Atlantis - Training Manual v1-1

8/3/2019 Atlantis - Training Manual v1-1

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Atlantis Imports

User Training Guide

Bryn Systems Pty LtdVersion 1.116 January, 2006


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User Training Guide, Version 1.1 Page i

Contents

Document Scope ...............................................................................................1

Introduction......................................................................................................2Overview............................................................................................................................2Options...............................................................................................................................2Lookup Files ...................................................................................................................... 2Processes............................................................................................................................2Management Reporting....................................................................................................... 2

Operational Procedures....................................................................................3System Navigation..............................................................................................................3Process Navigation ............................................................................................................. 3Data Entry..........................................................................................................................4Starting the System............................................................................................................. 5User Options ...................................................................................................................... 6File Integration Settings...................................................................................................... 6

Lookup Files.....................................................................................................7 Overview............................................................................................................................7Maintenance.......................................................................................................................7

Processes..........................................................................................................9Create a Voyage ................................................................................................................. 9Open an Existing Voyage.................................................................................................. 10Impending Arrivals...........................................................................................................12Sea Cargo.........................................................................................................................13Search for a Container No, Cargo Identifier or Ocean Bill of Lading No............................ 16Underbond Movements..................................................................................................... 17Copying an Ocean Bill or Line Details.............................................................................. 18Cargo List Report............................................................................................................. 20Report an Actual Arrival................................................................................................... 22

Management Reporting...................................................................................23Cargo Status.....................................................................................................................23History.............................................................................................................................25 Archive a Voyage............................................................................................................. 26


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User Training Guide, Version 1.1 Page ii

Document Information

Linda ShewanDave Shewan

Phill Kenny

This document has been released according to the following version history.

Version Date Description

Version 1.1 16 Jan 06 File: p:\atlantisimports\documents\trainingmanual\atlantisimports training manual v1.1.doc

Version 1.0 01 Oct 05 File: p:\atlantisimports\documents\trainingmanual\atlantisimportstraining manual v1.0.doc

Name Signature Date

SRJ Srikanth Janumpally 02 Jan 06

PK Phill Kenny 03 Jan 06

AuthorAmended

Manager

Version

History

Signoff


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User Training Guide, Version 1.1 Page 1

Document Scope

This document is designed as a complete User Training Manual for the AtlantisImports System. Having worked through this document and completing the

exercises within, users of the system should be able to competently use all

functionality within the system.

This document describes the functionality and method of operation of the Atlantis

System as at 01 January 2006. Users should be aware that there may be some

changes to design and functionality dependant on Customs making changes to

their implementation.

User training exercises within this document are italicised for easy reference.


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Introduction

The Atlantis Imports System provides a mechanism for the processes required toelectronically transmit import manifests to the Customs (CMR) system. The

system can be split into four primary functions:

o User Options

o Lookup files

o Processes

o Management Reporting

User Settings are set through the Options Menu. These define how the user

interface operates on your individual PC.

To facilitate the above processes many Lookup files are managed to store static

data such as:

o Shipping lines

o Ports

o Countries

o Vessels

o Establishments Codes stevedores, depots, parks

o Package Types

o Stevedores

The import process is:

o Create a Voyage

o Create an Impending Arrival

o Load, manipulate and send Sea Cargo Reports

o Load, manipulate and send Underbond Movements

o Load, manipulate and send Cargo List Reportso Report an Actual Arrival

Atlantis Imports provides the following management functions:

o Cargo Status Advice displays status details for all cargo

o Cargo History displays details of all messages sent and received

o Batch Messaging Report

o Archive Voyage capability

Overview

Options

Lookup Files

Processes

Management

Reporting


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Operational Procedures

Standard windows menus and toolbars are used within Atlantis.All areas of the system may be accessed through the main menu at the top of the

screen. The following functions may also be accessed through the toolbar

immediately below:

o New Voyage to open a new voyage

o Open Voyage to open an existing voyage

o Save explicitly save the current voyage

o File Integration choose the type of file to integrate. You will then betaken to the file directory to select the specific file required.

Shortcut keys are also available where indicated eg. Save indicates ALT-S may beused to save the file, and Send indicates ALT-D may be used to send the message

to Customs.

Individual activities within one voyage are navigated to through the use of the

Tabs directly beneath the Voyage details as displayed below:

SystemNavigation

Process

Navigation

Process Tabs


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Data entry is completed using standard windows controls but there are a few

specific actions for Atlantis Imports Line Details. You will practise these as we go

through the exercises.

Keyboard Shortcuts

A number of screens have keyboard shortcuts available. These can be identified

by the underline of a character within a word. Pressing ALT-x, where x is theunderlined character, will take you to that field on the form.

Entering Line Details

o Tab moves the cursor between fields within a line.

o Press Enter at the end of the line to commit the line details and create anew data entry line.

o

Fields shaded light blue are required fields and must be entered beforeyou can save or send the record.

Message Details

o Once the message has been sent, no details within that message can bemodified until a response has been received from Customs.

o Messages have an action code associated with each line:

o Insert - every new Arrival Port Details line created will have an actioncode of I .

o

Processed - messages which have been sent to Customs and received aclear response will have the Action code changed to P. Lines withaction code P will not be sent to Customs again unless an amendment

is made.

o Amend If a change is made to a particular detail line, the Line Actioncode will be changed to A and will be resent to Customs when the Send

box is actioned.

o Delete - if the Remove Line checkbox has been selected, the actioncode will change to D.

Data Entry


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Deleting Line Data

If the line has an Action Code of I (has not been processed by Customs) thenpressing Ctrl-Delete will delete the currently selected record:

o If an entire line detail is selected the line will be deleted from the list.

o If a field within the line detail is selected the individual field will be

deleted eg. package type.If a line has an action code of A or P, the line must have a tick in the Remove Line

field to delete it. It will be automatically deleted once a message has been received

that it has been deleted on the Customs system.

The very first time Atlantis Imports is opened on your machine you will be

presented with the following screen:

Ask your IT staff for the name of the server that you need to connect to.

User Exercise

1. Open the Atlantis Imports System.2. Enter servername into the Server field and click on Save or press ALT-S.3. Click OK to continue opening the system.

Starting the

System


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General

The following options are available within the General Tab:

o Open last voyage at startup select this option if you wish the system

to automatically open the voyage you were last working on before youshut the system previously.

o Saving

o Explicit to save any changes made you must manually save (byclicking on the save toolbar icon or select File, Save from the menu)

before closing a voyage.

o Implicit - all changes to the voyage will be saved automatically whenthe voyage is closed.

IMPORTANT NOTE: When a message is sent to Customs the changes will be

saved regardless of the user setting.

Message Setting

This option is an administrative function and all users should refer to their systemadministrator for the appropriate selection.

o Yes all messages sent to Customs are saved in an XML format thatmay be accessed for reference and troubleshooting purposes.

o No - no messages are saved.

To streamline the file integration process the default directory and file extensions

may be set.

o Default Directory if set the Select a File dialog box will open to thisdirectory whenever a file is to be integrated.

o File Extension - only files with the nominated file extensions will bedisplayed eg. *.txt or *.edi

User Exercise

1. Select Edit, Options from the main menu and set the options to yourpreference.

2. Click on Save to save the changes made.3. Click on Close to close the form

.

User Options

File

Integration

Settings


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Lookup Files

Lookup files are maintained for Shipping Lines, Ports, Countries, Vessels,

Establishment Codes, Packages and Stevedores.

The maintenance procedure is identical regardless of the lookup file you are

working with.

Select the lookup that requires maintenance from the Edit menu eg. Edit Ports and

the following screen will be displayed.

Once in the Management Console you may perform the following actions:

Action Description Shortcut

Sort Sort the list by clicking on the relevant heading N/A

Add Open a new form to add a new item to the list. ALT-A

Update Open a new form to change details of the item,including the active status.

ALT-U ordouble clickon the line

Delete Delete an item from the list. ALT-D

Close Close the management console. ALT-C

Overview

Maintenance


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Adding or updating data will open a new form similar to that displayed below:

User Exercise

1. Open the Package TypesManagement Console by selecting menu itemEdit, Package Types.

2. Sort details alphabetically by description by clicking on the Pack. TypeDescription heading.

3. Sort alphabetically by Package Type Code.4. Identify a 2 character code that does not currently exist.5. Click on Add and enter the new code and a corresponding description.6. Click on OK to add the package type and close the form. The code is now

available in system drop-down lists.

7. Find the new package type in the list and double- click, click on Update orpress ALT-U to activate it.

8. Click on the Active button to remove it from future drop-down lists.9. Click on OK to save the modification and close the form.10. Find the details in the lookup list to determine the change has been made

correctly.

11. Close the Edit Packages form.


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Processes

All Imports operate on a voyage basis. Voyage information must be entered intothe system before any further details are entered or integration undertaken.

You may create a new voyage by clicking on the New icon on the toolbar or

selecting File, New from the menu. A new voyage screen will be displayed as

below:

The voyage details are those in the screen header. Once these details have been

entered a voyage may be saved for future entries.

User Exercise

1. Open a new voyage.2. Enter details as desired and save the voyage details. Keep a record of the

voyage number entered for future reference.

3. Close the form.

Create aVoyage


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You can open an existing voyage by selecting File, Open from the menu or

clicking on the Open File icon on the toolbar. The Find Voyage form will be

opened and all unarchived voyages will be listed as displayed below:

The list may be filtered by selecting items in the header of the screen and clicking

on Find, or by selecting within the headings on the line details eg. show only

those lines with a specified vessel, Lloyds number, arrival port, principal agent

etc.

The list may be sorted by voyage or arrival date.

Double click the voyage you wish to open, or click on the voyage line and click

on the Open button.

Open an

Existing

Voyage


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User Exercise

1. Practise filtering the list using the options available in the screen header.2. Practise filtering headings using selections within the heading lines. Note

the filters displayed at the bottom of the screen showing your current filter

criteria.

3. Sort the list by voyage.4. Sort the list by arrival date.5. Locate the voyage you created earlier.6.

Open the voyage.


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Once a voyage has been created, the first message to be sent to Customs is an

Impending Arrival Report. Only the Operator is required to send this message, but

all voyages must have the details entered as this supplies the Arrival Port detailsfor the other forms. If you do not have Operator selected in the voyage details

Atlantis will not allow you to send the message to Customs.

The First Arrival Port must match the Arrival Port entered into the Voyage

Details. By clicking in each field a drop down box will appear which will allow

you to select the information required. The Discharge Indicator needs to be

selected if cargo is going to be discharged at the specified port, if no cargo is to bedischarged leave this blank.

Once the details have been filled in, return to the main form and click on the Send

button to validate the message. Once validated the following message box will be

displayed and you will be able to send the message through to Customs.

The message status will be automatically set to the correct value unless you wish

to withdraw the original message, when you will need to manually select the

withdraw button.

User Exercise

1. Enter the details for both the Main form and Arrival Port Details.2. Validate the details.3. Send the message to Customs.

Impending

Arrivals


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Once a voyage and Impending Arrival details are complete you are able to

integrate your files from Citrix into Atlantis.

To integrate a file into a voyage either select Tools File IntegrationSEACR

or click on the File Integration button and choose SEACR. Choose a voyage to

import the file into and select the file to integrate. The file will then be processed

and integrated into the requested voyage displaying as per the following screen

layout.

For each Ocean Bill of Lading there are associated Party Details and Line Details.

Select the Ocean Bill of Lading required then click on either Party Details or Line

Details to see further details. Details of each line can be seen, added, amended and

deleted by selecting a line and pressing ALT-V or clicking on Detail View.

If no changes are required you can simply send to Customs. If changes arerequired they may be completed and then sent to Customs.

Sea Cargo


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Integrating Multiple Files

If you integrate multiple files into the same Sea Cargo Report the following

actions will occur:

o Every time a file is imported, a new Header and Line detail records willbe created for all the Bills mentioned in the file. The Line detail records

will be created with an Action code of I (Insert).o If a SEACR message was imported from the file and sent to Customs

and a response (SEACRR) was received, the Action code for these Line

detail records will be changed to P (Processed). The Line details with

an Action code of P will not be sent to Customs again unless a change

is made to a particular Line detail in which case the Line Action code

will be changed to A (Amend).

o Any changes to the existing Line details or need to add new Line detailrecords to an existing SEACR Message (Bill) will have to be manual on

the user interface. The update message to be sent to customs will only

include new Line details and any Line details with an Action code ofA (Amend).

Atlantis will make sure that all the business rules are met before sending a

message to Customs and this includes validations for duplicate containers in the

same SEACR message and duplicate containers between this particular SEACR

and all of the Cargo List (CARLST) messages.

Sending Batch Messages

Sea Cargo messages may be sent individually, in select groups or in one complete

batch. Once a message or group of messages has been sent you will receive areport listing the Sea Cargo reports sent and whether the send was successful.


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User Exercise

1. Click the File Integration button on the toolbar and select SEACR.2. Select your voyage to integrate the data into.3. Select the integration file.4. Send one Sea Cargo report to Customs and wait for the response.5. Select a number of Sea Cargo reports and send to Customs as a batch.6. View and print (if desired) the batch send report. This report details the

messages that were sent to Customs, it does not indicate that the messages

are CLEAR from Customs.

7. Amend line details for 2 lines. Note the change of the Action Code from Pto A.

8. Delete one line from the list that has already been processed by Customs.Note the change of the Action Code from P to D.

9. Add a new line detail.10.Delete the line detail added in no. 9 above.11.Re-send the message and wait for Customs response. If there is an error,

check the reason, fix details and resend. Continue the process until you

have a CLEAR status.

12. Check for the deleted line from 8. above.13.Ensure the status of amended lines has been updated correctly.14.Note the difference between the Status, Cargo Status and the Message

status. Click on the (status box indicator) beside the line status to

determine why the cargo is in the current status.


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When a voyage is open, it is possible to search within the voyage for a specific

Container No, Cargo Identifier or Ocean Bill of Lading No.

Type the required number into the search box in the top right hand side of the

voyage details, select either the Sea Cargo or Cargo List radio button. If the Sea

Cargo button is selected you must choose one of the buttons to the right of the

search box, the options available are Container, Ocean BL or House BL. Once

you have made the selection click on the GO button. A search will then be carried

out against all the voyage details and if a corresponding record is found the

voyage will be opened to the appropriate page.

User Exercises

1. Select an Ocean Bill of Lading and take a note of the code below

2. Navigate to the Sea Cargo process using the Tab buttons.3. Click on any line of the Ocean Bill of Lading details.4. Click on the Ocean Bill of Lading header.5. Type the code written in 1. above and watch how the system navigates to

your selected Bill.

Search for a

Container

No, Cargo

Identifier or

Ocean Bill ofLading No.


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Once Sea Cargo messages have been created, you can create Underbond

Movement Report messages against existing Sea Cargo messages.

To integrate an underbond file into a voyage either select Tools File Integration

UBMREQ or click on the File Integration button and choose UBMREQ.

Choose a voyage to import the file into and select the file to integrate. The file

will then be processed and integrated into the requested voyage.

The Discharge Port and Destination Port fields on the first page are used by the

second page to filter the line details to allow only containers with these

characteristics to be shown. Once the Container No has been selected, most of the

remaining fields will be automatically populated, any that are not have to be

manually added.

If no changes are required you can simply send to Customs. If changes are

required they may be completed and then sent to Customs.

User Exercise

1. Click the File Integration button on the toolbar and select UMBREQ.2. Select your voyage to integrate the data into then the integration file.3. Send the Underbond Movements to Customs and wait for the response.4. Amend line details for 2 lines. Note the change of the Action Code from P

to A.


6. Add a new line detail.7. Delete the line detail added in no. 6 above.8. Re-send the message and wait for Customs response. If there is an error,

check the reason, fix details and resend. Continue the process until you

have a CLEAR status.

9. Check for the deleted line.10.Ensure the status of amended lines has been updated correctly.

Underbond

Movements


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Atlantis gives the user the option of creating a copy of an Ocean Bill including all

party and line details or of creating a copy of a line within an Ocean Bill. This

functionality is also available in Underbond Movements.

To create a copy of a complete Ocean Bill right click on the Ocean Bill you wish

to make a copy of and then click on the Create Bill Copy option that appears as

per the following screenshot.

User Exercise

1. Select an Ocean Bill and right click on the line representing it.2. Click on the Create Bill Copy option that appears3. Ensure that a new Ocean Bill has been created with the same details.

Copying an

Ocean Bill or

Line Details


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Making a copy of a Line within an Ocean Bill uses the same procedure, simply

right click on the Line you wish to copy and select the Create Line Copy option

that appears.

User Exercise

3. Select a Line Detail and right click on the line representing it.4. Click on the Create Line Copy option that appears3. Ensure that a new Line has been created with the same details.


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This page lists all the Cargo List messages that need to be reported to Customs.

To integrate a file into a voyage either select Tools File IntegrationCARLSTor click on the File Integration button and choose CARLST. Choose a voyage to

import the file into and select the file to integrate. The file will then be processed

and integrated into the requested voyage displaying as per the following screen

layout.

Integrating Multiple Files

When importing Cargo Lists there are specific rules attached to the creation of

detail lines:

o If the Discharge port and Responsible Party mentioned in the file donot already exist in the Atlantis system, a new Header and Line detail

records will be created. The Line detail records will be created with an

Action code of I (Insert).

o If the Discharge port and Responsible Party mentioned in the filealready exist in the Atlantis system, the new line detail records will be

created with an Action code of I (Insert) and appended to the existing

Line detail records.

o If the CARLST message created by the first file import was sent toCustoms and a response (CARLSTR) was received, the Action code for

these Line detail records will be changed to P (Processed). The Line

details with an Action code of P will not be sent to Customs again

unless a change is made to a particular Line detail in which case the

Line Action code will be changed to A (Amend).

Cargo List

Report


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o If a file is imported into Atlantis for the second time for an existingmessage (where a response has already been received from Customs),

the update message to be sent to Customs will only include new Line

details from the second file import and any Line details with an Action

code of A (Amend).

Atlantis will make sure that all the business rules are met before sending a

message to Customs and this includes validations for duplicate containers in thesame CARLST message and duplicate containers between this particular

CARLST and all of the Sea Cargo (SEACR) messages.

User Exercise

1. Click theFile Integration button on the toolbar and select CARLST.2. Select your voyage to integrate the data into.3. Select the integration file.4. Send the Cargo List to Customs and wait for the response.5. Amend line details for 2 lines. Note the change of the Action Code from P

to A.


7. Add a new line detail.8. Delete the line detail added in no. 7 above.9. Re-send the message and wait for Customs response. If there is an error,

check the reason, fix details and resend.

10. Continue the process until you have a CLEAR status.11. Check for the deleted line.12.Ensure the status of amended lines has been updated correctly.


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When the Impending Arrival Report is created, an Actual Arrival Report is

automatically created at the same time.

These will usually be the very last messages sent to Customs for each voyage. As

they are automatically created most of the information is pre-filled, the only

information requiring input are the Arrival Date and Berth Code fields. Once these

fields have been added the message can be sent to Customs.

User Exercise

1. Navigate to the Actual Arrival form.2. Enter the arrival date.3. Enter the berth code.4. Send the message to Customs and wait for the response. If there is an

error, check the reason, fix details and resend. Continue the process until

you have a CLEAR status.

Report an

Actual

Arrival


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Management Reporting

The Cargo Status page displays the cargo statuses received from Customs for allthe different messages. By selecting the desired column, these messages can be

filtered for different statuses, different message types etc.

Double clicking on any line will open a Status Advice dialog box displaying

detailed information as to why the Cargo Status is in its present state.

Cargo Status


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User Exercise

1. Navigate to the Cargo Status form.2. Filter the selection to show only HELD cargo.3. Filter the selection to show only HELD cargo from Discharge Port

AUSYD.

4. Clear all filters using the control key at the bottom left of the screen.5. Select a line and determine the status detail for that line.6. Close the status detail screen.


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The History tab lists details every message that has been sent to or received from

Customs.

It displays what type of message it was, when it was sent or received and the

status of the message at the time it was sent or received. The Interchange Number

shown on the right hand side is not normally used but is a fault-finding number

that will be used by Customs in the event there is a problem with one of the

messages.

User Exercise

1. Navigate to the History form.2. Filter the selection to show only CARLST message history.3. Sort by Date Created.

History


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You may archive a voyage at any time. This does not physically delete the voyage

but removes it from the list of available voyages in the Find Voyage form.

To archive a voyage open the relevant voyage then select File, Archive.

To unarchive a Voyage ie. make it available for data entry again select Tools,Archived Voyages from the menu. Find the relevant voyage and click on theActivate button on the line. Click OK to release the voyage.

User Exercise

1. Open your voyage.2. Select File, Archive from the main menu.3. Click on OK to confirm the archive.4. Click on the Open icon on the toolbar. Ensure your voyage is no longer

listed. Close the form.

5. Select Tools, Archived Voyages from the main menu.6. Find your voyage in the list and click on Activate to un-archive it.7. Click on the Open icon on the toolbar. Ensure your voyage is now

available for use again. Close the form.

Archive a

Voyage

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