If your company Administrator has granted you rights to Create Shipping Instructions, you will have access to manage and create new shipping instructions, drafts and templates. You will also be able to manage your favorite marks and numbers, and cargo descriptions.
Shipping Instructions are divided into two steps. You must enter information into all of the required fields to submit shipping instructions or you may save the partial instructions as a draft or template. At any time you have the option to Preview the information in the format of a bill of lading.
From My CargoSmart Center:
Click Create Shipping Instructions
From Shipping Instructions -- Create SI, under the Step 1 tab:
Select a Carrier
Tip: To create shipping instructions from a pre-existing template, click Select Template and select a template from the list.
Enter the appropriate information in the
following sections:
Booking:
Enter a booking number
Click Add
Tip: You can add one or more booking numbers by repeating the above process. Multiple bookings do not need to have the same routing information to be combined; however, you will receive a warning if the routing information does not match.
To remove a booking number:
Select the booking number in the list
Click Delete
Export
References:
Carrier References:
Click Select from Booking to choose a reference from a booking number if you have combined several bookings, or
Select the Carrier Rate Type and enter the Carrier Rate Reference Number
User References:
Select a User Reference Type and enter a User Reference Number
To enter a new reference type, select Other in User Reference Type and enter in the (If Other, please specify) text field and click Add to add the reference to the Selected User References list (You may provide a maximum of 50 references)
To remove a reference, choose a reference from the list and click Delete
Parties:
From the Shipper, Consignee, Forwarder, Notify Party, and Also Notify Party sections:
Click Select from Booking to use a party from the booking (available when combining several bookings), or
Click Find Party to search for parties used on past shipments, or
Enter the Desired text on B/L
Select To Order for Consignees (If To Order is selected no other information is required, however, any information provided will be included in the shipping instructions)
Enter the FMC Number for Forwarders (this is field for US Forwarders)
Routing:
Origin of Goods:
Enter the Origin of Goods, if necessary
Pre-Carriage by:
Enter the Pre-Carriage by, if necessary
Select the Place of Receipt (defaults are based on bookings entered), or
Enter the Desired text on B/L
Vessel, Voyage Direction:
Select the Vessel, Voyage Direction (defaults are based on bookings entered), or
Enter the Desired text on B/L
Port of Load:
Select the Port of Load (defaults are based on bookings entered), or
Enter the Desired text on B/L
Port of Discharge:
Select the Port of Discharge (defaults are based on bookings entered), or
Enter the Desired text on B/L
Final Destination:
Select the Final Destination (defaults are based on bookings entered), or
Enter the Desired text on B/L
Select the Traffic Mode
Other Instructions to be placed on B/L:
Specify the Other Instructions to be placed on the B/L:
Tip: You can auto-populate reefer details into the Remarks: (if any) text field by clicking Copy Reefer Details and selecting the appropriate booking number and reefer details selections.
B/L Handling
Instructions:
Draft B/L:
Select the Receiving Party
Select the Receive By method
Specify a Fax number, if necessary
Final B/L:
Select the Receiving Party
Select the Receive By method
Specify additional information, if necessary
B/L Distribution:
Specify the B/L Distribution by providing the number of prints that should be sent to each party (Documents are only distributed through CargoSmart to specified parties with CargoSmart accounts. Any other method of distribution must be arranged with the carrier directly. All parties that will be distributed to must be specified on the parties tab.)
Enter any additional B/L Handling Instructions
Click Next or click the Step 2 tab:
Under the Shipping Instructions Step 2
tab, it is necessary to specify container details and cargo details.
To specify container details:
Enter the Container Number
Select the Associated Booking Number
Select the Shipper Owned check box if the container is owned by the shipper
Select the Seal Type
Enter the Seal Number (You may provide a maximum of three seals per container)
Select the Container Size/Type
Enter the Cntr Gross Weight and select the unit of measurement
To add additional containers to the shipping instructions:
Click Add Container
To delete a container from the shipping instructions:
Click Delete to remove container details
To add cargo to this container:
Select Marks and Number from your list, or enter new marks and numbers in the text field provided
Optional: Select Add to favorites to add the new marks an number used to your favorites list
Enter the Quantity and select the Package Type
Select the Cargo Nature
Enter the Harmonized Code
Select the Cargo Description or enter one in the provided text field
Select Add to favorite to add the new cargo description to your favorites list
Tip: You can auto-populate reefer details in the Cargo Description text field by clicking Copy Reefer Details and selecting the appropriate booking number and reefer details selections.
Enter the Cargo Gross Weight and select the unit of measurement
Enter the Cargo Net Weight and select the unit of measurement
Enter the Volume and select the unit of measurement
The following options are available:
Select Copy to and specify the containers you want to copy to the cargo details
Click Delete to remove cargo details from this container
Click More Cargo to add additional cargo to this container
To add a summary cargo description to the B/L:
Click Add Summary Cargo
Enter your summary in the Summary Cargo Description text field
Tip: You can auto-populate reefer details in the Summary Cargo Description text field by clicking Copy Reefer Details and selecting the appropriate booking number and reefer details selections.
To remove a summary cargo description to the B/L:
Click Delete to remove the summary cargo description
Click the Preview tab to view the Si in
the B/L format.
From Shipping Instructions - Create SI, under the Preview tab, the following
options are available:
Click Save as > Draft to save the shipping instructions as a draft
Click Save as > Template to save the shipping instructions as a template
Click Validate SI to validate the SI before final submission to the carrier
From Shipping Instructions - Summary, the following options are available:
Click Edit SI to return and make changes to the shipping instructions as necessary
Click Save as > Draft to save the shipping instructions as a draft
Click Save as > Template to save the shipping instructions as a template
Click Submit SI for final SI submission to the carrier
From Shipping Instructions - Receipt, the following options are available:
Click Save as Template to save the shipping instructions as a template
Click Copy to New SI to copy the shipping instructions
Click Print to print the shipping instructions receipt
Click Close to close the window
Tips:
At any time you may preview or save the shipment instructions you are
creating as a draft or a template. To submit shipping instructions with
no errors the instructions must have all required fields from each tab
completed.
The first 45 characters of the cargo description may be used on the cargo
manifest. (This allows accommodation of the 24 Hour Rule.)
CargoSmart allows users with shipping instructions rights the ability to save and share shipping instructions templates with other company users. You may create a new shipping instructions from your own template, a shared company template, or a shared associate company template if your associate has elected to share shipping instructions templates with your company through the Relationship Manager.
From My CargoSmart Center:
To retrieve a shipping instructions template you have marked as your favorite:
Choose a shipping instructions template from Favorite Templates
Select Go
To retrieve one of your shipping instructions templates:
Click Manage Shipping Instructions Templates
Select the My Templates tab
Select a shipping instructions template
Click Copy to New SI and create new shipping instructions, or
Click Edit Template and make the necessary edits, or
Click Delete Template
To retrieve a shared company shipping instructions template:
Click Manage Shipping Instructions Templates
Select the My Company Templates tab
Select a shipping instructions template
Click Copy to New SI and create new shipping instructions, or
Click Copy to My Template, or
Click Edit Template and make the necessary edits
To retrieve a shipping instructions template that is shared with your associate(s):
Click Manage Shipping Instructions Templates
Select the Associate Company's Templates tab
Select a shipping instructions template
Click Copy to New SI and create new shipping instructions, or
Click Copy to My Template, or
Click Edit Template and make the necessary edits
Tip: Associate company's templates are only available if the Administrator of an associate company has granted sharing rights to your company on one or more shipping instructions templates.
To retrieve a shipping instructions template that is shared with your carrier:
Click Manage Shipping Instructions Templates
Select the Carrier Assigned Templates tab
Select a shipping instructions template
Click Copy to New SI and create new shipping instructions, or
Click Copy to My Template, or
Click Edit Template and make the necessary edits
Tip: Carrier assigned templates are only available if the Administrator of a carrier has granted sharing rights to your company on one or more shipping instructions templates.
You can submit shipping instructions based upon existing shipment records within CargoSmart.
From Shipment Details by booking number or bill of lading number:
Select Copy to New Shipping Instructions and click Go to create a shipping instructions
Edit the shipping instructions form as necessary
Click Preview to view the shipping instructions specified in the bill of lading format
Select whether you want to save the shipping instructions as a draft, or save as a template, or receive the receipt by e-mail
Click Submit SI...
Click Close to close the window, or Print to print shipping instructions receipt
CargoSmart allows you to save a draft of a new shipping instructions. You may retrieve, edit and submit drafts as new shipping instructions.
From My CargoSmart Center:
Click Manage Shipping Instructions Drafts
Choose a shipping instructions draft
Click Open Draft
Edit the shipping instructions form as necessary
Click Preview to view the shipping instructions specified in the bill of lading format
Select whether you want to save the shipping instructions as a draft, or save as a template, or receive the receipt by e-mail
Click Submit SI...
Click Close to close the window, or Print to print shipping instructions receipt
CargoSmart provides users the freedom of creating Shipping Instructions with a familiar tool "Excel", without an open connection to the Internet. You can install and download the Shipping Instructions Worksheet provided in CargoSmart.
From My CargoSmart Center:
Click Download Shipping Instructions Worksheet and select a Language
Click Download
The file download window will prompt you to open or save the installation file.
Click Save to save the file to your download folder. Once the install application is on your computer, you will need to install it. Open your download folder and double click on the "CSSIUploadInst.EXE" installation file. The program installer will launch and take you through any additional installation steps.
Tip: The Shipping Instructions Worksheet is available in English, Traditional Chinese, and Simplified Chinese.
You may create and save Marks and Numbers that you frequently use in your shipping instructions. (You may store a maximum of 20 Marks and Numbers in your favorites list) You may retrieve these Marks and Numbers from your Favorites list when creating or editing shipping instructions.
From My CargoSmart Center:
To create Marks and Numbers:
Click Manage My Marks and Numbers
Enter a Name and the Marks and Numbers
Click Save Marks and Number
To edit Marks and Numbers:
Select a Marks and Numbers profile
Click Edit Marks and Number
Make the necessary changes
Click Save Marks and Number
To delete Marks and Numbers:
Select a Marks and Numbers profile
Click Delete Marks and Number
You may create and save Cargo Descriptions that you frequently use in your shipping instructions. (You may store a maximum of 20 Cargo Descriptions in your favorites list) You may retrieve these Cargo Descriptions from your favorites list when creating or editing shipping instructions.
From My CargoSmart Center:
To create Cargo Descriptions:
Select Manage My Cargo Descriptions
Enter a Name and Description
Click Save Cargo Description
To edit Cargo Descriptions:
Select a Cargo Description profile
Click Edit Cargo Descriptions
Make the necessary changes
Click Save Cargo Description
To delete Cargo Descriptions:
Select a Cargo Description profile
Click Delete Cargo Description