Dangerous Goods International

Online Booking System (Booking)

Table of Contents

Table of Contents .................................................................................................................................2

1 - Booking a Job .................................................................................................................................4

1.1 – Booking Details…...................................................................................................................4

1.1.1 – Return Booking ................................................................................................................5

1.1.2 – Selecting Shipper, Invoice To & Consignee....................................................................6

1.1.3 - Adding Shipper, Invoice To & Consignee (via selection window)..................................6

1.1.4 – Cancel Shipment ..............................................................................................................7

1.1.5 – Contact Name...................................................................................................................7

1.1.6 – Origin Selection ...............................................................................................................8

1.1.7 – Person Responsible ..........................................................................................................9

1.1.8 – Destination Selection .......................................................................................................9

1.1.9 – Booking Notification......................................................................................................10

1.1.10 – Pickup Notification ......................................................................................................10

1.2 - Items ......................................................................................................................................11

1.2.1 - Volume ...........................................................................................................................11

1.2.2 – UN No ............................................................................................................................12

1.2.3 – Package Details ..............................................................................................................12

1.2.4 – Search.............................................................................................................................13

1.2.5 - Shippers Dec Details.......................................................................................................13

1.2.6 - Job Card Pt 1...................................................................................................................14

1.2.7 – Additional Info...............................................................................................................15

1.2.8 – Editing Objects...............................................................................................................15

1.2.9 – Deleting Objects.............................................................................................................15

1.3 - Action Required.....................................................................................................................15

1.4 - Arrival Details .......................................................................................................................16

1.4.1 – Pickup Agent..................................................................................................................17

1.5 – Printable Forms .....................................................................................................................18

1.5.1 – Incomplete Form............................................................................................................18

1.6 – Flight Details.........................................................................................................................18

1.6.1 – MAWB Details ..............................................................................................................19

1.6.2 - Destination Selection ......................................................................................................20

1.6.3 – DGI Manifest No ...........................................................................................................20

1.6.4 – Pre – Alerts.....................................................................................................................20

1.6.5 – HAWB Details ...............................................................................................................21

1.6.6 – MAWB Details ..............................................................................................................21

1.6.7 – Post Flight Check ...........................................................................................................22

1.6.8 – Has shipment arrived at Destination ..............................................................................23

1.7 – Admin Details .......................................................................................................................23

1.7.1 – Notify Shipper................................................................................................................23

1.7.2 – Send Survey ...................................................................................................................23

1.8 – Printable Forms .....................................................................................................................23

1.8.1 – Airwaybill – Consol .......................................................................................................24

1.8.2 – Airwaybill – House ........................................................................................................25

1.8.3 – Airwaybill – Master .......................................................................................................25

1.8.4 – Collection Note ..............................................................................................................26

1.8.5 – Delivery Note.................................................................................................................26

1.8.6 – DG Check (Non Radioactive) ........................................................................................27

1.8.7 – Job Card Pt I...................................................................................................................29

1.8.8 – Job Card Pt II .................................................................................................................30

1.8.9 – MAWB Label.................................................................................................................30

1.8.10 – Multi Modal Dec..........................................................................................................31

1.8.11 – Proforma Invoice 1.......................................................................................................31

1.8.12 – Proforma Invoice 2.......................................................................................................32

1.8.13 – Road Dec......................................................................................................................32

1.8.14 – Shipment Manifest .......................................................................................................32

1.8.15 – Shipment Pre-Alert ......................................................................................................33

1.8.16 – Shippers Dec (Word Version)......................................................................................34

1.8.17 – Shippers Dec (PDF Version)........................................................................................34

1.8.18 – Shipping Labels (Word Version) .................................................................................35

1.8.19 – Shipping Labels (PDF Version)...................................................................................35

1.9 – Invoice Detail ........................................................................................................................35

1.10 – Quote Detail ........................................................................................................................36

1.11 – Invoice Detail (Print) ..........................................................................................................36

1.12 – Cost of Sale .........................................................................................................................38

1.13 – Credit Note..........................................................................................................................38

1.14 – Extra Charges ......................................................................................................................39

1.15 – Invoice Status......................................................................................................................39

1.16 – Notes ...................................................................................................................................39

1.16.1 – Adding Notes ...............................................................................................................40

1.16.2 – Viewing Notes..............................................................................................................40

1.16.3 – Sending Notes ..............................................................................................................41

1 - Booking a Job

The Booking screens are split into several forms that make up the booking process. The initial

form is the Booking Details form. As booking details are saved and default information is entered

Various Sub-forms will display depending on the Booking type. The information entered for each

job will vary depending on what information is actually required for each particular section. Ideally

where possible all available fields on each form should be completed, default fields will be

highlighted with a yellow background.

1.1 – Booking Details…

The Booking Details form is the first form displayed when making a booking, field highlighted in

yellow are mandatory for this phase of the booking.

Most fields within the booking screens are free format, however to allow re-use of existing

information and consolidation of information some fields are accompanied by a ? “search” icon.

This allows data to be pre-entered and used in multiple shipments.

Some fields are also accompanied by a ! “info” icon, this option can be used to identify additional

information relating to the field or data within the field.

Where emails can be sent automatically from the system to notify customers, agents or other offices

a icon is presented. Clicking on this icon will automatically send a notification to either the email

address displayed, an email address within the booking or an email address within the system

Shipment types include Import, Domestic, International, Ship Dec & Pack, European Union &

Return.

Some fields require an initial save of the shipper information before search options are available.

Once available a ? icon will appear besides search capable fields.

DGI HAWB:

Shipper: the name of the organisation / person sending the shipment. Selected by the ? icon

Invoice To: the name of the organisation / person to receive the invoice, automatically set to the

shipper unless previously setup under client details, can also be changed using the ? icon

Contact Name: name of person to be notified in regards to anything to do with the shipment

Contact Email: email address of contact person, used for all email correspondence to do with the

shipment

Contact Phone: direct phone number of contact person, can be used in leiu of automatic emails.

Shippers / DG Ref: reference number as provided by the shipper, allows for referencing DGI Job

to shippers job no

Agent HAWB: Airway Bill No provided by the shippers agent, used for referencing the DGI Job to

the agents job no.

Origin Code: 3 letter city code of location for which the shipment originates for DGI

Special Instructions: used to advise specific information relating to the shipment, ie special contact

info

Costing Code: reference number as provided by the shipper, allows for referencing DGI Job to

shippers accounting system. Displayed on all invoicing.

Consignee:

Name: name of organisation / person for whom the shipment is destined, the ? icon can be used to

select consignees that have been loaded previously into the system, this option will pre-populate all

the consignee information fields with existing information

Address: address of consignee

Address: address of consignee, can be used if extra space is required for the consignees address

Town: town consignee is located

Zip / Postcode: postcode / zip of town consignee is location if applicable

Country: country to which consignee resides, the ! icon can be used to display any relevant

shipping information relating to the country that may be loaded into the system.

Person Resp: person to which the package should be delivered or contact at the consignee to notify

of shipment information, the ? icon can be used

Phone: contact phone number of person responsible or consignee

Fax: contact fax number of person responsible or consignee

Email: email address or persons responsible or consignee, any system generated emails for the

consignee will be sent to this address.

Destination Code: 3 letter city code of location for which the shipment is destined, the ? icon can

be used to search for required destination, the ! icon can be used to display any relevant shipping

information relating to the destination that may be loaded into the system

Select Save to update details

1.1.1 – Return Booking

The Return option is used to create a return shipment of an earlier job. This job is treated within the

system as a unique shipment with a link back to an original job. Return Jobs will have a different

DGI HAWB to the original shipment with the original DGI HAWB no shown at the top of the

booking details screen.

Select the beside Return

Select the Original Job No from the drop down list.

Note: The Shipper & Consignee details will automatically populate with the details of the original

job, however being a return the details will be reversed.

1.1.2 – Selecting Shipper, Invoice To & Consignee

The selection window for each of these fields is identical as the information is stored in the same

database table. Client records are not unique to an office and the same record can be used by

multiple offices. This reduces duplication and ensures that details updated by one office are

automatically reflected by all offices.

Searching can be performed on any part of the Company / Organisation Name.

Select Search to display results

If the details for the required Company / Organisation cannot be found the Add New icon can be

used to create a new entry

1.1.3 - Adding Shipper, Invoice To & Consignee (via selection window).

When an existing client record cannot be located a new record can be created. Once created this

record is available to all Offices within the system.

Client Name: Common Name identifying business / organisation

Address: Pyshical address of the business / organisation

Address: Extra line for including additional address information

Town: Common town name for business / organisation

State: State business / organisation is location (if applicable)

Zip / Post Code: (if applicable)

Country: Common name of applicable country

Postal Address: This field can be used if postal address is different to shipment address (generally

used for invoicing purposes)

Phone: Contact phone for Business / Organisation.

Controlling Office: This field is used to identify the office that will generally service the client, if

the Client is located in a country without a DGI office then the Office controlling the country

should be used.

Select Save to update details

1.1.4 – Cancel Shipment

The Cancel shipment option can be used to finalise a shipment at it’s current point in the system.

Cancelling a shipment does not delete it from the system, but merely flags the shipment in a

complete (Read Only) state, this allows future reference of the shipment if required.

Select the beside Cancel

1.1.5 – Contact Name

Contact can either be entered in manually or selected from an existing entry. When selecting from

an existing entry using the ? icon, contacts for the shipper will be at the top of the list, contacts for

DGI will be in red below this list.

If a contact isn’t displayed in the list, this can be added by selecting the Add New option.

Choose required contact and select Done

1.1.5.1 – Adding Contact

Adding a contact to a shipper can be used if this contact will be used for future shipments. Entering

the details of the Contact here will allow these details to be readily available when required

Contact Name: plain language description of the person, usually firstname and lastname

Position: persons position within the shippers company

Phone: daytime contact phone number

Fax: daytime contact fax number.

E-mail: persons email address

Select Save to update details

1.1.6 – Origin Selection

Origin Code is selected by searching for the required location, this can be 3 letter location code, city

or country.

Select Search to return required results.

Select required option and select Done

1.1.7 – Person Responsible

The person responsible fields can be manually entered, or by selecting the ? icon, contact

information from previous shipments to this consignee can be selected.

Choose required contact and select Done

1.1.8 – Destination Selection

Destination Code is selected by searching for the required location, this can be 3 letter location

code, city or country.

Select Search to return required results.

Select required option and select Done

1.1.9 – Booking Notification

A booking notification can be sent to the consignee person responsible on receipt of the shipment.

This can be perfomed using the icon.

An example of this notification is shown

Hello Joe Bloggs

Please be advised of a shipment that has been booked into our system

destined for you.

Sender:

Sims Metal

Lot 45 Leitch Rd

Roseworthy, South Australia, Australia

Shippers Ref: - 123456

DGI Ref:

HAWB - 173-20022-09753

Dated - 22-Dec-2008

DID YOU KNOW..you can track and trace your shipment online. Just go to

www.dgiglobal.com and enter the DGI House Airway Bill (HAWB) number of

your shipment. All you need to do is enter the HAWB number as it appears

and you can access the latest information and comments relating to your

shipment. If you have any problems, please do not hesitate to contact

any of the DGI Office's listed on our web page.

Regards,

Craig Renshaw

Systems Administrator

1.1.10 – Pickup Notification

When a booking has been entered into the system, an email notification can be sent to the

controlling DGI Office to advise them of the shipment and some brief info relating to the shipment.

An example of a Pickup Notification is shown.

1.2 - Items

The Items screens are used to add the shipment objects and all shipment for the booking.

Depending on the type of shipment not all values are required. The types of items that can be

entered are Hazardous, Non – Hazardous, Packaging only and Other

NOP: No of pieces in the item

Weight: Weight in Kg’s of the item

Volume: Cubic volume of the item (calculated on IATA standards)

UN No: Unique IATA No for the item being shipped.

Class:

PG: Packing Group

Description: Detailed description of item being shipped

Packaging:

1.2.1 - Volume

Volume is used to calculate the internal measurements of an item, the IATA volume value is set for

each office under Client Details > Settings / Charges > Volume Defaults

NOP: no of items in the shipment

Length: length of 1 item

Width: width of 1 item

Height: height of 1 item

Destination: select if Domestic or International IATA Volume to be used

Volume: this will automatically calculate using (NOP x Length x Width x Height / IATA Volume

Value

1.2.2 – UN No

UN No is used to select the pre-set UN Items required for the shipment. All items loaded under

Administration > UN Details is available from this search screen

Search: can be used to enter a specific UN No or part of the shipment proper name

Select Search to retrieve required information

Aircraft Type: identifies the type of Aircraft the shipment should be carried on

UN No: IATA Number identifying the item

Proper Name: plain language shipment name

Class No:

Sub Risk: .

Selecting an Item from the Proper Name field returns all associated Packing Instructions for the

item:

Packing Group: Packing Inst: extra packing information for the item

Packing Qty: maximum allowed quantity for the item type

1.2.3 – Package Details

Package Details is used to set the type of packaging used for the item, additional items such as Q

Values, Overpack information can also be entered.

Quantity: no of items in the package

Package: type of packaging used, values are sourced from the Administration > dropdowns >

Packaging option

All Packed in One: flags the package as 1 outer package and multiple inner packages

Amount: IATA approved value to be displayed on documentation.

1.2.4 – Search

Search can be used to search for and select packaging that may have been used previously, this list

will automatically display all packaging options previously used.

Select Search to display required results

1.2.5 - Shippers Dec Details

The Shippers Dec Details icon will display the current Shippers Dec Item detail layout. This screen

can be used to modify the layout of the data on the shippers dec, modify shippers dec signatories,

add additional handling information or change the shipper displayed on the dec

Alternate Handling: used to display additional handling info on the shippers dec

Alternate Signatory: used to select an alternate user to sign the shippers dec

Shipper Overide: this field is used to change the shipper information to the current DGI Office

details.

All details are initially transferred from the shipment objects screen.

Note: where multiple pages on a dec is required, these will be presented by a page option at the

bottom left of the screen.

Select Save to continue

Select Close when complete

Select Reset to restore original display settings.

1.2.6 - Job Card Pt 1

Job Card Pt 1 is used to print a hardcopy of the current shipment, at the end of the shipment, Job

Card Pt 2 can be used to complete the remaining fields on the form. Both forms are used together to

provide a completed Job Card printout.

1.2.7 – Additional Info

The additional info screen can be used to provide additional comments on the shipment or to

provide Customs costings for the proforma invoices.

Comment: used to store additional information relating to the shipment but not directly required on

documentation

Unit Price: approximate price of the goods being shipped

Currency: currency used to determine price of the goods being shipped

Select Save to apply changes

Select Save

1.2.8 – Editing Objects

Editing of existing item entries can be performed by selecting the edit icon located next to the

item to be edited

1.2.9 – Deleting Objects

Deleting of existing items can be performed by selecting the delete icon located next to the item

to be deleted.

1.3 - Action Required

Action details can be completed once the Item information details have been entered. This

information identifies the initial requirements for when / how the items are to be received by DGI or

an authorised agent.

Pick Up Arranged: Yes / No value denoting if the pickup has been arranged with the shipper.

Date of Pickup: Date shipment is to be picked up from the shipper.

Collection Method: agreed method for pickup and delivery to DGI or authorised agent.

Goods Ready: agreed time for when the goods will be ready for pickup on shipment date.

Close Time: latest time for when an authorised person will be available to complete collection of

item

Arranged By: DGI contact should any further information be required regarding pickup.

Collection Address: physical address where goods can be collected

Packed to UN Specs: advice to driver on initial requirements for the item (ie repack, cold storage

etc)

DGD Completed: advice to driver if a DGD has been completed by shipper or if a DGD needs to

be raised.

Aircraft Type: notification of type of aircraft the shipment can be placed. Ensures correct

packaging / aircraft type combination is used.

Radioactive: advises driver if shipment is radioactive, used later when completing shippers dec.

Booked: final confirmation shipment / action details have been confirmed and validated.

Select Save to apply updates

1.4 - Arrival Details

Arrival details are completed once the job has been picked-up or delivered to the DGI office or

Authorised agent. These details provide further information regarding the shipment items and what

if any further action is required to prepare the shipment for sending. Where repacks, DGD’s, dry ice

etc are required, settings here are transferred to the booking quote.

Note: not all information is required, depending on selections mandatory fields will be highlighted

with a yellow background.

Pickup Agent: used if item is to be picked up from shipper by another organisation other than DGI.

Date Received By DGI: identifies the date actually received by DGI, this date is used for all

calculations within the website and is the base date used for all reports within the system.

Time Received: time received by DGI

Check Weighed: confirms if the weight of the item pieces matches the weight identified in the

system.

NOP: confirms if the number of pieces in the shipment matches the items picked up from the

shipper

DGD OK: used to confirm if the DGD raised by the client (if applicable) meets requirements and is

OK to be used for the remainder of the shipment.

UN Packed: identifies if the items are packed to UN Specifications.

Dry Ice: identifies if the shipment includes dry ice

DGD Raised: this option is used to idenfify if a new DGD has been raised

Repacked: identifies if the shipment has been repacked.

Packaging Type: the type of packaging used if item has been repacked

No of Packs Used: no of packaging used to perform repack

Dry Ice: identifies if Dry Ice is required for the shipment

Dry Ice Amount: the amount in kilos of dry ice used.

Shipper Informed: advises if the shipper has been informed of any change to the original shipment

(ie repack)

Security Screened: identifies if the shipment has been security screened

Checked By: identifies the DGI user checking the shipment.

Select Save to apply changes

Note: if a DGD is raised a secondary check will be required, and sub form completed.

DG Check Completed: identifies the person performing the secondary DG Check

Date: identifies the date the secondary DG Check was performed.

1.4.1 – Pickup Agent

Pickup Agent is used to identify when a shipment is picked up by other than a DGI Office. The list

of agents is obtained from the Agents dropdown on the Client Details screen. Only clients with the

Agent = Yes option set will be displayed.

Search: used to enter search criteria (ie Name, City etc)

Select Search to retrieve records

1.5 – Printable Forms

Printable forms are available after saving the action required data has been saved. Various forms are

available however not all forms will be complete until other sections within booking details are

completed. (ie Flight Details, Admin, HAWB details etc), Generally when an incomplete form is

printed a message identifying the missing information will be displayed. Further information on

each form type will be covered later in the guide.

1.5.1 – Incomplete Form

An example error message when trying to print a form missing some or all required information.

Note: the missing data will be identified in the error.

1.6 – Flight Details

Flight Details are used to record all details relating to the movement of the shipment from the origin

location to the final destination.

Note: not all information is required, mandatory fields for the delivery type will be highlighted with

a yellow background

MAWB: master airwaybill no is used to assign this shipment to a specific airway bill no, no’s can

only be selected using the ? icon. Airway bill no’s are set under Administration > Airline Details >

MAWB details

Road / Sea No: for shipments going by road / sea only a carrier reference number can be entered

here.

Manifest No: used to identify a carriers manifest number if issued.

Delivery: type of delivery being performed, once selected the mandatory options for this delivery

type are highlighted yellow

Flights: identifies all flight numbers and destinations of each flight up to 3 segments.

Airline: unique 2 letter airline flight code.

No: unique airline flight number and date (used in format xxx/dd, where xxx is flight no and dd

equals 2 digit date code)

Dest Code: destination code of flight, can only be selected with the ? icon.

Arrival Date: used to identify the scheduled arrival date at destination

Arrival Time: used to identify the scheduled arrival time at destination

Agent ID: identifies the handling agent at the destination (includes other DGI offices)

Agent Ref#: identifies the handling agent reference number.

DGI Manifest No: used to create a DGI manifest and to allocate multiple shipments to the one

shipment schedule.

Consol Shipment: specifies if this shipment is part of a larger consignment.

Select Save to apply changes.

1.6.1 – MAWB Details

To select a MAWB for the shipment the ? icon is used.

Searching for available MAWB No’s can be performed using Airline Code, Airline Name or

Airline ID.

Select Search to return required records

Choose required record and choose Done

1.6.2 - Destination Selection

Destination Code is selected by searching for the required location, this can be 3 letter location

code, city or country.

Select Search to return required results.

Select required option and select Done

1.6.3 – DGI Manifest No

A manifest number can be selected from the drop down, however if a manifest is not available for

the required shipment, a new manifest number can be created by selecting the ? icon. The manifest

number is comprised of origin code, destination code and shipment date.

1.6.4 – Pre – Alerts

Once the initial flight details have been saved, a pre-alert can now be sent using the icon.

The pre-alert email contains 2 links to a copy of the Pre-Alert document and the Shipment Airway

bill.

An example of a pre-alert email is shown

Hi

Please find attached a URL link to a Pre-Alert for a shipment bound for your office. Please click on the attached link(s) to view associated

documentation for this shipment. We will e-mail or fax through additional documentation shortly.

Shipment Pre-Alert

Shipment Airway bill

Regards

System Administrator - Dangerous Goods International

1.6.5 – HAWB Details

The HAWB Details option allows for the editing of the HAWB form prior to printing

Consignee Info: allows modification of the Consignee display.

Notify Info: used to provide additional notification information.

Handling Info: used to provide additional handling information

Pieces: no of items in the shipment.

Gross Weight: gross weight of the shipment.

KG / LB: weight identifier

Rate Class: rate class of shipment

Commodity:

Chg Weight: charged weight of shipment

Rate Chg: assigned to shipment

Total Chg: total charge of shipment

Nature of Goods: brief description of shipment

Charges As Agreed: Yes / No flag

CAN No: if applicable.

Notify Instructions: additional notification instructions.

Select Save to continue

Select Close when complete

Select Reset to restore original display settings.

1.6.6 – MAWB Details

The MAWB Details option will appear only after a HAWB has been completed. This option allows

for the editing of the MAWB form prior to printing

Consignee Info: allows modification of the Consignee display.

Notify Info: used to provide additional notification information.

Handling Info: used to provide additional handling information

Pieces: no of items in the shipment.

Gross Weight: gross weight of the shipment.

KG / LB: weight identifier

Rate Class: rate class of shipment

Commodity:

Chg Weight: charged weight of shipment

Rate Chg: assigned to shipment

Total Chg: total charge of shipment

Nature of Goods: brief description of shipment

Code: MAWB Charge Code

Amount: Charge Amount

CAN No: if applicable.

Airline Ref: Airline reference no for shipment

Use Actual Shipper: shipper override option, will use the actual shipper info on the MAWB in leiu

of the DGI office

HAWB’s: displays all HAWB’s currently allocated to this MAWB.

Select Save to continue

Select Close when complete

Select Reset to restore original display settings.

1.6.7 – Post Flight Check

The post flight check screen is used to advise that this shipment has indeed left the origin and is

heading for the destination. Post Flight Check is not notification that the shipment has arrived at it’s

destination, this requirement is covered below.

Note: once the flight has Flown as Booked, the shipment is ready for invoicing.

Date: date shipment left destination.

FAB: flown as booked, can also be used for shipped as booked

Who: advises who confirmed the shipment as flown.

Select Save to apply changes

1.6.8 – Has shipment arrived at Destination

The has shipment arrived at destination airport option is used to denote when the shipment has

physically arrived at the destination, this option does not advise that the shipment has arrived with

the consignee, the Admin screen covers this requirement.

Select Save to apply changes

1.7 – Admin Details

Admin details is used to close of the shipment as completed. Once saved the shipment will be

removed from the jobs list and marked as completed.

Date: date received by consignee

Time: time received by consignee

Received By: name of person receiving the shipment

Select Save to accept the changes

1.7.1 – Notify Shipper

The icon can be used to send an email to the shipper advising that the shipment has reached its

destination and has been received by the consignee.

1.7.2 – Send Survey

The icon can be used to send a short survey to the shipper requesting feedback on how DGI

performed with the shipment. This survey can then be used to improve service offerings provided

by DGI

1.8 – Printable Forms

As previously mentioned printable forms are available after the action required data has been saved.

Various forms are available with these being available at different points of the booking process. (ie

Flight Details, Admin, HAWB details etc), Generally when an incomplete form is printed a

message identifying the missing information will be displayed. Further information on each form

type will be covered later in the guide.

1.8.1 – Airwaybill – Consol

1.8.2 – Airwaybill – House

An example Airwaybill – House, these are printed directly onto the AWB form.

1.8.3 – Airwaybill – Master

An example Airwaybill – Master, these are printed directly onto the AWB form.

1.8.4 – Collection Note

An example Collection Note, this can be provided to the driver, agent to advise all required details

for the pickup of the shipment..

1.8.5 – Delivery Note

An example Delivery Note, this form is used to advise the drive of the location of delivery for the

shipment, provided to the consignee for signing and confirmation of the shipment items. This

information is then transferred to the Admin screen to finalise the shipment.

1.8.6 – DG Check (Non Radioactive)

An online Declaration for Dangerous Goods (DGD) Check (Non Radioactive) can be completed

and then printed from the system, this check is used to confirm the shipment items are correct.

The recommended check list appearing on the following pages is intended to verify shipments at origin.

Never acept or refuse a shipment before all items have been checked.

Is the following information correct for each entry?

Shippers's Declaration for Dangerous Goods (DGD)

1. Two copies in English and in the

IATA format (8.1.1.1, 8.2.2.1,

8.1.2.3)

2. Full name and address of

Shipper (8.1.6.1)

3. Full anme and address of

Consignee (8.1.6.2)

4. Name and Telephone Number of

a person responsible for

Division 6.2 Infectious

Substance shipment (8.1.6.2)

5. If the Air Waybill number is not

shown, enter it! (8.1.6.3)

6. The number of pages shown

(8.1.6.4)

7. If full anme of Airport of City of

Depature or Destination is not

shown, enter it! (8.1.6.6 and

8.1.6.7)

8. The non-applicable Aircraft

Type delete (8.1.6.5) and the

word "Radio-active" deleted

(8.1.6.8)

Identification

9. Proper Shipping Name and the

technical name in parentheses

for asterisked entries (8.1.6.9,

Step 1)

10. Class or division, and for Class

1, the Compatibility Group

(8.1.6.9, Step 2)

Markings

32. For UN Specification

Packaging, are they marked

according to 6.0.4.2

-- Specification Code

-- X, Y or Z, agreed with Packing

Group/Packing instruction

-- Maximum Gross Weight not

exceeded (Solids or Inner

Packagings)

-- Infectious substance package

marking (6.0.6)

33. The Proper Shipping Name(s)

including technical name where

required, and the UN or ID

Number(s) (7.1.5.1(a))

34. The name(s) and Address(es) of

Shipper and

Consignee(7.1.5.1(b))

35. The Net Quantity of Explosives

and Gross Weight of the package

for Class 1 items (7.1.5.1(c))

36. The Name and Telephone

Number of a person responsible

for Division 6.2 ifections

Substances shipment (7.1.5.1(d))

37. The Special Marking

requirements shown for Packing

Instruction 202 (7.1.5.1(e))

38. In case of Carbon Dioxide Solid

(Dry Ice), the Net Weight

11. UN or ID Number, preceded by

prefix (8.1.6.9, Step 6)

12. Packing Group (8.1.6.9, Step 4)

13. Subsidiary Risk (8.1.6.9, Step 5)

Quantity and Type of Packing

14. Number and Type of Packages

(8.1.6.9, Step 6)

15. Quantity and unit of measure

(net or gross, as applicable) per

package (8.1.6.9, Step 6)

16. If different dangerous goods are

packed in one outer packaging,

are the following rules applied:

-- Compatible according to

Table 9.3.A (note exception for

chemical kits. See Packing

Instruction 915 and Y915)

-- For UN packages containing

Division 6.2 (5.0.2.11)

-- "All packed in one (type of

packagin)" (8.1.6.9, Step 6)

-- Calculation of "Q" value

(5.0.2.11; 5.0.3.2; 8.1.6.9, Step

6)

17. Overpack:

-- Indication "Overpack used"

(8.1.6.9, Step 7)

-- Compatible according to

Tabel 9.3.A (5.0.1.5(a) and (c))

Packing Instructions

18. Packing Instruction Number

(8.1.6.9, Step 8)

Authorizations

19. Indication of Limited Quantity if

"Y" packing instruction used

(8.1.6.9, Step 9)

20. The Special Provision Number if

A1, A2 or A109 (8.1.6.9, Step 9)

21. Indication that governmental

authorization is attached,

including a copy in English

(8.1.6.9, Step 9)

22. Requirements for Explosives

when Packing Insturction 101

used (8.1.6.9, Step 9)

Additional Handling Information

23. For self-reactive and related

substances of Division 4.1 and

organic peroxides of Division

5.2, or samples thereof, is te

mandatory statement shown

(8.1.6.10; 8.1.6.11)

24. Prior arrangement statement for

Infections Substances (8.1.6.12)

25. Name and reporttitle of

signatory, Place and Date

indicated (8.1.6.13 and 8.1.6.14)

26. Signature of Shipper (8.1.6.15)

27. Amendment or alteration signed

by Shipper (8.1.2.6)

AIR WAYBILL

28. The Handling Information box

shows: "Dangerous goods as per

attached Shippers's Declaration"

(8.2.2)

29. Cargo Aircraft Only, if

applicable (8.2.2)

PACKAGE(S) AND OVERPACKS

30. Packaging conforms with

packing instruction and is

undamaged (9.1.1.4)

marked on the package

(7.1.5.1(f))

39. For Limited Quantity

packagings: "LIMITED

QUANTITY" or "LTD. QTY."

(7.1.5.3)

Labelling

40. The Primary Risk label(s), with

Class or Division Number

affixed to each package, as per

4.2, Column E

(7.2.3.2)

41. The Subsidiary Risk label(2),

without Class or Division

Number, as per 4.2. Comumn E

(7.2.3.2)

42. Cargo Aircraft Only label,

adjacent to the Hazard label(s)

(7.2.4.3, 7.2.6.3)

43. "Orientation" labels (7.2.4.4)

44. For Magnetized Material, the

Handling label (Subsection 4.2.

Column E and 7.2.3.8)

45. All above labels correctly affixed

(7.2.5; 7.2.6) and have all

irrelevant marks and labels been

removed (7.1.1; 7.2.1)

For Overpacks

46. If specification markings are not

visible, the required statement

market (7.1.4.2)

47. Packaging use markings as

required in 7.1.5 must be clearly

visible or reproduced on the

outside of the overpack

48. If more than one overpack, the

total quantity of dangerous

goods must be indicated

adjacent to the proper shipping

name (7.1.4.3)

49. Cargo Aircraft Only restrictions

(5.0.1.5(c))

General

50. State and Operator variations

complied with (2.9)

51. The emergency Response

Telephone Number as required

by USG-12

52. Advance arragements made and

confirmed (9.1.2; 9.1.3)

53. For Cargo Aircraft Only

shipments, a cargo aircraft

operates on all sectors

31. Same number and type of

packagings and overpacks

delivered as shown on DGD

Comments:

Checked by:

Place:

Date:

4

Jan

2009

Time:

05

48

1.8.7 – Job Card Pt I

An example Job Card Pt I, this can be printed after action details have been completed. This is

printed onto the Job Card envelope and has a complete template of the job card.

1.8.8 – Job Card Pt II

An example Job Card Pt II, this can be printed after admin details have been completed. This is

printed onto the existing Job Card envelope and matches up to the template printed from Job Card

Pt I.

1.8.9 – MAWB Label

An example MAWB Label, printed onto the standard label template

1.8.10 – Multi Modal Dec

An example Multi Modal Dec.

1.8.11 – Proforma Invoice 1

An example Proforma Invoice.

1.8.12 – Proforma Invoice 2

An example Proforma Invoice 2.

1.8.13 – Road Dec

An example Road Dec.

1.8.14 – Shipment Manifest

A number of shipment manifests may be in the system at one time, relating to several different

shipments. To print a manifest, select the required manifest number from the dropdown list.

Select Run Report

Once selected the manifest will be generated ready for printing.

1.8.15 – Shipment Pre-Alert

An example shipment pre-alert, used to notify agents of shipments destined for consignees in their

region. The shipment pre-alert contains all information required to meet the shipment once it arrives

in location.

1.8.16 – Shippers Dec (Word Version)

An example Shippers Dec (Word Version), this version allows a user to further modify the layout /

data prior to printing.

1.8.17 – Shippers Dec (PDF Version)

An example Shippers Dec (PDF Version), this version uses the information entered into the

shippers dec screen on item details.

1.8.18 – Shipping Labels (Word Version)

An example shipping labels (Word Version), this version allows the user to modify the layout of the

label prior to printing.

1.8.19 – Shipping Labels (PDF Version)

An example shipping labels (PDF Version), this version is a pre-formatted layout ready for printing.

1.9 – Invoice Detail

The Invoice Detail screen appears once the details required to complete the invoice for the job have

been completed. By default the invoice is created automatically based on system settings for the

client and completed job information. If extra charges are to be applied or different values are to be

set this can be done via the Extra charges option.

1.10 – Quote Detail

The Quote Detail screen will provide a breakdown of standard charges and extra charges applied to

the shipment.

Information displayed includes Freight, Document, Packaging and additional applicable charges

and tax amounts.

The applied tax rates and any applied tarriff charge are also displayed.

Select Save to apply changes

1.11 – Invoice Detail (Print)

The Invoice screen provides the ability to print a copy of the invoice or print a final invoice. By

default the invoice report screen is setup to automatically print the current job, however other jobs

can be printed if required by modifying the default settings displayed.

Date From: start date for invoicing

Date To: end date for invoicing

Note: Invoicing cannot be performed over split months.

Invoice Requirement: invoicing can be performed on date range, or simply all non invoiced for the

period.

Invoice Status: this option determines the type of invoice printed, wether it be a view only or final

invoice.

Invoice Action: determines the layout required for the invoice, this can be letterhead, stationary or

complete.

Invoice Format: set wether invoices will be in PDF format or HTML format

Invoice To: allows limiting of invoices to a specific shipper / invoice to name.

Office: the office for which invoices are to run

Items Per Page: whether a single or multiple jobs per invoice page should be displayed

Specific Job No: set by default, this allows invoicing a specific job.

Note: when specific job no is set, date ranges, office id’s etc are not required.

Shipment Type: allows invoicing just specific jobs types for a particular period

Invoiced: allows reprinting of existing invoices or not invoiced shipments.

Select required options and select Run Report

An example of a finished invoice including letterhead

1.12 – Cost of Sale

The cost of sale screen is used to add / remove supplier charges from a shipment Where supplier

charges are known, these can be entered under client details > agent charges or administration >

airline details > airline charges.

Charge Type: type of charge or what charge relates to.

Supplier Name: name of supplier (information obtained from client list > supplier flag

Charge Date: date of charge

Charge Amount: amount charged by supplier

Invoice No: Invoice no of charge if known

Charge Tax: advises if tax was applied to the charge

Select >> / << to add remove charges

1.13 – Credit Note

The credit note screen can be used to issue a credit on a specific charge within the shipment.

Current charges are shown to the left, using the change charge option, a credit for all or sum of the

value can be issued.

Charge Type: Charge to apply credit against

Charge Amount: amount to credit against charge, can be a portion or full credit.

Charge Tax: denotes wether tax has been included in the credit amount.

Select >> / << to add remove credit

1.14 – Extra Charges

The extra charges screen can be used to apply additional charges to the shipment. The charges

available are derived from administration > dropdowns > client costs. Charges automatically

assigned can also be removed within this screen.

Charge Type: Type of charge to apply against shipment

Charge Amount: amount to charge against shipment, a guide to what should be charged is

allocated against the charge type.

Charge Tax: denotes wether tax should be applied to the charge amount.

Select >> / << to add remove charges

1.15 – Invoice Status

Used to display the invoiced status of the job. If invoice status is Yes then the job will “NOT” be

available via the invoice report. If invoiced status is No then the job will be available invoice report.

If an invoice does need to be reprinted, invoice status should be set to no

Select Save to apply changes

1.16 – Notes

Notes is used to record all communications that may be relevant to the status of the shipment. Notes

can be viewed by DGI Only or DGI and the Client.

1.16.1 – Adding Notes

The add notes option can be used to add notes to the shipment at any point, once saved these notes

can be sent to both client and dgi office, depending on the note availability setting

Date: date of note

Content: detail of the note, this is a free text field so can be quite lengthy in detail.

Availability: denotes who should be able to see the note:

Select Save

1.16.2 – Viewing Notes

Select the # symbol next to the required note:

1.16.3 – Sending Notes

The Send E-Mail option will be available once the note is saved. Depending on the availability

setting, the note will either be sent to the Client and DGI or DGI Officeonly.

Select Send E-Mail

The following screen will display

Hello Ben

Please be advised of the following JOB NOTE

DGI Ref: - 173-20022-09753

Shippers Ref: - 123456

Consignee: - Danisco Belgium

Shipment in transit - cre29

Regards,

Craig Renshaw

Systems Administrator