E-CARGOTHE

HANDBOOK

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TABLE OF CONTENTS

I. Terminology.II. e-Cargo and benefits.III. e-AWB.IV. Multilateral e-AWB agreements.V. General procedures.VI. The procedure of shipping LO consignments on e-cargo rules.VII. Booking on www.

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I. TERMINOLOGY

ARR Consignment arrived on a specific flightAWB Air WaybillAWD Consignment where arrival documentation has been deliveredDEP Consignment departed on a specific flightDLV Consignment delivered to consignee or agentDO Delivery OrderDS Delivery Slip EAP Electronic AWB without accompanying documentsEAW Electronic AWB with accompanying documentsEDI Electronic Data InterchangeFF Freight ForwarderFHL House Waybill Data (electronic)FSU Freight Status Update for all shipment movementsFTP File Transfer ProtocolFWB Air Waybill Data (electronic)MAN Consignment manifested on a specific flightNFD Consignment where consignee or agent has been informedRCF Consignment physically received from a flightRCS Consignment physically receivedSHC Special Handling Code (EAW/EAP)

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II. e-CARGO AND BENEFITS

A main postulate of e-Cargo program is building up a paper-free air cargo supply chain. Paper documents are going to be completely replaced by electronic data exchange. Reducing operational costs and improving effi-ciency of supply chain is a major aim of implementation e-Cargo rules.

Benefits:· Lowering of operational costs· Delivery time shortening – possibility of exchanging data about the consignment before it is physically de-

livered.· Shortening of delays caused by losing or misplacing documents· Enhancement of safety and speed-up the delivery of air freight shipments.· Pro-ecologic, it eliminates tones of paper documentation each year and reduces costs of printing, transport-

ing and archiving of paper documents.

Find out more on: www.iata.org/e-freight

III. e-AWB

The air waybill is a contract of carriage, made for each consignment, between the airline and the shipper. A leading role of e-AWB is to replace paper form of air waybill. The e-AWB is achieved through the interchange of electronic data (EDI) messages.· An obverse of a paper AWB will be replaced by electronic data exchange.· A reverse of paper AWB will be replaced by multilateral e-AWB agreement.Thanks to e-AWB there is no more need to print, handle and archive the paper form of AWB.

Find out more on: www.iata.org/e-AWB

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IV. MULTILATERAL e-AWB AGREEMENT

Multilateral agreement is a legal footing for providing services on e-Cargo rules. It legitimizes such issues as: rights and obligations of parties, security and confidentiality of data, operational aspects of e-AWB, but in the first place it is an expression of will of parties to provide services with the use of e-documents.

Parties sign the e-AWB multilateral agreement with IATA only ONCE. The agreement entitlement parties to provide e-Cargo services with all participating members – airlines with all forwarders and forwarders with all airlines, (the list of forwarders and airlines, who have already signed the multilateral e-AWB agreement, is available on www.aita.org).

How to implement e-Cargo rules?

· First – both, the airline and the forwarder are obliged to sign multilateral agreement with IATA.· Second – then, the airline and the forwarder discus about the airports, where e-Cargo services will be pro-

vided and the start dates. Afterwards, the airline sends to the forwarder “Activation Notice”, which confirms all the foregoing issues. · Third – start to do e-AWB.Parties, which have signed multilateral agreement, are not obliged to provide e-Cargo with other airline or forwarders. The solution starts to work after signing “Activation Notice”. Each party can add or expunge an airport, which they want to active or de-active e-Cargo services in.

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V. GENERAL PROCEDURES

1. Consignment, which is going to fly on e-Cargo rules, has to have a special handling code. EAW status – e-AWB without paper documents EAP status – e-AWB with paper documents attached (e.g. Certificate of Origin).

2. Agents sending goods on e-cargo rules have to have a possibility to send FWB/FHL messages using their in-house or provided (on www.lot.com/cargo) software. They have to also have a possibility to receive re-turned message, which either confirms receiving of goods to transport or rejects them – e.g. by virtue of incorrectnesses in sending data.

3. Agents, when sending consignments, are obliged to be concerned with the quality and correctness of send-ing via FWB/FHL data. All required fields have to be filled correctly. All adjustments are possible to make until the carrier sends message, which confirms receiving goods.

4. The condition of correct settlement of all e-AWB in that month is inscribing in Account Date system and give full routing.

5. The consignment should not be load on the airplane board, unless FWB and RCS messages are sent cor-rectly.

6. After implementation of e-cargo rules, undermentioned documents should be done only in electronic form (12 documents)

- Invoice- Packing List- Export Goods Declaration- Customs Release Export (Customs Delivery Note)- House Manifest (Freight Manifest)- (Master) Air Waybill- House Waybill- Export Cargo Declaration (Departure) – Freight Declaration- Flight (Cargo) Manifest- Import Cargo Declaration (arrival)- Import Goods Declaration- Customs Release Import

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VI. THE PROCEDURE OF SHIPPING CONSIGNMENTS LO ON E-CARGO RULES

1. The Shipper sends Invoice and Packing List to the Forwarder and to the Consignee in electronic form. These documents can be sent via interface or as a scan. Simultaneously, the Forwarder receives the consignment from the Shipper.

2. The Forwarder in forwarding port prepares data of waybill in FWB form and (if it is required) House in FHL form. Data are sent to the Airline. Afterwards, the Forwarder brings cargo to the airport.

If real weight and dimensions of consignment correspond with those written in FWB, the Forwarder receives proof of postage (if he or she asks for it – it is the only one document permissible in paper form). If the weight and dimensions do not correspond with those in the system, the Airline sends a FOH (Freight On Hand) message and has to choose one of three possibilities: - The Airline do not take freightage, the Shipper is asked to send FWB again - The Airline take freightage, FSU/RCS status is sent with updated data - The Airline take freightage, FSU/RCS status is sent, adjustments are made in CCA.3. If it is required (US market) the Forwarder in forwarding port sends Security Declaration to the Custom

House of receiving country.4. The Airline or the Handling Agent in forwarding port sends Export Cargo Declaration (WCOCAR) in elec-

tronic form to the Custom House in forwarding port. The Custom House sends Customs Release Export (WCORES) and release goods to the export.

5. The Forwarder in forwarding port sends pre-alerts in electronic form to the Forwarder in receiving port, to inform him about the consignment and expedite custom service in receiving port. Information should include Invoice, Packing List, House Waybill (FZB), House Manifest (FHL) and Master Air Waybill (FWB).

6. The Handling Agent in forwarding port sends Cargo Manifest (FFN), House Manifest (FHL) and Master Air Waybill (all in electronic form) to the Handling Agent in receiving port.

7. Before arriving of cargo to receiving port Custom Houses of some countries can require sending a report about transportation with information about cruise and estimated time of arrival (ETA).

8. After arriving to receiving port the Handling Agent sends Import Cargo Declaration (WCOCAR) in the elec-tronic form to the Custom House, and gives information about releasing the consignment via WCORES – Customs Release Import message.

9. The consignment is ready to receive by the forwarder in receiving port.10. In receiving port the Handling Agent informs the Forwarder about the consignment.11. The Forwarder in receiving port sends Import Goods Declaration (WCODEC) (prepared earlier) to the

Custom House to release goods. After receiving WCORES – Customs Release Import message the con-signment is corporeally and fiscally released. The Forwarder can be asked by Custom House to send additional information about the consignment (e.g. Invoice, Packing List). These documents will be sent in electronic or paper form as printout from the system or electronic archive.

12. When goods are released by Custom House, the Forwarder loads and ships goods to the closing Receiver.13. After fulfilling transportation by the Airline, the Invoice is issued in the electronic form and in this form is

sent the Forwarder.

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VII. BOOKING ON WWW

To do booking on www you have to go to www.lot.com/cargo and choose >>E-BOOKING<< in TOOLS on the right side of the screen. On the left side there will show up LOG IN fields, fill fields ‘User’ and ‘Password’ and click ‘Submit’.

After logging in booking tab is opened automatically. Fields marked with red star are obligatory.

First tab, which you have to fill, is Air Waybill Number. It is obligatory to write the number of AWB. The other fields concerns the product and special handling code (EAP/EAW).

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Another tab is about shipment. On the left side you should write the origin and the destination of the con-signment.

On the right side you should write the number of pieces and actual weight (and choose the unit from the list). After that you should click on the icon of calculator. Then, the new browser’s window will open – ‘Calculate Volume’. You should fill information about length, width, height, pieces and actual weight. When you finish click ‘Done’.

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In the tab ‘Shipper/Consignee’ there is a possibility – after marking option ‘expand’ – to fill the details about shipper and consignee.

After that, you should fill the information about flight – write the dates: when the consignment should leave and when is should arrive (time is not obligatory), and click ‘find flights’.

In new window will show a table with flights available in that date and on this route (in the picture is shown a table with exemplary records from Warsaw to London). You should mark thee column ‘Select’, by the flight you to choose and click ‘Done’.

In ‘Flight Information’ tab the chosen flight shows up.

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After filling all fields you should click ‘Submit’ button. There will show up a window, which sum up your reservation.

If information is correct you should click ‘confirm’ button. You can also edit it by choosing option ‘Edit’. There will show up information confirming your booking. Now you have two options – you can print the confirmation and go to e-AWB form.

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If you choose the e-AWB option, the form will open. You can also go to it by choosing ‘AIR WAYBILL’ button in the menu on the left side. Then you can see a main menu of e-AWB.

Red square beside tabs means, that the field should be – but has not already been completely filled. When they are filled, square changes color to green.

In the first tab – Air Waybill - you have to fill fields ‘Prefix’ and ‘AWB’ by writing number of Air Waybill inside.

e-AWB

Next tab is ‘Shipper – Consignee’ tab. You should fill fields concerning information about Shipper and Consignee.

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After that on the screen displays a tab with information about the agent. This information should load after logging in to the system.

Later, you should fill fields about the flight. On the left, you should write the origin and destination, under that information about routing – airport and carrier code (if during the flight there will be stopover you should fill all four fields).On the right side you have to choose the carrier’s code and number and the date of the flight.

Next, in ‘Accounting’ tab you have to choose from the list the Currency Code and Charge Code. After that you should check fields ‘prepaid’ or ‘collect’ and write additional charges (for carriage, custom and insurance).

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Later you should give information about weight and volume of consignments. Obligatory fields are the number of pieces and gross weight.

If it is needed you should fill also field ‘Movement Reference Number’ in the ‘Customs’ tab. You should choose the type of transport (Import, Export or Transit), country and MRN.

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The last one tab is ‘Completion’. There you should write a Special Handling Code – EAP or EAW. The rest of information should load after logging in to the system.

To finish work you should read the Conditions of Contract and check that you agree with them. After that just click ‘Submit’.

There will show up a window summing up your e-AWB form, which after clicking ‘Edit’ option you can change. If the information in the form is correct you should click ‘Confirm’. After that, there will show up the message summing up your e-AWB.

For more information about eFreight please contact the nearest LOT CARGO office

or visit lot.com/e-cargo

www.lot.com/cargo