13 - expedient-express.comexpedient-express.com/expedient/cont_mgt.pdf · 7 ontainer management...

Expedient User Manual – Container Management

Gavin Millman & Associates (Aust) Pty Ltd 281 Buckley Street Essendon VIC 3040

Phone 03 9331 3944 • Web www.expedientsoftware.com.au

Volume

13

Table of Contents

Container Management Process ....................................................................................................................................4

Import Transhipment Report (AU) ................................................................................................................................. 4 Client Reference Numbers ............................................................................................................................................. 5 Find Containers by Client Reference .............................................................................................................................. 6

Container Management Input ........................................................................................................................................... 7 Imports ........................................................................................................................................................................... 7 Exports .......................................................................................................................................................................... 14 1-Stop Interface (AU) .................................................................................................................................................... 21 PortConnect Interface (NZ) .......................................................................................................................................... 22

Import Job Registration Container Dates ......................................................................................................................... 24 View Transport Booking EDI History ............................................................................................................................. 25

Mass update of Container Dates .................................................................................................................................. 26

Mass update of Import Container Dates ......................................................................................................................... 26 Update Dehire Dates .................................................................................................................................................... 26 Load Dehire Dates File .................................................................................................................................................. 28

Mass update of Export Container Dates .......................................................................................................................... 29 Update Required Empty Dates ..................................................................................................................................... 29

Load Required Empty Delivery Dates File ................................................................................................................. 31 Update Required Full Pick Up Dates ............................................................................................................................. 31

Load Required Full Pick up Dates File ........................................................................................................................ 33 Update Container Packed Dates ................................................................................................................................... 34

Load Container packed File ....................................................................................................................................... 36

Import Rail Tagging ......................................................................................................................................................... 36

Import Container Management Reporting ...................................................................................................................... 36 All Information.............................................................................................................................................................. 38 Container Availability and Missing Available Dates ...................................................................................................... 38 Containers with no Time Slot Booking Request ........................................................................................................... 38 Time Slot Booking Request sent but no Booking Received .......................................................................................... 38 No Time Slot ................................................................................................................................................................. 38 Pick Up Schedule .......................................................................................................................................................... 38 Delivery Diary Report ................................................................................................................................................... 38 Job Status, Client Ref Order .......................................................................................................................................... 38 Client Summary Report ................................................................................................................................................ 38 Client Summary – Not Dehired ..................................................................................................................................... 38 Client Detention Report ............................................................................................................................................... 38 Empty Pickup Report .................................................................................................................................................... 38 Containers Not Dehired 7 days after Vessel Arrival ..................................................................................................... 38 Update Report .............................................................................................................................................................. 38 Forwarding Differ Report ............................................................................................................................................. 38 Lloyds Voyage Difference ............................................................................................................................................. 38

Automatic Email Report Setup ......................................................................................................................................... 39 User Configured Automatic Reports ............................................................................................................................ 39

Email Search ................................................................................................................................................................. 41

Detention Set Up .............................................................................................................................................................. 42

Transhipment Report (AU) ............................................................................................................................................... 43

Transport Booking EDI ..................................................................................................................................................... 44 User Checklist for setting up Transport Booking EDI .................................................................................................... 44 Transport Provider Codes Mapping.............................................................................................................................. 46

Job Category Codes ................................................................................................................................................... 46 Transport Types ......................................................................................................................................................... 47

Sending EDI to Transport Providers .............................................................................................................................. 47 EDI Event Updates from Transport Providers to Expedient ......................................................................................... 48

Booking Acknowledged ............................................................................................................................................. 48 Time Slot Booked ...................................................................................................................................................... 48 Booking Confirmation ............................................................................................................................................... 48 Container Required Delivery DATE/TIME .................................................................................................................. 48 Container Delivered to Consignee............................................................................................................................. 48 Out of Empty Park ..................................................................................................................................................... 49 Delivered Empty to Customer ................................................................................................................................... 49 Pick up Full from Customer ....................................................................................................................................... 49 In yard ....................................................................................................................................................................... 49 Out yard..................................................................................................................................................................... 49 Delivered Full to Terminal ......................................................................................................................................... 49 Empty Container ready for Pick up............................................................................................................................ 50 Empty Container Picked up ....................................................................................................................................... 50 Container Dehired ..................................................................................................................................................... 50

Viewing Message History and EDI Messages................................................................................................................ 50 Transport Booking EDI Exception Reports – Import Containers................................................................................... 51

Appendix A ....................................................................................................................................................................... 52 Transport Booking EDI Setup ........................................................................................................................................ 52

3

CONTAINER MANAGEMENT INTRODUCTION

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.

E

4

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.

5

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.

6

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.

7

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 Transport Booking EDI, 1-Stop and Rail Tagging Modules:

Field Name Description Validation Default

Header

Container No This is the container reference number Mandatory From Job Registration

Seal Number This is the seal on the container Mandatory From Job Registration

Transport Type This is the type of transport used Mandatory From Job Registration

Cont Size This is the container size Mandatory From Job Registration

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Cont Class This is the container class for the job Mandatory From Job Registration

Active? 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 (Registration Date)

Mandatory Job Registration

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 No This is the job number Mandatory From Job Registration

Customer Ref This is the customer reference of the Container. The customer ref field from the Job Registration will be populated into this field on initial add. Any updates to the Customer Ref field on the Job Registration screen will NOT override this field.

Optional From Job Registration

Client Code This is the client code. Use to search for the Client

Mandatory From Job Registration

Forwarder This is the code and name of the forwarder Mandatory From Job Registration

Shipping Co This is the code and name of the shipping company Mandatory From Job Registration

Transport Provider

This is the transport company Mandatory From Job Registration

Job Category This field is visible when the Transport Booking EDI module is active. This field displays the container move instruction sent to the Transport Provider


Last Transport Provider Update

This field is visible when the Transport Booking EDI module is active. This field indicates the date and time the data was last updated by the Transport Provider.

Mandatory From Transport Provider

Vessel Code This is the vessel code, followed by the vessel name Mandatory From Job Registration

Lloyds Number This is the vessel’s Lloyds number Mandatory From Job Registration

Can be verified by 1-

Stop

9


Voyage ID This is the voyage ID for the vessel Mandatory From Job Registration


Stop

ETA This is the estimate time of arrival for the vessel Mandatory From Job Registration

Can be verified by 1-Stop (AU) or PortConnect

(NZ)

Discharge Port This is the port for the vessel Mandatory From Job Registration


Stop

Deliver To This the code and full address details for the name for the delivery destination


Signatory This is the name of the contact confirming delivery. This may be supplied by Transport Booking EDI or by the Update Delivery Date option in the Customs Module

Conditional on Transport Booking EDI module

From Transport

Booking EDI update or from Job

Registration update

Dehire Depot This is the depot the empty container was returned to Optional Blank

Spare Fields These fields can be used to store additional references for the container

Optional Blank

Rail Tagging This section is displayed if the 1-Stop Rail Tagging module is on. This displays the current Rail Tagging status for the container


On Board This indicates whether the container is on board the vessel. This field displays where 1-Stop module is on

Optional 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


1-Stop

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Date of Time Slot Request

This is the date and time of the most recent timeslot request. If the Transport Booking EDI module is active this will be the Date/Time of the most recent EDI Time Slot request


From Timeslot Request

Notification 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 Registration,

Container Details

screen, can be supplied

by 1-Stop/Port Connect

Documents to Transport

This is the date provided for the ‘Docs to Transport’ event. The event is created using the ‘Create Docs to Transport Event’ in the Import Job Registration screen, Options menu.

N/A From Job Registration

EDO Received by Transport

This is the date the documents are acknowledged received by the Transport Provider

Optional From Transport

Booking EDI or blank

AQIS Start (AU) This is the date AQIS started the hold Optional Blank

AQIS End (AU) This is the date AQIS ended the hold Optional Blank

Fumo Clear This is the date advised clear of fumigation process Optional 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

Optional Can be supplied by 1-Stop/Port

Connect

Storage Start This is the date the storage starts Optional Can be supplied by 1-Stop/Port

Connect

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In Yard This is the date the container entered the Transport Provider Yard

Optional Blank

Actual Time Slot Date & Time

These of the details of the actual time slot. If the Transport Booking EDI module is active this will be the Actual Date/Time of the Time Slot as advised by the Transport Provider by EDI


From Transport


Customer Required Date

This is the date and time the containers are required by the customer

Mandatory From Job Registration,

Container Details screen

Delivery Date This the date the container is delivered. . If the Transport Booking EDI module is active this will be the full Container delivery date and time as advised by the Transport Provider by EDI.


From Job Registration,

Container Details screen,

Transport Booking EDI update or Various

Details tab in Import Job

Registration

M/T Ready Date and Time

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.

Optional Blank

M/T Pick Up These are the details of the empty container pick up. If the Transport Booking EDI module is active this will be the empty Container pick up date and time as advised by the Transport Provider by EDI


Blank or Transport

Booking EDI update

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Actual Dehire This is the actual date of return and dehire. If the Transport Booking EDI module is active this will be the empty Container pick up date and time as advised by the Transport Provider by EDI. This can also be supplied by 1-Stop.

Optional Can be supplied by 1-Stop or Transport

Booking EDI update

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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

Calculate the

number of Free

days for an import

container

Does the Client

have demurrage

terms with the

Forwarder?

Does the Client have

demurrage terms for the

Origin Country, or do the

terms apply to all

origins?

Yes

No

No

Calculate the

number of Free

days using the

demurrage default

for the system

Country

Are demurrage

terms on file for the

Shipping Line?

Calculate the

number of Free

days based on the

Shipping Line

terms

No

Calculate the

number of Free

days based on the

Client’s agreed

terms with the

Forwarder

Yes

Yes

Are demurrage


container type?

Yes

No

Does the Forwarder

have demurrage terms

with the Shipping

Line?

No

Does the Forwarder have


container type?



Origin Country, or do the

terms apply to all origins?

Yes

Yes

No

No



container type?

Yes

No

Calculate the

number of Free

days based on the

Forwarders terms

Yes

Does the Forwarder

have special terms for

the Shipping Line?

Yes

No

Does the Client

have demurrage

terms with the

Shipping Line

No

Do the terms match

the Origin Country,

or do the terms

apply to all origins?

Yes

Do the terms match

the container type?

Yes

No

Calculate the

number of Free

days based on the

Client’s agreed

terms with the

Shipping Line

Yes

No

Do the terms match the

Vessel Arrival Date or is

the Term Date blank?

Yes

No




Yes

No




Yes

No




Yes

No

System Generated

Calculated with reference to the client, the forwarder, the shipping company, the container type and the selected detention start date for counting

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Detention Start Date toggle

This button allows a manual update of the detention start date to be protected from any new date calculation by Expedient. This is defaulted Off (red) to indicate that the system is calculating and resetting the detention date as information is received from external sources about the container. If you do not want the system to update the detention start date, click the toggle to On (green). This means Expedient will not automatically change the start date. You can manually change the start date and Expedient will not override it.

N/A Off (red)

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 Transport Booking EDI and 1-Stop

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Header

Container No This is the container reference number Mandatory From Job Registration

Seal Number This is the container reference number Mandatory From Job Registration

Transport Type This is the type of transport used Mandatory From Job Registration

Size This is the container size Mandatory From Job Registration

Class This is the container class for the job Mandatory From Job Registration

ISO Type This is the ISO Container Type code N/A From Job Registration

Active? This indicates is the job is active or not. Containers are made inactive if the container is removed from the Job

Mandatory Job Registration

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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


Job No This is the job number Mandatory From Job Registration

Customer Ref This is the customer reference of the Container. The customer ref field from the Job Registration will be populated into this field on initial add. Any updates to the Customer Ref field on the Job Registration screen will NOT override this field.


Shipper This is the client code for the Shipper. Use to search for the Client


Shipping Co This is the code and name of the shipping company Mandatory From Job Registration

Transport Provider

This is the transport company Mandatory From Job Registration

Job Category This field is visible when the Transport Booking EDI module is active. This field displays the container move instruction sent to the Transport Provider


Last Transport Provider Update

This field is visible when the Transport Booking EDI module is active. This field indicates the date and time the data was last updated by the Transport Provider.

Mandatory From Transport Provider

Vessel Code This is the vessel code, followed by the vessel name Mandatory From Job Registration

Lloyds Number This is the vessel’s Lloyds number Mandatory From Job Registration


Stop

Voyage ID This is the voyage ID for the vessel Mandatory From Job Registration


Stop

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ETD This is the estimated time of departure for the vessel Mandatory From Job Registration

Can be verified by 1-Stop (AU) or PortConnect

(NZ)

Origin Port This is the port for the vessel Mandatory From Job Registration

Empty Depot This the code and full address details for Empty Depot Mandatory From Job Registration

Pack Location This the code and full address details for packing the container


Terminal This is the terminal the full container is delivered to Optional From Job Registration

Spare Fields These fields can be used to store additional references for the container

Optional Blank

Rail Tagging This section is displayed if the 1-Stop Rail Tagging module is on. This displays the current Rail Tagging status for the container


Booking Request Sent

This is the date/time the booking request was sent, either generated by Expedient or sent by EDI to the Transport Provider

Optional From Transport Booking Request

Event

Booking Accepted

This is the date/time the booking request was accepted Optional From Transport


Pick Up from Empty Depot

This is the date/time the empty container is picked up from the Empty Depot



Required Empty Delivery

This is the date and time the container is required empty by the packer


Empty Delivered This is the date and time the container is delivered to the packing location



18


Container Packed

This is the date and time the container is confirmed packed

Optional Blank

Required Full Pick Up

This is the date and time the container is required to be picked up full from the packing location


Full Pick Up This is the date and time the container is picked up full from the packing location



In Yard This is the date and time the container entered the Transport Provider Yard



Out Yard This is the date and time the container left the Transport Provider Yard



Receivals Start This is the date and time the terminal starts accepting containers for loading on the export voyage

Optional From Vessel Masterfile

Full Delivery to Terminal

This is the date and time the full container is delivered to the Terminal



Cut Off This is the date and time the terminal stops accepting containers for loading on the export voyage

Optional From Vessel Masterfile

Gate In This is the date and time of Gate In to the Terminal. Optional Can be supplied by 1-Stop/Port

Connect

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


1-Stop/

PortConnect

ETD This is the estimated date and time the voyage departs the origin port

N/A From Job Registration

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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

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

Calculate the

number of Free

days for an Export

container

Does the Client

have export

detention terms with

the Forwarder?

Yes

No

Calculate the

number of Free

days using the

Export Detention

default for the

system Country

Are Export Detention


Shipping Line?

Calculate the

number of Free

days based on the

Shipping Line

terms

No

Calculate the

number of Free

days based on the

Client’s agreed

terms with the

Forwarder

Yes

Yes

Are Detention


container type?

Yes

No

Does the Forwarder

have export detention

terms with the Shipping

Line?

No



container type?

Yes

No


detention terms for the

container type?No

Calculate the

number of Free

days based on the

Forwarders terms

Yes

Does the Forwarder

have special export

terms for the Shipping

Line?

Yes

No

Does the Client

have export

detention terms

with the Shipping

Line

No

Yes

Do the terms match

the container type?No

Calculate the

number of Free

days based on the

Client’s agreed

terms with the

Shipping Line

Yes


Pick Up from MT Depot

or is the Term Date

blank?

Yes

No



Date or is the Term Date

blank?

Yes

No




blank?

Yes

No


Pick up from MT Depot


blank?

Yes

No

System Generated

Calculated with reference to the client, the forwarder, the shipping company, and the container type

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Detention Start Date toggle

This button allows a manual update of the detention start date to be protected from any new date calculation by Expedient. This is defaulted Off (red) to indicate that the system is calculating and resetting the detention date as information is received from external sources about the container. If you do not want the system to update the detention start date, click the toggle to On (green). This means Expedient will not automatically change the start date. You can manually change the start date and Expedient will not override it.

N/A Off (red)

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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

• Transport 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 No

• 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

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Please Note: 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:

• 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 Exports:

• 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.

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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


• 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


• 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

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Import Job Registration 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 Registration screen as per below. Double Clicking on a Container record on the Job Registration Screen will open up the Container Record in the Container Management Screen

25

View Transport Booking EDI History This option is available where the Transport 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 Transport Provider and received from the Transport 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.

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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.


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

27


Client This is the client registered for the job Mandatory From Job Registration

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

Optional 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 “No” In the Posted column. Once successfully completing the process updates the Dehire Date in the Job Registration screen. See below:

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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

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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.



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Doc Co This is the reference for the mass required empty delivery date update




Mandatory Blank

Client This is the shipper registered for the job Mandatory From Job Registration

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 Required Empty Delivery date/time


exists for the job

Event Date This is the date the container is required delivered empty.

Mandatory Blank or Today on tab through field

Event Time This is the time the container is required delivered empty.

Mandatory Blank


Once the user inputs the jobs and the Required Empty Delivery Date, Expedient will ask the following:


If a job record is locked Expedient will not be able to update the job. This will display a “No” In the Posted column.

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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.

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Doc Co This is the reference for the mass required empty delivery date update




Mandatory Blank


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 Required Full Pick up date/time


exists for the job

Event Date This is the date the container is required picked up full from the packing location

Mandatory Blank or Today on tab through field

Event Time This is the time the container is required picked up full from the packing location

Mandatory Blank


Once the user inputs the jobs and the Required Full Pick up Date, Expedient will ask the following:

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If a job record is locked Expedient will not be able to update the job. This will display a “No” 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.


Sample File

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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.



Doc Co This is the reference for the mass Container Packed date update



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Mandatory Blank


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


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


Once the user inputs the jobs and Packed Date, Expedient will ask the following:


If a job record is locked Expedient will not be able to update the job. This will display a “No” 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

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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.


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:

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Report Option Description

All Information Information based only on the criteria selected

Container Availability and Missing Available Dates

Lists all containers fulfilling the search criteria plus any containers that do not have available dates that also match the search criteria

Containers with no Time Slot Booking Request

Lists all containers fulfilling the search criteria where a time slot booking request has not been sent

Time Slot Booking Request sent but no Booking Received

Lists all containers fulfilling the search criteria where a time slot booking request has been sent but no Actual Time Slot has been confirmed

No 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 Transport 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 – Not Dehired

This report provides a summary overview of container movements by 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 Transport Provider has not picked up 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

Containers Not Dehired 7 days after Vessel Arrival

Dehire Date is blank and ETA is more than 7 days

Update Report Dehire Date is blank or with last 3 days

Forwarding Differ Report This report highlights any differences between Vessel details provided by users, Lloyds and 1-Stop.

Lloyds Voyage Difference Dehire Date is blank Where the 1-Stop information differs from our Job information and the ETA is later than yesterday

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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.

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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.

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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.

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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.


Shipping Line Code

This is the shipping line the detention terms are stored

against. Use to search for Shipping Lines. This code is followed by the Shipping Line Name

Mandatory Blank

Import/Export This shows the detention terms are applicable to import or export containers

Mandatory Blank

Valid from Vessel

Arrival/MT Pick up

This is the date the detention terms are valid from Optional 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 Select from the pull down menu the type of containers the free time is applied to.

Mandatory Blank

DG Indicate if the terms apply for containers with DG cargo. The DG terms will be applied where the container has a DG Class in the Containers tab on the Job

Optional Blank

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Detention Free Time Trigger

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

7 days

The detention terms saved against each Shipping Line can also be accessed and updated within their Customer Masterfile.

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:

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Transport 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. Transport bookings can be sent from within the Job Registration 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 Transport 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 Point

Action Detail

1 Check that Expedient is set up to allow EDI messages to your transport providers

Open the Import Job Registration screen, go to the Options drop down menu and check the Transport Booking EDI option is listed. If you cannot see this option please contact Expedient Software.

2 Which transport providers do you want to send EDI transport booking to?

Contact Expedient Software for the Transport 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 Transport Provider Code and Transport Provider names that you want to provide EDI transport bookings to. Add the Account information, and the Port Code you associate with each Transport Provider. Enter the same Transport Provider on multiple lines if you have the same Transport Provider code for many port codes or if you have a number of different accounts with the same Transport Provider. Use the examples in the spreadsheet for guidance.

3 How will the Transport Provider send EDI updates to you?

Contact each Transport Provider and, with their assistance, enter the following details in the Transport Booking EDI Set up spreadsheet

1. What system does the Transport Provider use?

• ContainerChain

• Another system – please provide the name. 2. How does the Transport Provider want to receive the EDI instructions?

• Email i. Note the email address

• FTP

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i. Note the IP Address ii. Note the Username

iii. Note the Password iv. Note the Directory Path

• Write File to Server i. Note 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 (ContainerChain ONLY)

Transport Providers using the ContainerChain system will have their own delivery address codes for your client’s delivery addresses. The Transport 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 Transport 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 Transport Provider Delivery Codes section.

Insert the Transport Provider Code and enter the ContainerChain delivery address code in the Transport Provider Customer Delivery Address Field. Ensure you are entering the correct ContainerChain code against the delivery address you have on the screen.

6 Update the Customer Preferred Transport Providers

Each client can be set up with a Preferred Transport 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 Transport Provider set up for Transport Booking EDI. Go to Options>Preferred Transport Providers

• Select the Transport Provider Type – Air/FCL/LCL or P.P Transport Provider

• Select whether the Transport Provider is required for Imports or Exports

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• Enter the Transport Provider code for the Transport Provider

• If you have selected an FCL Transport 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 Transport Provider.

When you register a job for this Client the preferred Transport Provider will be automatically populated. The preferred job category will be inserted where one has been chosen.

7 Set up the Automated Reports to track Import Instructions and Deliveries

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 Transport Provider and no response has been received (CAREDIEX1)

2. Report to list jobs where an instruction has been sent to a Transport 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 Transport Provider has not responded. The transport booking can then be resent to trigger a response from the Transport Provider.

Transport Provider Codes Mapping The bookings sent to the Transport 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 Transport Providers may require different codes so these are stored in the Customer Masterfile for each Transport 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 Transport Provider Codes Mapping in the Customer Masterfile for the Transport 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 Registration.

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T R A N S P O R T T Y P E S

The Transport Types are stored in the bottom half of the Transport Provider Codes Mapping tab in the Customer Masterfile for the Transport Provider. When a Transport Type is selected against each container in the Container Details tab in Import Job Registration the EDI sent to the Transport Provider will contain the Transport Code they understand in their system. Sending EDI to Transport Providers Bookings can be sent to the Transport Providers from the Job Registration screens. Use the “Transport Booking EDI” option from the Messaging menu. Expedient will check all the mandatory information has been provided according to the Transport Providers requirements. If any information is missing a message will clearly list which fields need to be entered. When all the mandatory information is present Expedient will send the EDI to the Transport Providers. Please Note: The EDI may not be sent immediately. A background process sends EDI messages to the Transport Providers at specified times set by your Super User. When a transport booking is sent by EDI the “Sent?” tickbox is ticked in the Transport tab in Job Registration, Container Details tab against the Container. Updates to transport bookings may be sent to the Transport Provider but please check with the Transport Provider if they require written or telephoned instructions to update the booking Updates to transport bookings may be sent to the Transport Provider until they assign a driver to the delivery. At this point any updates to the Transport Provider may receive an error message. The error message will be displayed in Job Registration, Container Details tab against the Container.

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EDI Event Updates from Transport Providers to Expedient B O O K I N G A C K N O W L E D G E D

This Event is received for FCL bookings.

Imports: On receipt of this update the following will occur:

• The “Accepted?” flag will be ticked in the Container Details tab in the Job Registration screen for the relevant container

• An EDI Order Acknowledgment event is created against the container. Exports: On receipt of this update the following will occur:

• The “Accepted” flag will be ticked in the Transport tab in the Job Registration screen for the relevant container. The Sent flag will be ticked automatically it if is not already ticked.

• An EDI Order Acknowledgment event, EOA is created against the container. T I M E S L O T B O O K E D


On receipt of this update the following will occur:


• The Actual Time Slot Date & Time will be updated in the Import Container Management screen against the container

• A Time Slot Booked event is created against the container.

B O O K I N G C O N F I R M A T I O N

This Event is received for LCL bookings. On receipt of this update the following will occur:


• The Pickup Booking Date & Time will be updated in the Job Registration, Delivery Details tab

• An Transport Booking EDI Confirmation event is created against the container.

C O N T A I N E R R E Q U I R E D D E L I V E R Y D A T E / T I M E



• The Required Date & Time will be updated in the Job Registration, Container Details tab against the container

• The Required Date & Time will be updated in the Import Container Management screen against the container

• The event CREQ will be created in the Import Job showing the Container number as the event reference

C O N T A I N E R D E L I V E R E D T O C O N S I G N E E



• The Delivered Date & Time will be updated in the Job Registration, Container Details tab against the container

• The Delivery Date & Time will be updated in the Import Container Management screen against the container

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• When all the FCL containers on the job have been confirmed delivered by the Transport Provider a Delivered Event will be created against the job.

O U T O F E M P T Y P A R K

This Event is received for FCL/FCX bookings.


• The Pick Up from Empty Depot Date & Time will be updated in the Export Container Management screen against the container

• The Detention Start Date will be automatically calculated from this date

• A CTPK event will be created in the Job for the Container

• When all the containers on the job have been confirmed Picked Up from the Empty Depot by the Transport Provider, a MTPK Event will be created in the job.

D E L I V E R E D E M P T Y T O C U S T O M E R



• The Empty Delivered Date & Time will be updated in the Export Container Management screen against the container

• A CMDL event will be created in the Job for the Container

• When all the containers on the job have been confirmed delivered empty to the Customer by the Transport Provider, a MTDL event will be created in the job.

P I C K U P F U L L F R O M C U S T O M E R



• The Full Pick up Date & Time will be updated in the Export Container Management screen against the container

• A CFPK event will be created in the Job for the Container

• When all the containers on the job have been confirmed picked up full from the Customer by the Transport Provider, a JFPK event will be created in the job.

I N Y A R D



• The In Yard Date & Time will be updated in the Export Container Management screen against the container

• A IYAR event will be created in the Job for the Container

O U T Y A R D



• The Out Yard Date & Time will be updated in the Export Container Management screen against the container

• A OYAR event will be created in the Job for the Container

D E L I V E R E D F U L L T O T E R M I N A L



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• The Full Delivery to Terminal Date & Time will be updated in the Export Container Management screen against the container

• A CDLT event will be created in the Job for the Container

• When all the containers on the job have been confirmed delivered full to terminal by the Transport Provider, a DELT event will be created in the job.

E M P T Y C O N T A I N E R R E A D Y F O R P I C K U P



• The M/T Ready Date & Time will be updated in the Import Container Management screen against the container

• The event MTRP will be created in the Import Job showing the Container number as the event reference

E M P T Y C O N T A I N E R P I C K E D U P



• The M/T Pick up Date & Time will be updated in the Import Container Management screen against the container

• The event MTCN will be created in the Import Job showing the Container number as the event reference

C O N T A I N E R D E H I R E D



• The Dehire Date & Time will be updated in the Job Registration, Container Details tab against the container

• The Actual Dehire Date will be updated in the Import Container Management screen against the container

• When all the FCL containers on the job have been confirmed dehired a Dehire event will be created against the job.

Viewing Message History and EDI Messages The progress of messages and the history of the responses from the Transport Providers can be viewed using the “Transport Booking EDI History” option from the Options menu in the Import Container Management screen, or from the EDI History in the Messaging menu of the Import Job Registration screen.

This screen displays all the Transport Booking EDI messages corresponding to the container, or containers on the Job with the most recent message at the top. Any error message received from the Transport Provider will be displayed in this screen.

If you are concerned that you have not received a response from the Transport Provider check this screen for any errors which may delay the process.

To view the original EDI messages double click on the message row to open the message in a new window.

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Transport Booking EDI Exception Reports – Import Containers Expedient provides three exception reports to warn you when transport instructions and deliveries are not going smoothly.

The reports are:

• Report to list jobs where an instruction has been sent to a Transport Provider and no response has been received – No Response from Transport Provider (CAREDIEX1)

• Report to list jobs where an instruction has been sent to a Transport Provider but no booking confirmation has been received – No Booking Confirmation from Transport Provider (CAREDIEX2)

• Report to list jobs where a delivery was due to take place but no Proof of Delivery has been received – Missing POD from Transport Provider (CAREDIEX3)

Please refer to the Autoreport User Manual for guidance in setting up these reports.

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Appendix A Transport Booking EDI Setup