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DHL IMPORT EXPRESS ONLINE USER GUIDE

http://bookuk.dhl.com

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cONTENTS

cONTENTS 04 Importers 04 Getting Started 08 Prepare Shipment Instructions 11 Manage Authorisations 12 Shipment History and Tracking 13 Useful Features for Importers

15 Shippers 15 Getting Started 16 Shipment Requests 19 Reverse Shipments 20 Schedule Pickup 21 Request/Review Authorisations 22 Useful Features for Shippers

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Benefits:

• Prepareandmanageimportshipmentsonlineinjust a few clicks

• Optimisecommunicationsbetweenimporter,shipper and receiver with automated emailnotifications

• KeepyourImportExpressaccountnumbercompletely confidential at all times

• Setupstandingauthorisationsforregularshipments

• Viewshipmentdocumentationonlineassoonasitis prepared by the shipper

• Checkthedeliverystatusofshipmentsatanytimeduring the import process

• Available24hoursaday,7daysaweek

• NEW!AccessviaMyDHLforImporters

WELCOMEtOtHEDHL IMPORTEXPRESS ONLINE USER GUIDEDHL Import Express Online is designed to coordinate effective communications betweenImportersandShippers,withalltheconvenienceofaccessviatheinternet. It gives Importers full control of their imports while enabling Shippers to prepare and manage shipments in accordance with the instructions provided.

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Go to MyDHL at www.dhl.com/mydhl and select ‘New User? Register Now’.

IMPORTERS: GETTING STARTED

MyDHL Registration and Login Page

ImportersaccessDHLImportExpressOnlineviaMyDHL. MyDHL provides quick and easy access to our full suite of onlineshippingandtrackingtools,pluse-Billing,withjustonesinglelogin.HaveyourDHLImportExpressnumberto hand and follow these simple steps to register.

You will need your DHL import account number (beginning 95 or 96) to register on MyDHLandaccessDHLImportExpressOnline.

SelectIreland from the country list and click 'Next'

Register for MyDHL

Remember to bookmark www.dhl.com/mydhl for speedieraccessinfuture!

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complete the MyDHL registration form.

• Enteryourcompanyinformation.

• EnteryourpersonalinformationandselectaUser ID and password for MyDHL.

• Select‘IhaveoneormoreDHLaccountnumbers’ and enter your account number(s).

• Selecttheoption‘Iamnotcurrentlyusingany DHL tools. Please select tools for me.’

Register for MyDHL

This quick set up option will also automatically create access to DHL ProView–ouradvancedshipmenttracking and monitoring tool.

IfyouenteredaDHLexportaccountnumber(beginning309),accessto DHL Online Shipping will also be created.

GETTING STARTED

• ReviewandacceptDHL’stermsandconditions of carriage.

• ReviewandacceptDHL’sPrivacyandcookies Policy.

• Completethesecuritycheckand,whenfinished,click‘Next’.

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Register for MyDHL

GETTING STARTED

Review the tools you will have access to once you have completed registration and activated yourMyDHLlogin.Click‘Next’.

D

Registration is now complete and you will receive an email to activate your login.

E

Registration Complete - Activation Pending

click the activation link in the email and then log into MyDHL.

F

MyDHL Activation Email

IfDHLImportExpressOnlineisnotshowninthelistasavailable,gobacktothe previous page and check that your ImportExpressaccountnumberiscorrect.

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G AfterloggingintoMyDHL,click‘ManageMyImports’ from the Import menu on the top navigation or the MyDHL Status page.

DHLImportExpressOnlineopensinanewbrowser window.

GETTING STARTED

Navigating to DHL Import Express Online

Adding Existing Tool Logins to MyDHL

Already using DHL Import Express Online?

ExistingusersofDHLImportExpressOnline,oranyofourotheronlinetools,canregisteronMyDHLandentertheirexistinglogindetails.

• Asyoucompleteyourregistrationdetails,select‘Ihave one or more DHL account numbers’ and enteryour account number(s).

• Selecttheoption‘IalreadyuseDHLtools.’

• Selectthetoolsyouuseandenteryourexistinglogin details.

• Onceyouhavecompletedregistration,simplyloginto MyDHL to access your online tools.

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PREPARE SHIPMENT INSTRUcTIONS

Manage Shipments

Address Details

Shipper Address Options

From the Manage Shipmentstab,Importerscanprepare and forward shipment instructions to their Shippers

OR

CompleteshipmentsonbehalfoftheirShippers,so that the Shipper only has to print the shipment paperwork and arrange a pickup.

Importers can authorise Shippers with either a single shipmentinstruction,whichallowsShipperstoshiponce to the Receiver using the Importer’s Import Expressaccount;orImporterscancreateastanding authorisation to allow Shippers to ship any time to the ReceiverusingtheImporter’sImportExpressaccount.

toquicklyprepareshipmentinstructions,youcan select recently used Shipper and Receiver addressesfromtheShipFrom/todrop-downlists.

OR

If your Shipper or Receiver has not been used recently,clickthe‘OpenAddressBook’linkstoselect the address

OR

click the ‘create New Shipper/Receiver’ links to add new address information.

WhenaddinganewShipperaddress,you can select the Shipper’s language from thecorrespondingdrop-downmenuandauthorise the Shipper to update their pickup address.IftheboxauthorisingtheShippertomodifypickupinformationisnotticked,theShipper will not be able to amend the pickup address.

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PREPARE SHIPMENT INSTRUcTIONS

Shipment Details

Shipment Details (prepare shipment on Shipper’s behalf)

The ‘Shipment Details’ page allows Importers to:

• EnteramessagetotheShipper,suchasitemstobeordered,ordernumbers,andhandlinginstructions.

• Optionally,attachafile,whichcouldbeapurchase order or any related document.themaximumfilesizeis4MB.

• Choosetobilltransportchargesandduties/taxestoseparateaccounts,ifneeded.Usethedrop-downmenutochoosetheappropriateImportExpressaccounttobebilled.

• Indicatewhetheryou(ortheReceiver,ifdifferent) would like to be sent an emailnotification when the shipment has beenprocessed.

• Setuppreferencesforreceivingfollow-upemails if the shipper has not acted on ashipment instruction after a certain periodof time.

Inadditiontothedetailsabove,theImporterhasthe option to complete the shipment details on the behalf of the Shipper:

• Selectapackagingtype,enterpiecesandweight as well as a description of thecontents.

• ForshipmentsoutsidetheEU,selectthedutiablestatus(‘Non-Document’fordutiableand‘Document’fornon-dutiable),anddecidewhether to create a customs invoice online.

• then-onthenextpage-chooseyourpreferredexpressservicefromtheoptionsavailable.

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Review Shipment DetailsD Importers are able to review all of the entered

information before the instruction is sent to the Shipper.

choose to authorise a Shipper to either process one single instruction or create a standing authorisation for the Shipper to use your Import Expressaccountnumberforregularshipments.

tomakechanges,clickthe‘Back’buttonatthe bottom of the page. click the ‘Forward Instructions’ button to send the shipment instructions via email to the designated Shipper.

A standing authorisation enables a Shipper to send shipments to the same ReceiverusinganImportExpressaccountnumber on a regular basis. The Shipper does not have to wait for individual shipping instructions from the Importer.

Ifyougrantastandingauthorisationhere,itwill be recorded in the Manage Authorisations tab(seenextpagefordetails).

The service options available are based on the shipment details entered by the Importer.

Ifthesedetailschange,theserviceoptionsavailable at the time of shipping may be different.

If the service selected is not available at the timeofshipping,indicateyourpreference for the fastest or cheapest option instead.

The estimated delivery date is based on the shipment being processed immediately. The delivery date may change depending on when the shipment is actually processed.

PREPARE SHIPMENT INSTRUcTIONS

Service Options (prepare shipment on Shipper’s behalf)

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MANAGE AUTHORISATIONS

Use the Manage Authorisations tab to create or revoke standing authorisations for your regular Shippers.

To create a new standing authorisation:

• EnterShipper(From)andReceiver(to)detailsbyselectingfromtherespectivedrop-downmenusforrecently used contacts or use the ‘Open AddressBook’linkstofindothercontactsalreadysavedinyourAddressBook.Alternatively,clickthe‘CreateNew Shipper/Receiver’ links to enter new addressdetails.

• SelecttheImportExpressaccountnumbertobebilled.

• Click‘Next’toreviewtheaddressdetailsandcheck the account details. You can choose tobilldutiesandtaxestoadifferentDHLaccountnumber,ifrequired.

• Click‘GrantStandingAuthorisation’atthebottomof the page to send an email to the Shipper.

A link is provided for the Shipper to directly access DHLImportExpressOnline.

To revoke a standing authorisation:

• SelecttheauthorisationfromtheStandingAuthorisationslistandclick‘View’.

• Ensurethisisthecorrectauthorisationandthenclick ‘Revoke Standing Authorisation’.

• theShipperwillreceiveanemailadvisingthattheauthorisation has been revoked.

The email that the Shipper receives when a standing authorisation is granted will include the Importer’s email address and adirectlinktoaccessDHLImportExpressOnline,aswellasthepasswordtobeused.

Manage Authorisations

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SHIPMENT HISTORY AND tRACKING

Use the History/Tracktabtoview,manageandtrackyour shipments.

Shipment records are stored for 99 days and can be searched and sorted in a number of ways.

• Searchyourshipmentsbyenteringkeywordsintothe ‘Find’ field. Narrow the search by selecting afilter,suchasShipperorReceiverCompanyName,fromthe‘Containedincolumn’drop-downlist.Youcan also refine your search by changing the numberof previous shipping days to be included.

• Shipmentscanbesortedbyclickingonanyoftheredcolumnheaders–clickoncetoarrangethe information in ascending order and twice fordescending order.

completed shipments can be tracked using the ‘Track’ link in the ‘Status’ column.

Youcanalsoauthorise/update,cancelorpreparenewshipment instructions from Shipment History.

View History and Track Shipments

FromShipmentHistory,aswellastheManageShipmentstab,usethe‘Copy’function to save time when sending a similar shipment again. The details of a copied shipmentcanbeedited,asrequired.

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USEFUL FEATURES FOR IMPORTERS

In My Profile,youcanchangeanyoftheinformationyouenteredduringregistration,suchasaddressdetails or default shipment settings.

My Profile

Questions about how to use a particular page or feature can be answered by clicking the ‘Help’ link in the navigation bar or one of the ‘Help’ links found near the form fields.

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USEFUL FEATURES FOR IMPORTERS

The Address Book stores both shipper and receiver details,allowingyoutoprepareshipmentswithoutrepeatedly entering the same contact information.

Address Book

You can search your addresses using the ‘Find’ option. Narrow your search by selecting a filter such as contact or company Name from the ‘contained in column’drop-downlist.

You can also sort your addresses by clicking on any of the red column headers.

There is no limit on the number of addresses that can be stored in DHL ImportExpressOnline.

WhenimportinganaddressbookintoDHLImportExpressOnline,themaximumCSVfilesizethatcanbeuploadedatonetimeis400KB.

Address Import/Export

Addressescanbeimported/exportedincommadelimited(CSV)formatusingtherespectivebuttonsatthe bottom of the page.

• Selectwhetheryouwanttoimport/exportShipper or Receiver addresses

• Indicatewhetherthefiletobeimported/exportedhasheaders,attachthefile,andclick‘StartImporting/Exporting’.

• MatchtheDHLImportExpressOnlinefieldnameswiththoseoftheCSVfiletobeimported/exported.

• Clickthe‘Import/Export’button.

• Youwillreceiveaconfirmationemailwhentheprocess is complete.

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Landing Page (access via email notification link)

Landing Page (access via direct link)

SHIPPERS: GETTING STARTED

ShippersaccessDHLImportExpressOnlinetocompleteshipmentrequestsfromImporters.theshipperpreparestheshipment,printsthepaperworkandschedulesacourierpickup.

Shippers can be requested to send a single shipment for an Importer or to ship on a regular basis to the same Receiver by means of a standing authorisation.

Shippers who have already registered and are accessingDHLImportExpressOnlinedirectlywillseealanding page divided into two sections:

• Prepare New Shipments (known as reverseshipments): for Shippers to prepare a shipmentrequesttoaDHLaccountholder;shipmentcharges will be billed to the DHL account holderafter the account holder has authorised therequest.

• Manage Shipments: shows shipmentinstructions from Importers.

WhenloggingintoDHLImportExpressOnline for the first time using the link and temporary password provided in theemailnotification,theShipperwillneedtoselectanewpassword,whichwill be valid for all future shipments.

ShippersaccessDHLImportExpressOnlineinone of the following ways:

• Usingthelinkprovidedintheemailnotification sent by the Importer

OR

• Byaccessingthesitedirectlyathttps://importexpressonline.dhl.com

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SHIPMENT REQUESTS

WhentheemailnotificationlinkisusedtoaccessDHLImportExpressOnline,theShipperwillseea summary of the Importer’s shipment instruction.

click the ‘Accept’ button to accept the Importer’s shipment request as it is written.

OR

If you would like to accept the shipment request butchangetheshipperdetails,click‘ModifyPickup Address and Accept’.

OR

Reject the shipment by entering a reason and clicking ‘Reject’.

Shipment Details

Oncearequesthasbeenaccepted,enteradditional information such as the packaging type,pieces,weight,descriptionofcontentsand,ifdutiable,thedeclaredvalue.

If the Importer completed the shipment details ontheShipper’sbehalf,theShipperwilljustneedtoverifyandupdate,ifnecessary.

D Indicate whether a pickup request is requiredand complete the pickup details. Information for the courier can be entered into the ‘Special Instructions’ field.

Shipment Summary

The ‘Modify Pickup Address’ button will only be available to the Shipper if the Importer authorised the Shipper to update this information (see page 8).

To check whether the shipment is dutiable(Non-Document)ornon-dutiable(Document),clickthe‘Helpmedecide’ link.

IftheshipmentisNon-Document,aCustomsinvoice is required. You can create this using DHL ImportExpressOnlinebytickingthebox.

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SHIPMENT REQUESTS

Customs Information

Service Options

IfyouselectedtocreateaCustomsinvoice,thecustoms Information page will be displayed.

Selecttheinvoicetypefromthedrop-downmenuand enter the required information.

E

OntheServiceOptionspage,selecttheexpressserviceyouwishtouse,takingnoteofthelatestbooking and pickup times for the pickup address.

If the Importer has already selected the service to beused,checkitsavailabilityandproceedtothe‘confirm Shipment’ page.

F

Once you have completed the invoice information,youcanaddthisinvoicetoyourinvoicetemplatesbyclickingtheboxatthe bottom of the page and entering a name forthenewinvoicetemplate.thistime-savingfeature is useful if you ship the same items regularly.

A Proforma Invoice should used if you aresendinganon-commercialshipmentfornon-businesspurposes,suchasasample,faultyitemorpersonalgift.

A commercial Invoice should be used for all commercial shipments with a commercial value.

Further information on completing the invoicecanbefoundintheon-screen Help menu.

Enter your commodity information and click ‘Add’.Ifyouaresendingmultiplecommodities,provide details of each item separately.

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SHIPMENT REQUESTS

The shipment can be cancelled at any time by clicking the ‘cancel’ button.

Confirm Shipment

G Onthe‘ConfirmShipment’page,checkthatthedetails of your shipment are correct.

Ifyouneedtochangeanyinformation,youcangobacktopreviouspagesbyclicking‘Back’.

Accept the ‘Terms and conditions’ and click ‘confirm Shipment’ to process your shipment.

H Select the paperwork to be printed and thenumber of copies.

click ‘Print Preview’ to review the documents before they are printed.

click ‘Print’ to print the selected paperwork.

Print Paperwork

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Shippers are able to prepare and send a shipment request to an Importer. The Importer will need to authorise the request in order for the Shipper to process it. Shipment charges will be charged to the Importer’s account.

Shipment Instructions

Review Details

A Shipper

theShipperlogsintoDHLImportExpressOnlineand clicks ‘Prepare New Shipment’.

• SelectaReceiver

• EntertheshipmentdetailsandselectanImporterfromthedrop-downlist.(Ifthereisno prior relationship between the Shipper andtheImporter,theShipperwillneedtoentertheImporter’s email address.)

• Selectanexpressservice

• Requestapproval

• AnemailissenttotheImportertoapprovetheshipment

B Importer

The Importer receives an email notification and logsintoDHLImportExpressOnline.

• Viewtheshipmentrequest.EnteramessagefortheShipperandamendthebillinginformation,if required

• Approveorrejecttheshipmentrequest

• AnemailissenttonotifytheShipper

C Shipper

The Shipper receives an email notification and logs intoDHLImportExpressOnline.

• Viewtheshipmentrequest,notinganymessagefrom the Importer.

• Printtheshipmentpaperworkandarrangeapickup.

REVERSESHIPMENTS

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ScHEDULEPICKUP

Ifyoudonothavearegularlyscheduledpickup,ordidnotrequestonewhilepreparingashipment,youcanuse the Schedule Pickup tab to book a collection.

Multiple shipments can be picked up at onetime;youdonotneedtoarrangeacollection for each shipment.

Schedule Pickup

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The Request/Review Authorisations tab provides a record of all standing authorisations granted to you by Importers.

If you need to send shipments to the same Receiver on aregularbasis,youcanrequestastandingauthorisationfrom the Importer.

To request a standing authorisation:

• EnterImporter’semailaddress

• SelectaReceiver

• ReviewtheShipperandReceiverdetails

• RequestaStandingAuthorisation

• AnemailissenttotheImporterrequestingapproval.

• Youwillreceiveanemailnotificationwhenyour request is either approved or rejected bythe Importer.

REQUESt/REVIEW AUTHORISATIONS

Request/Review Authorisations

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USEFUL FEATURES FOR SHIPPERS

My Profile

The Invoice Templates feature allows you to create and store frequently used shipment details to save time when preparing shipments.

Invoice templates can be created as you prepare a shipment(seepage17)ordirectlyfromthispage.

The Address BookstoresallyourReceiveraddresses, allowing you to prepare shipments without repeatedly entering the same contact information.

You can search your addresses using the ‘Find’ option. Narrow your search by selecting a filter such as contact or company Name from the ‘contained in column’ drop-downlist.

My Profile contains information originally entered by the Importer. Shippers can review and update this information at any time.

Customs Invoice Templates

Address Book

Questions about how to use a particular page can be answered by clicking the ‘Help’ link in the navigation bar.

Additional help can be found on the shipping pages by clicking the various ‘Help’ links located to the right side of the form fields.

Valid from: 03/2013

tECHNICALHELPDESK

For DHL Import Express Online

We’re here to help...Ifyouneedsupportwithatechnicalissue,ourtechnicalHelpdeskisavailable24hoursaday,365daysayear.

IE.Customer.Solutions@DHL.com00353 (0)1 8701555IfyouhaveageneralDHLenquiry,pleasecallCustomerServiceon1890 725 725