User Guide For Dealer Associate Shippers MOTOR SALES, U.S.A. Last Updated May 2014
User Guide for Dealer Associate Shippers 2014 Bureau of Dangerous Goods, Ltd. All Rights Reserved
Introduction 1 S hiphazmat is designed to assist you in generating shipping papers for List 3 returns. Using the system is fast and easy. This document is intended to help you understand the capabilities of the system and how to use them. Following the steps shown in this document, you should be able to enter and create Bills of Lading and Package Diagrams associated with the shipment of Hazardous Materials for authorized TMSUSA List 3 Returns. Please note that in order to use the system to prepare shipping documents, you must have completed the Toyota University training course within the last three years, and your Parts Manager must have authorized you to use the system. 1
Logging In 2 T o launch the system, simply open a web browser, and go to https://shiphazmat.net/tmsusa. You can use any version of Internet Explorer from 8 through 10, or any recent version of Google Chrome or Firefox. This page appears when you access the system after opening the browser: The TMSUSA user Login page should appear, and can be clearly identified by the presence of the Toyota, Lexus and Scion Logos. On the login page, enter your Dealer Associate SPIN # in the User Name box, and enter your password in the Password box, then click the Log In button. If your User Name (Dealer Associate SPIN#) or Password is incorrect, or if your account has not been marked active by the Parts Manager, you will see a message right below the Log In button that says Your login attempt was not successful. Please try again. If you see this message, please verify that you are using the correct user name and password. If you have never logged in before, check with the Parts Manager to ensure that your account has been marked as Active. If you know that your account has been marked as Active, and if you have entered an e-mail address in your account profile (or during initial login), you can click on 2
the I forgot my password link right below the Password box, after which you will be prompted to enter your e-mail address, and you will be sent a link via e-mail to reset your password. If you do not have an e-mail address in your profile, you can ask the Parts Manager to change the password for your account. If you need technical support before logging in, please click on the Support link in the upper right hand corner of the screen, and fill out the form. When you submit the request, it will be forwarded to the ShipHazmat support department, and a representative will contact you. User Account Activation Note: if this is the first time you are logging in, you should use the temporary password that has been provided to you. The User Account Activation screen will appear. Please enter a new password, enter it again in the Confirm password box, and, if you have one, enter your e-mail address. By providing your e-mail address, it will make it easier for you to reset your password, or for obtaining technical support. For security reasons, please do not use someone else s e-mail address; if you don t have your own, you can leave it blank. After entering the information, you should click the Continue button to activate your account. If you didn t enter your e-mail address during user account activation, don t worry. You don t need it to use the system, and you can always enter it later on the My Profile page. 3
The Dashboard 3 A fter logging in, you will see the Dashboard screen. There are several buttons and links on the screen. 1. At the top of the screen, you will see the My Profile link. You ll only click on that link if you want to change your password or add, change or delete your e-mail address. 2. Also at the top of the screen, you will see the Log Out link. After you are done using the ShipHazmat application, it is a good practice to Log Out after you have completed your work, although you can also close your browser. 3. On the second line, you will see buttons marked Dashboard, Shipments, and Support. Clicking the Dashboard button returns you to the Dashboard from wherever you are working in the system. 4
Clicking the Shipments button brings up the Shipments page, which allows you create a new bill of lading or view shipment history. You can click the Create Now button on the New Shipment tab to start the entry of a new bill of lading. You can also view Shipment History by clicking on the History tab on the second row. Note that you can also do the same thing by clicking on the links in the Message Center, without entering the Shipments page, as we will show below. The Support button launches the Support page, which allows you to submit a request for ShipHazmat support. If you are having trouble using the system, and cannot get an answer from the Parts Manager or the Parts Distribution Center, please use the Support page to submit a request to the ShipHazmat Support Team. 4. In the bottom box are the Message Center and two important links that you will use most often. The Message Center contains useful information. If the information is shown in red, it indicates an important note about your training status. On the right, you will see two links in blue: Use the Create Bill of Lading link to create a new shipping document Use the View Shipment History link to view shipments that are already completed or are in the process of being prepared. 5
Shipping Documentation Creation 4 N ow it s time to show you how to use ShipHazmat to prepare shipping documents for the return of authorized Hazardous Materials. Let s now go through the process of preparing the documentation for a typical shipment. Starting from the Dashboard, click on the blue Bill of Lading link. This will bring up the Bill of Lading page, which allows you to create documentation for a new shipment. The Bill of Lading page appears. Notice that there are two tabs on the page, which correspond to the top and middle sections of a standard bill of lading form. The bottom section is automatically filled out for you, so that tab does not appear. The Top Section always appears first. 6
1. The Top Section contains general information about the shipment. Generally, only a small amount of information will need to be entered. Some information on the form is optional, but a few items are required in order to proceed with the shipment. These include: The List 3 Order Reference Number Consignor and Consignee information (which in many cases will already be entered for you). The Consignor is the Shipper, which is your dealership. In some rare circumstances, there may be more than one dealership assigned to you, such as for Toyota and Lexus. In that case, you will need to use the address book to select or add the appropriate consignor name and address, to reflect the name 7
and location of the dealership from which you are shipping. You can access the address book by clicking on the blue Address Book link below the From Consignor box. The Consignee is the Parts Distribution Center for your dealership. If it does not appear, it may be for one of two reasons: either no one has entered the information yet, or there is more than one Consignee in the address book. In the latter case, you will need to use the address book to select or add the appropriate consignee name and address, to reflect the name and location to which you will be sending the shipment. You can access the address book by clicking on the blue Address Book link below the To Consignee box. Refer to the Address Book section below for more information about how to select, add, change or delete an address book entry. A few dealerships may have situations where they are shipping via a truck other than one provided by Toyota, and the carrier requires the dimensions of the package to appear on the bill of lading. In that case, simply check the box in the yellow area at the bottom of the form. Unless you have a special requirement to provide the dimensions, then there is no need to check this box. When finished filling out the Top Section, Click the Continue button. 2. The Middle Section appears, which is a listing of all items that have been entered. When you first get to that page, it will be blank, because no items have been added. To add an item, simply click on the Add Item link, and the Part Number Listing screen will appear. 8
Enter the Part Number in the Search box, click the Search button, and you will be taken to the part number entry. If this is correct, click on the Select link. 9
The Item Details screen appears, showing you the information about the package. In most cases, it should already have everything filled in that you need. If you are returning more than one package, enter the correct number in the Number of Packages box. In a few cases, there may be a zero weight shown. This is because the weight and dimensions were unavailable at the time the data was provided to the system. In that case, simply weigh the package (in pounds), and enter the weight in the Gross Weight Per Package box. Then click the Continue button. If the weight or package quantity is zero, the system will display an error message, and you will need to correct that information prior to proceeding. If you clicked the checkbox next to Show Package Dimensions on Shipping Paper, the dimensions will appear. If they do, all three - the length, width and height - must be greater than zero. If they are not, please measure the package, and enter that information and click the Continue button. You will now be returned to the Middle Section, which should show all the information you just entered. Take a moment to make sure that it is correct. 10
From the Middle Section, you can do a variety of things: Add another item to ship by clicking on the Add Item link; Update any item in the list by clicking on the row, causing it to be highlighted, and then clicking on the Edit Item link to prompt the Edit Item Details page; Delete the item, if, for example, you selected the wrong part number, or didn t intend to ship that item; Cancel the Bill of Lading by clicking on the Cancel Bill of Lading link (it will not be saved); View Package, Emergency Response, or Placarding information by clicking on the row for which you want information, and clicking the appropriate link; or Return to the Top Section, by clicking the Top Section tab, to view the information or make a change. If you ve clicked on the Add Item link again, you will be taken back to the Part Number Listing Screen. Just as you did with the first item you added, you should enter the part number in the Search box, click the Search button, and you will be taken to the part number entry. The Item Details screen appears, showing you the information about the package. Just as before, review and change any information if necessary, and then click the Continue button. You will be returned once again to the Middle Section, where you can then either add, update or delete items, or click the Mark Bill of Lading as Complete link to finish the entry process. 11
3. If you click the Mark Bill of Lading as Complete link, you will see the following page: 12
Click on the red Bill of Lading icon to generate the Bill of Lading. It will create a PDF file, which depending on your browser s settings will either open or download, after which you can open it in the PDF viewer installed on your computer. You can review the Bill of Lading and then tell your PDF viewer to print the number of copies you need. 13
In order to avoid rejection of the package by the trucker, it is a good practice to verify that you have all of the necessary labels and markings on the package. Click on the Green Packaging Diagram(s) icon to generate the packaging diagram or diagrams, if you have more than one, which will be in a single PDF file. You can view the information on the screen to verify it, or print it out and compare it to the package. 14
The third icon generates the Emergency Response Information based on the North American Emergency Response Guidebook. Since truckers are required to have a copy of the guidebook on the truck, and the Bill of Lading contains the Emergency Response Guide Number, there is generally no need to print this information out, although you can do so, if the trucker requests it. 15
If you have another shipment to make, such as one for a different List 3 Order Reference number, you can do so by clicking on the Dashboard link at the top of the page. If you have no other shipments to make, then simply click on the Log Out link and close the browser window. 16
The Address Book 5 A s noted above, you can use the address book function of ShipHazmat to select or add the appropriate consignor/consignee name and address, to reflect the dealership from which you are shipping and/or the name and location to which you will be sending the shipment. If you need to access the address book to select, add, change or delete a Consignee or Consignor address, click on the Address Book icon under either the Consignor or Consignee box. When you click on the link under the Consignor box, you will see a listing of valid book entries for use by Shippers to identify the Consignor: 17
When you click on the link under the Consignee, you will see a listing of valid entry book entries for use by Shippers to identify the Consignee: 1. If you click on the Select link, it will copy the information in the Name and Address field into the applicable box (either Consignor or Consignee). 2. If you click on Edit link, it will allow you to correct the information in the Name and Address field, so that it can be selected now, or in the future. Note that there is no Delete link. Only the Parts Manager has the capability to delete address book entries, so contact the Parts Manager if you have entered a duplicate, or one is no longer needed. 18
Generally, there is no reason to enter the First Name or Last Name, since the Address will be sufficient to identify the information. Note that the labels next to certain entry boxes are in bold to indicate that these fields are required. When complete, click on the Submit button to save the new entry or changes, or the Cancel button to exit without saving the new entry or changes. 19
Shipping History 6 A t any time, you have the capability to view all shipments for which you have prepared documentation. After clicking on the Shipment History link on the Dashboard page, or the History menu item on the Shipments page, the following page appears: There are three accessible tabs: Completed Shipments Pending Shipments Search for Shipments 20
1. The Completed Shipments tab shows all shipments for which Bills of Lading have been marked as complete. You will see options on the right of the entry for each item in the list. These options include: Print Options, which enables you to reprint the generated documentation and package diagrams. Modify, which enables you to make changes if the Bill of Lading has been marked as complete within the past 24 hours. After 24 hours have elapsed, you will not see the option to Modify. If you click on the Modify link to go to back to the document for editing, a warning message appears, which informs you that the status will be changed back to Pending and asks you confirm that you want to do so. Once you have confirmed that you want to modify the shipment, you will be taken to the Bill of Lading page, where you can change anything in the Top Section or Middle Section. When finished, you can mark the shipment as complete, and then print the documentation. E-mail As Attachment, which allows you to send any completed Bill of Lading to any valid e-mail address that you enter. It will also include whatever information you enter in the subject and the message. If you want to send a copy to yourself, and you have a valid e-mail set in your profile, you can check the box to send a copy. When done entering the information, click the Send Now button. 2. The Pending Shipments tab shows all shipments for which Bills of Lading have NOT been marked as complete. You will see options on the right of the entry for each item in the list: Continue, which enables you to resume the entry of the Bill of Lading information for that shipment. Delete, which enables you to delete the entire Bill of Lading. Mark as Complete, which enables you to mark the Bill of Lading as Complete without having to go back to the Bill of Lading itself. 21
3. The Search for Shipments tab provides a screen which enables you to find one or more shipments that are either Completed or Pending, based on certain search criteria: Upon entering the search criteria, and clicking the Find Now button, a list will appear which shows completed and pending shipments that meet the search criteria. 22
My Profile 7 T he Manage Profile screen is used to change certain information about your profile, including changing your password AFTER activation, to ensure that information is up to date. You will notice that there is only one field that can be changed in the Profile, and that is the E- mail Address. This is by design, since all other information comes from TMSUSA systems, and can only be changed from their records. You can enter a new e-mail address - as long as it is in a valid format, and is not already in use by another user or you can clear the e-mail address currently shown. Keep in mind, however, that having an e-mail address will speed contact from technical support and enable you to reset your password by yourself. 23
In addition to updating the profile, you can also change your password at any time, by clicking on the Change password button. Note that it requires you to enter your old (current) password, as well as your new password, and requires that you confirm the new password by entering it again. When done, click the Change password button, or Cancel if you decide you don t want to change it. If you have clicked Change password, it is automatically saved and will apply the next time you log into the system. There is no need to click on Update Profile again. 24
Support 8 I f you need help using the system or if you have any questions involving Toyota procedures regarding List 3 returns, you should ask your supervisor or contact the Parts Distribution Center. If you need technical support regarding the operation of the system, or assistance with changing your password, or have any other questions, you can submit a Support Request. Just click on the Support tab on the Dashboard, and the Software Technical Support page will appear. This page provides the following options: 1. View Shipper User Guide, which will generate a PDF version of this user guide which can be viewed in either a PDF viewer or your browser s built-in controls (Such as in Chrome). 2. Create Technical Support Request, which causes the Technical Support Request page to appear. 25
There are several pieces of information to be entered in your support request (note that fields appearing in bold on this screen must be completed): Your First Name, Last Name, Location and E-mail Address, which will be entered for you if you are logged into the system. If not, please enter this information yourself; A valid telephone number; A Topic which best describes the nature of your question or problem; and Further details regarding your request in the Question/Problem box. When you are ready to submit your Support Request, click the Send Request button. 26