1 Web-Based PC-Based Integrated DHL IMPORT EXPRESS ONLINE USER GUIDE FOR IMPORTERS We coordinate effective communication between your shippers and you for you.
2 Contents 2 CONTENTS Importer 3 Manage Your Imports 4 Helpful Guide Information Importer Profile 5 Registration 9 My Profile Manage Shipments Prepare Instructions 10 New Shipper/Receiver 12 Shipment Details 14 Review 14 Confirmation Prepare Shipment 15 Recent Shipper/Receiver 15 Shipment Details 18 Customs Documents 21 Service Options 22 Review 22 Confirmation Shipment Request 23 Shippers Request for Approval Manage Authorizations 24 Grant Standing Authorization 26 Current Standing Authorization 27 Complete Process for Shipper History/Track 28 Tracking 28 History Address Book 29 Manage Shippers and Receivers 30 Import Your Address Book Contact Center 31 Reach Us by Chat, or Phone
3 Importer 3 MANAGE YOUR IMPORTS Example of Shipper Interface Shippers will receive a separate user guide when they first receive temporary login credentials for DHL Express Import Online. Your shippers will learn how to: Accept or reject shipments requested by importers Manage shipping details and schedule a pickup Create and send requests to the import account holder Request a standing authorization to ship on behalf of the import account holder DHL Import Express Online is a web-based tool designed to give account holders full visibility and open communication during the shipping process. Both you and your shipper utilize a clear and concise tabular interface making it easy to view current shipping instructions and shipment status. For superior security, your DHL Import Express account number is kept within the DHL system. It is not visible; nor is it ever visible or forwarded to shippers or third parties. This guide helps import account holders: Register for access to Import Express Online Prepare shipment instructions for shippers and manage shipment details Provide shippers with standing authorizations Approve a shipment request from a shipper Track shipments and review shipment history
4 Importer 4 HELPFUL GUIDE INFORMATION The following references have been shortened throughout the guide for easier reading: DHL Import Express Online application = Import Express Online DHL Import Express account = import account DHL Import Express account holder = you The following terms will be used to refer to common Import Express Online actions: Standing authorizations you have enabled a shipper to ship on your import account to a specific receiver and/or using a specific account Manage Shipments tab, Status column Definitions Importer Sent Instruction to Shipper Pending Shipper Action Cancelled by Importer Accepted by Shipper Rejected by Shipper Standing Authorization Request from Shipper Standing Authorization (Pending Importer Approval) Shipment Request Received from Shipper Pending Importer Approval Accepted by Importer Rejected by Importer Shipment Preparation in Progress With Shipper Pickup Request Acknowledged Pickup Confirmed Shipment in Transit Track Shipment instruction a shipment request has been created by you and sent to the shipper for (1) review and (2) acceptance or rejection Shipment request the shipper has reached out to you with a request to prepare and send a shipment on your behalf
5 Importer Profile 5 REGISTRATION Bookmark this URL to help streamline your processes: importexpressonline.dhl.com Import Express Online only requires you (the DHL Import Express account holder) to have an account; your shipper and other third party receivers can use this shipment management tool without one. The language will automatically populate once the country has been selected. Use the dropdown menu to select your preferred language, if available. Please take your time as you complete Registration and follow the fields in their proper order. Some fields will autopopulate based on your responses. 1. Access Import Express Online at importexpressonline.dhl.com 2. Under the red Login button, click Register Now The account holder radio button is selected by default and should only be changed if you are registering on behalf of a Shipper. 3. Select the country where your business is located from the drop-down menu 4. Enter your DHL Import Express account number in the field provided Click Add Another Account Number if you have more than one active import account. Repeat for each additional account until they have all been entered. Have your import account number(s) close by for quicker entry.
6 Importer Profile 6 REGISTRATION (Continued) Not shipping on behalf of a company? Simply re-enter your first and last name. 5. Enter your first and last name 6. Provide your company's name 7. Enter the physical street address where shipments will be received 8. Provide the city, state or province 9. Enter your address 10. Provide the appropriate telephone and fax numbers Check the box Set as default receiver if you would like this information to auto-populate whenever you prepare shipment instructions.
7 Importer Profile 7 REGISTRATION (Continued) 11. Enter the individual s name who will be the primary contact for receiving shipments (if you will not be the person receiving shipments) 12. Provide a default Shipment Reference that applies to the majority of your imports 13. Check the box Send/Receive in HTML to enable headings, colors, pictures, emphasized text and quotations to be viewed, instead of the default plain text format 14. Check the box Receive copy of s sent to Shipper to receive copies of instructions prepared in Import Express Online via 15. Check the box Reference Always Required? to make the reference field a required entry 16. Check the box Remember my Address to have your address auto-populated The Shipment Reference can be a word, phrase or number. You can easily change these settings as you prepare shipments or change the default preferences at any time.
9 Importer Profile 9 MY PROFILE My profile is the DHL Import Express account holder information. Here you can: Change your password Change your security question and answer Add, edit and remove account numbers Update the default receiver Modify shipment settings 1. Access by clicking the My profile button under the red navigation bar on the right hand side of the screen 2. Review the current information and make desired changes 3. Click Submit DHL Express account numbers for exporting should not be added to Import Express Online. They are not supported within this application. The receiver information can be changed as needed while preparing waybills, but shipment charges will still be applied to your specified account.
10 Manage Shipments 10 PREPARE INSTRUCTIONS The next time you return to this page, you can click Most Recent from the drop-down menu to auto-populate these fields. In this section you will be preparing all the information the shipper will need to create the waybill. On the Manage Shipments screen you can: Prepare shipment instructions Check the status of outstanding shipment instructions See recent shipment requests Check the status of authorization requests View recent shipment details Track shipments Because this is the first time using Import Express Online, simply click Next under Prepare New Shipment Instruction Shipper/Receiver > Shipment Details > Service Options > Review > Confirmation 1. Begin entering the Shipper Details by creating a Nickname that will help you quickly find the shipper in the address book 2. Provide the shipper s first and last name in the Contact field 3. Select the country where the shipper is located The use of the action buttons at the bottom of the page will change depending on the status of the shipment selected. Red buttons indicate the action is available for the shipment.
11 Manage Shipments 11 PREPARE INSTRUCTIONS (continued) If you are the receiver for this shipment, simply use the drop-down menu and select yourself. 5. Enter the company name, physical street address, city and state or providence in the available fields 6. Provide a telephone and fax number 7. Enter the shipper s address 8. Create user-friendly documents by selecting the shipper s language from the drop-down menu 9. Decide if you want to allow the shipper to modify pickup address details (in case this information changes) 10. Check the box to save the new shipper to the address book If you are not the person receiving this shipment, fill in all Receiver details. 11. Click Next If you do not check this box, the shipper will not be able to modify pickup address fields.
12 Manage Shipments 12 PREPARE INSTRUCTIONS (continued) Leave this box blank if you do not want to complete the waybill on behalf of the shipper. Then proceed to the next page. Check this box if you want to complete the waybill. Then skip ahead to page 15. The message entered here will appear in the body of the that the shipper receives. Provide basic information the shipper will need to know about the shipment request, including: items to be ordered order numbers handling instructions Shipper/Receiver > Shipment Details > Service Options > Review > Confirmation 1. Select the Shipment date to be passed to DHL from the drop-down menu 2. Create a personal message for the shipper, advising them of pertinent details 3. Enter a Shipment Reference that will be visible on the waybill 4. Click Attach a File for required documents or to provide more detailed instructions Only one file can be uploaded in one of the following formats: DOC, DOCX, XLS, XLSX or PDF. Customs invoices can be prepared with Import Express Online. This is an ideal location to include a Certificate of Origin, license, Power of Attorney or Shipper s Letter of Instruction.
13 Manage Shipments 13 PREPARE INSTRUCTIONS (continued) 5. Use the drop-down menu to select the account to which you would like service charges billed 6. Click a radio button to advise DHL how Customs charges, such as duties and taxes, should be handled: enter the respective DHL Import Express account number 7. Send transit status notifications to yourself, the recipient or any other interested party by checking boxes in Notification options and providing addresses 8. Know immediately if the shipper has not acted upon receipt of request; receive alerts within a designated time period This can reduce the need for follow up or act as a helpful reminder when you get busy. 9. Select from the drop-down menu how often you would like to be notified of the shipper s lack of action 10. Click Next
14 Manage Shipments 14 PREPARE INSTRUCTIONS (continued) The Importer Details will always be the account holder. The receiver details may be yourself or a designated third-party. To make changes, click Back at the bottom of the screen. Click Print Summary to keep a physical copy if required for your records. Service Options are skipped when preparing instructions because the shipper needs to accept the request and complete the waybill first. Shipper/Receiver > Shipment Details > Review > Confirmation 1. Review the information provided 2. Scroll down to select an authorization status radio button the shipper can ship to this receiver one time with your account the shipper can ship to this receiver at any time, as frequently as they would like with your account 3. Click Forward instruction Shipper/Receiver > Shipment Details > Review > Confirmation Once you click Done, you will receive a confirmation with a shipment ID number. All of this information will populate the Recent Shipments table on the Manage Shipments tab to be available for your reference. Next Steps The shipper will be registered for Import Express Online automatically. They will receive the instruction request via with a temporary password to log in. The will also include a user guide to assist them in accepting or rejecting your request. You will know the status of the shipper s response on the Manage Shipments tab under Recent Shipments in the Status column, on the right. Shipment instructions that have not been accepted can be copied, updated, or canceled by clicking the corresponding entry's radio button.
15 Manage Shipments 15 PREPARE SHIPMENT Shipper/Receiver > Shipment Details > Service Options > Review > Confirmation By checking this box you will be providing the shipper with instructions, a waybill and selected service. All the shipper will need to do is accept the request and provide any required documentation. 1. On the Manage Shipments tab select a previously created shipper from the drop-down menu or click Create new shipper 2. Select a previously created importer from the drop-down menu 3. Choose the date you would like the shipment to be provided to DHL from the drop-down menu 4. Click Next Help creating a new shipper can be found on page 10. Shipper/Receiver > Shipment Details > Service Options > Review > Confirmation 1. Check the box to complete the shipment details on behalf of the shipper to generate a waybill 2. Select the Packaging type from the drop-down menu
16 Manage Shipments 16 PREPARE SHIPMENT (continued) 3. Enter the weight, dimensions and provide a keyword description of the commodities (contents) using up to 40 characters 4. Click Add The first three lines of the Description of Contents will appear on the waybill. Continue adding all shipment pieces consolidated under one waybill. 5. Provide a complete description of the commodities in the box 6. To select the Shipment status use the appropriate Customs clearance button: Non-document = dutiable Document = non-dutiable Even though the shipment contents may be a document, some documents are considered dutiable. To quickly check the commodity status, click Help me decide. Then, select the closest commodity type and click Determine Status. 7. Enter the Declared Value in the field provided for dutiable shipments 8. Check the box to create a Customs invoice on behalf of the shipper if they are not providing the Commercial or Pro forma Invoice
17 Manage Shipments 17 PREPARE SHIPMENT (continued) The shipper will receive an auto-generated request with the information you provide here. 9. Create a personal message for the shipper advising them of pertinent details 10. Enter the Shipment Reference that will be visible on the waybill 11. Click Attach a File for required documents or to provide even more detailed instructions 12. Use the drop-down menu to select the account to which you would like service charges billed 13. Click a radio button to advise DHL how Customs charges, such as duties and taxes, should be handled with account number 14. Send transit status notifications to yourself, the recipient or any other interested party by checking boxes in Notification options and providing addresses 15. Know immediately if the shipper has not acted upon receipt of request; receive alerts within a designated time period 16. Select from the drop-down menu how often you would like to be notified of shipper s lack of action 17. Click Next Next Steps alerts can be received as soon as a half day or as late as seven days and can be sent as frequently as every hour to just once per 24-hour period. After you have determined that you would like to create a Customs invoice on behalf of the shipper and already checked the appropriate box, please continue to the next page. To allow the shipper to provide Customs documentation, skip ahead to page 21.
18 Manage Shipments 18 PREPARE SHIPMENT (continued) If you need help deciding, click What is this? Click Help for examples of Terms of Payment. Customs Documents 1. Select the Invoice type from the drop-down menu 2. Provide an internal reference like a purchase order number in the Invoice number field 3. Select the mode of transport from the Incoterms drop-down menu 4. Enter the commodity code for the primary contents in your shipment 5. Provide the full name of the person responsible for paying Customs charges, such as duties and taxes 6. Enter the terms of payment Get help determining which Incoterm to select > DHL-USA.com > Express > Small Business Solutions > Business Across Borders
19 Manage Shipments 19 PREPARE SHIPMENT (Continued) 7. Provide the name of the destination port 8. Select the Reason for Export from the drop-down menu 9. Describe packaging and specific identification marks in greater detail or other pertinent information in Other Remarks 10. Enter the total amount of additional charges incurred between the parties that need to be noted on the invoice This refers to agreed transactions between the importer and shipper, such as packaging and handling charges.
20 Manage Shipments 20 PREPARE SHIPMENT (continued) 11. Provide a Description of the commodity Enter additional Harmonized System codes in the Description field. 12. Select the Country of Origin from the drop-down-menu 13. Provide the total Quantity of the item being shipped 14. Select the correlating Unit of Measure from the drop-down menu 15. Enter the monetary Unit Value 16. Enter the Net Weight for the commodity 17. Click Add Continue adding commodity descriptions until all commodities in your shipment have been noted. 18. Click Next Quickly convert volume and weight values > DHL-USA.com > Tools > Conversion Calculator If an error was made while entering the information, click Remove to delete the row.
21 Manage Shipments 21 PREPARE SHIPMENT (continued) Click Estimated Price links to review a breakdown of costs based on the information provided. Shipper/Receiver > Shipment Details > Service Options > Review > Confirmation 1. Click the radio button to select one of the available Delivery Options for the destination 2. Check the box to advise DHL the secondary service option DHL should apply if the first service is not available. Provide preference using the drop-down menu While this step is not required, it is helpful to keep your shipment moving. 3. Check the box to add Shipment Insurance to selected services Learn how Shipment Value Protection can help you at > DHL-USA.com > Express > Optional Services Optional Services selected will be reflected in the Total Estimate. Only you can add insurance to a shipment; this option is not available to a shipper who accepts a shipment request. 4. Click Next
22 Manage Shipments 22 PREPARE SHIPMENT (continued) Shipper/Receiver > Shipment Details > Service Options > Review > Confirmation 1. Review the information provided 2. Scroll down to select a standing authorization status radio button The shipper can ship to this receiver one time with your account The shipper can ship to this receiver at any time, as frequently as they would like with your account 3. Select a radio button to advise DHL of the shipper s rights to change services on your behalf, if needed YES - if you prefer to review and approve service changes NO - if the shipper can make changes without your review 4. Click Forward instruction Shipper/Receiver > Shipment Details > Service Options > Review > Confirmation Once you click Done, you will receive a confirmation with a shipment ID number. All of this information will populate the Recent Shipments table on the Manage Shipments tab to be available for your reference. Click Back at the bottom of the screen to edit any information. Click Print Summary to keep a physical copy if you need to reference the services selected. Next Steps The shipper will receive the request, accept the shipment and schedule a pickup. Or, reject the request and provide a reason. Double-check all entered data one final time, as this information is used to generate your waybill and Customs invoice.
23 Manage Shipments 23 SHIPMENT REQUEST This is a new shipment request sent to your for review and approval by the shipper. A shipment request takes place when you receive shipment details prepared by the shipper for your review and approval, so they can ship commodities on your account. This request requires your approval to allow you or your designated third-party to receive the shipment. Shipment requests will be visible on the Manage Shipments tab under Recent Shipments. 1. Look for Pending Your Approval In the Status column 2. Click the shipment request radio button 3. Click Update/Authorize to review shipment details 4. Under Account Details, select the account you prefer to be billed from the drop-down menu 5. Click a radio button to advise DHL how Customs charges, such as duties and taxes, should be handled with a DHL Express import account number 6. Check the Notification options boxes next to the parties you would like to keep informed 7. Determine how you would like to proceed Click Print to keep a physical copy if you need to reference the service selected. Reject the request by typing a message to the shipper and clicking Reject Click Approve to allow the shipper to process the request as prepared on your account Next Steps This shipment has been reviewed and approved by you. The status will be updated as indicated and the shipper will receive a status advisory .
24 Manage Authorizations 24 GRANT STANDING AUTHORIZATION To allow authorization to a specific receiver, click Create new receiver and follow appropriate steps. You can allow your designated shipper to process shipment requests charged to your account from the Manage Authorization tab. Here you can: Grant a shipper standing authorization to ship to a specified receiver at any time using your account number without requiring your review and approval Enable shippers to make use of the standing authorization for all shipments or only for specific receivers New Standing Authorization 1. Click Create new shipper 2. Begin entering the Shipper Details by creating a Nickname that will help you quickly find the shipper in the address book 3. Select the shipper s country from the drop-down menu 4. Provide the shipper s first and last name in the Contact field 5. Enter the company name, street address, city and state or providence in the available fields 6. Provide a telephone and fax number 7. Enter the shipper s address If this is not checked, the shipper will be forced to reject any requests with an incorrect pickup address. That will require you to update and re-submit. 8. Create user-friendly documents by selecting the shipper s language in the drop-down menu 9. Decide if you want to authorize the shipper to update pickup address details in case the information changes 10. Click Save
25 Manage Authorizations 25 GRANT STANDING AUTHORIZATION (continued) 1. Select the account number the shipper may use to process requests on from the drop-down menu 2. Click Next 3. Review the details entered 4. Go to Account Details at the bottom of the screen and review or select new DHL Import Express Account Numbers 5. Determine the party responsible for paying Customs charges, such as duties and taxes, for this scenario. Click a radio button and provide a corresponding DHL Import Express account number in the available field 6. Click Grant Standing Authorization Shippers Requesting Authorization 1. Go to the bottom of the Manage Authorization tab to the table listing current Standing Authorizations. Sort the shippers by status with the Filter by status drop-down menu 2. Select the radio button for the shipper who s status is Standing authorization Pending Your Approval 3. Click Update/Authorize and repeat steps 4-6 above Determine how you would like to proceed Reject the request by typing a message to the shipper and clicking Reject Click Accept Standing Authorization to allow the shipper to process shipments on your account Next Steps The status will be updated as indicated and the shipper will be notified via that standing authorization has been granted.
26 Manage Authorizations 26 CURRENT STANDING AUTHORIZATION Updating Shipper Status Click the radio button of the standing authorization you would like to modify. 1. Select the radio button for the shipper that has an Approved status 2. Click View 3. Change status by clicking Revoke Standing Order Next Steps The status will be updated as indicated and the shipper will receive a status advisory . Click the radio button from available actions.
27 Manage Authorizations 27 COMPLETE PROCESS FOR SHIPPER In some cases the shipper may not be able to follow through with the required steps to complete the pending transaction in DHL Import Express Online. To help the process along, some import account holders will also register themselves as the shipper. This removes the need to grant authorizations and wait for follow up. Should you prefer this alternative, please refer to the DHL Import Express Online User Guide for Shippers. This guide will show you how to register and navigate between the Importer and Shipper logins. Two unique addresses are required. Web-Based PC-Based Integrated DHL IMPORT EXPRESS ONLINE USER GUIDE FOR SHIPPERS We coordinate effective communication between your shippers and you for you.
28 History/Track 28 TRACKING You have visibility from pickup through final delivery all on one screen. Here you can: View current status Track shipments Update authorization Cancel instructions 1. Go to the History/Track tab 2. In the Status column, click Track The Track option will only appear when shipments are in transit. HISTORY 1. Search for a specific shipment by entering a description in the Find field 2. Select the column the data is in with the drop-down menu 3. Click Find The date range will automatically update based on criteria entered.
29 Address Book 29 MANAGE SHIPPERS AND RECEIVERS In the Address Book you can: Create Contacts Delete Contacts Search for Specific Entries Import an Address Book Export the Import Express Online Address Book Prepare Instructions 1. Click the Address Book button under the red navigation bar on the right hand side of the screen 2. Check the box of the desired contact 3. Click Ship to selected Find Ten contacts are featured on each page. To view more, click Next. 1. Search for a specific contact by entering a description in the Find field 2. Select the column the data is in with the drop-down menu 3. Click Find
30 Address Book 30 IMPORT YOUR ADDRESS BOOK Import If you already have a well-maintained address book, you can import the CSV file in a few steps. 1. Click Address Book 2. Click Import 3. Advise if your file contains headers If your source file does not include file headers, the imported data columns will be imported with no indication of what they contain. 4. Click Attach a File 5. Click Read the header 6. Match the CSV file headers with the Import Express Online field names 7. Click Start Importing
31 Contact Center 31 REACH US BY CHAT, OR PHONE If you have questions about the application or form fields, our team is glad to help you. 1. Click Contact on the top of the navigation bar 2. Complete the Contact: DHL Express Technical Support form and click Submit Call us to speak with a DHL Express Technical Support Agent.
32 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. 11/07/12 PT04249