimated value Arrival date Flight/voyage number Country of Supply Nationality of Transport Field Description Temporary number enabling to trace a manifest in the system until final registration Name of the vessel e.g. MV Mvita etc Station of manifest registration How much weight the vessel can carry Weight of cargo on board Monetary value of the shipment Expected date of arrival at the port Country where goods originate Country providing the means of transport The information to be entered differ, depending on the type of manifests (maritime, fishery, bulk cargo, land or air). 6. Click on VALIDATE. If no error is detected by the system, the manifest consignments input window is displayed. Window title 7. Enter the manifest consignment details as described below: Field Place of loading Date of loading Bill of lading number Country of destination City of Destination Field Description Sea port or Airport where goods were loaded Date when goods were loaded Country where cargo are taken to Port or airport city where cargo will be offloaded 17

18 Consignor Shipping Agent name, PIN and Contact details Consignee Name and PIN Package Mark Number Goods description No of packages Package mode Gross weight No of Containers Volume Exporter of the goods Details of the shipping agent Details of the importer Short description of goods on board Form in which goods have been packaged Gross weight of a particular item A count of the containers with the cargo 8. Click on VALIDATE Irregular information are signalled to the user in the form of an error message at the time of validation. Refer to the message to correct the error; If no error is detected, the system automatically displays another window for manifest items input; Upon registration of the number of containers, the system displays the interface for the input of information concerning the containers. Dropdown list Enter the container details as described in the table below, then click on VALIDATE. Field Container No Seal Size Type Field description Valid and Unique registration number of the container Enter the seal number of the container Size of the container usually 20 or 40 ft Nature of the container e.g. Refrigerated or conventional 18

19 IV/ Amendment of unregistered manifest 1. Click on the AMENDMENT OF UNREGISTERED MANIFEST function 1. The window for the consultation of unregistered manifests appears Search criteria Directory number First specify whether you are dealing with an electronic manifest (EDIFACT) or not and perform search to retrieve the desired manifest. 19

20 : Search criteria (directory number, station, type of manifest, date of arrival, and date of creation) are included in the interface to facilitate the consultation of entered manifested. : For any search operation, enter a search criterion (ex: date of creation), then click on SEARCH. 3. Click on DIRECTORY NUMBER ( text in blue) of the desired manifest; 4. Effect the necessary modifications on the elements of the General Segment on display, then click on VALIDATE. The following window appears Displays the shipment list Register the modifications effected on the general segment Deletes the manifest s general segment Displays the list of consignments 5. To modify the items of the manifest or add a new item, click on CONSIGNMENTS. The list of the manifest s consignments appears: 20

21 Enables to add a consignment Consignment number Allows addition of a consignment 6. Click on the NEW CONSIGNMENT button to add a new consignment; 7. Click on the number of the desired consignment ( text in blue) to display the interface for the amendment of the manifest consignment: Allows addition of a consignment Enables to modify the containers Enables to accede to bulk break interface Enables to register the modifications on the consignment Enables to delete a consignment 21

22 8. Effect the necessary modifications, then click on VALIDATE. : The manifest deconsolidation is performed through the DECONSOLIDATION (bulk break) button : The search for an unregistered manifest is also possible from the DIRECTORY NUMBER of the Shipping Agent processing interface. Enter the Directory Number, and then click on the AMENDMENT OF UNREGISTERED MANIFEST. The system automatically displays the searched manifest. V/ Enquiry of unregistered manifest 1. Click on the ENQUIRY OF UNREGISTERED MANIFEST function 22

23 2. The window for the consultation of unregistered manifests is displayed Search criteria Directory number : Search criteria (directory number, station, type of manifest, date of arrival, date of creation) are included in the interface to facilitate the enquiry of captured manifests. : For any search operation, enter a search criterion (ex: directory number), then click on SEARCH. 23

24 3. Click on DIRECTORY NUMBER (text in blue) of the manifest to be consulted. Displays the list of consignments Displays the list of shipping points 4. Click on CONSIGNMENTS for consultation. The following window appears Consignment number 5. Click on CONSIGNMENT NUMBER (text in blue) to display the information. 24

25 No modification of the general segment or the consignments of the unregistered manifest is possible in consulting mode. VI/ Manifest registration 1. Click on the MANIFEST REGISTRATION function, 25

26 The system displays the window for the selection of manifests to be registered. Search criteria 2. Select the desired manifest (check the corresponding area) The selection itself activates the following buttons 26

27 COMMANDS COMMENTS Enables the definitive registration of the manifest Enables the partial registration of the manifest VI.1 Definitive manifest registration 1. After selecting the desired manifest, click on DEFINITIVE REGISTRATION. The following warning message appears 2. If you click on CONFIRM. The system automatically attributes a number to the registered manifest. Number automatically attributed by the system 27

28 3. Click on OK to return to the window for the selection of manifests to be registered. VI.2 Partial Manifest Registration 1. Select the desired manifest, then click on PARTIAL REGISTRATION; The window for the selection of the manifest s consignments to be registered appears 2. Select the desired consignment to be registered (check the corresponding box) Selecting a consignment activates the REGISTER button. Click on this button. 3. The warning message appears, click on the CONFIRM button of the window. The system automatically attributes a number to the registered manifest. : The registered consignment is deleted from the list of consignments of the manifest to be registered. : The partially registered manifest features in the list of unregistered manifests until total registration of all consignments. : The partially registered manifests are specified in the TYPE OF VALIDATION column of the SELECTION OF MENISFEST FOR REGISTRATION function. 28

29 Type of validation VII/ Enquiry of registered manifests 1. Click on the ENQUIRY OF REGISTERED MANIFESTS function. The system displays the window for the selection of manifests for consultation 29

30 Search criteria Manifest number 2. Select a given manifest by clicking on the manifest number (text in blue). The list of the consignments of the selected manifest appears. Consignment Number To consult a consignment on the list, click on CONSIGNMENT NUMBER (text in blue). : Search criteria (manifest number, means of transport, date of arrival) are included in the interface with the view to facilitating the consultation of the registered manifests. : The consultation of a registered manifest is also possible through the following search criteria of the Shipping Agent processing interface:. - Shipping document - Manifest number - Date of Arrival 30

31 - Registration Date - Consignment number - Flight/voyage number Search criteria To consult a registered manifest, enter a search criterion (ex : shipping document), then click on the ENQUIRY OF REGISTERED MANIFEST function. The system displays the corresponding manifest : For any search from the consignment number: Enter the manifest number Check the CONSIGNMENTS area Enter the Consignment number Then click on ENQUIRY OF REGISTERED MANIFEST. VIII/ Input of complementary manifests This function only allows addition of consignments to a manifest already registered. It enables to restore the general segment of the said manifest in the list of unregistered manifests. To this end, 1. Click on INPUT OF COMPLEMENTARY MANIFEST. 31

32 The list of registered manifests appears 2. Select the desired manifest (tick the corresponding box ).. ) The selection of a manifest activates the CREATE COMPLEMENTARY MANIFEST button. 32

33 3. Click on the CREATE COMPLEMENTARY MANIFEST button. The system displays the following confirmation message 4. Click on OK The manifest subject to the creation of a complementary manifest features in the list of unregistered manifests available through the AMENDMENT OF UNREGISTERED MANIFEST section. 5. Click on AMENDMENT OF UNREGISTERED MANIFEST, and then select the restored manifest. Selecting a restored manifest displays the modification of the unregistered manifest page. 33

34 6. Add the consignments desired before clicking on VALIDATE; 34

35 7. The next step consists in clicking on the MANIFEST REGISTRATION function. Select the complementary manifest to be registered. The selection of a manifest activates the PARTIAL REGISTRATION and DEFINITIVE REGISTRATION buttons. 10. Click on DEFINITIVE REGISTRATION. The warning message appears. Click on CONFIRM. 35

36 IX/ Closing of a complementary manifest 1. Click on CLOSE COMPLEMENTARY MANIFEST The system displays the list of complementary manifests. Select the desired complementary manifest (tick the corresponding box ) 36

37 Selection area The selection of a complementary manifest activates the CLOSE button. 2. Click on CLOSE. The system displays the message confirming the transmission of the complementary manifest to the competent customs services. 37

38 X/ Input of manifest amendment request 1. Click on MANIFEST AMENDMENT REQUEST The interface for the selection of the registered manifests for an amendment request appears: 38

39 Manifest number 2. Select the desired manifest by clicking on the Manifest Number (text in blue). The list of the consignments of the selected manifest is displayed. Consignment number 3. Click on the Consignment Number (text in blue) subject to an amendment request. 4. The window for the creation of an amendment request appears. Effect the necessary modifications, then click on VALIDATE 39

40 The system attributes a serial number to the mail (amendment request) to be transmitted to the customs services. The amendment request appears, comprising two parts: Former state: displays the information of the registered manifest transmitted to the customs services; New state: displays the information on the registered manifest with the effected modifications. The modified elements appear in Red (ex: number of packages) Mail number 5. Click on VALIDATE ( bottom of the window). 40

41 : The manifests subject to an amendment request are deleted from the list of registered manifests for creation of an amendment request. XI/ Enquiry of manifest amendment request 1. Click on CONSULTATION OF MANIFEST AMENDMENT REQUEST. The list of the manifests subject to an amendment application appears. 41

42 Manifest number 2. Select the desired manifest by clicking on MANIFEST NUMBER (text in blue). The list of the manifest s consignments appears. Consignment number 3. Click on the consignment number to display the amendment request. 42

43 XII/ Striking of Cargo Manifest by Groupage Manifest The Cargo Manifest covers all the Bills of Lading of a given cargo. In case the containers belong to different consignees, the respective BLs shall be degrouped. For traceabiility purposes, these degrouped BLs will be grouped in a document referred to as the Groupage Manifest. In the course of the clearing process, the declaration will strike off the Groupage Manifest, which will in turn strike off the Cargo Manifest. XIII.1 Messaging XIII/ Trade X messaging 1. Click on MESSAGING. The following window is displayed 43

44 Enables transmission of messages Displays the list outgoing messages List of incoming messages Displays the address of Trade X users : To send a message, click on TRANSMIT. The message transmission window appears : Enter the message text, the addressee code, and then click on TRANSMIT. 44

45 : Message transmission is also possible from the USER DIRECTORY button of the messaging interface The user directory is displayed User code Click on the desired user code (text in blue) to display the message transmission window. Enter the message text and click on TRANSMIT. 45

46 XIV.2 Password Change Trade X users are advised to regularly change their passwords to avoid any impersonation. Click on the link in the main menu. The following window appears Enter the current password, then the new one and confirm by entering it again, before validating through the VALIDATE MODIFICATIONS button. XIV/Trade X Utility Programs XIV.1 Import of Electronic Manifest Messages The Trade X enables to import electronic manifest data and integrate them through an EDIFAT tool. These data will be stored in the database with the view to an eventual repatriation into the Trade X format. A click on the corresponding link opens the following window There are five (5) options for the import of electronic manifest data (See window above). By default, the system selects the AUTO-DETECTION option for data integration. Click on BROWSE to retrieve a message saved in your machine, and then click on. 46

47 The system will then compile the messages to identify the tags. The next step consists in retrieving the list of electronic manifest messages. XV.2List of Electronic Manifest Messages A click on the link opens the following window The table comprises columns stating the Item ID, the Message Type, the Status and so forth. A click on the Item ID opens the following window 47

48 This window features technical elements deriving from the identification of the electronic manifest messages by the system. Click on FILL OUT MANIFEST to populate the different field of the Trade X manifest format. The manifest will then feature in the list of draft manifests. The Shipping Agent can modify it at will before registering it. 48