Hazardous. Mazda Dealers: Safety. choices: Sign Out. Sign Out. Page 1

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1 Welcome to the ShipMate HazDox Materials Management System. This system was developed to provide Safety Dataa Sheets and other important information regarding those parts distributed by our customers and their distribution network. Login to the system with your login credentials ( e.g., username & password). Mazda Dealers: To login to the system, you must enter through the MNAO dealer portal. Login in to the system with credentials ( e.g., dealer number and password) ). Then, click on the Safety Data Sheet link you will be connected to the ShipMate HazDox Materials Management System at that point. The homepage will look something like this: If you entered through the ShipMate portal, you will see several menu choices: Create Shipment * View Product Catalog Manage Facility * Manage Customer * Manage User * Systems Manual (this document you may download and/or print a copy) Sign Out If you entered through the Mazda Dealer portal, you will seee three menu choices: View Product Catalog Systems Manual (this document you may download and/or print a copy) Sign Out Page 1

2 * These items are discussed later in the Systems Manual (after p.8) Page 2

3 View Product Catalog The system is updated weekly with those Mazdaa parts that are regulated as hazardous materials and/or require a Safety Data Sheet. The system is periodically audited and checked to verify that all parts and Safety Data Sheets are available. If at any time, you do not find a part or cannot access a Safety Data Sheet, you are asked to contact: ShipMate, Inc. Tel: +1 (310) shipmate@shipmate.com Note: It is important to note that there may be an occasion when a Safety Data Sheet is not immediately available. However, every reasonable effort will be made to obtain and upload one as soon as it becomes available. In addition, Safety Data Sheets will be updated from time-to-time as the product changes formulations, or the manufacturerr updates the Safety Data Sheets. Therefore, you should consult the ShipMate HazDox Materials Management System for a copy of the most current Safety Data Sheet. When you click the View Product link, the screen will look like this: Page 3

4 View Product Catalog cont d You may search the product catalog, using one of several queries. Simply enter a search string (piece of text) using numbers and/or letters. The search string may appear anywhere in the product name, part number, manufacturer or freight code: Product Name (e.g., BELT 'A'(L), PRETENSIONER) Number (e.g., E-10) Manufacturer (e.g., MC) Freight Code (e.g., 79) You may enter any combination of characters in any of the fields above to narrow the search. The more characters you provide, the narrower (and more refined) the query becomes. Page 4

5 View Product Catalog cont d For example, to find those parts associated with a specific vehicle model code (e.g., B30D), enter the string 'B30D' in the NUMBER field and click SEARCH. All parts that contain the string 'B30D' will be listed. You can then select the Safety Data Sheet (SDS), Packaging Information (PKG), or Emergency Response Guide (ERG) by clicking the corresponding links, underlined and shown in light blue. Safety Data Sheets When you click on the SDS link for the product or part number, a new tab will appear in your browser. From that tab, you may view, download and/or print the Safety Data Sheet. Note: You will need to have the Acrobat Reader and/or Writer (Version 5.0 or later) available to view and print the Safety Data Sheets. To obtain a free copy of the Adobe Acrobat Reader, click on this link: or visit the Adobe Acrobat website. Page 5

6 Safety Data Sheets cont d A sample SDS is shown below: Note: it is important to note the U.S. OSHA does not require a printed copy of the Safety Data Sheet to be immediately available. Employers are permitted to maintainn copies electronically, provided employees can accesss these important documents. For more information, consult the U.S. OSHA hazard Communicationn Standard website, and see the U.S. OSHA Letter of Interpretation on this subject by clicking the link below: &p_id=23426 Page 6

7 Emergency Response Guides The ShipMate HazDox Materials Management System also provides access to the U.S. Department of Transportation (DOT) Pipeline and Materials Safety Administration (PHMSA) Emergency Response Guidebook. The 2016 version was recently published and will be available online on/about July 1, The Emergency Response Guidebook is published every 4 years by the DOT and contains useful information in the event of transportation related incidents and accidents. The ERG includes initial response procedures and information for: Hazards to Health Riskss of Fire and/or Explosion Immediate Precautions to be Taken in the Event of an Incident or Accident Initial Response Procedures for Fires (small, large) Initial Response Procedures for Spill (small and large, without fire) Preliminary First Aid Measures The Emergency Response Guide may be viewe3d, downloaded and printed to your local printer. Again, you must have the Adobe Acrobat Reader and/or Writer (Version 5.0 or later) available to view and print the Emergency Response Guides. Note: It is important to note that not every product has an Emergency Response Guide associated with it. Only those products that are regulated for transportation in commerce as hazardous materials will have an Emergency Response Guide. Page 7

8 Packaging Information The ShipMate HazDox Materials Management System also provides access to packaging information pages that will help the dealer ensure thatt all hazardous materials (also known as dangerous goods) are properly marked and labeled per the applicable domestic or international regulatory equirements. Packaging Information pages are available for the following modes of transport: GND Ground (U.S. domestic surface road and rail) CGO Cargo Aircraft Only * PAX Passenger and Cargo Aircraft OCN Ocean UPS UPS Ground UPA UPS Air Note: It is important to note that some packaging information pages may not be available for certain modes of transport. For example, UPS policy is that they will not accept lead acid batteries for transport. Consequently, these parts will not appear on the list when that mode is selected from the dropdown menu. * Another example lithium metal and lithium ion batteries are FORBIDDEN for transport by passenger aircraft. Consequently, these part numbers may not appear on the list for the PAX mode and are restricted for air transport, if used, by Cargo Aircraft Only (CGO). If you have any questions regarding the marking, labeling or transport of dangerous goods, you are urged to contact ShipMate, Inc. for assistance. ShipMate, Inc. Tel: +1 (310) shipmate@shipmate.com Website: Page 8

9 Packaging Information cont d A sample Packaging Information page for ground transport is shown below. You may access the Packaging Information pages by clicking on the Packaging Information (PKG) link for the items selected. Systems Manual A copy of this manual may be viewed, downloaded and/or printed MANUAL link on the menu or the task bar. by clicking on the SYSTEMS Sign Out After you have completed your search and viewed, downloaded and/or printed the documents needed, you may log out by clicking the SIGN OUT link on the task bar. Again, if you need assistance, call: ShipMate, Inc. Tel: +1 (310) shipmate@shipmate.com Website: Page 9

10 Manage Facility For those persons authorized (e.g., company logistics managers), you may add or edit facilities from which hazardous materials (or dangerous goods) will be shipped. To view the Manage Facility page, click on MANAGE FACILITY from the menu on the home page: To edit a facility, select the facility to be edited and check the box next to the facility: Page 10

11 Manage Facility cont d Make the appropriate changes in the fields and then click SAVE. To exit without saving the changes, click CANCEL. Page 11

12 Manage Customer For those persons authorized (e.g., company logistics managers), you may add which hazardous materials (or dangerous goods) will be shipped. or edit customers to To view the page: Manage Customer page, click on MANAGE CUSTOMER from the menu on the home To edit a customer, select the customer to be edited and check the box next to the facility: Page 12

13 Manage Customer cont d Make the appropriate changes in the fields and then click SAVE. To exit without saving the changes, click CANCEL. Page 13

14 Manage User For those persons authorized (e.g., company logistics managers), you may add or edit users who may access the ShipMate HazDox Materials Management System. To view the Manage User page, click on MANAGE USER from the menu on the home page: To delete a user, remove ALL of the checks from the functions that the user may have access to, or contact ShipMate, Inc. at +1 (310) for assistance. Page 14

15 Manage User cont d To change those functions that a user may see, simply check those boxes that the user will be able to see/use. Make the appropriate changes in the check box fields and then click SAVE. To exit without saving the changes, click CANCEL. To add additional users, simply click ADD MORE and provide a Name, UserID and Password. The following functions may be visible to the user, if activated by ShipMate, Inc. View (Show) Waste Information View (Show) Product Catalog View (Show) Shipment View (Show) UPS Manifest ( for those activate accounts that have a UPS Account Number) View (Show) Safety Data Sheets View (Show) Toxic Substances Control Act (TSCA) Information View (Show) Packaging Information View (Show) Emergency Response Guides View (Show) Harmonized Tariff System Codes (if activated with ShipMate) View (Show) Approvals (if activated with ShipMate) View (Show) Additional Restrictions (e.g., internal approvals, policies) Manage Facilities Manage Customers Manage Users Set Default (Home) Facility * * This eliminates the need to select facility on every shipment when creating a new shipment. Page 15

16 Create Shipment The ShipMate HazDox Materials Management System is also a powerful tool that will enable those authorized users to be able to generate hazardous materials shipping papers (or dangerous goods declarations) for those modes of transport that have been set up by the corporate account through ShipMate, Inc. To create a new shipment, click CREATE SHIPMENT from the menu or the task bar. You will be guided through the Create Shipment function to generate a properly prepared Dangerous Goods Declaration (DGD) or hazardous materials shipping paper in 5 simple steps: Select a Facility Select a Customer Select Product(s) Select a Mode of Transport Review & Complete Order If you have any questions regardingg preparing hazardous materials shipping papers or the transport of dangerous goods, you are urged to contact ShipMate, Inc. for assistance. ShipMate, Inc. Tel: +1 (310) shipmate@shipmate.com Website: Page 16

17 Step 1 Select a Facility After clicking Create Shipment from the task bar or home menu, you must select a facility from which the hazardous materials will be shipped. The system will default to your home facility (if the default is set in the user profile). Enter a string in the Facility Name, Facility No, Address or Contact fields and then select SEARCH. All matching records will then be displayed. Select the Ship From facility by checking the SELECT box next to the facility name all other facility names will disappear. Then click CONTINUE ORDER to go to the next Step. Step 2 Select a Customer The next step is to select a Customer (or Ship To facility). The system may default to the last facility shipped to. Enter a string in the Customer Name, Customer No, Address or Contact fields and then select SEARCH. All matching records will then be displayed. Select the Ship To customer facility by checking the SELECT box next to the customer name all other facility names will disappear. Then click CONTINUE ORDER to go to the next Step. You may go back to the previous screen by clicking PREVIOUS STEP. Page 17

18 Step 3 Select Product( (s) The next step is to select the product or products to be shipped. To select any number of products, find the item(s) to be shipped from the Product Catalog. You may query the database by entering the Product Name, Number, Manufacturer, or Freight Code fields in the Product Catalog Search. In some cases, the search may result in more than 500 matches. In these cases, you should provide more information (e.g., more detailed product name, or additional numerals in the part number) or by conducting a Boolean search (e.g., more than 1 field). To remove an item from the shipping list, click SELECT box next to the item and click on CLICK TO REMOVE ITEM button. the the Page 18

19 Step 3 Select Product( (s) cont d After you have selected all of the items on your shipping list (similar to an online shopping cart), select the quantity of each to be shipped. Then, click CONTINUE ORDER to continue processing the shipment. You may go to any previous step simply by clicking PREVIOUS STEP and then editing the data before proceeding to the next step. Note: You may also view the Safety Data Sheet (SDS) or Emergency Response Guide (ERG) by clicking the links from this screen (shown in SDS and ERG columns above arrows). Step 4 Select Mode of Transport The next step is to select the mode of transport to be used. Click on the Shipping Mode drop down menu to select the mode of transport. Page 19

20 Step 4 Select Mode of Transport cont d Provide the information in the fields shown. The informationn to be provided will differ by mode selected. When finished, click CONTINUE ORDER. Step 5 Review Order Details You will have an opportunity to review the order details, change quantities to be shipped, identify whether or not the load is a MIXED LOAD (e.g., different materials in the same packaging), or an OVERPACK. If you select MIXED LOAD or OVERPACK you will be prompted to provide the name and number of pieces to be shipped in the mixed load and what items are put into an overpack. For air transport (CGO cargo aircraft only, or PAX passenger and cargo aircraft), the Q value will be calculated for mixed loads. Page 20

21 Step 5 Review Order Details cont d After you have reviewed the order and provide any additional details, click CONTINUE ORDER. The system will then provide you with a link to download the hazardous materials shipping paper or Dangerous Goods declaration (DGD) as an Adobe Acrobat.pdf file. When you click on the link, a new tab will appear in your browser and the.pdf will open (assuming you have the Adobe Acrobat Reader or Writer installed. For example: You may view, download and print this file. attachment when booking cargo with a carrier. The file, if downloaded, may be transmitted as an Note: Be sure to print out multiple copies of the Dangerous Goods Declaration. U.S. law equires at least two (2) copies of the DGD be provided to air carriers (most airlines require three (3) copies) and an additional copy to be maintained on file for at least two 92) years from the date the shipment is tendered to the initial carrier. Page 21

22 Shipment History You may also view, download and print copies of previously prepared shipping papers. To create a new document from an existing shipping paper (e.g., template), simply click the CREATE NEW button next to the Shipper s Reference No and change any information needed (e.g., quantity, reference numbers, etc.). Follow the prompts through the 5 steps. View UPS Manifest For those customers that have enabled the UPS functions, you can view the UPS manifest by clicking VIEW UPS MANIFEST from the menu on the home page. Enter the date of the UPS manifest you d like to view, download and/or print. Then, click VIEW MANIFEST. Page 22

23 View UPS Manifest cont d A copy of the UPS Manifest will appear in a new tab on your browser. For example: For those customers that have enabled the UPS functionality throughh ShipMate, Inc., the system will generate the bar code shipping labels, in addition to the UPS 8 part forms that must be loadedd into the printer. An example is shown below: Again, if you have any questions regarding the marking, labeling, documentation or transport of hazardous materials (dangerous goods), you are urged to contact ShipMate, Inc. for assistance. ShipMate, Inc. Tel: +1 (310) shipmate@shipmate.com website: Page 23