VALUNET DELUXE VERSION 5.3 - QUICK REFERENCE GUIDE Information in this document is subject to change without notice. Companies, names and data used in examples herein are fictitious unless otherwise noted. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Tradelink Electronic Commerce Limited. COPYRIGHT 2006 Tradelink Electronic Commerce Limited. All rights reserved. 20060322 VALUNET DELUXE VERSION 5.3 QUICK REFERENCE GUIDE
CONTENT PART 1 : SYSTEM REQUIREMENTS...4 PART 2 : LANGUAGE SELECTION...5 PART 3 : TRADE DECLARATION...6 3.1 NEW TDEC FORM INTERFACE...6 3.2 QUICK SEARCH...7 3.3 FAX COVER (WITH BAR CODE)...9 3.4 HIDE AND MOVE COLUMNS...10 3.5 REF # INFORMATION SHOW ON STATEMENT...10 3.6 LOAD TDEC LINE ITEMS...11 3.7 FOREIGN CURRENCY PROFILE SETUP...12 3.8 SHOW DECLARATION CHARGES...13 3.9 SEND & RECEIVE...13 3.10 DECLARATION NOTICE...14 PART 4 : EXPORT / IMPORT DOCUMENT TO CSV / PDF FILE...16 4.1 EXPORT STATEMENT...16 4.1.1 Export Statement As CSV File...16 4.1.2 Export Statement As PDF File...17 4.2 EXPORT FILE...18 4.2.1 Export Trade Documents to CSV File (Sample Layout)...18 4.2.2 Export Trade Documents To CSV File (Self-Defined Layout)...20 4.2.3 Export Code Tables To CSV File...22 4.3 IMPORT FILE...23 4.3.1 Import Trade Documents From CSV/XLS File...23 4.3.1 Import Code Tables from CSV/XLS File...27 PART 5 : REPORT...30 5.1 TDEC REPORTS ( EXPORT AS PDF FILE )...30 5.1.1 Import/Export Declaration Reports...30 5.1.2 Acknowledgement Report...34 5.1.3 Declaration Notice Report...35 PART 6 : BACKUP / RESTORE UTILITY...36 6.1 Backup...36 6.2 SCHEDULE BACKUP...38 6.3 RESTORE...40 2
PART 7 : OTHER FUNCTIONS...42 7.1 MULTIPLE COMPANIES SELECTION IN USER PROFILE...42 7.2 UPDATE TRADELINK CHARGES...43 7.3 DUPLICATE TDEC SUBMISSION...44 7.4 SERVICES...45 7.5 USER DEFINED COLOUR...45 7.6 SHORT-CUT KEYS...46 7.7 SHOW MESSAGES UNDER A SPECIFIC PERIOD...46 7.8 ZOOM...47 7.9 HK SUPPLEMENTARY CHARACTER SET (HKSCS)...47 7.10 TRADELINK E - TALK...47 PART 8 : TTRS...48 8.1 NEW TTRS FORM INTERFACE...48 8.2 QUICK SEARCH...49 8.3 CUSTOMIZE RESULT...50 8.4 DECLARATION CODE SETUP...51 PART 9 : CERTIFICATE OF H.K ORIGIN...52 9.1 CERTIFICATE OF H.K ORIGIN OR PROCESSING WORD COUNT FUNCTION.52 9.2 CEPA CO WORD COUNT & CHINESE INPUT REMINDER...52 9.3 HIDE & MOVE COLUMN...53 9.4 QUICK SEARCH...54 PART 10 : PRODUCTION NOTIFICATION...56 10.1 WORD COUNT FUNCTION...56 10.2 HIDE & MOVE COLUMN...56 10.3 QUICK SEARCH...57 3
This guide aims to give you an overview of enhanced system functions for the services of Trade Declaration (TDEC), Trader Textiles Restrained Scheme (TTRS), Certificate of Origin (CO) and Production Notification (PN). For details of system features and operation, please refer to the manuals in the installation CD-rom of ValuNet Deluxe. In addition, you may find and download manual s latest version by visiting http://www.tradelink-ebiz.com. PART 1 : SYSTEM REQUIREMENTS The ValuNet Deluxe Software provides a powerful new way for transaction tracking, with increased database capacity, and multiple-workstation efficiency. It is the top solution recommended for all key and high-end customers that require electronic trade documentation submissions by concurrent users. Recommended system requirements: Application/Database server Pentium IV or compatible 1.8 GHz 1GB RAM or above 2GB free hard disk space for installation (not including data) CD ROM drive 100 Base-T Network card Users require licenses for MS Windows 2000/2003 Server and MS SQL Server Application workstation Pentium III 650 MHz or above 256MB RAM or above 500MB free hard disk space or above CD-ROM drive and 1.44MB floppy driver Modem, leased line or broadband ready if used for send/receive messages 100 Base-T Network card Support windows Windows 2000/2003 Server Windows XP Professional/Home Windows 98 SE For details of the above requirements, please refer to the installation guidelines in the installation CD-rom of ValuNet Deluxe. 4
PART 2 : LANGUAGE SELECTION 1. The system supports Chinese and English interface. 2. The reminder gives you general information including inbox message checking, declaration service hours and hotline phone number. 5
PART 3 : Trade Declaration 3.1New TDEC Form Interface The new interface allows you input both the transport and goods details on the same screen. 1. Import Declaration 2. Export Declaration 6
3.2 Quick Search You can find the Quick Search functions from Open. 1. Click Open => Import / Export Declarations 2. Declaration can be searched by the following 6 means. All declaration form types are shown on the same screen. Ordered by : Sort by any one option from the list User : Click and search by user 7
Find : Search by any one option from the list. You can click to show the next searching results. Department : Search by department Status : Search by declaration status. You can get more explanation of different status by clicking. Show : Search by different period. You may click and setup a new searching period. 1. Click to insert a new period. 2. When finished, click. 3. Below is the result. 8
3.3 Fax Cover (With Bar Code) You may print the Fax Cover from Open. Trader can make use of this cover to give supplementary declaration information to the Government. 1. Click 2. Enter necessary information and click. 3. Click and fax the cover with necessary document to the Government. 9
3.4 Hide And Move Columns You can determine to add or hide the fields show on Open Trade Declaration, and move the columns backwards or forwards. Right click your mouse on the empty space and you will see the list below. To hide any column, uncheck that field. On the contrary, check the field and it will be displayed. For moving any column, just click that field, hold and move the mouse to the place you prefer. 3.5 Ref # Information Show On Statement Ref #1 to #3 internal information will bring forward on the statement. 10
3.6 Load TDEC Line Items This function let you copy line items from declarations into a new form. 1. First, you need to new a declaration form. Next, click Load => TDEC => TDEC Line Items. 2. You can select different line items from different declarations. After selecting, click. 3. Finally, only the selected items will be copied into the new form. Only line items are copied 11
3.7 Foreign Currency Profile Setup You may setup a foreign currency exchange profile. 1. Click Setup => Foreign Currency 2. Click 3. Enter Foreign Currency details and click 4. Here is the result. On the declaration, click beside the field of FOB or CIF Value (HK$), select the foreign currency and enter the foreign amount. The value will change to HKD according to your pre-defined exchange rate. 12
3.8 Show Declaration Charges 1. When signing declarations, you can check the declaration charge by clicking. 2. Both the Government and Tradelink charges are calculated. 3.9 Send & Receive You may click from any working areas. The message handler will send the successfully signed declarations through Internet. 13
3.10 Declaration Notice The Government sends a Declaration Notice to remind an Importer / Exporter to submit a declaration. 1. View the contents by clicking Declaration Notice. 2. Please read the shipment information provided by the Government and check if any related declaration has been submitted successfully before. Next, click. 3. The fax cover will be displayed with a bar code at the top. You need to fill in B. Reply Details and C. Respondent Particulars. If you confirm a declaration has been submitted before, just enter the UDR number, or you can click for selection. 14
4. Select suitable declaration and click. 5. Click and system will perform checking if the selected information matched with the declaration notice. 6. Click 7. Click and fax this cover with related document to the Government. 15
PART 4 : EXPORT / IMPORT DOCUMENT TO CSV / PDF FILE 4.1 Export Statement Statement is delivered through electronic to the system regularly. You may export the statement to CSV or PDF file for internal use. 4.1.1 Export Statement As CSV File 1. Click View => Statement of Account 2. Select statement and click. 3. Click, select location for the statement and click. 4. The statement will also display Ref #1 - #3 information from the declaration. 16
4.1.2 Export Statement As PDF File 1. Double click the statement. 2. Click 3. Give a file name and click. 4. Below is the result. 17
4.2 Export File Export File let you copy necessary information includes Trade Documents and Code Tables from ValuNet into CSV file. As a result, you have a higher flexibility to make use that information for internal use. 4.2.1 Export Trade Documents to CSV File (Sample Layout) 1. Click File => Export File => Export CSV File 2. Click Trade declarations => 18
3. Select declaration(s) and click. All the information from the selected declarations will be exported to a CSV file. This is system defaulted Sample Layout. 4. Give a file name and select file type as CSV, then click. 5. Export completed. 6. Here comes the result from Sample Layout. 19
4.2.2 Export Trade Documents To CSV File (Self-Defined Layout) The layout can be self-defined to export some of the fields from Trade Declarations. 1. Click 4. Select form type and click. 2. Click 3. Give a layout name and click. 5. Select fields from the left hand side and click. 20
6. When completed, click. 7. Click 8. Click 9. Now, you can select any layout for exporting trade declaration(s) to CSV file. 10. Here comes the result from Self-Defined Layout. 21
4.2.3 Export Code Tables To CSV File The operation procedure is same as above. You may follow the steps below for exporting any necessary code tables to CSV file. 1. Select Code Tables, e.g., Trading Partner, and click. 2. Click 3. Export completed. 4. Here comes the result of Code Table in CSV file. 22
4.3 Import File Import File let you import Trade Documents and Code Tables (Trading Partner / Product / Foreign Currency), which are prepared in CSV/XLS file, into ValuNet. 4.3.1 Import Trade Documents From CSV/XLS File First, you need to input trade documents in Excel and save as XLS or CSV format. Such file can be imported into ValuNet by using the function of Import File. 1. Export Import File standard format If you are decided to prepare trade documents in Excel, the standardized fields must firstly export as the heading of Excel file. All information must enter according to these fields or else they cannot be imported into the system. - Click File => Export File => Export CSV File - Click Trade Declarations => 23
- Click and select Import CSV Layout. Finally, click. - Give a file name and select the file type as CSV, then click. - Export completed. - The first row is the standardized fields. For example, DocType means the declaration type while DeparrDt means departure date. Please always keep this row at the top of each Excel file and enter all information accordingly. 24
2. Import Trade Documents from XLS/CSV File Please follow the steps below for importing the XLS/CSV file into the system. - Click File => Import File => XLS / CSV File - Select Trade Documents and the XLS/CSV file from. When finished, click. - You may make trade documents as template or pass it by clicking. - The report shows the total number of successfully / failed imported message(s). 25
3. Check and find the importing result(s) - Click Open => Import/Export Declarations - The status for importing declarations from CSV/XLS file is Prepared (file interface). Thus, select such status and results will show at once with UDR numbers. - Same UDR numbers matched will be assigned automatically in XLS/CSV file. 26
4.3.1 Import Code Tables from CSV/XLS File Not only trade documents can utilize the Import File function but also the Code Tables including Product / Foreign Currency / Trading Partner. Similarly, you have to get the standardized fields for the heading of CSV/XLS file first. 1. Export Import File standard format If you are decided to prepare Code Tables in Excel, you must firstly export the standardized fields for the heading of Excel file. All the information must enter according to these fields or else they cannot be imported into the system. - Click File => Export File => Export CSV File - Export completed. - Select Code Tables, e.g. Trading Partner. Decide the path for locating such file by clicking. When finished, click. - Click 27
2. The first row is the standardized fields. For example, CompanyID means your self-defined company code while Name means the company name. Please always keep this row at the top of CSV/XLS file and enter all information accordingly. 3. Import Code Tables from XLS/CSV File Please follow the steps below for importing XLS/CSV file into the system. - Click File => Import File => XLS / CSV File 28
- Select Code Tables and XLS/CSV file from. When finished, click. - The report shows you the total number of successfully imported item(s). Click after read. - Check and find the importing result(s) from Setup => Trading Partner. - The Trading Partner is imported and shows as follows. 29
PART 5 : REPORT 5.1 TDEC Reports ( Export As PDF File ) By clicking Report => Import/Export Declaration Reports, the following three types of reports are provided. 5.1.1 5.1.2 5.1.3 5.1.1 Import/Export Declaration Reports Reports ( Current / Original Sent Information ): Detailed Report or Summarized Report sort by different headings Reports ( Last Sent Information ) Alternative Format ( Current / Original Sent Information ) Print directly or export reports as PDF file 30
1. Reports (Current / Original Sent Information) Detailed Report - Select and click. You may search for necessary information from these fields. - You may print directly or click to export report as PDF file. 31
- Give a file name and select the file type as PDF, then click. - Here is the result. Summarized Report sort by different headings - Select and any one heading except Detailed Report. As an example below, the Summarized Report will be ordered by declaration date. Check the result by clicking. You may search for necessary information from these fields. 32
Reports ( Last Sent Information ) - Select and you can find the last sent information. Alternative Format ( Current / Original Sent Info.) - In fact, the report from is the same as. For the former, it will display the report format based on the old version of ValuNet. 33
5.1.2 Acknowledgement Report You can preview, print or export such report for your internal use. 1. Search for the acknowledgement report from any fields on the upper part and click for preview. 2. Click to print directly or to export the report as PDF file. 34
5.1.3 Declaration Notice Report You can preview, print or export such report for your internal use. 1. Search for the declaration notice report from any fields on the upper part and click for preview. 2. Click or to export the report as a PDF file. 35
PART 6 : BACKUP / RESTORE UTILITY This utility helps to backup and restore data from and into the system. It includes: Backup Backup data from system Backup Schedule Define a schedule to backup data Restore Restore data from backup files to the system 6.1 Backup 1. Click Window => Backup/Restore Utility => 2. Click 3. Select Backup and click. 36
4. Select the location for data storage by clicking, then click. 5. Select the location for the storage of security data by clicking, then click. 6. Click 37
6.2 Schedule Backup 1. Click Window => Backup/Restore Utility => 2. Select Schedule Backup and click. 3. Select New and click. 38
4. Click 5. Select backup schedule and click. 6. The system will run backup according to the defined schedule. 39
6.3 Restore 1. Click Window => Backup/Restore Utility => 2. Select Restore and click. 3. Select the location of the data file by clicking, then click. 4. Select the location of security data file by clicking, then click. 40
5. Click 6. Click 7. Click 41
PART 7 : OTHER FUNCTIONS 7.1 Multiple Companies Selection In User Profile You can select multiple companies in user profile. 1. Select Admin => Users 2. Double clicking on the user profile. 3. You can select multiple companies from. 42
7.2 Update Tradelink Charges As the Tradelink Charges may adjust every year, the system allows you to keep you may update such record to keep the system reports more accurate. 1.Select Admin => System Parameter 2. Click Tradelink Charges and you can update the record. 43
7.3 Duplicate TDEC Submission You may avoid double TDEC lodgment by activating the reminder function of Duplicate TDEC Submission 1. Click Customize => Click the check box of Run Duplicate TDEC Submission Checking. Confirm all settings by clicking. Maximum 365 days 2. When the same information (based on the settings above) enters on another declaration, the following reminder will prompt out at once. You may still proceed by clicking Yes or No to correct such information. 44
7.4 Services Some of the services can be temporarily closed from ValuNet. This will help speed up the system running time and improve system performance. - Click System Parameter => Services. Uncheck unnecessary service(s) and click. 7.5 User Defined Colour You can define the colour in the working areas. 1. Select Window => User Defined Colour 2.Select colour for a certain working area. When completed, click. 45
7.6 Short-Cut Keys Short cut keys are assigned for the majority functions in the system. For example: < New > = < Ctrl + N > < Open > = < Ctrl + O > < Sign > = < Ctrl + I > - Just put the pointer near any function and the hint of short cut key will show at the lower left corner at once. 7.7 Show Messages Under A Specific Period You can search for messages under the following periods. Or you can setup a new period by clicking. 46
7.8 Zoom By clicking vice versa., the message can be compressed from 4 to 1 line and 1. Each message is standardized to show with 4 lines 2. Compressed up to 1 line 7.9 HK Supplementary Character Set (HKSCS) When the Chinese characters in the system become abnormal, you can make use of this function. By clicking HKSCS from Support Centre, you will be connected to Microsoft website for free download of HK Supplementary Character Set. 7.10 Tradelink e - Talk You could get more news of Tradelink by clicking any area within Tradelink e-talk. It can be closed temporarily by clicking. 47
PART 8 : TTRS 8.1New TTRS Form Interface The new interface allows you input both the transport and goods details on the same screen. In addition, new functions are included on the forms. 1. Import Notification Transport and Storage Details are merged as a single section. Defaulted as No Marks/NIL Copy previous item information 2. Export Notification I Transport Details & CO/Form A Details is merged as a single section. 48
8.2 Quick Search You may search for TTRS from Open by the following means. 1. Click Open => TTRS Document 2. You can make use the following quick search functions Ordered by : Sort by any one option from the list Find : Search by any one option from the list. You can click to show the next searching results. Status : Search by declaration status. You can get more explanation of different status by clicking. 49
User : Click and search by user 8.3 Customize Result You can determine to add or hide the fields show on Open TTRS Document, and move the columns backwards or forwards. 1. Click 2. To hide any column, uncheck that field. On the contrary, check the field and it will be displayed. For moving any column, just click that field, hold and move the mouse to the place you prefer. 50
8.4 Declaration Code Setup 1. Declaration code can be defaulted by clicking Setup => TTRS => Declaration Code Setup. 2. Select Declaration Code or you can check the meaning first by clicking. 3. Declaration Code explanations 4. Declaration code is/are selected on a new TTRS form. 51
PART 9 : Certificate Of H.K Origin 9.1 Certificate of H.K Origin Or Processing Word Count Function Word count function is added on both Certificate of Hong Kong Origin Or Processing form. 1. An example of Word Count Function Maximum 260 English characters (include space & special characters). Different fields will have different limit for the number of words. 9.2 CEPA CO Word Count & Chinese Input Reminder CEPA CO form with Word count function is newly added. Moreover, before 1 July 2006, system will automatically upgrade CEPA CO form with Chinese Input Reminder. Thus, CEPA CO applicants need to provide Chinese information on the form and no need to provide them on the Government website with effect on 1 July 2006. 1. Select CEPA CO form 52
2. An example of Chinese Input Reminder and Word Count function. Chinese Input Reminder Maximum 125 English characters (include space & special characters). Different fields will have different limit for the number of words. 9.3 Hide & Move Column You can determine to add or hide the fields show on Open Trade Declaration, and move the columns backwards or forwards. Right click your mouse on the empty space and select Show data items. You will see the list below. To hide any column, uncheck that field. On the contrary, check the field and it will be displayed. For moving any column, just click that field, hold and move the mouse to the place you prefer. 53
9.4 Quick Search CO can be searched by the following 6 means. 1. Ordered by : Sort by any one option from the list 2. User : Search by user 3. Find : Search by any one option from the list. You can click to show the next searching results. 4. Type : Search by CO type. 54
5. Status : Search by CO status. 6. You can also search for CO Application / Certificate / MI / Cancellation Request from the tab page at the bottom. 55
PART 10 : Production Notification 10.1 Word Count Function Word count function is added on Production Notification form. 10.2 Hide & Move Column You can determine to add or hide the fields show on Open Trade Declaration, and move the columns backwards or forwards. Right click your mouse on the empty space and select Show data items. You will see the list below. To hide any column, uncheck that field. On the contrary, check the field and it will be displayed. For moving any column, just click that field, hold and move the mouse to the place you prefer. 56
10.3 Quick Search PN can be searched by the following 6 means. 1. Ordered by : Sort by any one option from the list 2. User : Search by user 3. Find : Search by any one option from the list. You can click to show the next searching results. 57
4. Type : Search by PN type 5. Status : Search by PN status. 6. You can also search for PN Application / Approval / Endorsement from the tag page at the bottom. 58