DHL IMPORT EXPRESS ONLINE USER GUIDE FOR IMPORTERS

DHL IMPORT EXPRESS ONLINE USER GUIDE FOR IMPORTERSWE COORDINATE EFFECTIVE COMMUNICATION BETWEENYOUR SHIPPERS AND YOU – FOR YOU.

dhl-usa.com/ieo

Importer

Manage Your Imports 3

Helpful Guide Information 4

Importer Profile

Registration 5

My Profile 9

Manage Shipments

Prepare Instructions

New Shipper/Receiver 10

Shipment Details 12

Review 14

Confirmation 14

Prepare Shipment

Recent Shipper/Receiver 15

Shipment Details 15

Customs Documents 18

Service Options 21

Review 22

Confirmation 22

Shipment Request

Shippers Request for Approval 23

Manage Authorizations

Grant Standing Authorization 24

Current Standing Authorization 26

Complete Process for Shipper 27

History/Track

Tracking 28

History 28

Address Book

Manage Shippers and Receivers 29

Import Your Address Book 30

Contact Center

Reach Us by Chat, Email or Phone 31

CONTENTS

Importer 3

MANAGE YOUR IMPORTSDHL Import Express Online is a web-

based tool designed to give account

holders full visibility and open

communication during the shipping

process. Both you and your shipper

utilize a clear and concise tabular

interface – making it easy to view

current shipping instructions and

shipment status. For superior security,

your DHL Import Express account

number is kept within the DHL system.

It is not visible; nor is it ever visible or

forwarded to shippers or third parties.

This guide helps import account

holders:

n Register for access to Import

Express Online

n Prepare shipment instructions

for shippers and manage

shipment details

n Provide shippers with standing

authorizations

n Approve a shipment request

from a shipper

n Track shipments and review

shipment historyNOTEShippers will receive a separate

user guide when they first receive

temporary login credentials for DHL

Express Import Online. Your shippers

will learn how to:

n Accept or reject shipments

requested by importers

n Manage shipping details and

schedule a pickup

n Create and send requests to the

import account holder

n Request a standing authorization

to ship on behalf of the import

account holder

EXAMPLE OF SHIPPER INTERFACE

Importer 4

HELPFUL GUIDE INFORMATION The following references have been

shortened throughout the guide for

easier reading:

n DHL Import Express Online

application = Import Express

Online

n DHL Import Express account

= import account

n DHL Import Express account

holder = you

The following terms will be used to

refer to common Import Express

Online actions:

n Standing authorizations – you

have enabled a shipper to ship on

your import account to a specific

receiver and/or using a specific

account

n Shipment instruction – a shipment

request has been created by you

and sent to the shipper for (1)

review and (2) acceptance or

rejection

n Shipment request – the shipper

has reached out to you with a

request to prepare and send a

shipment on your behalf

NOTEManage Shipments tab, Status

column Definitions

Importer Sent Instruction to Shipper

n Pending Shipper Action

n Cancelled by Importer

n Accepted by Shipper

n Rejected by Shipper

Standing Authorization Request

from Shipper

n Standing Authorization

(Pending Importer Approval)

Shipment Request Received

from Shipper

n Pending Importer Approval

n Accepted by Importer

n Rejected by Importer

n Shipment Preparation in Progress

n With Shipper

Pickup Request Acknowledged

n Pickup Confirmed

Shipment in Transit

n Track

Importer Profile 5

REGISTRATIONImport Express Online only requires

you (the DHL Import Express account

holder) to have an account; your

shipper and other third party receivers

can use this shipment management

tool without one.

Please take your time as you complete

Registration and follow the fields

in their proper order. Some fields

will auto-populate based on your

responses.

1. Access Import Express Online at

importexpressonline.dhl.com

2. Under the red Login button, click

Register Now

NOTEThe account holder radio button is

selected by default and should only be

changed if you are registering on behalf

of a Shipper.

3. Select the country where your

business is located from the drop-

down menu

4. Enter your DHL Import Express

account number in the field

provided

NOTEClick Add Another Account Number if you

have more than one active import account.

Repeat for each additional account until

they have all been entered.

TIPBookmark this URL to help streamline your

processes: importexpressonline.dhl.com

TIPHave your import account

number(s) close by for

quicker entry.

NOTEThe language will automatically populate

once the country has been selected.

Use the drop-down menu to select your

preferred language, if available

Importer Profile 6

TIPCheck the box Set as default

receiver if you would like this

information to auto-populate

whenever you prepare shipment

instructions.

REGISTRATION (Continued)

5. Enter your first and last name

6. Provide your company's name

7. Enter the physical street address

where shipments will be received

8. Provide the city, state or province

9. Enter your email address

10. Provide the appropriate telephone

and fax numbers

TIPNot shipping on behalf

of a company? Simply

re-enter your first and

last name.

Importer Profile 7

TIPThe Shipment Reference can

be a word, phrase or number.


11. Enter the individual’s name who

will be the primary contact for

receiving shipments (if you will

not be the person receiving

shipments)

12. Provide a default Shipment

Reference that applies to the

majority of your imports

13. Check the box Send/Receive Email

in HTML to enable headings,

colors, pictures, emphasized text

and quotations to be viewed,

instead of the default plain text

email format

14. Check the box Receive copy of

emails sent to Shipper to receive

copies of instructions prepared in

Import Express Online via email

15. Check the box Reference Always

Required? to make the reference

field a required entry

16. Check the box Remember my

Email Address to have your email

address auto-populated

NOTEYou can easily change these settings as you

prepare shipments – or change the default

preferences at any time.

Importer Profile 8


17. Check the boxes to indicate that

you have read and accept the

Import Express Terms of Use

18. Enter a password to login into

Import Express Online and reenter

for confirmation

19. Select a question from the drop-

down list, in case you ever need

help remembering your password

20. Provide your answer

21. Type the code shown in the box

below in the available field

22. Click Submit

NOTEIf you receive an error message

after submitting, double-check all fields.

You may need to re-enter your information

in one or more of the fields.

Next Steps

You will receive a DHL Import Express

Online registration confirmation

email. Now you are ready to prepare

instructions for a shipper: page 10 will

guide you through this.

TIPPasswords are always

case-sensitive.

TIPHaving trouble with the code

provided? Click Try a new code

for another option.

Importer Profile 9

MY PROFILEMy Profile is the DHL Import Express

account holder information.

Here you can:

n Change your password

n Change your security question

and answer

n Add, edit and remove account

numbers

n Update the default receiver

n Modify shipment settings

1. Access by clicking the My profile

button under the red navigation

bar on the right hand side of the

screen

2. Review the current information

and make desired changes

3. Click Submit

NOTEDHL Express account numbers for

exporting should not be added to Import

Express Online. They are not supported

within this application.

TIPThe receiver information can be changed as needed

while preparing waybills, but shipment charges will

still be applied to your specified account.

Manage Shipments 10

PREPARE INSTRUCTIONSIn this section you will be preparing all

the information the shipper will need

to create the waybill.

On the Manage Shipments screen

you can:

n Prepare shipment instructions

n Check the status of outstanding

shipment instructions

n See recent shipment requests

n Check the status of

authorization requests

n View recent shipment details

n Track shipments

Because this is the first time using

Import Express Online, simply click

Next under Prepare New Shipment

Instruction

Shipper/Receiver > Shipment Details

> Service Options > Review

> Confirmation

1. Begin entering the Shipper Details

by creating a Nickname that will

help you quickly find the shipper

in the address book

2. Provide the shipper’s first and last

name in the Contact field

3. Select the country where the

shipper is located

TIPThe use of the action buttons at the bottom of

the page will change depending on the status

of the shipment selected. Red buttons indicate

the action is available for the shipment.

TIPThe next time you return to this page, you can

click Most Recent from the drop-down menu

to auto-populate these fields.

Manage Shipments 11

NOTEIf you are the receiver for

this shipment, simply use the

drop-down menu and select

yourself.

NOTEIf you do not check this box,

the shipper will not be able to

modify pickup address fields.

PREPARE INSTRUCTIONS (Continued) 4. Enter the company name, physical

street address, city and state or

providence in the available fields

5. Provide a telephone and fax

number

6. Enter the shipper’s email address

7. Create user-friendly documents by

selecting the shipper’s language

from the drop-down menu

8. Decide if you want to allow the

shipper to modify pickup address

details (in case this information

changes)

9. Check the box to save the new

shipper to the address book

NOTEIf you are not the person receiving this

shipment, fill in all Receiver details.

10. Click Next

Manage Shipments 12

PREPARE INSTRUCTIONS (Continued)Provide basic information the shipper

will need to know about the shipment

request, including:

n items to be ordered

n order numbers

n handling instructions



> Confirmation

1. Select the Shipment date to be

passed to DHL from the drop-

down menu

2. Create a personal message for

the shipper, advising them of

pertinent details

3. Enter a Shipment Reference that

will be visible on the waybill

4. Click Attach a File for required

documents or to provide more

detailed instructions

NOTEOnly one file can be uploaded in one of

the following formats: DOC, DOCX, XLS,

XLSX OR PDF.

TIPThe message entered here will

appear in the body of the email

that the shipper receives.

TIPCustoms invoices can be prepared

with Import Express Online. This

is an ideal location to include

a Certificate of Origin, license,

Power of Attorney or Shipper’s

Letter of Instruction.

NOTELeave this box blank if you

do not want to complete

the waybill on behalf of the

shipper. Then proceed to the

next page.

Check this box if you want to

complete the waybill. Then

skip ahead to page 15.

Manage Shipments 13

NOTE

This can reduce the need for

follow up or act as a helpful

reminder when you get busy.

PREPARE INSTRUCTIONS (Continued)5. Use the drop-down menu to select

the account to which you would

like service charges billed

6. Click a radio button to advise

DHL how Customs charges, such

as duties and taxes, should be

handled: enter the respective DHL

Import Express account number

7. Send transit status notifications

to yourself, the recipient or any

other interested party by checking

boxes in Notification options and

providing email addresses

8. Know immediately if the shipper

has not acted upon receipt of

request; receive email alerts

within a designated time period

9. Select from the drop-down menu

how often you would like to be

notified of the shipper’s lack

of action

10. Click Next

Manage Shipments 14

PREPARE INSTRUCTIONS (Continued)

NOTEService Options are skipped when preparing

instructions because the shipper needs to accept the

request and complete the waybill first.


> Review > Confirmation

1. Review the information provided

2. Scroll down to select an authorization status

radio button

n The shipper can ship to this receiver one

time with your account

n The shipper can ship to this receiver at any

time, as frequently as they would like with

your account

3. Click Forward instruction


> Review > Confirmation

Once you click Done, you will receive a

confirmation with a shipment ID number. All

of this information will populate the Recent

Shipments table on the Manage Shipments tab

to be available for your reference.

Next Steps

The shipper will be registered for Import Express

Online automatically. They will receive the

instruction request via email with a temporary

password to log in. The email will also include

a user guide to assist them in accepting or

rejecting your request.

You will know the status of the shipper’s response

on the Manage Shipments tab under Recent

Shipments in the Status column, on the right.

TIPShipment instructions that have not been accepted

can be copied, updated, or canceled by clicking the

corresponding entry's radio button.

TIPThe Importer Details

will always be the

account holder. The

receiver details may

be yourself or a

designated third-party.

NOTETo make changes, click

Back at the bottom of

the screen.

TIPClick Print Summary to

keep a physical copy

if required for your

records.

Manage Shipments 15

PREPARE SHIPMENTShipper/Receiver > Shipment Details


> Confirmation

1. On the Manage Shipments tab

select a previously created shipper

from the drop-down menu or click

Create new shipper

2. Select a previously created

importer from the drop-down

menu

3. Choose the date you would like

the shipment to be provided to

DHL from the drop-down menu

4. Click Next

NOTEHelp creating a new shipper can be found

on page 10.


> Service Options > Review >

Confirmation

1. Check the box to complete the

shipment details on behalf of the

shipper to generate a waybill

2. Select the Packaging type from

the drop-down menu

NOTEBy checking this box you will be providing the shipper with instructions, a waybill and

selected service. All the shipper will need to do is accept the request and provide any

required documentation.

Manage Shipments 16

PREPARE SHIPMENT (Continued)3. Enter the weight, dimensions and

provide a keyword description of

the commodities (contents) using

up to 40 characters

4. Click Add

NOTEContinue adding all shipment pieces

consolidated under one waybill.

5. Provide a complete description of

the commodities in the box

6. To select the Shipment status use

the appropriate Customs clearance

button:

n Non-document = dutiable

n Document = non-dutiable

NOTEEven though the shipment contents may

be a document, some documents are

considered dutiable.

7. Enter the Declared Value in

the field provided for dutiable

shipments

8. Check the box to create a Customs

invoice on behalf of the shipper

if they are not providing the

Commercial or Pro forma Invoice

TIPThe first three lines of the

Description of Contents will

appear on the waybill.

TIPTo quickly check the commodity

status, click Help me decide. Then,

select the closest commodity type

and click Determine Status.

Manage Shipments 17

PREPARE SHIPMENT (Continued)9. Create a personal message for

the shipper advising them of

pertinent details

10. Enter the Shipment Reference that

will be visible on the waybill

11. Click Attach a File for required

documents or to provide even

more detailed instructions

12. Use the drop-down menu to select

the account to which you would

like service charges billed




handled with account number

14. Send transit status notifications

to yourself, the recipient or any

other interested party by checking

boxes in Notification options and

providing email addresses

15. Know immediately if the shipper

has not acted upon receipt of

request; receive email alerts

within a designated time period

16. Select from the drop-down menu

how often you would like to be

notified of shipper’s lack of action

17. Click Next

Next Steps

After you have determined that you

would like to create a Customs invoice

on behalf of the shipper and already

checked the appropriate box, please

continue to the next page.

To allow the shipper to provide

Customs documentation, skip ahead

to page 21.

TIPThe shipper will receive an auto-

generated email request with the

information you provide here.

TIPEmail alerts can be received as

soon as a half day or as late as

seven days and can be sent as

frequently as every hour to just

once per 24-hour period.

Manage Shipments 18

PREPARE SHIPMENT (Continued) Customs Documents

1. Select the Invoice type from the

drop-down menu

2. Provide an internal reference like

a purchase order number in the

Invoice number field

3. Select the mode of transport from

the Incoterms drop-down menu

4. Enter the commodity code for the

primary contents in your shipment

5. Provide the full name of the

person responsible for paying

Customs charges, such as duties

and taxes

6. Enter the terms of payment

TIPIf you need help deciding,

click What is this?

TIPGet help determining which Incoterm to select

> DHL-USA.com > Express > Small Business

Solutions > Business Across Borders

TIP

Click Help for examples

of Terms of Payment.

Manage Shipments 19

PREPARE SHIPMENT (Continued) 7. Provide the name of the

destination port

8. Select the Reason for Export from

the drop-down menu

9. Describe packaging and specific

identification marks in greater

detail or other pertinent

information in Other Remarks

10. Enter the total amount of

additional charges incurred

between the parties that need to

be noted on the invoice

TIP

This refers to agreed transactions between the

importer and shipper, such as packaging and

handling charges.

Manage Shipments 20

PREPARE SHIPMENT (Continued) 11. Provide a Description of the

commodity

NOTEEnter additional Harmonized System codes

in the Description field.

12. Select the Country of Origin from

the drop-down-menu

13. Provide the total Quantity of the

item being shipped

14. Select the correlating Unit of

Measure from the drop-down

menu

15. Enter the monetary Unit Value

16. Enter the Net Weight for the

commodity

17. Click Add

NOTEContinue adding commodity descriptions

until all commodities in your shipment

have been noted.

18. Click Next

TIPQuickly convert volume and weight

values > DHL-USA.com > Tools

> Conversion Calculator

NOTEIf an error was made while entering

the information, click Remove to

delete the row.

Manage Shipments 21

PREPARE SHIPMENT (Continued) Shipper/Receiver > Shipment Details


> Confirmation

1. Click the radio button to select

one of the available Delivery

Options for the destination

2. Check the box to advise DHL the

secondary service option DHL

should apply if the first service is

not available. Provide preference

using the drop-down menu

NOTEWhile this step is not required, it is helpful

to keep your shipment moving.

3. Check the box to add Shipment

Insurance to selected services

NOTEOnly you can add insurance to a shipment;

this option is not available to a shipper

who accepts a shipment request.

4. Click Next

TIPClick Estimated Price links to review

a breakdown of costs based on the

information provided.

TIPLearn how Shipment Value

Protection can help you at

>DHL-USA.com > Express

> Optional Services

TIPOptional Services selected

will be reflected in the Total

Estimate.

Manage Shipments 22

PREPARE SHIPMENT (Continued) Shipper/Receiver > Shipment Details


> Confirmation

1. Review the information provided

2. Scroll down to select a standing

authorization status radio button

n The shipper can ship to this receiver

one time with your account

n The shipper can ship to this receiver

at any time, as frequently as they

would like with your account

3. Select a radio button to advise DHL of

the shipper’s rights to change services

on your behalf, if needed

n YES - if you prefer to review and

approve service changes

n NO - if the shipper can make changes

without your review

4. Click Forward instruction



> Confirmation

Once you click Done, you will receive a

confirmation with a shipment ID number. All

of this information will populate the Recent

Shipments table on the Manage Shipments

tab to be available for your reference.

Next Steps

The shipper will receive the request, accept

the shipment and schedule a pickup. Or,

reject the request and provide a reason.

NOTEDouble-check all entered data one final time, as

this information is used to generate your waybill

and Customs invoice.

TIPClick Print Summary to keep

a physical copy if you need to

reference the services selected.

NOTE

Click Back at the bottom

of the screen to edit any

information.

Manage Shipments 23

SHIPMENT REQUESTA shipment request takes place

when you receive shipment details

prepared by the shipper for your

review and approval, so they can

ship commodities on your account.

This request requires your approval

to allow you or your designated

third-party to receive the shipment.

Shipment requests will be visible on

the Manage Shipments tab under

Recent Shipments.

1. Look for Pending Your Approval

in the Status column

2. Click the shipment request radio

button

3. Click Update/Authorize to review

shipment details

4. Under Account Details, select the

account you prefer to be billed

from the drop-down menu




handled with a DHL Express

import account number

6. Check the Notification options

boxes next to the parties you

would like to keep informed

7. Determine how you would like to

proceed

n Reject the request by typing

a message to the shipper and

clicking Reject

n Click Approve to allow the

shipper to process the request

as prepared on your account

Next Steps

The status will be updated as

indicated and the shipper will receive

a status advisory email.

TIPThis shipment has been

reviewed and approved by you.

NOTEThis is a new shipment request

sent to your for review and

approval by the shipper.

NOTEClick Print to keep a physical

copy if you need to reference

the service selected.

Manage Authorization 24

GRANT STANDING AUTHORIZATIONYou can allow your designated shipper

to process shipment requests charged

to your account from the Manage

Authorization tab.

Here you can:

n Grant a shipper standing

authorization to ship to a specified

receiver at any time using your

account number without requiring

your review and approval

n Enable shippers to make use of

the standing authorization for

all shipments or only for specific

receivers

New Standing Authorization

1. Click Create new shipper

2. Begin entering the Shipper Details

by creating a Nickname that will

help you quickly find the shipper in

the address book

3. Select the shipper’s country from the

drop-down menu

4. Provide the shipper’s first and last

name in the Contact field

5. Enter the company name, street

address, city and state or providence

in the available fields

6. Provide a telephone and fax number

7. Enter the shipper’s email address

8. Create user-friendly documents by

selecting the shipper’s language in

the drop-down menu

9. Decide if you want to authorize the

shipper to update pickup address

details in case the information

changes

10. Click Save

NOTEIf this is not checked, the shipper

will be forced to reject any requests

with an incorrect pickup address.

That will require you to update and

re-submit.

NOTETo allow authorization to a specific

receiver, click Create new receiver

and follow appropriate steps.


GRANT STANDING AUTHORIZATION (Continued)1. Select the account number the shipper may

use to process requests on from the drop-

down menu

2. Click Next

3. Review the details entered

4. Go to Account Details at the bottom of the

screen and review or select new DHL Import

Express Account Numbers

5. Determine the party responsible for paying

Customs charges, such as duties and taxes,

for this scenario. Click a radio button and

provide a corresponding DHL Import Express

account number in the available field

6. Click Grant Standing Authorization

Shippers Requesting Authorization

1. Go to the bottom of the Manage

Authorization tab to the table listing current

Standing Authorizations. Sort the shippers

by status with the Filter by status drop-down

menu

2. Select the radio button for the shipper who’s

status is Standing authorization – Pending

Your Approval

3. Click Update/Authorize and repeat steps 4-6

above

NOTEDetermine how you would like to proceed

n Reject the request by typing a message to the

shipper and clicking Reject

n Click Accept Standing Authorization to allow the

shipper to process shipments on your account

Next Steps

The status will be updated as indicated and the

shipper will be notified via email that standing

authorization has been granted.


CURRENT STANDING AUTHORIZATIONUpdating Shipper Status

Click the radio button of the standing

authorization you would like to

modify.

1. Select the radio button for the

shipper that has an Approved

status

2. Click View

3. Change status by clicking Revoke

Standing Order

Next Steps

The status will be updated as

indicated and the shipper will receive

a status advisory email.

TIPClick the radio button from

available actions.


COMPLETE PROCESS FOR SHIPPERIn some cases the shipper may not

be able to follow through with

the required steps to complete the

pending transaction in DHL Import

Express Online. To help the process

along, some import account holders

will also register themselves as the

shipper. This removes the need to

grant authorizations and wait for

follow up.

Should you prefer this alternative,

please refer to the DHL Import Express

Online User Guide for Shippers. This

guide will show you how to register

and navigate between the Importer

and Shipper logins.

NOTETwo unique email addresses are required.

History/Track 28

TRACKINGYou have visibility from pickup

through final delivery—all on one

screen.

Here you can:

n View current status

n Track shipments

n Update authorization

n Cancel instructions

1. Go to the History/Track tab

2. In the Status column, click Track

NOTEThe Track option will only appear when

shipments are in transit.

HISTORY1. Search for a specific shipment by

entering a description in the

Find field

2. Select the column the data is in

with the drop-down menu

3. Click Find

NOTEThe date range will automatically

update based on criteria entered.

Address Book 29

MANAGE SHIPPERS AND RECEIVERSIn the Address Book you can:

n Create Contacts

n Delete Contacts

n Search for Specific Entries

n Import an Address Book

n Export the Import Express Online

Address Book

Prepare Instructions

1. Click the Address Book button

under the red navigation bar on

the right hand side of the screen

2. Check the box of the desired

contact

3. Click Ship to selected

Find

1. Search for a specific contact by

entering a description in the Find

field

2. Select the column the data is in

with the drop-down menu

3. Click Find

NOTETen contacts are featured on each

page. To view more, click Next.

Address Book 30

IMPORT YOUR ADDRESS BOOKImport

If you already have a well-maintained

address book, you can import the CSV

file in a few steps.

1. Click Address Book

2. Click Import

3. Advise if your file contains

headers

NOTEIf your source file does not include file

headers, the imported data columns will

be imported with no indication of what

they contain.

4. Click Attach a File

5. Click Read the header

6. Match the CSV file headers with

the Import Express Online field

names

7. Click Start Importing

Contact Center 31

REACH US BY CHAT, EMAIL OR PHONEIf you have questions about the

application or form fields, our team is

glad to help you.

1. Click Contact on the top of the

navigation bar

2. Complete the Contact:

DHL Express Technical Support

form and click Submit

TIPCall us to speak with a

DHL Express Technical

Support Agent.

1-800 CALL DHL | www.dhl-usa.comAll services may not be available in all areas and are subject to the DHL Terms and Conditions as published at www.dhl-usa.com. ©2017 DHL Express (USA), Inc. All rights reserved. 04/18/2017 PT05933A