Produced by UTi Americas Training & Support Dept. This tutorial is designed to help guide the operator through mandatory fields of the system. Generally, mandatory fields can be identified by the bold field label. Other features that the user may find helpful in the system include the following buttons: Click this button for a list of choices to populate the field Click this button for help text about what is required in a field Click this button to look-up choices that have been maintained in a database A process map has been provided on the next page to help the user better understand which steps in the process must be completed before other steps can be performed. Produced by UTi Americas Training & Support Dept. Create Users Setup Vessels Setup Ports (U.S. & Foreign) Maintain Containers (May be done at the time of shipment) Maintain Containers (May be done at the time of shipment) Setup Parties (Shipper, Consignee, & Notify) Create New Voyage Add Bills of Lading Add Bills of Lading Assign Permissions Assign Permissions Submit Manifests & B/Ls Submit Manifests & B/Ls Produced by UTi Americas Training & Support Dept. Go to:Click Log In Enter you User name and Password and click OK Log In 1 2 3 Produced by UTi Americas Training & Support Dept. User Setup Produced by UTi Americas Training & Support Dept. Click Save User Setup Click User Control Click Add Create a User Name Create a password (Passwords are case- sensitive) Re-enter the password to confirm Enter usersaddress If the user will be an administrator, click the Administrator box User Setup Assigning Permissions Check any of the boxes of the functions to which you would like this user to have access. To assign permissions click on the newly created Username If you would like this user to have access to all functions click All Assign the user to be able to enter manifests for a particular Port of Load and/or Port of Discharge. If this user is to have permission to enter manifests for all ports click All Ports Click Add. Click Save. Produced by UTi Americas Training & Support Dept. Databa se Setup Produced by UTi Americas Training & Support Dept. Port Setup It is intended that all U.S. and Foreign ports be pre-loaded. Use this tutorial if you can not find your port and must add it manually. Note: It is important that you add only true seaports to this database. Click Add Decide which type port you are setting up and click either U.S. Ports or Foreign. Click Code Setup Create a code that matches the uTrac code to describe the port you are maintaining Click on the type of port you are setting up Enter the code of the port you are setting up. If you are not sure of the code, click L to do a look-up of valid port codes. If you choose and select from the list of port codes, the Port Name will automatically populate the next field. If you know the port code and enter it in this field, you will have to enter the Port Name in the next field. Enter the name of the port you are setting up Click Save 1 2 Produced by UTi Americas Training & Support Dept. Click Close Port Setup Produced by UTi Americas Training & Support Dept. Equipment Setup Click Add Enter the number of the container broken into the required sections Choose a container type by clicking on the pull down button and highlighting the correct type container Not required Not required. 1 2 Produced by UTi Americas Training & Support Dept. Equipment Setup Click Close Produced by UTi Americas Training & Support Dept. Party Profile Setup - Shipper Click Party Profiles Choose whether you want to maintain the Shipper, Consignee or Notify Party information by clicking on the pull down button and choosing the appropriate type Click Add Create a code specific to the shipper that you are setting up Enter the name and address of the shipper you are setting up Enter the city where the shipper is located Enter the ISO country code where the shipper is located. For help with a list of country codes, click the L and enter the name of the country for which you need a code. Click Save 1 2 Produced by UTi Americas Training & Support Dept. Party Profile Setup - Shipper Click Close Produced by UTi Americas Training & Support Dept. Party Profile Setup - Consignee Click Party Profiles Choose whether you want to maintain the Shipper, Consignee or Notify Party information by clicking on the pull down button and choosing the appropriate type Click Add Create a code specific to the consignee that you are setting up Enter the name and address of the consignee you are setting up Enter the city where the consignee is located Enter the ISO country code where the shipper is located. For help with a list of country codes, click the L and enter the name of the country for which you need a code. Click Save Enter the State where the consignee is located Enter the Postal code of the consignee is located 1 2 Produced by UTi Americas Training & Support Dept. Party Profile Setup - Consignee Click Close Produced by UTi Americas Training & Support Dept. Vessel / Voyage Setup Click Voyage Setup Click Create New Voyage Enter the code of the vessel if known. If not, click L to perform a look-up of codes in the vessel database Enter a voyage number Choose the mode of transport by clicking on the pull down button and highlighting the appropriate mode Enter the code for the last foreign port of loading. If the code is not known, click L to perform a search for the correct code Enter the code for the first U.S. port of discharge. If the code is not known, click L to perform a search for the correct code If there will be more than one port where your containers will discharge from this vessel enter the code for those U.S. ports of discharge along with the dates the vessel will arrive at each port. If the code is not known, click L to perform a search for the correct code. If there is only one port, you must re- enter the code of the First U.S. Port of Discharge in this section. Click Save 1 2 Produced by UTi Americas Training & Support Dept. Vessel / Voyage Setup Click Close Produced by UTi Americas Training & Support Dept. Vessel / Voyage Setup Click Add Ports of Load 1 Enter the port code as maintained in Port Setup Enter the Date and Time of departure Click Save 2 Produced by UTi Americas Training & Support Dept. Vessel / Voyage Setup Click Close Produced by UTi Americas Training & Support Dept. Manifes t Entry Produced by UTi Americas Training & Support Dept. Manifest Data Entry Click Manifest Data Entry Choose a vessel from the pull down list of vessels maintained in Vessel Setup. Click the L for a list of Vessels Choose a voyage from the pull down list of voyages maintained in the Voyage Setup Choose a Port of Load from the pull down list of ports maintained in the Port Setup Choose a Port of Discharge from the pull down list of ports maintained in the Port Setup Click Add Bill of Lading 1 2 Produced by UTi Americas Training & Support Dept. Manifest Data Entry General Information Enter your B/L nr (free text) Enter Unitainer/UTis SCAC code *Always UNPC Enter the port code for the last foreign Port of Load This is the last port before the vessel calls a U.S. port Enter the place of receipt of the cargo by the pre-carrier. Choose a Status Indicator from a pull down list of choices. This will generally be Regular Bill of Lading. However Freight remaining on Board (FROB) must be used when goods destined for a foreign port are on board a vessel that is calling a U.S. port (Even if the goods will not be unloaded at a U.S. Port.) For FROB cargo the port of discharge maintained in the vessel schedule would be the first U.S. port that this vessel is calling, even if your cargo is not unloading at that port. Enter the Master Bill Number, as per the following format: 4-Character SCAC code, plus up to 12 characters bill number, ie. MAEU Enter the Shipper Code. If you are unsure of the code click L to perform a look-up of possible codes Enter the type shipping units (Free text) Enter the total gross weight of the shipment and whether the weight is in kg or lbs. If you are loading a container or containers click the Equipment tab. If not click the Items tab Enter the Consignee Code. If you are unsure of the code click L to perform a look-up of possible codes An Amendment Code must be chosen if you make a change to a HB that has already been submitted via AMS Enter the SCAC code of the contracting carrier. This is a mandatory field. It will be used by US Customs to keep the operating carrier informed of the filing status of the Bill of Lading, and to allow you to view acceptance status Produced by UTi Americas Training & Support Dept. Equipment Details Make sure that the Equipment tab is clicked. Enter the container number. Do not include any spaces or - in the number. If the container has not been maintained in the Equipment database, you will be allowed to set one up here. Enter the seal number or numbers. Indicate whether the container is being tendered Load (full) or Empty. Optional field. Choose to add additional containers by clicking Add Equipment. Click the Items. Produced by UTi Americas Training & Support Dept. Manifest Data Entry Line Items Enter the number of pieces for this item on the b/l. This should be the number of pieces of the smallest external package. Eg if you are loading a container, this should be how many pieces are in the container. Choose a Package Type for this item on the b/l by clicking on the pull down button and choosing form the list. If you know the type you may enter it manually. Optional fields You must enter at least one line item of detailed description of goods. Additional line items may be entered by clicking on the More button. You must enter at least one line of marks and numbers. (Those marks on the outside of the packages). You may add more marks by clicking on the More button This section is for shipments of vehicles. Enter the Vehicle identification number. If more than one number click the More button If this item is hazardous, click Add. See the section on Hazardous Cargo Information for help. Click Save Bill of Lading Choose a container number that this item from the pull down list. See the section on Equipment Details for information on how to add containers to the list. Produced by UTi Americas Training & Support Dept. Click Close Manifest Data Entry General Information Produced by UTi Americas Training & Support Dept. Hazardous Cargo Information Enter the identification number assigned to the hazardous material. This number is dependent on the Qualifier chosen in the next field Choose the governing body whose code you are using to classify the hazardous material. Generally for ocean freight, this will be International Maritime Organization (IMO) Code. Enter the IMO class or division of the hazardous commodity. Enter the technical description of the hazardous material Enter the 24 hour emergency contact phone number Enter the UN Page number out of the IMDG code If Flammable, enter the Flashpoint in degrees Celsius/Centigrade Indicate if the flashpoint is negative Enter type label(s) required Enter a description of the hazard class, division, or label information (Free text) Enter the unit of measurement for the flashpoint. (Always CE Celsius/Centigrade) Click Save Bill of Lading Produced by UTi Americas Training & Support Dept. Copying Bills of Lading From any tab on the Manifest Entry screen you can perform the copy function. This can be a time-saving feature when most of the manifest information for the new bill of lading is the same as an existing bill of lading. Click Copy Bill of Lading Enter the new Bill of Lading number Choose to either create a new B/L with the same vessel information or with different vessel information If creating a new B/L with different vessel information, enter the new Vessel Code, Voyage number, and Port of Discharge Click Continue and the new B/L will be saved. You may change other information such as item detail after the new B/L has been saved 1 2 Produced by UTi Americas Training & Support Dept. Manifest Management Submitting Manifests Send a manifest or manifests from only your Port of Load to customs by Selecting a port of load and leaving the Port of Disch blank, or by selecting both. Click Submit Manifest When asked to verify that you would like to submit the manifest, click Submit Manifest. 1 2 Click Manifest Mgmt. Produced by UTi Americas Training & Support Dept. Click Close Manifest Management Submitting Manifests Produced by UTi Americas Training & Support Dept. Choose a Vessel, Voyage, Port of Load, and if necessary, Port of Disch. And click View Bills of Lading Manifest Management Reviewing Statuses View the statuses of each B/L on a manifest. The bill will be closed automatically after your bill matches the contracting carriers master bill. The status code that you will be looking for is 1Y-Match Found. If there is no matching bill number found on file, the status of the bill of lading will be AMS ACCEPTED. To action a B/L or B/Ls on the manifest, a) check the box next to that B/L or B/Ls and then b) choose the action you would like to take from the pull down list and c) click Go 2 1 Click Submit Bills of Lading a)b)c) 3 Produced by UTi Americas Training & Support Dept. Manifest Management Reviewing Statuses Frequently Asked Questions About Statuses Q: I didnt receive a 1Y message, what should I do? A: 1) Verify that you entered the correct SCAC code for the contracting carrier 2) Verify that you entered the correct MBL, and that it includes the SCAC code. The MBL must be entered exactly as the carrier enters it in AMS 3) Contact the carrier, and verify that they entered their bill of lading in AMS and that they entered UNPC as a notify party. Q: I didnt receive a 1Y message, but I received a 6H message. What should I do? A: 6H = Hold at loading port. Upon receipt of this message, contact the carrier and ask why the bill was held. Produced by UTi Americas Training & Support Dept. Click Close Manifest Management Submitting Manifests Produced by UTi Americas Training & Support Dept. Making Changes to a B/L after submissio n to AMS Produced by UTi Americas Training & Support Dept. This section covers the steps required to make ANY change to the B/L after it has been submitted to AMS (the current status = AMS Accepted). There are two different processes detailed in this section depending on the type change that you wish to make: 1. Diverting B/Ls (making changes to only the vessel details) See pages 2. Making changes other than vessel changes to the B/L Produced by UTi Americas Training & Support Dept. Process for Diverting B/Ls (making changes to only the vessel details) 1.Delete B/L from AMS 2.Divert B/L 3.Resubmit Manifest Produced by UTi Americas Training & Support Dept. Deleting from AMS Click Manifest Data Entry Choose a vessel from the pull down list of vessels maintained in Vessel Setup. Click the L for a list of Vessels Choose a voyage from the pull down list of voyages maintained in the Voyage Setup Optional: Choose a Port of Load from the pull down list of ports maintained in the Port Setup Choose a Port of Discharge from the pull down list of ports maintained in the Port Setup Click View Bills of Lading 1 2 Produced by UTi Americas Training & Support Dept. Click the box next to the B/L that you would like to change 3 4 Choose the action Delete Bill(s) from AMS from the pull-down list Click Go Confirm that you wish to delete this B/L from AMS by clicking Delete Bills of Lading 5 Click Close Deleting from AMS Produced by UTi Americas Training & Support Dept. Click Manifest Data Entry Choose a vessel from the pull down list of vessels maintained in Vessel Setup. Click the L for a list of Vessels Choose a voyage from the pull down list of voyages maintained in the Voyage Setup Optional: Choose a Port of Load from the pull down list of ports maintained in the Port Setup Choose a Port of Discharge from the pull down list of ports maintained in the Port Setup Click View Bills of Lading 1 2 Diverting B/Ls Produced by UTi Americas Training & Support Dept. Click the box next to the B/L that you would like to change 3 4 Choose the action Divert Bill(s) from the pull-down list Click Go If the vessel name has changed choose the code for the new vessel to which you want to divert the B/L. 5 Click Close Diverting B/Ls Enter the new voyage number Enter the new Port of Discharge if this has changed. Click Divert Bills of Lading Produced by UTi Americas Training & Support Dept. Re-submitting B/Ls 1 Click Manifest Data Entry Enter a B/L number and click Go Click Submit Bill to AMS 2 Click Go Click Close 3 Produced by UTi Americas Training & Support Dept. Process for making changes other than vessel changes to a B/L 1.Retrieve the B/L 2.Make changes to the B/L 3.Select an Amendment Code 4.Save the B/L 5.Re-submit B/L Produced by UTi Americas Training & Support Dept. Changes to a B/L (Other than diverting) Click Manifest Data Entry Click Edit Bill of Lading 1 2 Enter a B/L number and click Go Make any changes that you need to the B/L Choose an Amendment Code from the drop-down list Click Save Bill of Lading 3 Produced by UTi Americas Training & Support Dept. Re-submitting B/Ls 1 Click Manifest Data Entry Enter a B/L number and click Go Click Submit Bill to AMS 2 Click Go Click Close 3