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TRANSCRIPT
Dangerous Goods International
Online Booking System (Booking)
Table of Contents
Table of Contents .................................................................................................................................2
1 - Booking a Job .................................................................................................................................4
1.1 – Booking Details…...................................................................................................................4
1.1.1 – Return Booking ................................................................................................................5
1.1.2 – Selecting Shipper, Invoice To & Consignee....................................................................6
1.1.3 - Adding Shipper, Invoice To & Consignee (via selection window)..................................6
1.1.4 – Cancel Shipment ..............................................................................................................7
1.1.5 – Contact Name...................................................................................................................7
1.1.6 – Origin Selection ...............................................................................................................8
1.1.7 – Person Responsible ..........................................................................................................9
1.1.8 – Destination Selection .......................................................................................................9
1.1.9 – Booking Notification......................................................................................................10
1.1.10 – Pickup Notification ......................................................................................................10
1.2 - Items ......................................................................................................................................11
1.2.1 - Volume ...........................................................................................................................11
1.2.2 – UN No ............................................................................................................................12
1.2.3 – Package Details ..............................................................................................................12
1.2.4 – Search.............................................................................................................................13
1.2.5 - Shippers Dec Details.......................................................................................................13
1.2.6 - Job Card Pt 1...................................................................................................................14
1.2.7 – Additional Info...............................................................................................................15
1.2.8 – Editing Objects...............................................................................................................15
1.2.9 – Deleting Objects.............................................................................................................15
1.3 - Action Required.....................................................................................................................15
1.4 - Arrival Details .......................................................................................................................16
1.4.1 – Pickup Agent..................................................................................................................17
1.5 – Printable Forms .....................................................................................................................18
1.5.1 – Incomplete Form............................................................................................................18
1.6 – Flight Details.........................................................................................................................18
1.6.1 – MAWB Details ..............................................................................................................19
1.6.2 - Destination Selection ......................................................................................................20
1.6.3 – DGI Manifest No ...........................................................................................................20
1.6.4 – Pre – Alerts.....................................................................................................................20
1.6.5 – HAWB Details ...............................................................................................................21
1.6.6 – MAWB Details ..............................................................................................................21
1.6.7 – Post Flight Check ...........................................................................................................22
1.6.8 – Has shipment arrived at Destination ..............................................................................23
1.7 – Admin Details .......................................................................................................................23
1.7.1 – Notify Shipper................................................................................................................23
1.7.2 – Send Survey ...................................................................................................................23
1.8 – Printable Forms .....................................................................................................................23
1.8.1 – Airwaybill – Consol .......................................................................................................24
1.8.2 – Airwaybill – House ........................................................................................................25
1.8.3 – Airwaybill – Master .......................................................................................................25
1.8.4 – Collection Note ..............................................................................................................26
1.8.5 – Delivery Note.................................................................................................................26
1.8.6 – DG Check (Non Radioactive) ........................................................................................27
1.8.7 – Job Card Pt I...................................................................................................................29
1.8.8 – Job Card Pt II .................................................................................................................30
1.8.9 – MAWB Label.................................................................................................................30
1.8.10 – Multi Modal Dec..........................................................................................................31
1.8.11 – Proforma Invoice 1.......................................................................................................31
1.8.12 – Proforma Invoice 2.......................................................................................................32
1.8.13 – Road Dec......................................................................................................................32
1.8.14 – Shipment Manifest .......................................................................................................32
1.8.15 – Shipment Pre-Alert ......................................................................................................33
1.8.16 – Shippers Dec (Word Version)......................................................................................34
1.8.17 – Shippers Dec (PDF Version)........................................................................................34
1.8.18 – Shipping Labels (Word Version) .................................................................................35
1.8.19 – Shipping Labels (PDF Version)...................................................................................35
1.9 – Invoice Detail ........................................................................................................................35
1.10 – Quote Detail ........................................................................................................................36
1.11 – Invoice Detail (Print) ..........................................................................................................36
1.12 – Cost of Sale .........................................................................................................................38
1.13 – Credit Note..........................................................................................................................38
1.14 – Extra Charges ......................................................................................................................39
1.15 – Invoice Status......................................................................................................................39
1.16 – Notes ...................................................................................................................................39
1.16.1 – Adding Notes ...............................................................................................................40
1.16.2 – Viewing Notes..............................................................................................................40
1.16.3 – Sending Notes ..............................................................................................................41
1 - Booking a Job
The Booking screens are split into several forms that make up the booking process. The initial
form is the Booking Details form. As booking details are saved and default information is entered
Various Sub-forms will display depending on the Booking type. The information entered for each
job will vary depending on what information is actually required for each particular section. Ideally
where possible all available fields on each form should be completed, default fields will be
highlighted with a yellow background.
1.1 – Booking Details…
The Booking Details form is the first form displayed when making a booking, field highlighted in
yellow are mandatory for this phase of the booking.
Most fields within the booking screens are free format, however to allow re-use of existing
information and consolidation of information some fields are accompanied by a ? “search” icon.
This allows data to be pre-entered and used in multiple shipments.
Some fields are also accompanied by a ! “info” icon, this option can be used to identify additional
information relating to the field or data within the field.
Where emails can be sent automatically from the system to notify customers, agents or other offices
a icon is presented. Clicking on this icon will automatically send a notification to either the email
address displayed, an email address within the booking or an email address within the system
Shipment types include Import, Domestic, International, Ship Dec & Pack, European Union &
Return.
Some fields require an initial save of the shipper information before search options are available.
Once available a ? icon will appear besides search capable fields.
DGI HAWB:
Shipper: the name of the organisation / person sending the shipment. Selected by the ? icon
Invoice To: the name of the organisation / person to receive the invoice, automatically set to the
shipper unless previously setup under client details, can also be changed using the ? icon
Contact Name: name of person to be notified in regards to anything to do with the shipment
Contact Email: email address of contact person, used for all email correspondence to do with the
shipment
Contact Phone: direct phone number of contact person, can be used in leiu of automatic emails.
Shippers / DG Ref: reference number as provided by the shipper, allows for referencing DGI Job
to shippers job no
Agent HAWB: Airway Bill No provided by the shippers agent, used for referencing the DGI Job to
the agents job no.
Origin Code: 3 letter city code of location for which the shipment originates for DGI
Special Instructions: used to advise specific information relating to the shipment, ie special contact
info
Costing Code: reference number as provided by the shipper, allows for referencing DGI Job to
shippers accounting system. Displayed on all invoicing.
Consignee:
Name: name of organisation / person for whom the shipment is destined, the ? icon can be used to
select consignees that have been loaded previously into the system, this option will pre-populate all
the consignee information fields with existing information
Address: address of consignee
Address: address of consignee, can be used if extra space is required for the consignees address
Town: town consignee is located
Zip / Postcode: postcode / zip of town consignee is location if applicable
Country: country to which consignee resides, the ! icon can be used to display any relevant
shipping information relating to the country that may be loaded into the system.
Person Resp: person to which the package should be delivered or contact at the consignee to notify
of shipment information, the ? icon can be used
Phone: contact phone number of person responsible or consignee
Fax: contact fax number of person responsible or consignee
Email: email address or persons responsible or consignee, any system generated emails for the
consignee will be sent to this address.
Destination Code: 3 letter city code of location for which the shipment is destined, the ? icon can
be used to search for required destination, the ! icon can be used to display any relevant shipping
information relating to the destination that may be loaded into the system
Select Save to update details
1.1.1 – Return Booking
The Return option is used to create a return shipment of an earlier job. This job is treated within the
system as a unique shipment with a link back to an original job. Return Jobs will have a different
DGI HAWB to the original shipment with the original DGI HAWB no shown at the top of the
booking details screen.
Select the beside Return
Select the Original Job No from the drop down list.
Note: The Shipper & Consignee details will automatically populate with the details of the original
job, however being a return the details will be reversed.
1.1.2 – Selecting Shipper, Invoice To & Consignee
The selection window for each of these fields is identical as the information is stored in the same
database table. Client records are not unique to an office and the same record can be used by
multiple offices. This reduces duplication and ensures that details updated by one office are
automatically reflected by all offices.
Searching can be performed on any part of the Company / Organisation Name.
Select Search to display results
If the details for the required Company / Organisation cannot be found the Add New icon can be
used to create a new entry
1.1.3 - Adding Shipper, Invoice To & Consignee (via selection window).
When an existing client record cannot be located a new record can be created. Once created this
record is available to all Offices within the system.
Client Name: Common Name identifying business / organisation
Address: Pyshical address of the business / organisation
Address: Extra line for including additional address information
Town: Common town name for business / organisation
State: State business / organisation is location (if applicable)
Zip / Post Code: (if applicable)
Country: Common name of applicable country
Postal Address: This field can be used if postal address is different to shipment address (generally
used for invoicing purposes)
Phone: Contact phone for Business / Organisation.
Controlling Office: This field is used to identify the office that will generally service the client, if
the Client is located in a country without a DGI office then the Office controlling the country
should be used.
Select Save to update details
1.1.4 – Cancel Shipment
The Cancel shipment option can be used to finalise a shipment at it’s current point in the system.
Cancelling a shipment does not delete it from the system, but merely flags the shipment in a
complete (Read Only) state, this allows future reference of the shipment if required.
Select the beside Cancel
1.1.5 – Contact Name
Contact can either be entered in manually or selected from an existing entry. When selecting from
an existing entry using the ? icon, contacts for the shipper will be at the top of the list, contacts for
DGI will be in red below this list.
If a contact isn’t displayed in the list, this can be added by selecting the Add New option.
Choose required contact and select Done
1.1.5.1 – Adding Contact
Adding a contact to a shipper can be used if this contact will be used for future shipments. Entering
the details of the Contact here will allow these details to be readily available when required
Contact Name: plain language description of the person, usually firstname and lastname
Position: persons position within the shippers company
Phone: daytime contact phone number
Fax: daytime contact fax number.
E-mail: persons email address
Select Save to update details
1.1.6 – Origin Selection
Origin Code is selected by searching for the required location, this can be 3 letter location code, city
or country.
Select Search to return required results.
Select required option and select Done
1.1.7 – Person Responsible
The person responsible fields can be manually entered, or by selecting the ? icon, contact
information from previous shipments to this consignee can be selected.
Choose required contact and select Done
1.1.8 – Destination Selection
Destination Code is selected by searching for the required location, this can be 3 letter location
code, city or country.
Select Search to return required results.
Select required option and select Done
1.1.9 – Booking Notification
A booking notification can be sent to the consignee person responsible on receipt of the shipment.
This can be perfomed using the icon.
An example of this notification is shown
Hello Joe Bloggs
Please be advised of a shipment that has been booked into our system
destined for you.
Sender:
Sims Metal
Lot 45 Leitch Rd
Roseworthy, South Australia, Australia
Shippers Ref: - 123456
DGI Ref:
HAWB - 173-20022-09753
Dated - 22-Dec-2008
DID YOU KNOW..you can track and trace your shipment online. Just go to
www.dgiglobal.com and enter the DGI House Airway Bill (HAWB) number of
your shipment. All you need to do is enter the HAWB number as it appears
and you can access the latest information and comments relating to your
shipment. If you have any problems, please do not hesitate to contact
any of the DGI Office's listed on our web page.
Regards,
Craig Renshaw
Systems Administrator
1.1.10 – Pickup Notification
When a booking has been entered into the system, an email notification can be sent to the
controlling DGI Office to advise them of the shipment and some brief info relating to the shipment.
An example of a Pickup Notification is shown.
1.2 - Items
The Items screens are used to add the shipment objects and all shipment for the booking.
Depending on the type of shipment not all values are required. The types of items that can be
entered are Hazardous, Non – Hazardous, Packaging only and Other
NOP: No of pieces in the item
Weight: Weight in Kg’s of the item
Volume: Cubic volume of the item (calculated on IATA standards)
UN No: Unique IATA No for the item being shipped.
Class:
PG: Packing Group
Description: Detailed description of item being shipped
Packaging:
1.2.1 - Volume
Volume is used to calculate the internal measurements of an item, the IATA volume value is set for
each office under Client Details > Settings / Charges > Volume Defaults
NOP: no of items in the shipment
Length: length of 1 item
Width: width of 1 item
Height: height of 1 item
Destination: select if Domestic or International IATA Volume to be used
Volume: this will automatically calculate using (NOP x Length x Width x Height / IATA Volume
Value
1.2.2 – UN No
UN No is used to select the pre-set UN Items required for the shipment. All items loaded under
Administration > UN Details is available from this search screen
Search: can be used to enter a specific UN No or part of the shipment proper name
Select Search to retrieve required information
Aircraft Type: identifies the type of Aircraft the shipment should be carried on
UN No: IATA Number identifying the item
Proper Name: plain language shipment name
Class No:
Sub Risk: .
Selecting an Item from the Proper Name field returns all associated Packing Instructions for the
item:
Packing Group: Packing Inst: extra packing information for the item
Packing Qty: maximum allowed quantity for the item type
1.2.3 – Package Details
Package Details is used to set the type of packaging used for the item, additional items such as Q
Values, Overpack information can also be entered.
Quantity: no of items in the package
Package: type of packaging used, values are sourced from the Administration > dropdowns >
Packaging option
All Packed in One: flags the package as 1 outer package and multiple inner packages
Amount: IATA approved value to be displayed on documentation.
1.2.4 – Search
Search can be used to search for and select packaging that may have been used previously, this list
will automatically display all packaging options previously used.
Select Search to display required results
1.2.5 - Shippers Dec Details
The Shippers Dec Details icon will display the current Shippers Dec Item detail layout. This screen
can be used to modify the layout of the data on the shippers dec, modify shippers dec signatories,
add additional handling information or change the shipper displayed on the dec
Alternate Handling: used to display additional handling info on the shippers dec
Alternate Signatory: used to select an alternate user to sign the shippers dec
Shipper Overide: this field is used to change the shipper information to the current DGI Office
details.
All details are initially transferred from the shipment objects screen.
Note: where multiple pages on a dec is required, these will be presented by a page option at the
bottom left of the screen.
Select Save to continue
Select Close when complete
Select Reset to restore original display settings.
1.2.6 - Job Card Pt 1
Job Card Pt 1 is used to print a hardcopy of the current shipment, at the end of the shipment, Job
Card Pt 2 can be used to complete the remaining fields on the form. Both forms are used together to
provide a completed Job Card printout.
1.2.7 – Additional Info
The additional info screen can be used to provide additional comments on the shipment or to
provide Customs costings for the proforma invoices.
Comment: used to store additional information relating to the shipment but not directly required on
documentation
Unit Price: approximate price of the goods being shipped
Currency: currency used to determine price of the goods being shipped
Select Save to apply changes
Select Save
1.2.8 – Editing Objects
Editing of existing item entries can be performed by selecting the edit icon located next to the
item to be edited
1.2.9 – Deleting Objects
Deleting of existing items can be performed by selecting the delete icon located next to the item
to be deleted.
1.3 - Action Required
Action details can be completed once the Item information details have been entered. This
information identifies the initial requirements for when / how the items are to be received by DGI or
an authorised agent.
Pick Up Arranged: Yes / No value denoting if the pickup has been arranged with the shipper.
Date of Pickup: Date shipment is to be picked up from the shipper.
Collection Method: agreed method for pickup and delivery to DGI or authorised agent.
Goods Ready: agreed time for when the goods will be ready for pickup on shipment date.
Close Time: latest time for when an authorised person will be available to complete collection of
item
Arranged By: DGI contact should any further information be required regarding pickup.
Collection Address: physical address where goods can be collected
Packed to UN Specs: advice to driver on initial requirements for the item (ie repack, cold storage
etc)
DGD Completed: advice to driver if a DGD has been completed by shipper or if a DGD needs to
be raised.
Aircraft Type: notification of type of aircraft the shipment can be placed. Ensures correct
packaging / aircraft type combination is used.
Radioactive: advises driver if shipment is radioactive, used later when completing shippers dec.
Booked: final confirmation shipment / action details have been confirmed and validated.
Select Save to apply updates
1.4 - Arrival Details
Arrival details are completed once the job has been picked-up or delivered to the DGI office or
Authorised agent. These details provide further information regarding the shipment items and what
if any further action is required to prepare the shipment for sending. Where repacks, DGD’s, dry ice
etc are required, settings here are transferred to the booking quote.
Note: not all information is required, depending on selections mandatory fields will be highlighted
with a yellow background.
Pickup Agent: used if item is to be picked up from shipper by another organisation other than DGI.
Date Received By DGI: identifies the date actually received by DGI, this date is used for all
calculations within the website and is the base date used for all reports within the system.
Time Received: time received by DGI
Check Weighed: confirms if the weight of the item pieces matches the weight identified in the
system.
NOP: confirms if the number of pieces in the shipment matches the items picked up from the
shipper
DGD OK: used to confirm if the DGD raised by the client (if applicable) meets requirements and is
OK to be used for the remainder of the shipment.
UN Packed: identifies if the items are packed to UN Specifications.
Dry Ice: identifies if the shipment includes dry ice
DGD Raised: this option is used to idenfify if a new DGD has been raised
Repacked: identifies if the shipment has been repacked.
Packaging Type: the type of packaging used if item has been repacked
No of Packs Used: no of packaging used to perform repack
Dry Ice: identifies if Dry Ice is required for the shipment
Dry Ice Amount: the amount in kilos of dry ice used.
Shipper Informed: advises if the shipper has been informed of any change to the original shipment
(ie repack)
Security Screened: identifies if the shipment has been security screened
Checked By: identifies the DGI user checking the shipment.
Select Save to apply changes
Note: if a DGD is raised a secondary check will be required, and sub form completed.
DG Check Completed: identifies the person performing the secondary DG Check
Date: identifies the date the secondary DG Check was performed.
1.4.1 – Pickup Agent
Pickup Agent is used to identify when a shipment is picked up by other than a DGI Office. The list
of agents is obtained from the Agents dropdown on the Client Details screen. Only clients with the
Agent = Yes option set will be displayed.
Search: used to enter search criteria (ie Name, City etc)
Select Search to retrieve records
1.5 – Printable Forms
Printable forms are available after saving the action required data has been saved. Various forms are
available however not all forms will be complete until other sections within booking details are
completed. (ie Flight Details, Admin, HAWB details etc), Generally when an incomplete form is
printed a message identifying the missing information will be displayed. Further information on
each form type will be covered later in the guide.
1.5.1 – Incomplete Form
An example error message when trying to print a form missing some or all required information.
Note: the missing data will be identified in the error.
1.6 – Flight Details
Flight Details are used to record all details relating to the movement of the shipment from the origin
location to the final destination.
Note: not all information is required, mandatory fields for the delivery type will be highlighted with
a yellow background
MAWB: master airwaybill no is used to assign this shipment to a specific airway bill no, no’s can
only be selected using the ? icon. Airway bill no’s are set under Administration > Airline Details >
MAWB details
Road / Sea No: for shipments going by road / sea only a carrier reference number can be entered
here.
Manifest No: used to identify a carriers manifest number if issued.
Delivery: type of delivery being performed, once selected the mandatory options for this delivery
type are highlighted yellow
Flights: identifies all flight numbers and destinations of each flight up to 3 segments.
Airline: unique 2 letter airline flight code.
No: unique airline flight number and date (used in format xxx/dd, where xxx is flight no and dd
equals 2 digit date code)
Dest Code: destination code of flight, can only be selected with the ? icon.
Arrival Date: used to identify the scheduled arrival date at destination
Arrival Time: used to identify the scheduled arrival time at destination
Agent ID: identifies the handling agent at the destination (includes other DGI offices)
Agent Ref#: identifies the handling agent reference number.
DGI Manifest No: used to create a DGI manifest and to allocate multiple shipments to the one
shipment schedule.
Consol Shipment: specifies if this shipment is part of a larger consignment.
Select Save to apply changes.
1.6.1 – MAWB Details
To select a MAWB for the shipment the ? icon is used.
Searching for available MAWB No’s can be performed using Airline Code, Airline Name or
Airline ID.
Select Search to return required records
Choose required record and choose Done
1.6.2 - Destination Selection
Destination Code is selected by searching for the required location, this can be 3 letter location
code, city or country.
Select Search to return required results.
Select required option and select Done
1.6.3 – DGI Manifest No
A manifest number can be selected from the drop down, however if a manifest is not available for
the required shipment, a new manifest number can be created by selecting the ? icon. The manifest
number is comprised of origin code, destination code and shipment date.
1.6.4 – Pre – Alerts
Once the initial flight details have been saved, a pre-alert can now be sent using the icon.
The pre-alert email contains 2 links to a copy of the Pre-Alert document and the Shipment Airway
bill.
An example of a pre-alert email is shown
Hi
Please find attached a URL link to a Pre-Alert for a shipment bound for your office. Please click on the attached link(s) to view associated
documentation for this shipment. We will e-mail or fax through additional documentation shortly.
Shipment Pre-Alert
Shipment Airway bill
Regards
System Administrator - Dangerous Goods International
1.6.5 – HAWB Details
The HAWB Details option allows for the editing of the HAWB form prior to printing
Consignee Info: allows modification of the Consignee display.
Notify Info: used to provide additional notification information.
Handling Info: used to provide additional handling information
Pieces: no of items in the shipment.
Gross Weight: gross weight of the shipment.
KG / LB: weight identifier
Rate Class: rate class of shipment
Commodity:
Chg Weight: charged weight of shipment
Rate Chg: assigned to shipment
Total Chg: total charge of shipment
Nature of Goods: brief description of shipment
Charges As Agreed: Yes / No flag
CAN No: if applicable.
Notify Instructions: additional notification instructions.
Select Save to continue
Select Close when complete
Select Reset to restore original display settings.
1.6.6 – MAWB Details
The MAWB Details option will appear only after a HAWB has been completed. This option allows
for the editing of the MAWB form prior to printing
Consignee Info: allows modification of the Consignee display.
Notify Info: used to provide additional notification information.
Handling Info: used to provide additional handling information
Pieces: no of items in the shipment.
Gross Weight: gross weight of the shipment.
KG / LB: weight identifier
Rate Class: rate class of shipment
Commodity:
Chg Weight: charged weight of shipment
Rate Chg: assigned to shipment
Total Chg: total charge of shipment
Nature of Goods: brief description of shipment
Code: MAWB Charge Code
Amount: Charge Amount
CAN No: if applicable.
Airline Ref: Airline reference no for shipment
Use Actual Shipper: shipper override option, will use the actual shipper info on the MAWB in leiu
of the DGI office
HAWB’s: displays all HAWB’s currently allocated to this MAWB.
Select Save to continue
Select Close when complete
Select Reset to restore original display settings.
1.6.7 – Post Flight Check
The post flight check screen is used to advise that this shipment has indeed left the origin and is
heading for the destination. Post Flight Check is not notification that the shipment has arrived at it’s
destination, this requirement is covered below.
Note: once the flight has Flown as Booked, the shipment is ready for invoicing.
Date: date shipment left destination.
FAB: flown as booked, can also be used for shipped as booked
Who: advises who confirmed the shipment as flown.
Select Save to apply changes
1.6.8 – Has shipment arrived at Destination
The has shipment arrived at destination airport option is used to denote when the shipment has
physically arrived at the destination, this option does not advise that the shipment has arrived with
the consignee, the Admin screen covers this requirement.
Select Save to apply changes
1.7 – Admin Details
Admin details is used to close of the shipment as completed. Once saved the shipment will be
removed from the jobs list and marked as completed.
Date: date received by consignee
Time: time received by consignee
Received By: name of person receiving the shipment
Select Save to accept the changes
1.7.1 – Notify Shipper
The icon can be used to send an email to the shipper advising that the shipment has reached its
destination and has been received by the consignee.
1.7.2 – Send Survey
The icon can be used to send a short survey to the shipper requesting feedback on how DGI
performed with the shipment. This survey can then be used to improve service offerings provided
by DGI
1.8 – Printable Forms
As previously mentioned printable forms are available after the action required data has been saved.
Various forms are available with these being available at different points of the booking process. (ie
Flight Details, Admin, HAWB details etc), Generally when an incomplete form is printed a
message identifying the missing information will be displayed. Further information on each form
type will be covered later in the guide.
1.8.1 – Airwaybill – Consol
1.8.2 – Airwaybill – House
An example Airwaybill – House, these are printed directly onto the AWB form.
1.8.3 – Airwaybill – Master
An example Airwaybill – Master, these are printed directly onto the AWB form.
1.8.4 – Collection Note
An example Collection Note, this can be provided to the driver, agent to advise all required details
for the pickup of the shipment..
1.8.5 – Delivery Note
An example Delivery Note, this form is used to advise the drive of the location of delivery for the
shipment, provided to the consignee for signing and confirmation of the shipment items. This
information is then transferred to the Admin screen to finalise the shipment.
1.8.6 – DG Check (Non Radioactive)
An online Declaration for Dangerous Goods (DGD) Check (Non Radioactive) can be completed
and then printed from the system, this check is used to confirm the shipment items are correct.
The recommended check list appearing on the following pages is intended to verify shipments at origin.
Never acept or refuse a shipment before all items have been checked.
Is the following information correct for each entry?
Shippers's Declaration for Dangerous Goods (DGD)
1. Two copies in English and in the
IATA format (8.1.1.1, 8.2.2.1,
8.1.2.3)
2. Full name and address of
Shipper (8.1.6.1)
3. Full anme and address of
Consignee (8.1.6.2)
4. Name and Telephone Number of
a person responsible for
Division 6.2 Infectious
Substance shipment (8.1.6.2)
5. If the Air Waybill number is not
shown, enter it! (8.1.6.3)
6. The number of pages shown
(8.1.6.4)
7. If full anme of Airport of City of
Depature or Destination is not
shown, enter it! (8.1.6.6 and
8.1.6.7)
8. The non-applicable Aircraft
Type delete (8.1.6.5) and the
word "Radio-active" deleted
(8.1.6.8)
Identification
9. Proper Shipping Name and the
technical name in parentheses
for asterisked entries (8.1.6.9,
Step 1)
10. Class or division, and for Class
1, the Compatibility Group
(8.1.6.9, Step 2)
Markings
32. For UN Specification
Packaging, are they marked
according to 6.0.4.2
-- Specification Code
-- X, Y or Z, agreed with Packing
Group/Packing instruction
-- Maximum Gross Weight not
exceeded (Solids or Inner
Packagings)
-- Infectious substance package
marking (6.0.6)
33. The Proper Shipping Name(s)
including technical name where
required, and the UN or ID
Number(s) (7.1.5.1(a))
34. The name(s) and Address(es) of
Shipper and
Consignee(7.1.5.1(b))
35. The Net Quantity of Explosives
and Gross Weight of the package
for Class 1 items (7.1.5.1(c))
36. The Name and Telephone
Number of a person responsible
for Division 6.2 ifections
Substances shipment (7.1.5.1(d))
37. The Special Marking
requirements shown for Packing
Instruction 202 (7.1.5.1(e))
38. In case of Carbon Dioxide Solid
(Dry Ice), the Net Weight
11. UN or ID Number, preceded by
prefix (8.1.6.9, Step 6)
12. Packing Group (8.1.6.9, Step 4)
13. Subsidiary Risk (8.1.6.9, Step 5)
Quantity and Type of Packing
14. Number and Type of Packages
(8.1.6.9, Step 6)
15. Quantity and unit of measure
(net or gross, as applicable) per
package (8.1.6.9, Step 6)
16. If different dangerous goods are
packed in one outer packaging,
are the following rules applied:
-- Compatible according to
Table 9.3.A (note exception for
chemical kits. See Packing
Instruction 915 and Y915)
-- For UN packages containing
Division 6.2 (5.0.2.11)
-- "All packed in one (type of
packagin)" (8.1.6.9, Step 6)
-- Calculation of "Q" value
(5.0.2.11; 5.0.3.2; 8.1.6.9, Step
6)
17. Overpack:
-- Indication "Overpack used"
(8.1.6.9, Step 7)
-- Compatible according to
Tabel 9.3.A (5.0.1.5(a) and (c))
Packing Instructions
18. Packing Instruction Number
(8.1.6.9, Step 8)
Authorizations
19. Indication of Limited Quantity if
"Y" packing instruction used
(8.1.6.9, Step 9)
20. The Special Provision Number if
A1, A2 or A109 (8.1.6.9, Step 9)
21. Indication that governmental
authorization is attached,
including a copy in English
(8.1.6.9, Step 9)
22. Requirements for Explosives
when Packing Insturction 101
used (8.1.6.9, Step 9)
Additional Handling Information
23. For self-reactive and related
substances of Division 4.1 and
organic peroxides of Division
5.2, or samples thereof, is te
mandatory statement shown
(8.1.6.10; 8.1.6.11)
24. Prior arrangement statement for
Infections Substances (8.1.6.12)
25. Name and reporttitle of
signatory, Place and Date
indicated (8.1.6.13 and 8.1.6.14)
26. Signature of Shipper (8.1.6.15)
27. Amendment or alteration signed
by Shipper (8.1.2.6)
AIR WAYBILL
28. The Handling Information box
shows: "Dangerous goods as per
attached Shippers's Declaration"
(8.2.2)
29. Cargo Aircraft Only, if
applicable (8.2.2)
PACKAGE(S) AND OVERPACKS
30. Packaging conforms with
packing instruction and is
undamaged (9.1.1.4)
marked on the package
(7.1.5.1(f))
39. For Limited Quantity
packagings: "LIMITED
QUANTITY" or "LTD. QTY."
(7.1.5.3)
Labelling
40. The Primary Risk label(s), with
Class or Division Number
affixed to each package, as per
4.2, Column E
(7.2.3.2)
41. The Subsidiary Risk label(2),
without Class or Division
Number, as per 4.2. Comumn E
(7.2.3.2)
42. Cargo Aircraft Only label,
adjacent to the Hazard label(s)
(7.2.4.3, 7.2.6.3)
43. "Orientation" labels (7.2.4.4)
44. For Magnetized Material, the
Handling label (Subsection 4.2.
Column E and 7.2.3.8)
45. All above labels correctly affixed
(7.2.5; 7.2.6) and have all
irrelevant marks and labels been
removed (7.1.1; 7.2.1)
For Overpacks
46. If specification markings are not
visible, the required statement
market (7.1.4.2)
47. Packaging use markings as
required in 7.1.5 must be clearly
visible or reproduced on the
outside of the overpack
48. If more than one overpack, the
total quantity of dangerous
goods must be indicated
adjacent to the proper shipping
name (7.1.4.3)
49. Cargo Aircraft Only restrictions
(5.0.1.5(c))
General
50. State and Operator variations
complied with (2.9)
51. The emergency Response
Telephone Number as required
by USG-12
52. Advance arragements made and
confirmed (9.1.2; 9.1.3)
53. For Cargo Aircraft Only
shipments, a cargo aircraft
operates on all sectors
31. Same number and type of
packagings and overpacks
delivered as shown on DGD
Comments:
Checked by:
Place:
Date:
4
Jan
2009
Time:
05
48
1.8.7 – Job Card Pt I
An example Job Card Pt I, this can be printed after action details have been completed. This is
printed onto the Job Card envelope and has a complete template of the job card.
1.8.8 – Job Card Pt II
An example Job Card Pt II, this can be printed after admin details have been completed. This is
printed onto the existing Job Card envelope and matches up to the template printed from Job Card
Pt I.
1.8.9 – MAWB Label
An example MAWB Label, printed onto the standard label template
1.8.10 – Multi Modal Dec
An example Multi Modal Dec.
1.8.11 – Proforma Invoice 1
An example Proforma Invoice.
1.8.12 – Proforma Invoice 2
An example Proforma Invoice 2.
1.8.13 – Road Dec
An example Road Dec.
1.8.14 – Shipment Manifest
A number of shipment manifests may be in the system at one time, relating to several different
shipments. To print a manifest, select the required manifest number from the dropdown list.
Select Run Report
Once selected the manifest will be generated ready for printing.
1.8.15 – Shipment Pre-Alert
An example shipment pre-alert, used to notify agents of shipments destined for consignees in their
region. The shipment pre-alert contains all information required to meet the shipment once it arrives
in location.
1.8.16 – Shippers Dec (Word Version)
An example Shippers Dec (Word Version), this version allows a user to further modify the layout /
data prior to printing.
1.8.17 – Shippers Dec (PDF Version)
An example Shippers Dec (PDF Version), this version uses the information entered into the
shippers dec screen on item details.
1.8.18 – Shipping Labels (Word Version)
An example shipping labels (Word Version), this version allows the user to modify the layout of the
label prior to printing.
1.8.19 – Shipping Labels (PDF Version)
An example shipping labels (PDF Version), this version is a pre-formatted layout ready for printing.
1.9 – Invoice Detail
The Invoice Detail screen appears once the details required to complete the invoice for the job have
been completed. By default the invoice is created automatically based on system settings for the
client and completed job information. If extra charges are to be applied or different values are to be
set this can be done via the Extra charges option.
1.10 – Quote Detail
The Quote Detail screen will provide a breakdown of standard charges and extra charges applied to
the shipment.
Information displayed includes Freight, Document, Packaging and additional applicable charges
and tax amounts.
The applied tax rates and any applied tarriff charge are also displayed.
Select Save to apply changes
1.11 – Invoice Detail (Print)
The Invoice screen provides the ability to print a copy of the invoice or print a final invoice. By
default the invoice report screen is setup to automatically print the current job, however other jobs
can be printed if required by modifying the default settings displayed.
Date From: start date for invoicing
Date To: end date for invoicing
Note: Invoicing cannot be performed over split months.
Invoice Requirement: invoicing can be performed on date range, or simply all non invoiced for the
period.
Invoice Status: this option determines the type of invoice printed, wether it be a view only or final
invoice.
Invoice Action: determines the layout required for the invoice, this can be letterhead, stationary or
complete.
Invoice Format: set wether invoices will be in PDF format or HTML format
Invoice To: allows limiting of invoices to a specific shipper / invoice to name.
Office: the office for which invoices are to run
Items Per Page: whether a single or multiple jobs per invoice page should be displayed
Specific Job No: set by default, this allows invoicing a specific job.
Note: when specific job no is set, date ranges, office id’s etc are not required.
Shipment Type: allows invoicing just specific jobs types for a particular period
Invoiced: allows reprinting of existing invoices or not invoiced shipments.
Select required options and select Run Report
An example of a finished invoice including letterhead
1.12 – Cost of Sale
The cost of sale screen is used to add / remove supplier charges from a shipment Where supplier
charges are known, these can be entered under client details > agent charges or administration >
airline details > airline charges.
Charge Type: type of charge or what charge relates to.
Supplier Name: name of supplier (information obtained from client list > supplier flag
Charge Date: date of charge
Charge Amount: amount charged by supplier
Invoice No: Invoice no of charge if known
Charge Tax: advises if tax was applied to the charge
Select >> / << to add remove charges
1.13 – Credit Note
The credit note screen can be used to issue a credit on a specific charge within the shipment.
Current charges are shown to the left, using the change charge option, a credit for all or sum of the
value can be issued.
Charge Type: Charge to apply credit against
Charge Amount: amount to credit against charge, can be a portion or full credit.
Charge Tax: denotes wether tax has been included in the credit amount.
Select >> / << to add remove credit
1.14 – Extra Charges
The extra charges screen can be used to apply additional charges to the shipment. The charges
available are derived from administration > dropdowns > client costs. Charges automatically
assigned can also be removed within this screen.
Charge Type: Type of charge to apply against shipment
Charge Amount: amount to charge against shipment, a guide to what should be charged is
allocated against the charge type.
Charge Tax: denotes wether tax should be applied to the charge amount.
Select >> / << to add remove charges
1.15 – Invoice Status
Used to display the invoiced status of the job. If invoice status is Yes then the job will “NOT” be
available via the invoice report. If invoiced status is No then the job will be available invoice report.
If an invoice does need to be reprinted, invoice status should be set to no
Select Save to apply changes
1.16 – Notes
Notes is used to record all communications that may be relevant to the status of the shipment. Notes
can be viewed by DGI Only or DGI and the Client.
1.16.1 – Adding Notes
The add notes option can be used to add notes to the shipment at any point, once saved these notes
can be sent to both client and dgi office, depending on the note availability setting
Date: date of note
Content: detail of the note, this is a free text field so can be quite lengthy in detail.
Availability: denotes who should be able to see the note:
Select Save
1.16.2 – Viewing Notes
Select the # symbol next to the required note:
1.16.3 – Sending Notes
The Send E-Mail option will be available once the note is saved. Depending on the availability
setting, the note will either be sent to the Client and DGI or DGI Officeonly.
Select Send E-Mail
The following screen will display
Hello Ben
Please be advised of the following JOB NOTE
DGI Ref: - 173-20022-09753
Shippers Ref: - 123456
Consignee: - Danisco Belgium
Shipment in transit - cre29
Regards,
Craig Renshaw
Systems Administrator