f Volume Expedient User Manual Container Management 13 Gavin Millman & Associates (Aust) Pty Ltd 281 Buckley Street Essendon VIC 3040 Phone 03 9331 3944 Web www.expedientsoftware.com.au
Table of Contents Container Management Process...4 Import Transhipment Report (AU)...4 Client Referenc e Numbers...5 Find Containers by Client Reference...6 Container Management Input...7 Imports...7 Exports... 14 1-Stop Interface (AU)... 20 PortConnect Interface (NZ)... 21 Import Job Container Dates... 23 View Booking EDI History... 24 Mass update of Container Dates... 25 Mass update of Import Container Dates... 25 Update Dehire Dates... 25 Load Dehire Dates File... 27 Mass update of Export Container Dates... 28 Update Required Empty Dates... 28 Load Required Empty Delivery Dates File... 30 Update Required Full Pick Up Dates... 30 Load Required Full Pick up Dates File... 32 Update Container Packed Dates... 33 Load Container packed File... 35 Import Rail Tagging... 35 Import Container Management Reporting... 35 All Information... 37 Container Availability and Missing Available Dates... 37 Containers with no Time Slot Booking Request... 37 Time Slot Booking Request sent but no Booking Received... 37 Time Slot... 37 Pick Up Schedule... 37 Delivery Diary Report... 37 Job Status, Client Ref Order... 37 Client Summary Report... 37 Client Summary t Dehired... 37 Client Detention Report... 37 Empty Pickup Report... 37 Containers t Dehired 7 days after Vessel Arrival... 37 Update Report... 37 Forwarding Differ Report... 37 Lloyds Voyage Difference... 37 Automatic Email Report Setup... 38 User Configured Automatic Reports... 38
Email Search... 40 Detention Set Up... 41 Transhipment Report (AU)... 42 Booking EDI... 43 User Checklist for setting up Booking EDI... 43 Provider Codes Mapping... 45 Job Category Codes... 45 Types... 46 Sending EDI to Providers... 46 EDI Event Updates from Providers to Expedient... 47 Booking Acknowledged... 47 Time Slot Booked... 47 Booking Confirmation... 47 Container Required Delivery DATE/TIME... 47 Container Delivered to Consignee... 47 Out of Empty Park... 48 Delivered Empty to Customer... 48 Pick up Full from Customer... 48 In yard... 48 Out yard... 48 Delivered Full to Terminal... 48 Empty Container ready for Pick up... 49 Empty Container Picked up... 49 Container Dehired... 49 Viewing Message History and EDI Messages... 49 Booking EDI Exception Reports Import Containers... 50 Appendix A... 51 Booking EDI Setup... 51
CONTAINER MANAGEMENT INTRODUCTION E Xpedient software contains the Container Management System (CMS) which has been designed to assist both end users and management in their daily tasks of tracking containers, handling general container enquiries from customers and early detection of possible detention expenses. The Container Management System tracks an import container through its life from pre-advice or job registration until it is finally Dehired or re-booked for an export. The additional features are designed to save the end user time by eliminating the requirement for data input. This is available for service providers such as transport providers or your client themselves to feed information directly into the CMS, whilst being monitored via your own Container Management team. 3
Container Management Process The Container Management System is triggered when a sea freight job is registered. The automatic process will look for all jobs registered within the last 45 days with the following criteria: Job Mode = Seafreight Job Type (F/L) = F or X The process then confirms if the container is already in the CMS for the job in question. If not it will insert data from the job registration, and then flag it to be sent to 1-Stop (AU) or PortConnect (NZ). If the container does exist for the particular job it will update the CMS with the latest information. The below process diagram highlights the intended FCL Container Delivery and Returns Import Transhipment Report (AU) When an import Consol/Job is registered with a FCL/FCX Container and a Vessel Name of Transhipment, Expedient creates the CMS Record and sends an instruction to 1-Stop to track this container. When 1-Stop send Expedient an On Board Date Event, Expedient updates the Container in CMS with the On Board Flag, and On Board Date, updates the 1-Stop Details and most importantly updates those consols and jobs with the Australia bound Vessel details. Once this has been performed, a nightly report is sent to nominated users informing them of the jobs updated. 4
To receive this report the Container Management Module must be activated and set against a user via the Users Masterfile, Users Options. Client Reference Numbers This option allows the addition and update of client reference numbers associated with a container. Click on to update existing references and add new references. 5
Find Containers by Client Reference This option allows you to search for containers by Client Reference Number. Enter the Client Code and the Reference or just the reference to search for any containers linked to the reference. 6
Container Management Input Imports From the Main Menu select Container Management -> Import Containers -> Import Container Management By clicking the button or typing A will place the cursor in the input screen in Add Mode. See below AU version Import Container Management with the Booking EDI, 1-Stop and Rail Tagging Modules: Field Name Description Validation Default Header Container This is the container reference number Mandatory From Job Seal Number This is the seal on the container Mandatory From Job Type This is the type of transport used Mandatory From Job Cont Size This is the container size Mandatory From Job 7
Field Name Description Validation Default Cont Class This is the container class for the job Mandatory From Job Active? Container Information Request sent? This indicates is the job is active or not. Containers are made inactive if the container is removed from the Job OR the related job is more than 90 days old ( Date) This indicates if the request for container status updates has been sent to 1-Stop or PortConnect. This field appears if the modules 1-Stop or PortConnect are on Mandatory N/A Job System Generated Job This is the job number Mandatory From Job Customer Ref Client Code This is the customer reference of the Container. The customer ref field from the Job will be populated into this field on initial add. Any updates to the Customer Ref field on the Job screen will NOT override this field. This is the client code. Use to search for the Client Mandatory From Job From Job Forwarder This is the code and name of the forwarder Mandatory From Job Shipping Co This is the code and name of the shipping company Mandatory From Job Provider This is the transport company Mandatory From Job Job Category Last Provider Update This field is visible when the Booking EDI module is active. This field displays the container move instruction sent to the Provider This field is visible when the Booking EDI module is active. This field indicates the date and time the data was last updated by the Provider. Mandatory Mandatory From Job From Provider Vessel Code This is the vessel code, followed by the vessel name Mandatory From Job Lloyds Number This is the vessel s Lloyds number Mandatory From Job Can be verified by 1- Stop 8
Field Name Description Validation Default Voyage ID This is the voyage ID for the vessel Mandatory From Job Can be verified by 1- Stop ETA This is the estimate time of arrival for the vessel Mandatory From Job Can be verified by 1- Stop (AU) or PortConnect (NZ) Discharge Port This is the port for the vessel Mandatory From Job Can be verified by 1- Stop Deliver To This the code and full address details for the name for the delivery destination Mandatory From Job Signatory This is the name of the contact confirming delivery. This may be supplied by Booking EDI or by the Update Delivery Date option in the Customs Module Conditional on Booking EDI module From Booking EDI update or from Job update Dehire Depot This is the depot the empty container was returned to Blank Spare Fields Rail Tagging On Board These fields can be used to store additional references for the container This section is displayed if the 1-Stop Rail Tagging module is on. This displays the current Rail Tagging status for the container This indicates whether the container is on board the vessel. This field displays where 1-Stop module is on N/A Blank System Generated Can be supplied by 1-Stop On Board Date This is the date the container was loaded on board the vessel. This field displays where 1-Stop module is on Can be supplied by 1-Stop 9
Field Name Description Validation Default Date of Time Slot Request This is the date and time of the most recent timeslot request. If the Booking EDI module is active this will be the Date/Time of the most recent EDI Time Slot request Conditional on Booking EDI module From Timeslot Request tification Event Discharge This is the date and time the container is discharged N/A Can be supplied by 1-Stop/Port Connect Available Wharf This is the date the containers are available at wharf Mandatory From Job, Container Details screen, can be supplied by 1- Stop/Port Connect Documents to EDO Received by This is the date provided for the Docs to event. The event is created using the Create Docs to Event in the Import Job screen, Options menu. This is the date the documents are acknowledged received by the Provider N/A From Job From Booking EDI or blank AQIS Start (AU) This is the date AQIS started the hold Blank AQIS End (AU) This is the date AQIS ended the hold Blank Fumo Clear This is the date advised clear of fumigation process Blank Gate Out This is the date and time of Gate Out from the Terminal. This will create a GATC event in the Job. When the final container is confirmed Gate Out a GATJ event will be created in the Job with the date and time the advice was provided for the final container Gate Out Can be supplied by 1-Stop/Port Connect Storage Start This is the date the storage starts Can be supplied by 1-Stop/Port Connect 10
Field Name Description Validation Default In Yard Actual Time Slot Date & Time This is the date the container entered the Provider Yard These of the details of the actual time slot. If the Booking EDI module is active this will be the Actual Date/Time of the Time Slot as advised by the Provider by EDI Conditional on Booking EDI module Blank From Booking EDI or blank Customer Required Date This is the date and time the containers are required by the customer Mandatory From Job, Container Details screen Delivery Date This the date the container is delivered.. If the Booking EDI module is active this will be the full Container delivery date and time as advised by the Provider by EDI. Conditional on Booking EDI module From Job, Container Details screen, Booking EDI update or Various Details tab in Import Job M/T Ready Date and Time M/T Pick Up This is the Date and Time the Empty Container is available for transport to pick and return to the empty depot. Populating the date and time will create an event against the Job for the container. The event date will be the entered MT Ready date and time. If the ready date is today and the time is left blank the time will default to the current time. If the MT Ready date is another date and the time is left blank the time will default to midnight. These are the details of the empty container pick up. If the Booking EDI module is active this will be the empty Container pick up date and time as advised by the Provider by EDI Conditional on Booking EDI module Blank Blank or Booking EDI update 11
Field Name Description Validation Default Actual Dehire This is the actual date of return and dehire. If the Booking EDI module is active this will be the empty Container pick up date and time as advised by the Provider by EDI. This can also be supplied by 1-Stop. Can be supplied by 1-Stop or Booking EDI update 12
Field Name Description Validation Default Detention Start Date This is the start date for detention. This field is red if the detention date equals today minus 3 days The import detention calculation workflow is as follows Do the terms match the Vessel Arrival Date or is the Term Date blank? Do the terms match the Origin Country, or do the terms apply to all origins? Does the Client have demurrage terms with the Shipping Line Calculate the number of Free days for an import container Does the Client have demurrage terms with the Forwarder? Does the Forwarder have special terms for the Shipping Line? Do the terms match the Vessel Arrival Date or is the Term Date blank? System Generated Calculated with reference to the client, the forwarder, the shipping company, the container type and the selected detention start date for counting Do the terms match the container type? Does the Client have demurrage terms for the Origin Country, or do the terms apply to all origins? Calculate the number of Free days based on the Client s agreed terms with the Shipping Line Does the Client have demurrage terms for the container type? Calculate the number of Free days based on the Client s agreed terms with the Forwarder Does the Forwarder have demurrage terms with the Shipping Line? Do the terms match the Vessel Arrival Date or is the Term Date blank? Does the Forwarder have demurrage terms for the Origin Country, or do the terms apply to all origins? Does the Forwarder have demurrage terms for the container type? Calculate the number of Free days based on the Forwarders terms Are demurrage terms on file for the Shipping Line? Are demurrage terms on file for the container type? Calculate the number of Free days based on the Shipping Line terms Do the terms match the Vessel Arrival Date or is the Term Date blank? Calculate the number of Free days using the demurrage default for the system Country 13
Exports From the Main Menu select Container Management -> Export Containers -> Export Container Management By clicking the button or typing A will place the cursor in the input screen in Add Mode. See below AU version Export Container Management with the Booking EDI and 1-Stop Field Name Description Validation Default Header Container This is the container reference number Mandatory From Job Seal Number This is the container reference number Mandatory From Job Type This is the type of transport used Mandatory From Job Size This is the container size Mandatory From Job 14
Field Name Description Validation Default Class This is the container class for the job Mandatory From Job ISO Type This is the ISO Container Type code N/A From Job Active? This indicates is the job is active or not. Containers are made inactive if the container is removed from the Job Mandatory Job Container Information request sent? This indicates if the request for container status updates has been sent to 1-Stop or PortConnect. This field appears if the modules 1-Stop or PortConnect are on N/A System Generated Job This is the job number Mandatory From Job Customer Ref Shipper This is the customer reference of the Container. The customer ref field from the Job will be populated into this field on initial add. Any updates to the Customer Ref field on the Job screen will NOT override this field. This is the client code for the Shipper. Use search for the Client to Mandatory From Job From Job Shipping Co This is the code and name of the shipping company Mandatory From Job Provider This is the transport company Mandatory From Job Job Category Last Provider Update This field is visible when the Booking EDI module is active. This field displays the container move instruction sent to the Provider This field is visible when the Booking EDI module is active. This field indicates the date and time the data was last updated by the Provider. Mandatory Mandatory From Job From Provider Vessel Code This is the vessel code, followed by the vessel name Mandatory From Job Lloyds Number This is the vessel s Lloyds number Mandatory From Job Can be verified by 1- Stop 15
Field Name Description Validation Default Voyage ID This is the voyage ID for the vessel Mandatory From Job Can be verified by 1- Stop ETD This is the estimated time of departure for the vessel Mandatory From Job Can be verified by 1- Stop (AU) or PortConnect (NZ) Origin Port This is the port for the vessel Mandatory From Job Empty Depot This the code and full address details for Empty Depot Mandatory From Job Pack Location This the code and full address details for packing the container Mandatory From Job Terminal This is the terminal the full container is delivered to From Job Spare Fields Rail Tagging Booking Request Sent These fields can be used to store additional references for the container This section is displayed if the 1-Stop Rail Tagging module is on. This displays the current Rail Tagging status for the container This is the date/time the booking request was sent, either generated by Expedient or sent by EDI to the Provider N/A Blank System Generated From Booking Request Event Booking Accepted This is the date/time the booking request was accepted From Booking EDI or blank Pick Up from Empty Depot This is the date/time the empty container is picked up from the Empty Depot From Booking EDI or blank 16
Field Name Description Validation Default Required Empty Delivery This is the date and time the container is required empty by the packer From Job Empty Delivered This is the date and time the container is delivered to the packing location From Booking EDI or blank Container Packed This is the date and time the container is confirmed packed Blank Required Full Pick Up This is the date and time the container is required to be picked up full from the packing location From Job Full Pick Up This is the date and time the container is picked up full from the packing location From Booking EDI or blank In Yard This is the date and time the container entered the Provider Yard From Booking EDI or blank Out Yard This is the date and time the container left the Provider Yard From Booking EDI or blank Receivals Start This is the date and time the terminal starts accepting containers for loading on the export voyage From Vessel Masterfile Full Delivery to Terminal This is the date and time the full container is delivered to the Terminal From Booking EDI or blank Cut Off This is the date and time the terminal stops accepting containers for loading on the export voyage From Vessel Masterfile Gate In This is the date and time of Gate In to the Terminal. Can be supplied by 1-Stop/Port Connect 17
Field Name Description Validation Default On Board This is the date the container was loaded on board the vessel. This field displays where 1-Stop module or PortConnect is on Can be supplied by 1-Stop/ PortConnect ETD This is the estimated date and time the voyage departs the origin port N/A From Job ATD This is the actual date and time the voyage departs the origin port N/A From Vessel Masterfile, can be supplied by 1-Stop/Port Connect 18
Field Name Description Validation Default Detention Start Date This is the start date for detention. This field is red if the detention date equals today minus 3 days The export detention calculation workflow is as follows Do the terms match the Pick Up from MT Depot or is the Term Date blank? Does the Client have export detention terms with the Shipping Line Calculate the number of Free days for an Export container Does the Client have export detention terms with the Forwarder? Does the Forwarder have special export terms for the Shipping Line? System Generated Calculated with reference to the client, the forwarder, the shipping company, and the container type Do the terms match the container type? Do the terms match the Pick Up from MT Depot Date or is the Term Date blank? Calculate the number of Free days based on the Client s agreed terms with the Shipping Line Does the Client have detention terms for the container type? Calculate the number of Free days based on the Client s agreed terms with the Forwarder Does the Forwarder have export detention terms with the Shipping Line? Do the terms match the Pick Up from MT Depot Date or is the Term Date blank? Does the Forwarder have demurrage terms for the container type? Calculate the number of Free days based on the Forwarders terms Are Export Detention terms on file for the Shipping Line? Are Detention terms on file for the container type? Calculate the number of Free days based on the Shipping Line terms Do the terms match the Pick up from MT Depot Date or is the Term Date blank? Calculate the number of Free days using the Export Detention default for the system Country 19
1-Stop Interface (AU) The following fields are automatically sent from Expedient to 1-Stop: Client Code Container no Job no Class Vessel Code Forwarder Shipping Co Co Del to The 1-Stop system monitors each container that Expedients sends. When a match is found based on information from shipping line data for vessels coming to Australia and information is sent back to Expedient. The following data that is sent back to Expedient from 1-Stop is used to update each relevant container within the Import and Export Container Management screens. The following fields are sent from 1-Stop and inserted into the Import Container Management screen: Lloyds Voyage ID ETA Port On Board Date Upon arrival of each relevant container at the port of discharge 1-Stop sends the following which is inserted into the Import Container Management Screen: Available Wharf Date/Time When each container leaves the wharf 1-Stop sends the following which is inserted into the Import Container Management Screen: Gate Out Date/Time When each container arrives at the wharf 1-Stop sends the following which is inserted into the Export Container Management Screen: Gate In Date/Time When each container is returned to the wharf 1-Stop the following which is inserted into the Import Container Management Screen: Actual Dehire Date/Time When each container is confirmed on board 1-Stop sends the following which is inserted into the Export Container Management Screen: On Board Date/Time 20
Please te: Dehire Dates from 1-Stop are only approximately one third of total Dehires. See the 1 Stop website, Container Park Matrix for further information. Other fields within Container Management are either triggered from events in Expedient or are input by operators manually. Currently, only Adelaide ports are not covered for: On Board Vessel, Discharge off Vessel Gate Out Gate out is limited to Patricks, P&O facilities and Hutchinson Ports. Messages from 1-Stop and PortConnect can be seen using the Container Events option from the Options menu. Double click on a row to view the original message content. PortConnect Interface (NZ) Expedient will automatically send a request for container status updates for a container when your site has the PortConnect module and, the Container Management port is either Auckland (NZAKL) or Tauranga (NZTRG) and, the Container number does not start with TBA The details for the interface are stored in the Administration > Company Details > PortConnect Interface screen. Please see the Administration User Manual for further details. Expedient sends a Request for Information for each container matching the above requirements. PortConnect acknowledges the Request for Information and sends back the following updates Imports: Exports: Arrival Date and Time of the vessel the container is on into the discharge Port Storage Start Date Discharge Date and Time Available Wharf Date and Time Gate Out Date and Time Customs Release Date and Time LOP Release Date and Time Gate In Date and Time Load Date and Time The messages PortConnect send back are loaded into Expedient based on matching the Container Number, the Lloyds Number or Voyage Number, and the Port in Container Management where the load date into Container Management was in the last 365 days. The most recent Container Management record matching this combination will be updated. 21
If Expedient cannot find a matching Container to update an error message will be sent to the email address stored in the PortConnect Interface screen. Arrival Date/Time PortConnect will advise the arrival for the vessel at the discharge port. Expedient will update the following Container Management ETA if ETA if Arrival Date/Time is different Update Modified By to PortConnect and update Modified On to message arrival date/time Create a log Update Import Job ETA Destination Date/Time if Arrival Date/Time is different. This will trigger a CCH Job Event which can be tracked with automatic report SEAIMPETAU Storage Start Date PortConnect will advise when storage starts at the wharf. Expedient will update the following Container Management Storage Start date Update Modified by to PortConnect and update Modified On to message arrival date/time Create a log Update Import Job Storage Start date for the Container in the Container tab Discharge Date/Time PortConnect will advise when the container is discharged from the vessel Create a log Available Wharf Date/Time PortConnect will advise when the container is available for collection from wharf. Expedient will update the following Container Management Available date Update Modified by to PortConnect and update Modified On to message arrival date/time Create a log Update Import Job Available date for the Container in the Container tab Gate Out Date/Time PortConnect will advise when a full container has left the wharf. Expedient will update the following Container Management Gate Out date/time Update Modified by to PortConnect and update Modified On to message arrival date/time Create a log Customs Release PortConnect will advise when the container has been released by Customs Create a log MPI Release - PortConnect will advise when the container has been released by MPI Create a log LOP Release - PortConnect will advise when the container has been released by LOP Create a log The logs created by the PortConnect interface can be viewed using the Container Events option in the Container Management screen. The logs are shown with the latest notification at the top. Double click on a log to view the contents of original message 22
Import Job Container Dates Once the relevant information is updated into the Import Container Management Screen, the corresponding Import Jobs that contain those containers will subsequently have the container information updated in the Job screen as per below. Double Clicking on a Container record on the Job Screen will open up the Container Record in the Container Management Screen 23
View Booking EDI History This option is available where the Booking EDI module is activated. Select this function from the Options menu in the Container Management Input screen. This screen display the history of any EDI messages sent to the Provider and received from the Provider concerning the container on screen. The most recent message will be displayed at the top of the list. Any errors advised within the message can be viewed in the far right column. Double click on any message row to view the original message in a new window. 24
Mass update of Container Dates Mass update of Import Container Dates Expedient provides screens to load required dates and actual dates of import container events. The dates can be added manually into the screens by job number, or container number, or the data can be loaded quickly and easily from simply formatted csv files Update Dehire Dates This menu option provides the ability to update many containers with dehire dates in one screen. Field Name Description Validation Default Date This is the date the mass update occurred. Mandatory Today Doc Co This is the reference for the mass dehire update N/A System Generated Posted This indicates that the mass update has happened N/A System Generated Job Number This is the job number. The job must be FCL or FCX and have containers registered against the job. Mandatory Blank 25
Field Name Description Validation Default Client This is the client registered for the job Mandatory From Job Container This the container number to be updated. Use to search for the container in a list from the Job or leave blank to update all the containers for the job number Blank unless only one container exists for the job Dehire Date This is the date the container was dehired. Mandatory Blank or Today on tab through field Posted This indicates the update has happened N/A System Generated Once the user inputs the jobs and the Dehire Date, Expedient will ask the following: If the user answers yes then Expedient will immediately update the jobs and return the following: If a job record is locked Expedient will not be able to update the job. This will display a In the Posted column. Once successfully completing the process updates the Dehire Date in the Job screen. See below: 26
Any containers on the job will have the Dehire Date inserted in the Container Details tab and in the Actual Dehire field in Container Management. Any dates already in these fields will be overwritten. An CNDT, Empty Dehire event will be created against each container in the job, and when the final container is advised dehired the job level event MTDT will be created to match the date and time the final container was dehired. Load Dehire Dates File The toolbar button, Load Dehire Dates file, in the Update Dehire Dates screen allows upload of a file containing job number, container number and dehire date information. This can be used to provide the dehire date for FCL or FCX jobs. The file must be in the following format with the columns in the order indicated. 1. Job Number (mandatory) 2. Container Number (optional) 3. Dehire Date (mandatory) 4. Dehire Time (optional) Sample File 27
Expedient will check that the mandatory columns are present in the file. Expedient will also check that the job number provided is a valid job number. The details of the file will be uploaded into the Update Dehire Screen and can be further updated here before posting and updating the listed jobs. Mass update of Export Container Dates Expedient provides screens to load required dates and actual dates of export container events. The dates can be added manually into the screens by job number, or container number, or the data can be loaded quickly and easily from simply formatted csv files Update Required Empty Dates This menu option provides the ability to update many containers with their required empty delivery date to the packing location in one screen. Field Name Description Validation Default Date This is the date the mass update occurred. Mandatory Today 28
Field Name Description Validation Default Doc Co This is the reference for the mass required empty delivery date update N/A System Generated Posted This indicates that the mass update has happened N/A System Generated Job Number This is the job number. The job must be FCL or FCX and Mandatory Blank have containers registered against the job. Client This is the shipper registered for the job Mandatory From Job Container Event Date This is the container number to be updated. Use to search for the container in a list from the Job or leave blank to update all the containers for the job number. ALL CONTS indicates that all the active containers on the Jobs are to be updated with the same Required Empty Delivery date/time This is the date the container is required delivered empty. Mandatory Blank unless only one container exists for the job Blank or Today on tab through field Event Time This is the time the container is required delivered Mandatory Blank empty. Posted This indicates the update has happened N/A System Generated Once the user inputs the jobs and the Required Empty Delivery Date, Expedient will ask the following: If the user answers yes then Expedient will immediately update the jobs and return the following: If a job record is locked Expedient will not be able to update the job. This will display a In the Posted column. 29
Once successfully completing the process updates the Required Empty Delivery Date and Time in the Export Container Management screen. Any dates already in these fields will be overwritten. If the container is FCX, Expedient will find other Export Jobs with a matching Container Number, Vessel Code and Voyage Number and update all the Jobs with the same Required Empty Delivery Date and Time L O A D R E Q U I R E D E M P T Y D E L I V E R Y D A T E S F I L E The toolbar button, Load Event Dates file, in the Update Required Empty Dates screen allows upload of a file containing job number, container number and required delivery date information. This can be used to provide the required empty delivery date for FCL or FCX jobs. The file must be in the following format with the columns in the order indicated. 1. Job Number (mandatory) 2. Container Number (optional) 3. Event Date (mandatory) 4. Event Time (optional) Sample File Expedient will check that the mandatory columns are present in the file. Expedient will also check that the job number provided is a valid export FCL or FCX job number. The details of the file will be uploaded into the Update Required Empty Dates Screen and can be further updated here before posting and updating the listed jobs. Update Required Full Pick Up Dates This menu option provides the ability to update many containers with their required full pick up date from the packing location in one screen. 30
Field Name Description Validation Default Date This is the date the mass update occurred. Mandatory Today Doc Co This is the reference for the mass required empty delivery date update N/A System Generated Posted This indicates that the mass update has happened N/A System Generated Job Number This is the job number. The job must be FCL or FCX and Mandatory Blank have containers registered against the job. Client This is the shipper registered for the job Mandatory From Job Container Event Date This is the container number to be updated. Use to search for the container in a list from the Job or leave blank to update all the containers for the job number. ALL CONTS indicates that all the active containers on the Jobs are to be updated with the same Required Full Pick up date/time This is the date the container is required picked up full from the packing location Mandatory Blank unless only one container exists for the job Blank or Today on tab through field Event Time This is the time the container is required picked up full Mandatory Blank from the packing location Posted This indicates the update has happened N/A System Generated Once the user inputs the jobs and the Required Full Pick up Date, Expedient will ask the following: 31
If the user answers yes then Expedient will immediately update the jobs and return the following: If a job record is locked Expedient will not be able to update the job. This will display a In the Posted column. Once successfully completing the process updates the Required Full Pick up Date and Time in the Export Container Management screen. Any dates already in these fields will be overwritten. If the container is FCX, Expedient will find other Export Jobs with a matching Container Number, Vessel Code and Voyage Number and update all the Jobs with the same Required Full Pick up Date and Time L O A D R E Q U I R E D F U L L P I C K U P D A T E S F I L E The toolbar button, Load Event Dates file, in the Update Required Full Pick Up Dates screen allows upload of a file containing job number, container number and required full pick up date information. This can be used to provide the required full pick up delivery date for FCL or FCX jobs. The file must be in the following format with the columns in the order indicated. 1. Job Number (mandatory) 2. Container Number (optional) 3. Event Date (mandatory) 4. Event Time (optional) Sample File 32
Expedient will check that the mandatory columns are present in the file. Expedient will also check that the job number provided is a valid export FCL or FCX job number. The details of the file will be uploaded into the Update Required Full Pick up Dates Screen and can be further updated here before posting and updating the listed jobs. Update Container Packed Dates This menu option provides the ability to update many containers with their actual Packed Date in one screen. Field Name Description Validation Default Date This is the date the mass update occurred. Mandatory Today Doc Co This is the reference for the mass Container Packed date update N/A System Generated Posted This indicates that the mass update has happened N/A System Generated 33
Field Name Description Validation Default Job Number This is the job number. The job must be FCL or FCX and Mandatory Blank have containers registered against the job. Client This is the shipper registered for the job Mandatory From Job Container This is the container number to be updated. Use to search for the container in a list from the Job or leave blank to update all the containers for the job number. ALL CONTS indicates that all the active containers on the Jobs are to be updated with the same Packed date/time Blank unless only one container exists for the job Event Date This is the date the container was packed Mandatory Blank or Today on tab through field Event Time This is the time the container was packed Mandatory Blank Posted This indicates the update has happened N/A System Generated Once the user inputs the jobs and Packed Date, Expedient will ask the following: If the user answers yes then Expedient will immediately update the jobs and return the following: If a job record is locked Expedient will not be able to update the job. This will display a In the Posted column. Once successfully completing the process updates the Container Packed date/time in the Export Container Management screen. Any information already in these fields will be overwritten. If the container is FCX, Expedient will find other Export Jobs with a matching Container Number, Vessel Code and Voyage Number and update all the Jobs with the same Packed Date and Time 34
L O A D C O N T A I N E R P A C K E D F I L E The toolbar button, Load Event Dates file, in the Update Container Packed Dates screen allows upload of a file containing job number, container number and container packed date information. This can be used to provide the container packed date for FCL or FCX jobs. The file must be in the following format with the columns in the order indicated. 1. Job Number (mandatory) 2. Container Number (optional) 3. Event Date (mandatory) 4. Event Time (optional) Sample File Expedient will check that the mandatory columns are present in the file. Expedient will also check that the job number provided is a valid export FCL or FCX job number. The details of the file will be uploaded into the Update Container Packed Dates Screen and can be further updated here before posting and updating the listed jobs. Import Rail Tagging Use the Rail Tagging toolbar button,, in the Import Container Management screen to access the Rail Tagging screen. This option allows users to send container rail move requests, send EIDO PIN numbers and request releases with terminals via 1-Stop. 1-Stop will then update Expedient with the status of the container rail move. Access the Rail Tagging User Manual from this screen for further information. Import Container Management Reporting Import Container Management has the several reports. All Report Options reported Active Containers Only. See below for the Reports screen: 35
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Report Option Description All Information Information based only on the criteria selected Container Availability and Lists all containers fulfilling the search criteria plus any containers Missing Available Dates that do not have available dates that also match the search criteria Containers with no Time Lists all containers fulfilling the search criteria where a time slot Slot Booking Request booking request has not been sent Time Slot Booking Request Lists all containers fulfilling the search criteria where a time slot sent but no Booking booking request has been sent but no Actual Time Slot has been Received confirmed Time Slot Lists all containers fulfilling the search criteria where Actual Time Slot is blank Pick Up Schedule Lists all containers fulfilling the search criteria where ETA is in the next 3 days. Sorted by Available Date Delivery Diary Report Allows users to reconcile with what each Provider has reported they will deliver with what deliveries are due in Expedient. Job Status, Client Ref Order Status of Jobs in Container Management Client Summary Report This report provides a summary overview of container movements by Client Client Summary t This report provides a summary overview of container movements by Dehired Client for containers which have not been de-hired Client Detention Report Detention criteria is based on the container having a Delivery Date but no Dehire Date and where the detention date has either passed or detention will commence 5 days from the report date Empty Pickup Report This report aims to highlight any containers that the customer has informed the users to pick up, however the Provider has not picked up Containers t Dehired 7 days after Vessel Arrival Update Report Forwarding Differ Report Lloyds Voyage Difference The report is based on M/T Ready Date is not null and the Empty Pick Up Date is null and Dehire Date is null and Delivery Date is not null Dehire Date is blank and ETA is more than 7 days Dehire Date is blank or with last 3 days This report highlights any differences between Vessel details provided by users, Lloyds and 1-Stop. Dehire Date is blank Where the 1-Stop information differs from our Job information and the ETA is later than yesterday 37
Automatic Email Report Setup This feature is designed to allow users to setup reports to be emailed on particular days of the week or month. The reports that are created are run directly from the Container Management Reports option. Users complete this screen by filling in the above fields. Each field represents criteria in the relevant report. For example, if a user wanted to run a Container Management Auto Report and send it to client DEMCON on Monday, Tuesday and Wednesday as a CSV file you would complete the screen as follows. Add the Email address in the distribution list at the bottom of the screen. Use in the Email name to search on Personnel at the select Client Code or type the email address directly into the column. User Configured Automatic Reports Expedient allows you to build your own automatic reports for Container Management, allowing you to set the report criteria, the columns in the report output, the order of the columns and the column headings. 38
Selecting the report option User Configured Report provides additional criteria to find containers and provides access to an Output tab. Use the pull down menus in the table to select the columns you want to appear. The order the columns are listed in down the screen is the order the columns will appear in the report left to right. Use the buttons to rearrange the order. Use the Column Label column to enter your own columns headings. User Configured Reports are available in XLS and CSV format. The XLS output will show your company colours and your company details in the header. 39
To test the report, or run the report manually, use the Option Send Report now to you only. This will email the report to you and not the report distribution list so you can check the contents. The option Copy this report allows you to set up a User Configured automatic report for one client and then copy the format so it can be sent to a different client or set up with slightly different criteria, for example, a different destination port. Email Search Use the button to easily find recipients of Container Management Auto reports. For example if a client contact no longer wants to receive Container Management Auto Reports use this toolbar button to find all the Container Management reports currently sent to the email address and remove them from the recipient list. 40
Detention Set Up This screen stores the number of days provided by shipping lines for free detention depending on the type of container and the date the number of free days is calculated from. Container Management -> Detention Set Up This screen also stores the default number of free days regardless of the shipping line. Field Name Description Validation Default Shipping Line Code Import/Export Valid from Vessel Arrival This is the shipping line the detention terms are stored Mandatory Blank against. Use to search for Shipping Lines. This code is followed by the Shipping Line Name This shows the detention terms are applicable to Mandatory Blank import or export containers This is the date the detention terms are valid from Blank Number of Free Days This is the number of free days the shipping line provides for containers before detention charges are applied. Mandatory The default number of free days set for the site s country Container Type Detention Free Time Trigger Select from the pull down menu the type of containers the free time is applied to. This is the number of free days applied to all shipping lines for the site s country where there are no specific terms for the shipping line. T Mandatory Mandatory Blank 7 days The detention terms saved against each Shipping Line can also be accessed and updated within their Customer Masterfile. 41
Transhipment Report (AU) When a Job is registered with a FCL/FCX Container Type, and a Vessel Name of Transhipment, Expedient creates the CMS Record and sends an instruction to 1-Stop to track this container. When 1-Stop sends Expedient an On Board Date Event, Expedient updates the Container in CMS with the On Board Flag, and On Board Date, updates the 1-Stop Details and most importantly updates the Consols, Jobs and unsubmitted Sea Cargo Reports with the Australia bound Vessel details, which includes Arrival Dates and Ports. Once this has been performed a nightly report is sent to nominated users informing them of the jobs updated. To receive this report, activate this via the Users Masterfile, Users Options. See below: See below CSV Report: 42
Booking EDI This module provides the ability to send instructions to selected transport companies (Chalmers/Direct Couriers) electronically via EDI Messages, and to receive updates from the transport providers direct into Expedient. bookings can be sent from within the Job screen and updates, including proof of delivery, from the transport provider will populate the Delivery Details tab within the Job. Expedient will send the pickup and delivery address details, the required delivery date and basic details of the job to the transport provider. The transport provider will provide a Booking Confirmation and a confirmation of delivery. Automated reports can be run that highlight when transport companies have not responded to a request or when proof of delivery has not been received after the arranged delivery date has passed. User Checklist for setting up Booking EDI Setting up Expedient to send and receive EDI messages from transport providers will involve some preparation from you, the transport providers and Expedient Software. Please use the following checklist to work through the set up requirements. Action Action Point 1 Check that Expedient is set up to allow EDI messages to your transport providers 2 Which transport providers do you want to send EDI transport booking to? Detail Open the Import Job screen, go to the Options drop down menu and check the Booking EDI option is listed. If you cannot see this option please contact Expedient Software. Contact Expedient Software for the Booking EDI Set up Information Spreadsheet see Appendix A. Fill out the Contact information in the top left. Tell us how often you want to send EDI transport requests to the transport providers, e.g. once a day, twice a day, every hour. Enter the Provider Code and Provider names that you want to provide EDI transport bookings to. 3 How will the Provider send EDI updates to you? Add the Account information, and the Port Code you associate with each Provider. Enter the same Provider on multiple lines if you have the same Provider code for many port codes or if you have a number of different accounts with the same Provider. Use the examples in the spreadsheet for guidance. Contact each Provider and, with their assistance, enter the following details in the Booking EDI Set up spreadsheet 1. What system does the Provider use? ContainerChain Another system please provide the name. 2. How does the Provider want to receive the EDI instructions? Email i. te the email address FTP 43
i. te the IP Address ii. te the Username iii. te the Password iv. te the Directory Path Write File to Server i. te the Directory Path 4 Send the completed spreadsheet to Expedient Software. The information will be checked and entered at your site. 5 Set up your clients delivery address codes (ContainerCha in ONLY) Providers using the ContainerChain system will have their own delivery address codes for your client s delivery addresses. The Provider codes need to be added to Expedient. Run the Client Delivery Instructions Report available from the Administration Folder>Administration Reports. Run as a.csv to provide a spreadsheet containing the client codes and delivery addresses. This can be edited, removing unnecessary columns, and sent to your Provider to insert their ContainerChain delivery address codes. e.g. Add the ContainerChain delivery address code to the Customer Masterfile. Open the Delivery Address screen and add the information to the Provider Delivery Codes section. 6 Update the Customer Preferred Providers Insert the Provider Code and enter the ContainerChain delivery address code in the Provider Customer Delivery Address Field. Ensure you are entering the correct ContainerChain code against the delivery address you have on the screen. Each client can be set up with a Preferred Provider for Imports and Exports and for Air, FCL, LCL and Parcel Post. Go to the Customer Masterfile, select a client who will use a Provider set up for Booking EDI. Go to Options>Preferred Providers Select the Provider Type Air/FCL/LCL or P.P Provider Select whether the Provider is required for Imports or Exports 44
Enter the Provider code for the Provider If you have selected an FCL Provider who uses the ContainerChain system you can select the preferred Job Category from the list provided. This is optional. Add any comments that you would like to appear within any instructions to this Provider. 7 Set up the Automated Reports to track Import Instructions and Deliveries When you register a job for this Client the preferred Provider will be automatically populated. The preferred job category will be inserted where one has been chosen. Expedient includes three new exemption reports to warn you when transport instructions and delivery of import containers are not going smoothly. The new reports are, 1. Report to list jobs where an instruction has been sent to a Provider and no response has been received (CAREDIEX1) 2. Report to list jobs where an instruction has been sent to a Provider but no booking confirmation has been received (CAREDIEX2) 3. Report to list jobs where a delivery was due to take place but no Proof of Delivery has been received (CAREDIEX3) To set these reports to run go to Auto Report Setup in the Automatic Reports folder. Click Add and select the report code. Leave Client Code blank to report on all clients, or select a specific client Select when you want to receive the report e.g. Monday to Friday Select a delivery method, and email details. Set the report criteria E.g. For report CAREDIEX1 set the EDI send date to 7 days to list all the transport bookings sent in the last week where the Provider has not responded. The transport booking can then be resent to trigger a response from the Provider. Provider Codes Mapping The bookings sent to the Providers are often coded e.g. the booking to pick up a full import container from the wharf, delivery to the customer then return the empty to the dehire park may be shortened to WF-CU-MT Different Providers may require different codes so these are stored in the Customer Masterfile for each Providers that accepts transport bookings by EDI. J O B C A T E G O R Y C O D E S The Job Category Codes are stored in the top half of the Provider Codes Mapping in the Customer Masterfile for the Provider. The Job Category Descriptions entered will be used in the pull down list when adding a Job Category in the Delivery Details tab in Import Job. 45