Vehicle Booking System (VBS) User Guide for Carriers V2€¦ · Carriers may have access to more...

Vehicle Booking System (VBS)

User Guide for Carriers V2.6

VBS-UG-Carrier Application Guide v2.6.doc Page 2 of 102

1. Table of Contents 1. Table of Contents ......................................................................................................................... 2 2. What is the Vehicle Booking System............................................................................................ 4 3. Glossary of Terms ........................................................................................................................ 5

3.1. Definitions ................................................................................................................................ 5 3.2. Search and Filtering Criteria.................................................................................................... 6 3.3. VBS Menu and Terminal Time ................................................................................................ 6 3.4. Date Selection ......................................................................................................................... 7 3.5. Multiple pages of data ............................................................................................................. 7

4. Accessing the VBS ....................................................................................................................... 8 4.1. Logging onto the VBS.............................................................................................................. 8 4.2. Site selection ........................................................................................................................... 9 4.3. Terminal Terms and Conditions page ................................................................................... 10 4.4. VBS Home Page ................................................................................................................... 11

5. VBS Terminal and Menu ............................................................................................................ 12 5.1. Home ..................................................................................................................................... 12 5.2. Contact Us ............................................................................................................................. 12 5.3. Bookings ................................................................................................................................ 14

5.3.1. Create ............................................................................................................................ 14 5.3.2. View / Edit ...................................................................................................................... 14 5.3.3. Swap.............................................................................................................................. 14 5.3.4. Auto Gate Runs ............................................................................................................. 14 5.3.5. Auto Gate Runs List ...................................................................................................... 14 5.3.6. Truck Manifest ............................................................................................................... 14 5.3.7. Truck Manifest List......................................................................................................... 14 5.3.8. Request Empty Stack Run-In ........................................................................................ 15 5.3.9. Empty Stack Run-In Manifest ........................................................................................ 15 5.3.10. Empty Stack Run-In Manifest List ................................................................................. 15 5.3.11. Request Stack Run-Out................................................................................................. 15 5.3.12. Stack Run Out Manifest................................................................................................. 15 5.3.13. Stack Run Out Manifest List .......................................................................................... 15 5.3.14. Booking History.............................................................................................................. 15 5.3.15. Review No Shows.......................................................................................................... 15 5.3.16. Import Data .................................................................................................................... 15

5.3.16.1. Import Delivery Times............................................................................................ 15 5.3.17. Export Data.................................................................................................................... 15

5.3.17.1. Pre-Advised Exports .............................................................................................. 15 5.3.17.2. Export Receival Times........................................................................................... 15

5.3.18. General Data ................................................................................................................. 15 5.3.18.1. Container Search................................................................................................... 15 5.3.18.2. Truck Performance ................................................................................................ 16 5.3.18.3. Vessel Schedule .................................................................................................... 16 5.3.18.4. Truck Drivers ......................................................................................................... 16

5.4. VBS Information Section ....................................................................................................... 17 5.5. Message Board ..................................................................................................................... 17

6. Bookings ..................................................................................................................................... 18 6.1. Terminal Time........................................................................................................................ 18 6.2. Creating a VBS Booking........................................................................................................ 18 6.3. Booking Results..................................................................................................................... 21 6.4. View/Edit Booking.................................................................................................................. 22

6.4.1. Viewing Bookings .......................................................................................................... 22 6.4.2. Editing a Booking........................................................................................................... 24

6.5. Storage .................................................................................................................................. 27 6.6. Storage Payment by Com-Pay.............................................................................................. 28 6.7. Listing a Booking for Exchange............................................................................................. 30 6.8. Retrieving a Listed Timeslot .................................................................................................. 32 6.9. Booking Errors ....................................................................................................................... 34

6.9.1. Invalid Container Number.............................................................................................. 34

6.9.2. Container Already Used ................................................................................................ 35 6.10. View Truck Details ............................................................................................................. 36 6.11. Swap Booking.................................................................................................................... 37 6.12. AutoGate Runs .................................................................................................................. 39 6.13. AutoGate Runs List ........................................................................................................... 41 6.14. Truck Manifest for Patricks Terminals ............................................................................... 42 6.15. Truck Manifest List Screen for Patricks Terminal.............................................................. 45 6.16. Truck Manifest for DPW Terminals.................................................................................... 47 6.17. Truck Manifest List Screen for DPW Terminals ................................................................ 50 6.18. Empty Stack Run-In Request – For Patricks Terminal...................................................... 52

6.18.1. To Create a New Stack Run-In request ........................................................................ 53 6.18.2. To View or Edit or Delete an Existing Stack Run-In request......................................... 54 6.18.3. Empty Stack Run-In Request Form............................................................................... 56

6.19. Empty Stack Run-In Manifest – For Patricks Terminal...................................................... 58 6.20. Empty Stack Run-In Manifest List – For Patricks Terminal ............................................... 61 6.21. Empty Stack Run-In Availability Calendar – For DPW Terminal ....................................... 63

6.21.1. To Create a New Stack Run-In...................................................................................... 64 6.21.2. To Add a New ERN request to an existing Stack Run-In.............................................. 65 6.21.3. To View or Edit or Delete an Existing ERN request ...................................................... 66

6.22. Empty Stack Run-In Request Screen – For DPW Terminal.............................................. 68 6.23. Empty Stack Run-In Manifest – For DPW Terminal .......................................................... 71 6.24. Empty Stack Run-In Manifest List – For DPW Terminal ................................................... 74 6.25. Stack Run-Out Availability Calendar – For DPW Terminal ............................................... 76

6.25.1. To Create a New Stack Run-Out................................................................................... 77 6.25.2. To View or Edit or Delete an Existing Stack Run Out request ...................................... 78

6.26. Stack Run-Out Request Screen – For DPW Terminal ...................................................... 80 6.26.1. To Pre-Assign Containers to a Stack Run..................................................................... 83

6.27. Stack Run-Out Manifest – For DPW Terminal .................................................................. 85 6.28. Stack Run-Out Manifest List – For DPW Terminal............................................................ 88 6.29. Booking History.................................................................................................................. 91 6.30. Review No Shows (Patrick Terminals only) ...................................................................... 92 6.31. Review Manual Slots (DP World Terminals only).............................................................. 93

7. Import Data ................................................................................................................................. 95 7.1. Import Delivery Times............................................................................................................ 95

8. Export Data................................................................................................................................. 96 8.1. Pre-Advised Exports.............................................................................................................. 96 8.2. Export Receival Times........................................................................................................... 97

9. General Data .............................................................................................................................. 98 9.1. Container Search................................................................................................................... 98 9.2. Container Search - Import ..................................................................................................... 99 9.3. Container Search - Export ..................................................................................................... 99 9.4. Truck Performance (Patrick Stevedores only)..................................................................... 100 9.5. Vessel Schedule.................................................................................................................. 101 9.6. Truck Drivers ....................................................................................................................... 102

2. What is the Vehicle Booking System (Back to Contents) The VBS (Vehicle Booking System) is a web based online slot booking system designed for terminals to organise the receival and delivery of shipping containers. The 1-Stop VBS platform can be used at the following Patrick, DP World and Axis Intermodal Container terminals around Australia and New Zealand:

• Fremantle – DP World and Patricks Terminals • Fisherman Islands – DP World and Patrick Terminals • Port Botany – DP World and Patrick Terminals • Swanson Docks – Patrick Terminals • Port of Auckland – Fergusson Terminal

Carriers utilise the VBS to create bookings in any of the 24 Time Zones (per day) to transport containers to and from the terminals and are provided with menus to facilitate this process.

3. Glossary of Terms (Back to Contents)

3.1. Definitions

• ! — Booking is active and requires container number • 20’ – 20 Foot Container • 40’ – 40 foot Container • Adv. (To Be List) — Booking has been listed for exchange • Available — Number of available slots • Begin — Start of time zone • BD – Booking Day. The day the timeslot is to be used by the carrier • BD-n – “n” is the number of days before the booking day • BTRE – Bureau of Transport and Regional Economics • Comm — Commodity type • Commodity — Commodity type • Cont — Container number • CTO – Cargo Terminal Operator or stevedore container Terminal • Cont – Container Number • Comm – Commodity Type of cargo loaded in Container • Date — Booking date • End — End of time zone • Exch. — Slot listed for exchange — Y or N • Exp Date — Expiry date/time before which container number has to be allocated to booking • Exp Date – Expiry Time & Date of the Booking; i.e. When the Booking must be Confirmed by • Exp - Export • Haz – Hazardous Container • Imp – Import • Length — Length of container • Late Zone, Wrong Zone • List – Is the Booking Listed for Exchange • MSIC – Maritime Security Identification Card • MT – Empty Container • OOG – Out of Gauge Container • POAL – Port of Auckland • Ref – Reefer or Refrigerated Container • Ref – Booking Reference Number • Ref — Unique system allocated booking reference number • Required — Number of slots required • SMS – Simple Message Service allows simple test messages to be sent to mobile phones. • Select — Check box for selecting an individual booking • Status — Booking Status — Arrived, Booked, Cancelled, Confirmed, Listed, No Show, Used,

Stevedore – Terminal company that handles containers at the wharf • Trans – Transponder Booking assigned to an AutoGate (Paperless or Transponder) run • Type – Booking Type; either Import or Export • Type less – Booking that is neither Import or Export until booked by the carrier • Trans. — Booking configured for Transponder/eGate — Y or N • Type — Booking type — Import, Export, Dual, Typeless or Unspecified • Uns or Unsp – Unspecified slots – slots which are neither Import nor Export until the carrier

has confirmed the slot to an import or export. • Vsl/Voy — Vessel and Voyage details • VBS – Vehicle Booking System • Zone — Zone for slot

3.2. Search and Filtering Criteria (Back to Contents)

• Company — VBS carrier who booked the slot • Comm — Commodity type — GEN, REF, OOG,HAZ, MT or No Selection • Container — Container number • Date — Booking Date • Days — Number of days to view in search results • Full/Empty — Full or Empty status • Length — Length of the container – 2, 4 or No Selection • Reference — Unique system allocated booking reference number • Status — Booking Status – Arrived, Booked, Cancelled, Confirmed, Listed, No Show, Late

Zone, Waived, Wrong Zone • Type — The type of booking, whether it be Import, Export, Dual or Unspecified • Vsl/Voy — Vessel and Voyage details

3.3. VBS Menu and Terminal Time (Back to Contents) At the top of the VBS menu, it shows the current “Server Time” for both CTO and VBS users. This allows carriers to book at the exact time slots become available for first release. It also saves any confusion as to the ‘correct’ time at which a carrier can book.

3.4. Date Selection (Back to Contents) Within many of the VBS pages, you will need to select a specific date for the data. The current day’s date is displayed in the date field and can be used to retrieve data for the current day. The date selection process for other dates is to either enter the date manually in the format displayed (DD/MM/YYYY) or click on the small calendar icon located next to the date field. This produces a pop up of the current month’s days with the current date highlighted. Select the required date, (if a different month is required use the << or >> buttons) and the pop up disappears resulting in the date appearing in the date field. From this point continue your search for the data required.

3.5. Multiple pages of data (Back to Contents) Users will see throughout the VBS system the following Link on the top of various report pages. This link is to allow the user to view the continuation of data that spans multiple pages.

4. Accessing the VBS (Back to Contents) Access to the VBS is available only to registered carriers, through the 1-Stop website www.1-stop.biz For New Zealand Carriers the alternative access page is http://vbs.1-stop.biz

4.1. Logging onto the VBS

Within the Members Login area, enter carriers Business Number (ABN for Australian carriers), username and password and click the Submit button. This will open a second browser window, the VBS home page. For New Zealand Carriers the alternative access page is http://vbs.1-stop.biz

Enter Business Number here

Enter Username here

Enter Password here

4.2. Site selection (Back to Contents) Carriers may have access to more than 1 terminal in their port of operation. After logging into the system the carrier must choose a terminal before accessing any menu items. Once selected the Stevedore logo will appear next to the 1-Stop logo at the top left of the page.

4.3. Terminal Terms and Conditions page (Back to Contents) Each time a carrier selects a terminal or other terminal if already logged in, they must accept that Terminals Terms and Conditions before they can use the VBS menu. This is an operational requirement of the Terminal.

Accept

to enter

4.4. VBS Home Page (Back to Contents) After the terminal has been selected the VBS home page is made up of three sections: VBS Terminal and Menu VBS Information VBS Message Board

VBS Terminal

and Menu

VBS Information VBS Message Board

5. VBS Terminal and Menu (Back to Contents)

5.1. Home Used to return immediately to the VBS home page. There is also a ‘Webcam in Terminal’ link (available for Patrick Port Botany at this time). This opens up a new window of an image captured from the webcam at the terminal’s site.

5.2. Contact Us (Back to Contents) An online messaging tool for users to enter problems, issues and requests. This will generate an email to the 1-Stop helpdesk as well as to the New Zealand helpdesk if it is from a New Zealand Carrier.

Use the Subject dropdown to select the type of problem you are having then enter a brief description of the issue. Please include ALL relevant details such as your Company name, contact phone number, timeslots, container numbers, terminal etc.

5.3. Bookings (Back to Contents)

5.3.1. Create Create Booking allows carriers to make bookings for time slots in order to move containers to the terminal (Exports) and/or collect containers from terminals (Imports). Only one user per carrier is allowed in the Create Booking screen at any time for a timed period of three minutes. This restriction ensures equality of access for all carriers.

5.3.2. View / Edit View/Edit pages allow carriers to view booked slots in a list (by booking date), and edit individual slots as necessary (entering container numbers etc). Carriers are also able to view and edit bookings for days ahead and view completed bookings. A date facility and the number of days ahead are the main search criteria.

5.3.3. Swap The Swap Bookings option allows carriers to swap two container numbers (Export for Export or Import for Import) or swap an Export slot for an Import slot to allow a carrier to back load two slots in one truck movement in the same zone.

5.3.4. Auto Gate Runs For a single truck run to the terminal, Auto Gate Runs allows carriers to set up an automated (paperless) run to and/or from the terminal for one or more containers. Paperless Electronic Gate Systems have been introduced at some Terminals to allow registered vehicles to be processed automatically without paperwork. The VBS Auto Gate Run page allows the user to link Export and Import Container Numbers to a specific truck before it arrives at the Terminal.

5.3.5. Auto Gate Runs List Shows the current list of Autogate runs assigned to the carrier that have yet to be completed. It also allows uncompleted runs to be edited so long as the zone time has not been reached.

5.3.6. Truck Manifest (Back to Contents) Similar to the Autogate Run screen in that it allows carrier users to link Export and Import booking(s) to a specific truck. Note: The Truck Manifest screen is only available at terminals that have switched it on through the configuration screen.

The Truck manifest screen can be used for Autogate runs as well as Non-Autogate runs (depends on

individual terminal configuration), It also allows the user to link a driver with an approved MSIC to the truck run. The introduction of changes in the Truck entry security procedures and automation processes at the Terminal means that every booking should be associated to a truck run and should be allocated to truck drivers with an approved MSIC. Please be aware that the truck manifest screens for Patricks and DPW Terminal have some slight differences between them. Truck manifest are not available for POAL terminals.

5.3.7. Truck Manifest List Shows previous and the current list of truck runs assigned to the carrier. It also allows uncompleted truck runs to be edited so long as the zone time has not been reached.

Please be aware that the truck manifest lists screens for Patricks and DPW Terminal have some slight differences between them. Truck manifest list screens are not available for POAL terminals.

5.3.8. Request Empty Stack Run-In The Empty Stack Run-In screen allows users to request for an empty stack run-in (export)

5.3.9. Empty Stack Run-In Manifest Allows users to manifest against an approved empty stack run-in request.

5.3.10. Empty Stack Run-In Manifest List Shows a list of submitted truck manifests for an empty stack run-in.

5.3.11. Request Stack Run-Out The Stack Run-Out screen allows users to request for a stack run-out (import)

5.3.12. Stack Run Out Manifest Allows users to manifest against an approved stack run-out request.

5.3.13. Stack Run Out Manifest List Shows a list of submitted truck manifests for a stack run-out.

5.3.14. Booking History Shows a list of bookings for the carrier over a specific date range. Specific types of bookings i.e. Booked, Confirmed, and No Shows etc can be selected.

5.3.15. Review No Shows Allows a carrier to generate a request to the terminal to waive the No Show fee associated to a specific VBS booking.

5.3.16. Import Data

5.3.16.1.Import Delivery Times Lists the date and times for the last container off and the first and last free day of storage for containers from a particular vessel.

5.3.17. Export Data

5.3.17.1.Pre-Advised Exports A list of the export containers that have been pre-advised to the terminal

5.3.17.2.Export Receival Times Receival times for vessels currently shown within the vessel schedule.

5.3.18. General Data

5.3.18.1.Container Search Provides detailed information on an individual container so long as the container is currently within the system.

5.3.18.2.Truck Performance Shows truck movements in tabulated form for a specific date range. This allows carriers to better utilise their trucks.

5.3.18.3.Vessel Schedule A list of vessels scheduled to berth at the terminal + / - 14 days.

5.3.18.4.Truck Drivers A maintainable list of truck drivers and their MSIC numbers. The Truck Drivers screen allows carriers to add, delete drivers and update mobile numbers associated to the driver. * Note: This screen is available to DPW and Patricks’ Carrier users. This is not available to New Zealand Carrier users.

5.4. VBS Information Section (Back to Contents) The VBS Information Section provides access to information concerning the VBS such as help guides, terminal contacts and the VBS Terms and Conditions. To access any of the information click on the relevant link.

5.5. Message Board (Back to Contents) The message board displays information regarding terminal activities. In addition to messages displayed here, the terminals also have the facility to send messages to all VBS users for that terminal via a pop up screen and email. The pop up message will appear when first logging onto to VBS or, if already in the VBS, when moving from one page to another. Clicking on the close window button after reading the message will deem the message to have been read and the pop up relating to that message will not reappear. The pop up will usually be used in conjunction with the standard message board so a message can be viewed again if necessary. Messages can be read from the home page by clicking the message header. This will then show the message in the message area below. Messages remain current for the number of days the terminal has set.

6. Bookings (Back to Contents)

6.1. Terminal Time This shows the current “Server Time” for both CTO and VBS users. This allows carriers to book at the exact time slots become available for first release. It also saves any confusion as to the ‘correct’ time at which a carrier can book. Users should contact the VBS helpdesk for correct terminal release times.

6.2. Creating a VBS Booking Create Booking enables users to make bookings for Time Slots for the following types:

• Import – to move containers to the terminal • Export – to collect containers from the terminal • Dual – a dual movement which is an Import and Export movement within the same time zone • Unspecified – a slot which is neither Import nor Export. When the user books an unspecified

slot, they are required to confirm the unspecified slot to an Import or Export within an allocated expiry time. If the unspecified slot expires, it will be listed for exchange. Note: Unspecified slots are only available to Patrick Terminals and only if the CTO have made the relevant configuration.

Only one user per carrier is allowed in the Create Booking screen at any time for a timed period of three minutes. This restriction ensures equality of access for all carriers. Step 1 Click on the Create link in the main menu on the left side of the VBS home page.

Step 2 Select the type of booking – Import, Export, Dual or Unspecfied (Note:UNSPECIFIED is for

Patrick Terminal users only). It is essential the type of booking is selected first, as the type of

Step 2 Step 3 Step 1 Step 4 Step 5

booking provides the dates in the next search field Date, showing only dates with open zones for the type of booking selected.

Step 3 Select the Date from the drop down menu to specify which date you would like to make the

booking for. The booking Date may vary between terminals and between the booking type. This is set by the specific terminal you are booking at.

Step 4 Select the Look Ahead feature if you wish the system to look up to the number of zones ahead

that the terminal has set – usually 2 or 3. This allows the booking process to be quicker if no slots are available (due to other carriers completing their bookings before you) in the zone you originally selected.

Step 5 Press Search. The work area will update to provide you with the 24 zones available on the chosen booking date for the type of booking selected.

The Late Receivals check box can only be selected for Exports and the carrier must be advised that the vessel’s receival time has been extended. The Length, Commodity and Full/Empty fields can also be used to filter the available slots to show only those slots available for the chosen filter. Examples of searches using these additional fields include: Example 1: Example 2: Type: Import Type: Export Date: DD/MM/YYYY Date: DD/MM/YYYY Length: 4 Length: Not selected Comm: No selection made Comm: REF Possible combinations for searches on the Create Booking page are: Type: Export or Import or Dual or Unspecified Date: provided after selecting movement Type Length: N/A, 2 or 4 Comm: N/A, GEN, REF, OOG or HAZ Full/Empty: N/A, Full or MT Terminals are able to set slot limits per zone for certain container lengths and commodities to suit the capacity of the terminal to provide services for different kinds of containers.

Step 6

Step 6 Decide on an appropriate time zone from the displayed table in accordance with the Available

column. This column shows the number of slots available for the specific type of booking you selected in the Search criteria (Import, Export, Dual or Unspecified).

Note: You have 3 minutes to complete a booking, as indicated by the timer appearing in the bottom left hand corner of the Create Booking screen. If you do not complete the booking within this time the Restart Timer button will become active and a Restart Timer popup will appear to enable you to reset the timer. Select Yes to refresh the current screen, ensuring that available slots within the Create Booking screen are current.

Step 7 Select the number of slots from the drop down list in the Required column. You can only book

slots for one zone at a time. You can book multiple slots in one zone if multiple slots are available.

Step 8 Once the required slots are selected, click on the Continue button which will take you to the

Booking Results screen.

Step 7

Step 8

6.3. Booking Results (Back to Contents) The Booking Results screen provides a summary of the requested bookings including the results of whether booking was successful or not.

The Result column will either display a � or a �

�= Successful booking. � = Unsuccessful booking.

To view the details on the booking, click on the View / Edit link at the end of each booking result line as this will take you to the Edit Booking screen.

You can create further bookings from the booking results page by using the Create Booking link found at the bottom of the results page. This feature works similarly to the general Create Booking function as previously described however, the default booking type and date will be the same as the booking type just completed. You may change the booking type, date and filters before clicking the Search button to continue the Create Booking process.

6.4. View/Edit Booking (Back to Contents)

6.4.1. Viewing Bookings The View/Edit screen displays a list of booked, confirmed, listed and arrived bookings whilst also providing access to the Edit booking facility. Step 1 Click on the View / Edit link in the main menu. Step 2 It is possible to search booking using one or more of the following criteria:

• Type: Any (All possible types), Import, Export, Typeless or Unspecified. Note: Some slots listed for exchange may have a type of ‘Typeless’. For further information on Typeless slots – refer to section – 5.7 (Listing a Booking for Exchange). Typeless slots are only relevant to DPW users.

• Status: Any (ALL possible status), Arrived, Booked, Cancelled, Confirmed, Listed, No Show, Used or Wrong Zone

• Date: select the date you want to start the View Bookings search. (default: today) • Days: choose the number of days ahead you want to view. (default: 1) • Reference: The user can select a booking number associated to that company from the

Reference dropdown. Step 3 Once criteria are chosen; click Search to display the list of bookings which match the selected

search criteria. Note: The following 3 images show various different status values on the View/Edit page. The numbers appearing at the bottom right hand side of the data list indicates additional pages of data. Click on the appropriate number to open that page.

Step 2

Step 3

This image also shows slots that have been booked but not yet confirmed. The Exp Date column shows the time that these bookings must be confirmed otherwise they will be automatically listed so other carriers can book them.

6.4.2. Editing a Booking (Back to Contents) A carrier is required to associate further information to a booking such as container number, container length, full/empty status and voyage details to have the booking confirmed. This information will need to be added once a slot has been booked and prior to the Expiry Time of the booking. It is possible to edit a booking from either the Booking Result screen or from the View/Edit screen. In both instances click on the Edit link to open the Edit Booking screen or click the Booking Reference Number (Ref) from the View/Edit page. The Expiry Time is set by the terminal and can be seen from both the Booking Results page or from the View / Edit screen. It can be either a specific time prior to the booking or 1 or 2 hours after the booking is made.

The right half of the Edit Booking screen shows the following fields (fields marked with and asterisk * are mandatory) that must be valid to successfully save the booking.

• Container – The container number • Length – Select from dropdown • Vsl/Voy – Select from dropdown • Commodity – Select from dropdown • Full or Empty – Select from dropdown

Entering the Truck Registration Number or selecting a MSIC driver (if any) is optional. If these details are saved with the booking, the MSIC driver and truck rego number will be reflected on the Truck Manifest Screen.

Step 1 To assist with data entry, by entering the container number and clicking Get Details, the system will populate the container and vessel details, should this data be available. The Get Details link is generally used with Import Containers as the data is always available. For Export Bookings, container numbers are generally not known prior to the booking having to be confirmed so Length, Vsl/Voy, Commodity and Full/Empty data must be selected from the dropdowns. Once Containers have been Pre-Received (PRA) bookings can be updated with container numbers.

At the bottom of the Edit Booking screen are five links that show:

• View Bookings – Returns to the View/Edit screen • View Truck Details – Shows truck movement details for completed (Arrived) bookings • List the booking for Exchange - List s a unwanted booking for other carriers to use • Save the Booking – Confirms booking • Print the Booking – This shows a Printer Friendly page if a printed copy of the booking

is required. Once the booking has been saved the status of the booking in the View/Edit screen will update to display Confirmed.

Step 1

6.5. Storage (Back to Contents) (At the time of writing the Payment option are not available to New Zealand carriers) When the container number is entered and the booking is successfully saved, if storage is owing on the container, the storage amount will be automatically calculated and displayed. Storage can be paid by using either of the following 2 options.

• Pay Now by Credit Card This link opens the Com-Pay credit card page and automatically enters the facility where the container is located, container number, calculated storage cost and date and time of pickup. Only the credit card number and holders details need to be entered. Part payments can be made however a warning message will be displayed giving the payer the new balance due. This new cost will be available when clicking the recalculate button on the Edit Booking page. (Note: The recalculate time is approx. 10 minutes from payment approval). When paid in full, the container can be picked up from terminal.

• Log into Com-Pay This link allows a registered user to log into the Com-Pay system and pay for storage either by credit card or direct debit from their bank account. All details are entered manually. Note: At the time of writing only the Patrick Terminals have integrated with the ComPay and these buttons only appear for Patrick Terminals. Storage values are not held continuously in the system and must be recalculated each time you enter the Edit Booking page. Each terminal calculates storage individually and rates may vary from one terminal or stevedore to another.

6.6. Storage Payment by Com-Pay (Back to Contents) The following information is required to be entered for Storage Payments by Credit Card through Com-Pay.

• Card Holders Name – The name that shows on the credit Card • Credit Card Number – The number on the credit Card • Security Code – The 3 digit number on the reverse side of the Credit card. This field is

optional • Expiry Date – The Expiry Date of the Credit Card • Payer Email – The email address of the Payer • Payer Contact Phone – The main telephone contact number of the Payer

The details showing below, Payee Details and Line Item details are automatically entered from the VBS Edit Booking page. The Payer may wish to enter a comment to show on their bank records. The payer then submits the payment and if successful will receive a confirmation page. The container can then be released to the transport company.

Calculated Storage Amount

Note: At the time of writing only the Patrick Terminals have integrated with the ComPay system.

6.7. Listing a Booking for Exchange (Back to Contents) Bookings that may no longer be required can be listed for exchange, making it available for another carrier to use. If the slot is taken by another carrier the ownership will transfer to the new carrier. Step 1 To list a booking for exchange, you must proceed to the Edit booking page for the individual

booking.

Step 2 Clear details currently assigned to the booking by clicking the Clear Details button. The

booking status reverts to Booked.

Step 3 Click the List for Exchange button on the page. The page will refresh, and the List for Exchange button will change to Retrieve. This indicates the List for Exchange booking has been successful. The status of the booking will also change to LISTED.

Step 3

Step 2

Notes:

• If a container number has been attached to the booking the booking cannot be listed until the saved details are cleared. Clearing the details is done by clicking the Clear Details button. A message asking for confirmation to clear details will appear.

• The booking will then be shown as Listed in the view booking page. • The ownership of the listed slot remains with the carrier who originally booked the slot until the

slot has been booked (taken) by another carrier. • A carrier who lists a slot for exchange cannot see the booking from the Create Booking

screen, only retrieve the listed booking. • For DPW Terminal, depending on what has been configured by the CTO, all slots listed for

exchange will revert to its original slot type. This means that it is possible that some slots will be listed as ‘Typeless’. When a slot is listed as Typeless, it means that that slot can be used for either import or export slots.

• For Patricks Terminal, depending on what has been configured by the CTO, all listed slots which were originally booked with an ‘Unspecified’ type will revert to ‘Unspecified’ slot type. This means that even if the unspecified slot was confirmed to an Import or Export, the slot will still be listed with a type of ‘Unspecified’. When a slot is listed as ‘Unspecified’, the slot can be used for either import or export slot once it is retrieved.

• The CTO can disable carriers from listing company template slots or CTO created user slots. When a slot is listed for exchange, the listed slot will appear to all other carriers in the Create Booking screen (for the same date and zone of the original booking). A listed slot will be taken from the Create Booking area as the first new booking for any other carrier choosing a booking from the same date and zone as the listed booking.

Listed

6.8. Retrieving a Listed Timeslot (Back to Contents) If a carrier wants to retrieve and use a slot they have listed for exchange, they can do so as long as the listed slot has not been booked by another carrier. Step 1 To retrieve a booking previously listed for exchange proceed to the Edit Booking page for the

individual booking.

Step 2 Click the Retrieve Listing button. The page will refresh and the Retrieve Listing button will

revert to List for Exchange. This indicates the Retrieve from Exchange function has been successful. The status of the booking will also revert to Booked.

Step 2

NOTE: If another carrier books your listed slot prior to you reaching the Edit Booking page and clicking on the Retrieve button to retrieve your listed slot, the slot will transfer to the new carrier and you will not be able to retrieve the slot. If this is the situation, the exchanged slot will not be shown in your View Bookings screen, as the ownership of the slot will have been transferred to the new carrier. Any transferred slot belongs to the new carrier and is irretrievable by the original owner who listed the slot for exchange.

Booked

6.9. Booking Errors (Back to Contents) The following images show possible errors encountered when trying to confirm bookings.

6.9.1. Invalid Container Number If a container has previously been used in a booking or has been entered incorrectly a message of Invalid Container Number will appear. Check details by using the Container Search facility for latest details if gated out.

6.9.2. Container Already Used (Back to Contents) If a container has previously been used in a booking and the container number is still valid within the system, a message of Container Already Used will appear. Check details by using the Container Search facility for attached booking number.

6.10. View Truck Details (Back to Contents) The VBS system has the ability to show the times the truck entered the terminal, completed all terminal processing then left the terminal. This can be used for auditing purposes for carriers. Note: Truck details can only be viewed if a truck Registration Number is saved to the booking. This can be done at any time prior to the truck arriving at the terminal.

6.11. Swap Booking (Back to Contents) The Swap Bookings provides the facility to swap two container numbers (Export for Export or Import for Import) or to swap an Export slot for an Import slot, allowing a carrier to back load two slots in one truck movement in the same zone. Step 1 Select/Click on the Swap Booking link from the main menu. Step 2 The Swap booking page will appear with the following search criteria:

Type: Any (default), Import, or Export Status: Any (default), Booked, or Confirmed Date: today’s date (default) or any future date for which bookings exist. Days: 1 (default) or select more days ahead to search.

Step 3 Select from the Type dropdown Step 4 Select from the Status dropdown Step 5 Select from the date popup the date required (only current and future dates with bookings

will work). Step 6 Select the number of days to look ahead. Step 7 Click on the Search button.

You are now taken to the VBS Swap timeslot page. Step 3 Step 4 Step 5 Step 6

Step 7

Step 8

Step 9

Step 8 Check the 2 slots to be swapped, depending on the swap required:

• If swapping container numbers, make sure container numbers are showing for the respective slots and that the slots are of the same type; both Import or both Export.

• If swapping time slots make sure the slots are one of each type, Import and Export. Container numbers are not necessary to make a successful timeslot swap

Step 9 Once the correct two slots are chosen, click on the appropriate swap button – Swap

Bookings or Swap Containers. Confirmation of a successful swap will be shown on the top of the page and the booking numbers or container number will have changed places. Any errors or reasons for not being able to complete the swap will be shown above the search area in red text.

6.12. AutoGate Runs (Back to Contents) Note: At some terminals the Autogate screens has been replaced by the Truck Manifest screens depending on the individual terminal configuration.

To use this system an export container must be electronically pre–advised (PRA) to the terminal, and a Delivery Order number (or Stack Run number) for Import containers must be attached to a booking and then linking those container numbers to a specific truck before that truck arrives at the terminal. 1. Terminals may have electronic radio detection systems to register a truck’s transponder signal or

a keypad system where the driver enters a specific PIN number.

2. Either system links the truck’s transponder or the PIN number to the pre–advised container.

3. If the auto gate run is made from the edit booking screen, the link will only become active when a valid container number has been entered against the booking and the booking has been successfully saved.

4. When the truck arrives at the Patrick’s gate, the driver provides the security person with either the PIN number of their auto gate transaction, or one of the container numbers set up in the auto gate run. The security guard confirms this detail against the truck registration, and the driver is then given a BAT number for use within the yard.

5. When the truck driver arrives at the P&O Ports gate, the truck’s permanently visible BAT number (painted in various places on the truck) will have been registered against the auto gate / transponder run, and this will be identified against container numbers saved against the booking.

For Patrick’s Terminal:

• Export – Only confirmed bookings with Containers numbers are displayed in the Data Grid; • Import – Bookings with 'Booked' and 'Confirmed' statuses are displayed in the Data Grid; • A VBS User can supply what is known as a STACKRUNID instead of a Container Number, in

order to 'CONFIRM' a booking. Note: This is possible only in the Patrick’s Terminal. For DPW Terminal:

• Export – Only confirmed bookings with Containers numbers are displayed in the Data Grid; Note: Depends of individual terminal configuration.

• Import – Only confirmed bookings with Containers numbers are displayed in the Data Grid; Note:

For both Patrick’s and P&O Terminals, all the containers that appear on the IMPORT Data Grid will have a 'Clear Status', as a pre-check condition. Business Rules

• TruckRego details must be less than or equal to 6 characters; • For IMPORT/EXPORT, the total length size of a Container cannot exceed a total of 8. For

example, no more than four size-2 Containers, or 2 size-4 Containers can be selected on either side;

• For Patrick’s Terminal, a Commercial Release Number (CRN), must be specified for each booking which is confirmed by a Container Number. Note that this is not required for Bookings that are confirmed with StackRunId;

• For Patrick’s Terminal, a PIN Number of five characters and a Manifest Number (i.e. the Least of the Booking Reference Numbers), from all of the Selected Bookings are displayed at the bottom of the screen as a result of creating Autogate runs;

• For P&O Terminal, a PIN Number of four characters is generated at the end of a successful Autogate booking;

6.13. AutoGate Runs List (Back to Contents) Note: At some terminals the Autogate screens has been replaced by the Truck Manifest screens depending on the individual terminal configuration.

Auto Gate Runs List pages allow carriers to view Auto Gate runs assigned to a specific date in a list and edit individual slots as necessary (entering container numbers etc). Step 1 Select AutoGate Runs List from the menu

Step 2 Select the date using the Time Slot Date selection field

Step 3 Select Time Zone and Show adjacent time zones if required Step 4 Click the Search button to show all AutoGate runs within those parameters. Details include:

• Movement ID • Run Date • Rego – Truck Registration Number • BAT – BAT Number • PIN – Terminal assigned PIN Number • Manifest No – The manifest number of the specific run • Gate In Time – Date & Time when the truck entered the terminal • Call up Board Time – Date & Time the details were shown on the Call up Board • Gate Out Time – Date & Time the truck left the terminal • References – Booking Reference Numbers

Step 3 Step 2 Step 1

6.14. Truck Manifest for Patricks Terminals (Back to Contents) The truck manifest screen for Patricks terminal can be used for booking either an Autogate run or non - Autogate run. It allows carriers to link a valid Import or Export booking to a specific truck and also allocate a MSIC driver to the truck run before the truck arrives at the terminal. Step 1 Select Truck Manifest from the menu

Step 2 Select type of truck run – Non Auto Gate or Auto Gate run.

Note: The Autogate option is only available if the Carrier has been configured to be an Autogate run user.

Step 3 Select the date for the truck run Step 4 Select Time zone Step 5 Tick ‘show adjacent time zones’ checkbox if required. Step 6 Click the ‘Search’ button to show all valid import/export bookings that match the search

parameters.

The search will return with a list of matching bookings in the relevant export and import section.

• Export Section Only confirmed bookings with either Containers numbers or vessel details are displayed in the Export data grid.

• Import Section Bookings with 'Booked' and 'Confirmed' statuses are displayed in the Import data grid. For the confirmed bookings, only import containers with a CLEAR customs status will be displayed.

Step 7 Select the required IMPORT / EXPORT booking(s) to arrange a truck manifest for by ticking

the appropriate checkboxes. Step 8 If required, a STACK RUN ID instead of a Container Number can be supplied in order to

'CONFIRM' a booking. If a container number is not entered in the View\Edit screen then it is assumed that a Stack Run number is required (Step 8).

Step 9 Select the door and position that the selected container(s) will occupy Step 10 If required enter a Commercial Release number for the import booking (only mandatory for

Autogate runs) Step 11 Enter Truck Rego Number. The Truck Rego may be mandatory depending on the

requirements of individual terminals. Step 12 Select Truck Type. There are 4 truck types:

• Other: 2 slots • B-Double: 3 slots • Long B-Double: 3 slots • Super B-Double: 4 slots

Step 8 Step 10

Step 7

Step 9

Step 12

Step 13

Step 11

Step 14 Step 15

Step 13 If applicable, select any attachments that may be affixed to the truck. Examples of attachment types are Sideloader and Drop deck.

Step 14 Select MSIC Driver.

If required, the mobile number of the MSIC driver can also be updated. To update the mobile number, enter the new number in the ‘Mobile’ field and click on the mobile icon to save the number. This will update the truck driver’s record in the Truck Driver List screen. The MSIC number may be mandatory depending on the requirements of individual terminals.

Step 15 To ‘share’ the truck manifest with other carriers, click on the ‘Share Truck’ option. This will

allow other carriers to share the same truck provided that it is in the same time zone and with the same truck driver.

Step 16 Click the ‘Save’ button to save the truck manifest. As a result of creating a truck manifest, a PIN and a Manifest Number will be generated and displayed at the bottom of the truck Manifest screen.

General Business Rules

• The Truck Rego number must be less than or equal to 6 characters;

• For IMPORT and EXPORT, the total length of the container(s) in a truck cannot exceed a total of 80 feet; For example, no more than four 20” Containers, or two 40” Containers can be selected on either side;

• For Auto gate runs, a Commercial Release Number (CRN) must be specified for each import booking which is confirmed by a Container Number; This is not required for Bookings that are confirmed with a Stack Run ID and is not required for export bookings;

• Sharing a truck means that other carriers will have the option to share the same truck as long as it is in the same timezone and with the same truck driver. A truck is only shared if the other carrier agrees to share the truck. That carrier still has the option to elect for the combined movement or an entirely new movement. Note: Changes to the manifest for a shared truck may affect other carriers that are utilising the same movement. If the truck rego or the MSIC driver is changed, other carriers sharing the truck will not be able to share the truck manifest any more.

Generated PIN and Manifest No.

6.15. Truck Manifest List Screen for Patricks Terminal (Back to Contents) Truck Manifest List screen allows carriers to view, edit or cancel a list of truck manifests assigned to a specific date by changing door/positions of container or truck rego or MSIC driver. Step 1 Select Truck Manifest List from the menu

Step 2 Select the manifest type (All, N – Non Autogate, A - Autogate)

Step 3 Select MSIC driver Step 4 Enter Rego number Step 5 Enter Booking Ref Step 6 Enter Container number Step 7 Select the date using the Time Slot Date selection field Step 8 Select Time Zone and Show adjacent time zones if required Step 9 Click the Search button to show all truck runs that matches the search parameters.

Details include:

• Type – N (Non Autogate) or A (Autogate) • SMS – If the SMS icon is enabled, the carrier can click on the icon to send a SMS message to

the assigned truck driver’s mobile phone to provide details of the truck run. • Movement ID • Run Date • Rego – Truck Registration Number • Driver – MSIC driver.

A tool-tip message appears when the cursor is on the Driver’s name. It shows the Driver’s name, MSIC number and mobile number.

• BAT – (applicable to DPW terminals) • PIN – Terminal assigned PIN Number • Manifest No – The manifest number of the specific truck run.

A tool-tip message appears when a cursor is on the Manifest number. It shows details of the containers for the truck run. This includes the container number, type (import/export) and customs status.

• Gate In Time – Date & Time when the truck entered the terminal • Call up Board Time – Date & Time the details were shown on the Call up Board • Gate Out Time – Date & Time the truck left the terminal

Step 7

Step 8

SMS Messaging When the user clicks on the SMS icon (if enabled), a small window like the one below will pop up. It contains a SMS text that can be edited and added onto as necessary. It is already pre-populated with the truck manifest details such as the truck registration number, PIN, booking reference, and the containers associated to the truck run. To send the sms text, click on the Send button.

Tool-tip

message

6.16. Truck Manifest for DPW Terminals (Back to Contents) The truck manifest screen for DPW Terminals can only be used for booking Autogate runs. The application allows carriers to link a valid Import or Export booking to a specific truck (a valid BAT number is required) and also allocate a MSIC driver to the truck run before the truck arrives at the terminal. Step 1 Select Truck Manifest from the menu Step 2 Select the date for the truck run Step 3 Select Time zone Step 4 Tick ‘show adjacent time zones’ checkbox if required. Step 5 Click the ‘Search’ button to show all valid import/export bookings that match the search

parameters.

The search will return with a list of matching bookings in the relevant export and import section.

• Export Section Only confirmed export bookings with either Containers numbers or vessel details are displayed in the Export data grid.

• Import Section Only confirmed import bookings are displayed in the Import data grid. For the confirmed bookings, only import containers with a CLEAR customs status will be displayed. Note: This is slightly different to Patricks Terminal, where all booked and confirmed bookings are displayed for Patricks Terminal.

Step 3 Step 2 Step 4 Step 1

Step 6 Select the required IMPORT / EXPORT booking(s) to arrange a truck manifest for by ticking

the appropriate checkboxes. Step 7 Select the door and position that the selected container(s) will occupy Step 8 If there any import bookings, enter a Commercial Release number for the import booking.

This is mandatory for Autogate runs. Step 9 Enter Run Number Step 10 Enter BAT Number. A valid BAT number will be associated to a valid Truck Registration

number. Step 11 If required, select a MSIC Driver.

The mobile number of the MSIC driver can also be updated. To update the mobile number, enter the new number in the ‘Mobile’ field and click on the mobile icon to save the number. This will update the truck driver’s record in the Truck Driver List screen. The MSIC number may be mandatory depending on the requirements of individual terminals.

Step 12 To ‘share’ the truck manifest with other carriers, click on the ‘Share Truck’ option. This will

allow other carriers to share the same truck provided that it is in the same time zone and with the same truck driver.

Step 13 Click the ‘Save’ button to save the truck manifest. The rego number associated to the BAT number will be displayed and as a result of creating a truck manifest, a PIN and a Manifest Number will be generated and shown at the

Step 7

Step 9

Step 6

Step 8

bottom of the truck Manifest screen.

General Business Rules

• The BAT number must be valid, i.e has an associated truck rego number. The Bat number is no more than 4 characters long;

• The same Run number can not be used more than once on the same day/time zone for a carrier. This means that different trucks in the same day-time zone cannot use the same run number.

• For IMPORT and EXPORT, the total length of the container(s) in a truck cannot exceed a total of 80 feet; For example, no more than four 20” Containers, or two 40” Containers can be selected on either side;

• For Auto gate runs, a Commercial Release Number (CRN) must be specified for each import booking which is confirmed by a Container Number; This is not required for Bookings that are confirmed with a Stack Run ID and is not required for export bookings;

• Sharing a truck means that other carriers will have the option to share the same truck as long as it is in the same timezone and with the same truck driver. A truck is only shared if the other carrier agrees to share the truck. That carrier still has the option to elect for the combined movement or an entirely new movement. Note: Changes to the manifest for a shared truck may affect other carriers that are utilising the same movement. If the run number or the MSIC driver is changed, other carriers sharing the truck will not be able to share the truck manifest any more.

Generated PIN and Manifest No.

Rego Number

6.17. Truck Manifest List Screen for DPW Terminals (Back to Contents) Truck Manifest List screen allows carriers to view, edit or cancel a list of truck manifests assigned to a specific date by changing door/positions of container or Run Id or BAT number or MSIC driver. Step 1 Select Truck Manifest List from the menu

Step 2 Select MSIC driver Step 3 Enter Rego number Step 4 Enter Booking Ref Step 5 Enter Container number Step 6 Select the date using the Time Slot Date selection field Step 7 Select Time Zone and Show adjacent time zones if required Step 8 Click the Search button to show all truck runs that matches the search parameters.

Details include:

• Type –This should be ‘A’ for Autogate • SMS – If the SMS icon is enabled, the carrier can click on the icon to send a SMS message to

the assigned truck driver’s mobile phone to provide details of the truck run. • Movement ID • Run Date • Rego – Truck Registration Number • Driver – MSIC driver.

A tool-tip message appears when the cursor is on the Driver’s name. It shows the Driver’s name, MSIC number and mobile number.

• BAT – BAT Number used for DPW terminals to associate to Truck Registration numbers. • PIN – Terminal assigned PIN Number • Manifest No – The manifest number of the specific truck run.

A tool-tip message appears when the cursor is on the Manifest number. It shows details of the containers for the truck run. This includes the container number, type (import/export) and customs status.

• Status – DPW Terminal will send a response with an Error/OK status for each generated truck message. This status will be displayed on the Truck manifest list screen. - If the Status is ‘OK’, this implies that the truck manifest has been accepted by DPW terminal. - If the Status is ‘ERROR’, this implies that the truck manifest has been rejected by DPW terminal. A’ tool-tip’ message will appear when the cursor is on the ERROR status. It will show information returned by the terminal as to why the truck manifest was rejected. Note: This Status column is specific to DPW terminal only.

• Gate In Time – Date & Time when the truck entered the terminal • Call up Board Time – Date & Time the details were shown on the Call up Board • Gate Out Time – Date & Time the truck left the terminal

SMS Messaging Note:SMS Messaging depends on individual terminal configuration and may not be enabled.

When the user clicks on the SMS icon (if enabled), a small window like the one below will pop up. It contains a SMS text that can be edited and added onto as necessary. It is already pre-populated with the truck manifest details such as the truck registration number, PIN, booking reference, and the containers associated to the truck run. To send the sms text, click on the ‘Send’ button.

Tool-tip

message

Step 6

Step 7

6.18. Empty Stack Run-In Request – For Patricks Terminal (Back to Contents) The Empty Stack Run-In Request screen allows carriers, empty containers parks and shipping lines to lodge an empty stack run-in request to a terminal. It displays ERN requests that you have made and ERN requests which are associated to you. The Empty Stack Run-In Request screen allows you to:

• Create a new empty release number (ERN) request for a stack run-in

• View an existing ERN request

• Update or Delete an existing ERN request as long as it has not been confirmed by the CTO.

The Empty Stack Run-In request screen will have 2 major sections:

• Section A: This is a weekly calendar of all ERN requests booked by you that have been confirmed by the CTO. You can click on a confirmed ERN request link to view the ERN details.

• Section B: This is the Empty Stack Run-in Request Form used to create a new ERN request or update an existing ERN request. This form is only displayed when viewing an existing ERN request or when submitting a new ERN request.

• Section C: This is a list of all stack runs that are related to you for the week. You can click on the ERN link to view the ERN details. Each ERN on the list has a corresponding status:

o Pending – The ERN request has not been authorised by the CTO. Manifesting cannot proceed until it has been authorised.

o Confirming - The ERN request has been confirmed by the CTO and VBS is waiting for an accepted response from the terminal’s system.

o Confirmed – The ERN request has been confirmed by the CTO successfully and manifesting against the ERN can proceed.

o Error – The terminal’s system has returned an error response and the ERN request needs to be amended by the CTO.

6.18.1. To Create a New Stack Run-In request (Back to Contents) Step 1 Select ‘Request Empty Stack Run-In’ link from the Menu. This will load the empty stack

run-in request screen as shown below.

Step 2 Click on ‘New ERN Request’ button. This will open a blank Empty Stack Run-in Request Form.

Step 3 Complete the empty stack run-in request form and click on ‘Save Request’ button – Go to

Empty Stack Run-in Request Form section for details in completing the empty stack run-in request form .

Step 2

Step 1

6.18.2. To View or Edit or Delete an Existing Stack Run-In request (Back to Contents) Step 1 Select ‘Request Empty Stack Run-In’ link from the Menu. This will load the empty stack

run-in request screen as shown below.

Step 2 Click on the ERN link in the Stack Run list at the bottom or from the weekly calendar at the top. This will bring up the details of that ERN in the Empty Stack Run-in Request Form. Note: the weekly calendar at the top will only show your ERN requests which have been confirmed by the CTO.

Step 3 You can update or delete an ERN request if it is still in PENDING status. However once an

ERN request has been confirmed by the CTO, you can no longer change or delete the ERN request. To update an existing Pending ERN request, change the details as required and click on ‘Save Request’ button. To delete the ERN request, click on ‘Delete Request’ button

Step 2

Step 1

For further details in updating or completing the empty stack run-in request form, go to Empty Stack Run-in Request Form section.

Step 3

6.18.3. Empty Stack Run-In Request Form (Back to Contents)

To populate the Empty Stack Run-In request form:

Step 1 If logged in as a Carrier user, select an Empty Container Park from the Container Park List.

Step 2 If logged in as a Container Park, select Carrier from the Carrier list

Step 3 Enter Empty Release Number provided by the Shipping line.

Step 4 Enter Shipping Line Booking Number

Step 5 Enter number of containers to be stacked run.

Step 6 Select container size.

Step 7 Enter a valid ISO Code. Entering a valid ISO code will automatically fetch the

corresponding commodity and goods description.

Step 8 Select a vessel from the vessel-lloyds-voyage list. This vessel list is derived from the current vessel schedule sent from the terminals. Once selected, it will fetch a valid list of Line Operators and First Discharge Port, Start Receival Time, Cargo Cut-Off, Estimated Arrival and Estimated Departure time.

Step 9 Select the line operator from the Line Operators list.

Step 10 Select the First Discharge Port from the Discharge port list

Step 11 Select Final Destination from the list or search for a location by clicking on the Destination

Search icon �� This will bring up a pop-up location window which will allow you to search and add locations to your Destination list which can be used for future stack runs.

Step 12 Enter valid email address(es).

A copy of the empty stack run-in request will be emailed to these email addresses. You can also maintain an address book of email addresses by clicking on the address

book icon �� . This will bring up a pop-up address book window which will allow you to save or delete a list of email address(es) which can be utilised for future stack runs.

Step 13 Click on ‘Save Request’ button to save the request.

This will set the status of the ERN request to ‘Pending’ and a copy of the empty stack run-in request will be emailed to the specified email addresses (from Step 12).

Step 14 The CTO will either reject or confirm the request which will trigger an email to the specified

email addresses (from Step 12).

Step 15 Once the CTO has confirmed the ERN request successfully, you can start manifesting against the ERN.

6.19. Empty Stack Run-In Manifest – For Patricks Terminal (Back to Contents) The Empty Stack Run-In Manifest screen allows carriers or empty container parks to lodge a manifest against a confirmed empty stack run-in request and also allocate a MSIC driver to the truck run before the truck arrives at the terminal. Step 1 Select ‘Empty Stack Run-In Manifest’ link from the menu

Step 2 Select an ERN link from the weekly calendar. Step 3 Enter truck registration number. Step 4 Select Truck Type. This will automatically display the number of slots appropriate to the

truck type. There are 5 truck types:

• Other: 2 slots • B-Double: 3 slots • Long B-Double: 3 slots • Super B-Double: 4 slots • Road Train: 6 slots

Step 5 If applicable, select any attachments that may be affixed to the truck. Examples of

attachment types are Sideloader and Drop deck.

Step 6 Tick the SMS checkbox if you want a SMS of the manifest to be issued to the truck driver (from Step 7).

Step 7 Select the MSIC number of the truck driver. The list of MSIC numbers is populated from the

Truck Drivers Screen.

Step 1

Step 8 Enter the container number (and if required enter the container numbers of the attachments

if it is nested container) in the slot of the truck.

Step 9 If required, select the correct door and position.

Step 10 Click on ‘Submit’ PRA link which will lodge a PRA for the container to the terminal. The terminal will return an Accepted or Rejected response. If the terminal sends a Rejected response, you can pass the cursor over the ‘REJECTED’ status and this will display the description associated to the container.

Step 11 Continue to enter all the required containers on the truck and submit a PRA for each

container. Once completed, click on ‘Create Manifest’ button. This will generate a manifest to the terminal. Note: Should there be any rejected responses for any of the submitted PRAs, the ‘Create manifest’ button will be disabled.

Step 2

Step 11

Step 7

PRA response

Step 12 If the SMS checkbox was ticked, it will bring a SMS pop-up screen as shown below. The text message can be updated as required. It contains a SMS text that can be edited and added onto as necessary. It is already pre-populated with the stack run-in manifest details such as the truck registration number, PIN, booking reference, and the containers associated to the truck run Click on ‘Send’ button and this will send the SMS to the specified mobile number. Note: SMS Messaging depends on individual terminal configuration and may not be enabled.

6.20. Empty Stack Run-In Manifest List – For Patricks Terminal (Back to Contents) The Empty Stack Run-In Manifest List screen allows users to view a list of stack run-in manifests assigned to a specific stack run period or Empty Release Number. Step 1 Select ‘Empty Stack Run-In Manifest List’ from the menu

Step 2 Select ‘From Start Date for Stack Run’ and ‘To Start Date for Stack Run’. Setting this stack

run period will fetch a list of Empty Release Numbers associated to that period. Step 3 If required, select an empty release number from the Empty Release Number list. Leaving

this blank, will allow you to view all stack runs for that period. Step 4 Click the Search button to show all truck runs that matches the search parameters.

Details include:

• Movement ID • Run Date • Rego – Truck Registration Number • Truck Type • ERN# • PIN – Terminal assigned PIN Number • Manifest No – The manifest number of the specific truck run.

Gate In Time – Date & Time when the truck entered the terminal • Call up Board Time – Date & Time the details were shown on the Call up Board • Gate Out Time – Date & Time the truck left the terminal

Step 1

Step 5 To see more details related to the truck run such, click on the Movement id. This will

expand out as shown below. It will display the following details:

• Time zone • VBS booking reference number • Lloyds • Voyage • ERN • Container count • Container number • If any, Attachments • Commodity • Size • Position • Door

Step 2

Step 3 Step 4

Step 5

6.21. Empty Stack Run-In Availability Calendar – For DPW Terminal (Back to Contents) The Empty Stack Run-In Availability calendar is a tool that allows carriers, empty containers parks and shipping lines to lodge an empty stack run-in request to a terminal. It displays stack run-in availability as well as requests you have made. Note: There can be multiple Empty Release Number (ERN) requests within the same stack run-in. The empty stack run-in availability calendar allows you to:

• Create a new empty stack run-in

• Add an ERN request to your existing stack run-in

• View an existing ERN request

• Update or Delete your existing ERN request as long as it has not been confirmed by the CTO.

The Empty Stack Run-In Availability calendar will display Day, Evening and Night shifts. The number of days shown on the availability calendar and the number of stack run-ins available for each shift will be dependent on individual terminal configuration. The availability of each shift is represented by different colours on the calendar:

• A GREEN coloured shift with a ‘New ERN’ link indicates that the shift is available for stack

run-ins to be booked.

• A YELLOW coloured shift indicates that you have made a request in that particular shift. Additional ERN requests can be added to the existing stack run-in. Existing ERN requests will be displayed with a status: o Pending – The ERN request has not been authorised by the CTO. Manifesting cannot

proceed until it has been authorised. o Confirmed – The ERN request has been authorised by the CTO successfully and

manifesting against the ERN can proceed. o Error – The terminal’s system has returned an error response and the ERN request

needs to be amended by the CTO.

• A RED coloured shift indicates that no stack runs are to be booked in that shift.

6.21.1. To Create a New Stack Run-In

(Back to Contents) Step 1 Select ‘Request Empty Stack Run-In’ link from the Menu. This will bring up the empty stack

run-in availability calendar.

Step 2 From the Availability Calendar, click on ‘New ERN’ link from a GREEN shift. This will bring up the Empty Stack Run in request screen.

Step 3 Complete the empty stack run-in request form and click on ‘Save Request’ button - Go to

Empty Stack Run in request screen section for details in completing the empty stack run-in request form.

Step 2

Step 1

6.21.2. To Add a New ERN request to an existing Stack Run-In

(Back to Contents) There are 2 ways of adding a new ERN request to an existing Stack Run-In:

• From the Empty Stack Run-In Availability Calendar or • From the Empty Stack Run in request screen.

The following steps will demonstrate how to add an ERN request to an existing stack run-in from the availability calendar. Step 1 Select ‘Request Empty Stack Run-In’ link from the Menu. This will bring up the empty stack

run-in availability calendar.

Step 2 Click on ‘+Add ERN’ from a YELLOW shift. This will bring up the Empty Stack Run in request screen. VBS will automatically associate the ERN request to the stack run id as the existing stack run.

Step 2

Step 1

Step 3 Complete the empty stack run-in request form and click on ‘Save Request’ button - Go to Empty Stack Run in request screen section for details in completing the empty stack run-in request form.

6.21.3. To View or Edit or Delete an Existing ERN request

(Back to Contents) There are 2 ways of accessing an existing ERN request:

• From the Empty Stack Run-In Availability Calendar or • From the Empty Stack Run in request screen.

The following steps will demonstrate how to access an existing ERN request from the availability calendar. Step 1 Select ‘Request Empty Stack Run-In’ link from the Menu. This will bring up the empty

stack run-in availability calendar

Step 2 Click on the Pending or Confirmed link from a YELLOW shift. This will bring up a pop-up box as shown below which will display a summary of the ERNs.

Step 3 Click on the ERN link and this will bring up the details of that ERN in the Empty Stack Run

in request screen.

Step 1

Step 4 You can update or delete an ERN request if it is still in PENDING status. However once an ERN request has been confirmed by the CTO, you can no longer change or delete the ERN request. To update an existing Pending ERN request, change the details as required and click on ‘Save Request’ button. To delete the ERN request, click on ‘Delete Request’ button For further details in updating or completing the empty stack run-in request form, go to Empty Stack Run in request screen section.

Step 2 Clicking on the Confirmed or Pending or Error link will bring up a summary box as shown below:

Clicking on the ERN link in the pop-up box will bring up details of the ERN in the ERN setup screen

Step 3

Step 4

6.22. Empty Stack Run-In Request Screen – For DPW Terminal (Back to Contents) The Empty Stack Run-In Request screen consists of 3 sections:

• Section A: This is a weekly calendar of all ERN requests booked by you that have been confirmed by the CTO. From here, you can click on a confirmed ERN request link to view the ERN details or add a new ERN to an existing stack run-in by clicking on the ‘+Add ERN link’.

• Section B: This is the empty stack run-in request form used to create a new ERN request or update an existing ERN request.

• Section C: This is a list of all stack runs that are related to you for the week. You can click on the ERN link to the ERN details. Each ERN on the list has a corresponding status:

o Pending – The ERN request has not been authorised by the CTO.

Manifesting cannot proceed until it has been authorised. o Confirming - The ERN request has been confirmed by the CTO and VBS is

waiting for an accepted response from the terminal’s system. o Confirmed – The ERN request has been confirmed by the CTO successfully

and manifesting against the ERN can proceed. o Error – The terminal’s system has returned an error response and the ERN

request needs to be amended by the CTO.

To populate the Empty Stack Run-In request form (section B):

Step 1 If logged in as a Carrier user, select an Empty Container Park from the Container Park List.

Step 2 If logged in as a Container Park, select Carrier from the Carrier list

Step 3 Enter Empty Release Number provided by the Shipping line.

Step 4 Enter Shipping Line Booking Number

Step 6 Select container size.

Step 7 Enter a valid ISO Code. Entering a valid ISO code will automatically fetch the corresponding commodity and goods description.

Step 8 Select a vessel from the vessel-lloyds-voyage list. This vessel list is derived from the

current vessel schedule sent from the terminals. Once selected, it will fetch a valid list of Line Operators and First Discharge Port, Start Receival Time, Cargo Cut-Off, Estimated Arrival and Estimated Departure time.

Step 9 Select the line operator from the Line Operators list.

Step 10 Select the First Discharge Port from the Discharge port list

Step 11 Select Final Destination from the list or search for a location by clicking on the Destination

Search icon �� This will bring up a pop-up location window which will allow you to search and add locations to your Destination list which can be used for future stack runs.

A copy of the empty stack run-in request will be emailed to these email addresses. You can also maintain an address book of email addresses by clicking on the address

book icon �� . This will bring up a pop-up address book window which will allow you to save or delete a list of email address(es) which can be utilised for future stack runs.

Step 13 Click on ‘Save Request’ button to save the request.

This will set the status of the ERN request to ‘Pending’ and a copy of the empty stack run-in request will be emailed to the specified email addresses (from Step 12).

Step 14 You can continue to add more ERN requests to the same stack run by clicking on ‘+Add

ERN’ from the weekly calendar (section A)

Step 15 The CTO will either reject or confirm the request which will trigger an email to the specified email addresses (from Step 12).

Step 16 Once the CTO has confirmed the ERN request successfully, you can start manifesting

against the ERN.

6.23. Empty Stack Run-In Manifest – For DPW Terminal (Back to Contents) The Empty Stack Run-In Manifest screen allows carriers or empty container parks to lodge a manifest against a confirmed empty stack run-in request and also allocate a MSIC driver to the truck run before the truck arrives at the terminal. Step 1 Select ‘Empty Stack Run-In Manifest’ link from the menu

Step 2 Select an ERN link from the weekly calendar. Only confirmed ERN requests will be

displayed on this calendar.

Step 3 Enter a valid BAT number of the truck (i.e has an associated truck rego number). A bat number is no more than 4 characters long. If a valid Bat number is entered, VBS will automatically fetch the corresponding Truck registration number.

Step 4 Select Truck Type. This will automatically display the number of slots appropriate to the

truck type. There are 5 truck types:

Step 6 Tick the SMS checkbox if you want a SMS of the manifest to be issued to the truck driver (from Step 7).

Step 7 Select the MSIC number of the truck driver. The list of MSIC numbers is populated from the

Truck Drivers Screen.

Step 1

Step 8 Select the appropriate ERN if it is not set to the correct ERN. This list will show the

selected ERN as well as any other ERNs that are in the same stack run. However if the CTO has imposed an arrival order on the ERNs, the ERN dropdown list will show the empty release numbers in the arrival order for the stack run. When all the containers have been exhausted for the ERN of a particular arrival order, then the list will show the ERN(s) for the subsequent arrival order that are part of the same stack run.

Step 9 Enter the container number (and if required enter the container numbers of the

attachments if it is nested container) in the slot of the truck.

Step 10 If required, select the correct door and position.

Step 11 Click on ‘Submit’ PRA link which will lodge a PRA for the container to the terminal. The terminal will return an Accepted or Rejected response. If the terminal sends a Rejected response, you can pass the cursor over the ‘REJECTED’ status and this will display the description associated to the container.

Step 12 Continue to enter all the required containers on the truck and submit a PRA for each

container. Once completed, click on ‘Create Manifest’ button. This will generate a manifest to the terminal. Note: Should there be any rejected responses for any of the submitted PRAs, the ‘Create manifest’ button will be disabled.

Step 2

Step 7

Step 13 If the SMS checkbox was ticked, it will bring a SMS pop-up screen as shown below. The

text message can be updated as required. It contains a SMS text that can be edited and added onto as necessary. It is already pre-populated with the stack run-in manifest details such as the truck registration number, PIN, booking reference, and the containers associated to the truck run Click on ‘Send’ button and this will send the SMS to the specified mobile number.

Step 12

6.24. Empty Stack Run-In Manifest List – For DPW Terminal (Back to Contents) The Empty Stack Run-In Manifest List screen allows users to view a list of stack run-in manifests assigned to a specific stack run period or Empty Release Number. Step 1 Select ‘Empty Stack Run-In Manifest List’ from the menu

run period will fetch a list of Empty Release Numbers associated to that period. Step 3 If required, select an empty release number from the Empty Release Number list. Leaving

this blank, will allow you to view all stack runs for that period. Step 4 Click the Search button to show all truck runs that matches the search parameters.

Details include:

• Movement ID • Run Date • Rego – Truck Registration Number • Truck Type • ERN# • PIN – Terminal assigned PIN Number • Manifest No – The manifest number of the specific truck run.

Gate In Time – Date & Time when the truck entered the terminal • Call up Board Time – Date & Time the details were shown on the Call up Board • Gate Out Time – Date & Time the truck left the terminal

Step 1

Step 5 To see more details related to the truck run such, click on the Movement id. This will expand

out as shown below. It will display the following details:

• Time zone • VBS booking reference number • Lloyds • Voyage • ERN • Container count • Container number • If any, Attachments • Commodity • Size • Position • Door

Step 2

Step 3 Step 4

Step 5

6.25. Stack Run-Out Availability Calendar – For DPW Terminal (Back to Contents) The Stack Run-Out Availability calendar is a tool that allows carriers to lodge a stack run-out request to a terminal. It displays stack run-out availability as well as requests you have made. The empty stack run-in availability calendar allows you to:

• Create a new stack run-out request

• View an existing stack run out request

• Update or Delete your existing request as long as it has not been confirmed by the CTO.

The Stack Run-Out Availability calendar will display Day, Evening and Night shifts. The number of days shown on the availability calendar and the number of stack run-outs available for each shift will be dependent on individual terminal configuration. The availability of each shift is represented by different colours on the calendar:

• A GREEN coloured shift with a ‘New Stack Run’ link indicates that the shift is available for

stack run-outs to be booked.

• A YELLOW coloured shift indicates that you have a request in that particular shift. Depending on availability there may be a ‘New Stack Run’ link to allow you to book for more stack runs for the same shift. Existing stack run requests will be displayed with a status: o Pending – The ERN request has not been authorised by the CTO. Manifesting cannot

proceed until it has been authorised. o Confirmed – The ERN request has been authorised by the CTO successfully and

manifesting against the ERN can proceed. o Invalid – The terminal’s system has returned with an unaccepted response and the

request needs to be amended by the CTO. o Rejected – The CTO has rejected a request

• A RED coloured shift indicates that no stack runs are to be booked in that shift.

6.25.1. To Create a New Stack Run-Out

(Back to Contents) Step 1 Select ‘Request Stack Run-Out’ link from the Menu. This will load the stack run-out

availability calendar.

Step 2 From the Availability Calendar, click on ‘New Stack Run’ link from a GREEN or YELLOW shift. This will load the Stack Run Out request screen.

Step 3 Complete the stack run-out request form and click on ‘Save Request’ button - Go to Stack

Run Out request screen section for details in completing a stack run-out request form.

Step 2

Step 1

6.25.2. To View or Edit or Delete an Existing Stack Run Out request

(Back to Contents) There are 2 ways of accessing an existing stack run out request:

• From the Stack Run-Out Availability Calendar or • From the Stack Run-Out request screen.

The following steps will demonstrate how to access an existing request from the availability calendar. Step 1 Select ‘Request Stack Run-Out’ link from the Menu. This will bring up the stack run-out

availability calendar

Step 2 Click on a request link from a YELLOW shift. This will bring up a pop-up box as shown below which will display a summary of the stack runs.

Step 3 Click on the stack run ID link and this will bring up the details of that stack run request in

the Stack Run-Out request screen.

Step 4 You can update the stack run header details or delete a stack run out request if it is still in PENDING status.

Step 2 Clicking on an existing stack run request link will bring up a summary box as shown below:

Clicking on the stack run ID link in the pop-up box will bring up details of the stack run in the Stack run request setup screen

Step 3

Step 1

Once a stack run request has been confirmed by the CTO, you can no longer change the stack run header details or delete the stack run request but can start assigning containers to the stack run. To update an existing Pending stack run request, change the details as required and click on ‘Save Request’ button. To delete the stack run request, click on ‘Delete Request’ button For further details in completing the stack run-out request form, updating or assigning containers to a stack run, go to Stack Run-Out request screen section.

Step 4

6.26. Stack Run-Out Request Screen – For DPW Terminal (Back to Contents) The Stack Run-Out Request screen consists of 3 sections:

• Section A: This is a weekly calendar of all stack run requests which are ready to be manifested. From here, you can click on the stack run request link to view the stack run details.

• Section B: This is the stack run-out request form used to create a new stack run request or update an existing request or assign containers to the stack run.

• Section C: This is a list of all your stack runs for the week. You can click on the Status link to view the stack run details. Each stack run on the list has a corresponding status:

o Pending – The stack run request has not been authorised by the CTO. o Confirming - The stack run request has been confirmed by the CTO and VBS

is waiting for an accepted response from the terminal’s system. o Confirmed – The stack run request has been confirmed by the CTO

successfully and manifesting against the Stack Run can proceed. o Invalid – The terminal’s system has returned an unaccepted response and

the stack run request needs to be amended by the CTO. o Rejected – The CTO has rejected a stack run request

To populate the Stack Run-Out request form (section B):

A copy of the stack run-out request will be emailed to these email addresses. You can also maintain an address book of email addresses by clicking on the address

book icon �� This will bring up a pop-up address book window which will allow you to save or delete a list of email address (es) which can be utilised for future stack runs.

Step 3 Tick or untick the ‘Send Email’ checkbox. By ticking this checkbox, it will issue a copy of

the stack run to the specified email addresses (from Step 2).

Step 4 Select an End date of the stack run

Step 5 Click on ‘Save Request’ button to save the request. This will set the status of the stack run-out request to ‘Pending’ and a copy of the stack run-out request will be emailed to the specified email addresses (from Step 2) depending if the ‘Send Email’ checkbox has been ticked.

Step 6 The CTO will either reject or confirm the request which will trigger an email to the specified

email addresses (from Step 3).

Step 7 Once the CTO has confirmed the stack run request successfully, you can start pre-assigning containers against the stack run-out. The stack run request form will reveal an additional section below the stack run header details to allow you to assign containers to the stack run

6.26.1. To Pre-Assign Containers to a Stack Run

(Back to Contents) Once the stack run has been confirmed by the CTO, you can start assigning containers to a stack run. When all the required number of containers have been assigned to the Stack run, you can start manifesting against the stack run.

Step 1 Enter container number(s). Multiple containers can be separated by comma, semi-colon,

space or return carriage.

Step 2 Click on ‘Add to List’ button. This will add the containers to the container list and VBS will validate the container and retrieve associated vessel details. Note: You will only be able to add up to the allocated number of containers in the stack run.

Step 3 To check the validation progress and the vessel details of each container, click on ‘Refresh Status’ button. The Refresh Status button will fetch the corresponding ISO, Weight, Vessel Name, Lloyds, Voyage, Stops (Customs Clear/Hold Status) and Status (Validation status) of a container.

Step 4 If the Status is in Pending Status or is Error, you can pass your cursor over the Status. This will give a tooltip-like message to display the progress of a Pending status or the error description of an Error status.

Step 1 Step 2

Step 3

Step 4 Passing the cursor over a status of Pending or Error will give a pop-up message as shown

Step 5 To remove containers from the list, tick the appropriate checkbox the ‘Remove’ column for

and then click on ‘Save Request’ button. This will remove the selected containers from the list. To email the list of containers to the specified email addresses, click on ‘Email List’ button. This button is enabled depending if the ‘Send email’ checkbox has been ticked (from the stack run header details)

Step 6 Once all the required number of containers have been pre-assigned and have an ‘OK’ Status, you can start manifesting against the stack run.

Notes:

• Only containers that are still on the vessel can be assigned to the container list. If you need to add containers that have been discharged, you will need to contact the CTO to add it.

• When containers are assigned to a stack run, they cannot be used in any other stack run or VBS booking. Vice versa, a container cannot be assigned to a stack run if it is already booked elsewhere in VBS.

Step 5

6.27. Stack Run-Out Manifest – For DPW Terminal (Back to Contents) The Stack Run-Out Manifest screen allows carriers to lodge a manifest against a confirmed stack run-out request and also allocate a MSIC driver to the truck run before the truck arrives at the terminal. Step 1 Select ‘Stack Run-Out Manifest’ link from the menu

Step 2 Select Stack Run link from the weekly calendar.

Only confirmed stack run requests that have all the required number of assigned containers or have already started manifesting will be displayed on this calendar.

Once a stack run link has been selected, this will load a manifest form below the calendar. It will also display the stack run details as well as the number of containers that have been manifested for the stack run.

Step 3 Select the start date and start zone of the manifest

Step 4 Enter a valid BAT number of the truck (i.e has an associated truck rego number). A bat

number is no more than 4 characters long. If a valid Bat number is entered, VBS will automatically fetch the corresponding Truck registration number.

Step 1

Step 2

Step 5 Select Truck Type. This will automatically display the number of slots on the truck appropriate to the truck type. There are 5 truck types:

Step 7 Select the MSIC number of the truck driver. The list of MSIC numbers is populated from the Truck Drivers Screen.

Step 8 Select the container from the container list. These containers are sorted according to

priority. When a container is selected, VBS will fetch the vessel details, customs status and display any storage amount owing. If there is storage amount owing, you can choose to pay via credit card or log onto Compay to pay for storage fees.

Step 9 Enter a valid eIDO pin.

Step 3

Step 4

Step 5 Step 6

Step 7

Step 10 If required, select the correct door.

Step 11 Continue to select all the required containers on the truck and complete the manifest. Once completed, click on ‘Create Manifest’ button. This will generate a manifest to the terminal.

Notes: You will not be able to manifest a container if there is any storage amount owing on a container or if there is a HELD status for a container.

Step 8 Step 9

Step 10

6.28. Stack Run-Out Manifest List – For DPW Terminal (Back to Contents) The Stack Run-Out Manifest List screen allows users to view a list of stack run-out manifests assigned to a specific stack run period or Stack Run ID. Step 1 Select ‘Stack Run-Out Manifest List’ from the menu

run period will fetch a list of Stack run IDs associated to that period. Step 3 If required, select a stack run ID from the Stack Run ID list. Setting this to ‘--All--', will allow

you to view all stack runs for that period. Step 4 Click the Search button to show all truck runs that matches the search parameters.

Details include:

• Movement ID • Run Date • Rego – Truck Registration Number • Truck Type • Stack Run ID • PIN – Terminal assigned PIN Number • Manifest No – The manifest number of the specific truck run. • Status – The status indicates acceptance or rejection from the terminal.

o If the Status is ‘OK’, this implies that the truck manifest has been accepted by DPW terminal.

o If the Status is ‘ERROR’, this implies that the truck manifest has been rejected by DPW terminal. To determine why the manifest has been rejected, pass your cursor over the ERROR status. This will display a’ tool-tip’ like message of the error description.

• Gate In Time – Date & Time when the truck entered the terminal • Gate Out Time – Date & Time the truck left the terminal

Step 1

Step 5 To see more details related to the truck run such, click on the Movement id. This will

expand out as shown below. It will display the following details:

• Allocated Time Zone of the truck run • VBS booking reference number • Container number • Container count • ISO • Weight • Lloyds • Voyage • Door • Position

Step 6 You can send a SMS to the truck driver by clicking on the SMS icon if it is enabled.

This will bring a SMS pop-up screen as shown below. The text message can be updated as required. It contains a SMS text that can be edited and added onto as necessary. It is already pre-populated with the stack run-in manifest details such as the truck registration number, PIN, booking reference, and the containers associated to the truck run Click on ‘Send’ button and this will send the SMS to the specified mobile number.

Step 2

Step 3

Step 4

Step 5

Step 6

Step 7 You can choose to edit or delete an existing manifest. A manifest can be edited or deleted if it is not in the past and if the truck has not already arrived. Clicking on ‘Edit’ button will load the stack run manifest form with the manifest details as shown below.

Step 7

6.29. Booking History (Back to Contents) The Booking History shows by date range all bookings made by the carrier, except slots listed and taken by other carriers. Step 1 Select Booking History from the menu

Step 2 Choose a From and To date using the Date selection fields

Step 3 Select a specific Status type if required Step 4 Click the Search button to show all Bookings for those parameters with that date range. Step 5 The Printer Friendly button allows you to print the details if required

6.30. Review No Shows (Patrick Terminals only) (Back to Contents) The Review No Shows function is available to Patrick terminals only. The Review No Shows facility allows the carrier to request that No Shows be waived by the terminal. The terminal can only waive No Show prior to the invoice being generated. If the No Show is waived then the specific No Show will not be included in the next invoice run. This is to reduce the number of No Show disputes after the invoice is generated. Step 1 Select Review No Shows from the menu Step 2 Select the current month. Carriers should contact the terminal for the start and finish dates of

the billing cycle. The maximum review period is 7 days back or to the last invoice run date. Step 3 Select Date and Time Zone if required. This is advisable if carriers are reviewing No Shows on

a daily basis. Step 4 Click the Search button to show all No Shows within those parameters Step 5 Select the Edit link at the end of the data line for the No Show you wish to challenge Step 6 Enter a brief description of the reason the No Show should be waived. Step 7 Click the Save button at the end of the data list. Note. The Save button must be clicked after

completing each reason. Editing multiple No Shows and then using the Save button will not work.

Once all No Shows have been saved the terminal will, on a regular basis, review these reasons and either accept or reject the carrier’s request. The carrier can then return to the Review No Shows page and view who at the terminal reviewed the No Show and if the No Show was waived. Note. The carrier will not be able to see the reason given by the terminal, only Yes to waive or No to let the No Show stand.

6.31. Review Manual Slots (DP World Terminals only) (Back to Contents) The Review Manual Slot function is available to DP World terminals only. The Review Manual Slots facility allows the carrier to request that a manual slot charge be waived by the terminal. The terminal can only waive the manual slots prior to the invoice being generated. Invoices are generated every 7 days. If the manual slot is waived then the specific Manual slot will be included on the invoice with $0. This is to reduce the number of manual slot disputes after the invoice is generated. Step 1 Select Review Manual Slot from the menu

Step 2 The search screen is displayed. The ‘From Date’ and ‘To Date’ defaults to the current billing

day range. Click the ‘Search’ button to search the manual slots that meet the day range.

Step 3 If no manual slots are found, the message ‘No Data found for the Specified Billing Period’ is

displayed under * - Required fields in the search box. If some manual slots are found, the message ‘x slot(s) found’ is displayed under * - Required fields in the search box. The following information related to the manual slot will be displayed…

If the manual slot booking time passed the terminal defined carrier cutover review time, the carrier can not enter comment.

Field Description

Company The carrier company name TimeslotID Time slot ID Timezone Time zone of that timeslot Type Time slot type, e.g. E for export, I for import Booking Status Booking Status of that TimeslotID

WZWAIVED = Wrong Zone waived. Container # The container number that is for the timeslot Waived Manual Slot charge is waived or not Reviewed By CTO User who reviewed the timeslot Review Date The date that the CTO user reviewed the timeslot

Step 4 Under Waived column, it shows if the manual slot will be waived or not. Step 5 If the CTO has reviewed the manual slot then the Reviewed By and Review Date column will

shows which CTO user and at what date the manual slot was reviewed. Step 6 Click Edit to enter display or hide the Carrier’s comment. Step 7 Enter a brief description explaining the reason the manual slot should be waived. If it’s already

past the terminal’s defined cutover review time then Carrier’s comment line can not be edited. Step 8 When the Carrier enters a comment for a particular manual slot an asterisk is displayed at that

line. Step 9 Click the Save button to save the comment. Step 10 Page Navigator. When search result is more than one page then the page navigator will show

the number of pages to go. Click on the particular page number to display that page.

Step 9

Step 8

Step 7

Step 5

Step 6

Step 4

Step10

7. Import Data

7.1. Import Delivery Times (Back to Contents) The Import Delivery Times report lists the date and times for the last container off and the first and last free day of storage for containers from a particular vessel. This allows trucking companies to better plan the receival of Import containers from the terminal. Step 1 Go to the Import Delivery Times menu item under Import Data.

The page returns data pre sorted by ETA. The user also has the ability to search the list by the following criteria.

• ETA • First Free • Last Free • Last Imp Off • Lloyds Number • Vessel Name • Voyage Number Inbound

Step 2 Choose the search criteria and whether the list is to be displayed ascending or descending.

Step 3 Click on the Sort button.

The returned page shows all Delivery Times that fit the search criteria

8. Export Data

8.1. Pre-Advised Exports (Back to Contents) The Pre-Advised Exports report shows the list of Export containers that have been pre-advised to the terminal by the use of electronic PRA (Pre-Receival Advice). The Pre-Advised Exports report provides data to enable the VBS carrier to check whether the containers they are moving to the wharf have been pre-advised by their clients and are able to be received by the terminal. Step 1 Go to the Pre-Advised Exports menu item under Export Data. The page returns data pre sorted by container number. The user also has the ability to search the list by the following criteria.

• Advised • Container • Shipping Line • Lloyds Number • Status • Vessel Name • Voyage Number

Step 2 Choose the search criteria and whether the list is to be displayed ascending or descending. Step 3 Click on the Sort button. The returned page shows all PRA’s that fit the search criteria

Container details can be found by clicking the Container number

Step 4

Step 2 Step 3

8.2. Export Receival Times The Export Receival Times report shows the list of Receival Start Times and General and Reefer Cut-off times for the delivery of Export containers to the terminal. This allows the trucking company to check when containers they are moving to the wharf can be received by the terminal. Step 1 Go to the Export Receival Times menu item under Export Data.

The page returns data pre sorted by ETA. The user also has the ability to sort the list by the following criteria.

• Receivals Begin • General Cut-off • Reefer Cut-off: • ETA • Lloyds Number • Vessel Name • Voyage Number Outbound • Hazardous Receival time • Hazardous Cut-off time

Step 2 Choose the search criteria and whether the list is to be displayed ascending or descending.

Step 3 Click on the Sort button. This will return with a list of vessels sorted according to the selected criteria

Step 2 Step 3

9. General Data (Back to Contents) General inquiries include vessel and container reports for carriers to use to provide information about the vessels and containers the carrier needs to be able to complete bookings using the Vehicle Booking System (VBS).

9.1. Container Search (Back to Contents) Container Search provides detailed information for a specific container. Step 1 Go to the Container Search menu item under General Reports

Step 2 Enter the container number in the search field

Step 3 Click the Search button.

This will open the Container Search screen for the specified container and includes the ability to pay any storage owed. The following 2 images show detail differences between Export and Import container searches. Both searches show that these containers have been successfully confirmed to bookings by their Booking Ref number.

9.2. Container Search - Import

9.3. Container Search - Export

9.4. Truck Performance (Patrick Stevedores only) (Back to Contents) This report shows by date range, the performance of trucks assigned to a trucking company. Data is shown as in columns as follows:

• Date • Carrier Class • Number of Bookings Made • Number of No Shows recorded • Number of slots Cancelled by the CTO • Number of Import slots Used • Number of Export slots Used • Number of Paperless (AutoGate) bookings • Number of Full TEU’s as Imports • Number of MT TEU’s as Imports • Number of Full TEU’s as Exports • Number of MT TEU’s as Exports • Number of Stack Runs • Number of Truck Trips • Truck Fill Factor

This report can also be downloaded to a spreadsheet by using the Download button. The calculations are based on how many containers a truck moves into and out of the terminal in one movement. The formula is as follows:

Truck Fill factor will be calculated for a carrier for each visit(bat) of a truck and then average out

I-Teu E-Teu Bat No. Max I or E

(I+E) / (Max I/E*2) Truck

Fill Factor

4 4 101 4 (4+4)/4*2 1

2 1 108 2 (2+1)/2*2 0.75

3 0 769 3 (3+0)/3*2 0.5

3 1 234 3 (3+1)/3*2 0.67

0 3 564 3 (0+3)/3*2 0.5

1 3 956 3 (3+1)/3*2 0.67

Total Sum 4.09

Truck Fill Factor 4.09/6=.68

This report allows long term comparisons for carriers to improve performances.

9.5. Vessel Schedule (Back to Contents) The Vessel Schedule provides information on the arrival and departure times of vessels calling at VBS associated terminals within Australia. Step 1 Go to the Vessel Schedule menu under General Data

The page returns data pre-sorted by ETA (Estimated Time of Arrival). It is also possible to sort the list, if required, by:

o Actual Arrival o ETA o ETD o Shipping Line o Lloyds Number o Vessel Name o Voyage Number Inbound o Voyage Number Outbound

Step 2 Choose the search criteria

Step 3 Choose whether list is to be displayed ascending or descending

Step 4 Click the Sort button

Step 5 Use the Print button if a hard copy is required

9.6. Truck Drivers (Back to Contents) The Truck Drivers Screen allows carriers to maintain a list of MSIC truck drivers. Users can add new truck drivers, delete existing drivers from the list, update their mobile numbers and fetch the latest MSIC status/details of the driver. By maintaining a list of truck drivers, carriers can utilise the list of drivers when saving/editing a Booking and when creating a Truck Manifest (Note: the truck manifest screens are only available for Patricks CTO at this stage). Adding new truck driver To add a truck driver to the list, enter their MSIC number into the MSIC number field and click on ‘Add’. If the record is saved successfully, it will display their MSIC details including First name, Last name, Card status, Card expiry date, and the terminals they have access to. Deleting Driver(s) To delete an existing driver from the list, select the driver(s) by ticking the appropriate checkboxes and click on ‘Delete’ button. Updating Mobile Number To add or update a mobile number associate to a driver, enter the new number into the Mobile Number field and then select the driver by ticking the appropriate checkbox and click on ‘Update’ button. Fetching latest MSIC details of Driver(s) To fetch the latest MSIC details of existing drivers in the list, select the driver(s) by ticking the appropriate checkboxes and then click on ‘Update’ button. This will fetch their latest MSIC details including their MSIC card status and card expiry date.

Vehicle Booking System (VBS) User Guide for Carriers V2€¦ · Carriers may have access to more...

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