Simba 2005 Document 1 Version 0.1 JUNE 2005 SHIPPING AGENT MANUAL OF INSTRUCTIONS
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Simba 2005
Document 1
Version 0.1
JUNE 2005
SHIPPING AGENT MANUAL
OF INSTRUCTIONS
2
CONTENTS
INTRODUCTION---------------------------------------------------------------------------------2
I. Trade X Environment-------------------------------------------------------------------------5
I.1 The Client/server environment --------------------------------------------------------------------------------5
I.2 The windows environment---------------------------------------------------------------------------------------6
I.3 Functions of internet explorer ---------------------------------------------------------------------------------9
I.4 Equipment necessary to connect to Trade X ---------------------------------------------------------- 12
II/ Trade X Connection stages --------------------------------------------------------------- 12
IV/ Amendment of unregistered manifest--------------------------------------------------- 19
V/ Enquiry of unregistered manifest--------------------------------------------------------- 22
VI/ Manifest registration---------------------------------------------------------------------- 25
VI.1 Definitive manifest registration --------------------------------------------------------------------------- 27
VI.2 Partial Manifest Registration-------------------------------------------------------------------------------- 28
VII/ Enquiry of registered manifests--------------------------------------------------------- 29
VIII/ Input of complementary manifests ---------------------------------------------------- 31
IX/ Closing of a complementary manifest --------------------------------------------------- 36
X/ Input of manifest amendment request--------------------------------------------------- 38
XI/ Enquiry of manifest amendment request ----------------------------------------------- 41
XII/ Striking of Cargo Manifest by Groupage Manifest ------------------------------------- 43
XIII/ Trade X messaging --------------------------------------------------------------------- 43
XIII.1 Messaging -------------------------------------------------------------------------------------------------------- 43
XIV.2 Password Change---------------------------------------------------------------------------------------------- 46
XIV/Trade X Utility Programs ---------------------------------------------------------------- 46
XIV.1 Import of Electronic Manifest Messages------------------------------------------------------------- 46
XV.2List of Electronic Manifest Messages -------------------------------------------------------------------- 47
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INTRODUCTION
This manual related to the Shipping Agent module is designed to explain the automated procedures for the establishment of manifests in the Trade X System.
It represents a knowledge backup and an instruction manual
It is also aimed at helping Shipping Agents or any other individual involved in consignment operations to properly master the electronic processing of manifests, from the data input to the striking, through the accounting.
It centres on two main sections:
I/ Presentation of Trade X,
II/ Functions of the Shipping Agent module
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Section 1
PRESENTATION OF TRADE X
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The Trade X System designed in 2000 entirely builds on state-of-the-art technological
tools, which enhances its performance and security.
In addition to the traditional modules catered for in similar customs automated systems,
Trade X comprises significant particularities through certain innovations:
The provision of a system of consultation (LEUK), in real time, of legislative and
regulatory information (customs code, customs tariffs, treaties, community rules
etc ) with the possibility of effecting off-hand simulations on the amount of
payable taxes and dues during the clearance of a given product and taking
cognisance of the applicable regulation, both at the local and community levels;
The electronic collect of pre-customs clearance documents (ORBUS 2000);
The establishment, through a DATAWHAREHOUSE and a Web Site, of a
database enabling to collect detailed statistic information on particular economic
sectors
I. Trade X Environment
The Trade X System is marked by two basic aspects.
Trade X is an open system built on a Client/Server environment and on Windows.
I.1 The Client/server environment
The Trade X System is entirely built on a Client/Server environment (Internet itself is
designed on this model). This means that some client machines connect to a server, a
device generally very powerful in terms of input/output capacity that provides them with
programmes giving a range of services.
The Client/Server system functions according to the following scheme:
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Queries
queries
Replies
Queries
The client machine sends a query to the server, which receives and processes it. The client later receives the final results delivered by the server.
The main browser used to connect to Trade X is:
Internet explorer (Version 5.0 or above).
Below, you will first discover the main functions of the Internet Explorer browser before
moving on to the next connection stages.
I.2 The windows environment
Windows is a graphic environment in which the user shall have to be familiar with the
mouse. The keyboard will be less used as compared to other systems.
Client
Server
Client
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THE WINDOWS INTERFACE (DESKTOP)
The desktop represents the PC screen and displays the following:
The Recycle Bin stocks the useless files;
The My Computer icon;
The Task Bar (at the bottom of the screen);
The Internet Explorer icon ;
The Network Neighbourhood icon.
INTERNET EXPLORER ICON You can use Microsoft Internet Explorer to browse the Web pages and connect to the Trade X System.
Desktop
My Computer
Network Places
Recycle bin
Task bar
Internet Explorer
Shortcut to a program
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Task bar
The task bar is composed of the start menu. By clicking on the screen
will display a menu comprising the commands you need to use Windows.
COMMANDS EFFECTS
Programs Displays the list of programs installed in the machine
Documents Displays the list of documents opened lately
Settings It represents the computer’s « control centre ». All the
parameters, be they visual, material or software, are
defined in this section
Search Enables to search a file in the hard drive, but also
connect to another computer in case of networking
Help Enables to use the summary, the index or the other tabs
of the aid window to obtain particulars on the execution
of the tasks under the Windows system.
Run Enables to start a program or open a file by entering a
MS-DOS command
Log off Stops or restarts the machine, or wraps up a working
session
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The Work-station By double clicking on the My Computer icon
the screen displays the system’s resources, meaning the hard drive, the floppy disc drive and the CD ROM. Click on one of the resources to see all the details.
NETWORK NEIGHBORHOOD
If the machine is connected in a network, the Network Neighbourhood icon
is displayed on the desktop screen. Click on the icon to browse the computers
interconnected in the network.
I.3 Functions of internet explorer Internet Explorer is a browsing software allowing the user to search and consult the
information contained in the Web pages.
Floppy disc drive
CD drive
Hard drive
Control panel
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Presentation of the Internet Explorer window
Title bar: shows the title of the displayed Web page
Menu bar: shows the menus of Internet Explorer Tool bar:
groups the button allowing access to the most used functions
Address area: indicates the address of the Web page on display
Content area: shows the Web page on display Status bar: indicates particulars on the
collected data or the area indicated by the mouse
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Internet Explorer functions
Comments
Enables to launch the Internet Explorer program
Back: enables to go back to the previously displayed screen.
Next : enables to switch to the next screen
Refresh: enables to update the information of the page on
display
Home: displays the home page designated in the preference
category.
Search: displays a page containing a list of sites and search
engines on the Internet.
Stop: stops any ongoing transfer of information.
Print: prints the page on display.
The address area: enter the address of the Trade X System in
this box.
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I.4 Equipment necessary to connect to Trade X To connect to the Trade X System, one needs:
A PC (Pentium III 700 Mhz, 64 Mo RAM minimum, 2 Go DD etc...),
A browsing software (Internet Explorer 5 or above) to have access to the Web,
Windows NT, 2000 or XP or Linux systems,
A laser or ink jet printer,
A 700 VA uninterrupted power supply (UPS),
A modem for Internet connections,
A router for the intranet, Internet connections.
II/ Trade X Connection stages The user willing to connect to the Trade X system must establish a link between his
work-station and the server of the Customs administration’s central site.
To this end, he must go through the following procedures:
1. Put on the computer, then double click on the Internet Explorer shortcut on the
desktop screen
2. Enter in the address area, the Trade X system’s access address: http://forodha.kra.go.ke
3. Press the ENTER key on the keyboard and the following windows appears
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4. Enter the access code (username) and the password, then click on connect, or press
ENTER on the keyboard.
SHIPPING AGENT MODULE
Input area
Functions
Window title
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Section 2
FUNCTIONS OF THE SHIPPING AGENT MENU
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III/ Manifest data capture 1. First enter a Directory Number; 2. Click on the MANIFEST DATA CAPTURE function of the main menu.
3. The window for the selection of the type of manifest appears. Choose the type of
manifest (maritime, air, land, fishery, bulk cargo) by clicking on the dropdown list
Directory number input area
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4. Click on the ENTER MANIFEST button and the following window appears.
Dropdown list
List of customs Stations
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5. Enter the General Segment details of this screen as described below: Field Field Description Directory No. Temporary number enabling to trace a manifest in the
system until final registration Means of Transport ID Name of the vessel e.g. MV Mvita etc Station Station of manifest registration Gross capacity How much weight the vessel can carry Net capacity Weight of cargo on board Estimated value Monetary value of the shipment Arrival date Expected date of arrival at the port Flight/voyage number Country of Supply Country where goods originate Nationality of Transport Country providing the means of transport The information to be entered differ, depending on the type of manifests (maritime, fishery, bulk cargo, land or air). 6. Click on VALIDATE. If no error is detected by the system, the manifest consignments
input window is displayed.
7. Enter the manifest consignment details as described below: Field Field Description Place of loading Sea port or Airport where goods were loaded Date of loading Date when goods were loaded Bill of lading number Country of destination Country where cargo are taken to City of Destination Port or airport city where cargo will be offloaded
Window title
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Consignor Exporter of the goods Shipping Agent name, PIN and Contact details
Details of the shipping agent
Consignee Name and PIN Details of the importer Package Mark Number Goods description Short description of goods on board No of packages Package mode Form in which goods have been packaged Gross weight Gross weight of a particular item No of Containers A count of the containers with the cargo Volume 8. Click on VALIDATE
Irregular information are signalled to the user in the form of an error message at the time of validation. Refer to the message to correct the error;
If no error is detected, the system automatically displays another window for manifest items input;
Upon registration of the number of containers, the system displays the interface for the input of information concerning the containers.
Enter the container details as described in the table below, then click on VALIDATE. Field Field description Container No Valid and Unique registration number of the container Seal Enter the seal number of the container Size Size of the container usually 20 or 40 ft Type Nature of the container e.g. Refrigerated or conventional
Dropdown list
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IV/ Amendment of unregistered manifest
1. Click on the AMENDMENT OF UNREGISTERED MANIFEST function
1. The window for the consultation of unregistered manifests appears
First specify whether you are dealing with an electronic manifest (EDIFACT) or not and perform search to retrieve the desired manifest.
Search criteria
Directory number
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: Search criteria (directory number, station, type of manifest, date of arrival, and
date of creation) are included in the interface to facilitate the consultation of entered manifested.
: For any search operation, enter a search criterion (ex: date of creation), then click on SEARCH.
3. Click on DIRECTORY NUMBER ( text in blue) of the desired manifest; 4. Effect the necessary modifications on the elements of the General Segment on
display, then click on VALIDATE. The following window appears
5. To modify the items of the manifest or add a new item, click on CONSIGNMENTS. The list of the manifest’s consignments appears:
Displays the list of consignments Deletes the
manifest’s general segment
Register the modifications effected on the general segment
Displays the shipment list
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6. Click on the NEW CONSIGNMENT button to add a new consignment; 7. Click on the number of the desired consignment ( text in blue) to display the interface
for the amendment of the manifest consignment:
Enables to add a consignment
Allows addition of a consignment
Consignment number
Enables to register the modifications on the consignment
Allows addition of a consignment
Enables to delete a consignment
Enables to modify the containers
Enables to accede to bulk break interface
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8. Effect the necessary modifications, then click on VALIDATE.
: The manifest deconsolidation is performed through the DECONSOLIDATION (bulk break) button
: The search for an unregistered manifest is also possible from the DIRECTORY
NUMBER of the Shipping Agent processing interface.
Enter the Directory Number, and then click on the AMENDMENT OF UNREGISTERED
MANIFEST. The system automatically displays the searched manifest.
V/ Enquiry of unregistered manifest 1. Click on the ENQUIRY OF UNREGISTERED MANIFEST function
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2. The window for the consultation of unregistered manifests is displayed
: Search criteria (directory number, station, type of manifest, date of arrival, date of creation) are included in the interface to facilitate the enquiry of captured manifests.
: For any search operation, enter a search criterion (ex: directory number), then click on SEARCH.
Search criteria
Directory number
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3. Click on DIRECTORY NUMBER (text in blue) of the manifest to be consulted.
4. Click on CONSIGNMENTS for consultation. The following window appears
5. Click on CONSIGNMENT NUMBER (text in blue) to display the information.
Displays the list of shipping points
Displays the list of consignments
Consignment number
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No modification of the general segment or the consignments of the unregistered manifest is possible in consulting mode.
VI/ Manifest registration 1. Click on the MANIFEST REGISTRATION function,
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The system displays the window for the selection of manifests to be registered.
2. Select the desired manifest (check the corresponding area) The selection itself activates the following buttons
Search criteria
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COMMANDS COMMENTS
Enables the definitive registration of the manifest
Enables the partial registration of the manifest
VI.1 Definitive manifest registration 1. After selecting the desired manifest, click on DEFINITIVE REGISTRATION. The following
warning message appears
2. If you click on CONFIRM. The system automatically attributes a number to the
registered manifest.
Number automatically attributed by the system
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3. Click on OK to return to the window for the selection of manifests to be registered. VI.2 Partial Manifest Registration 1. Select the desired manifest, then click on PARTIAL REGISTRATION; The window for the selection of the manifest’s consignments to be registered appears
2. Select the desired consignment to be registered (check the corresponding box) Selecting a consignment activates the REGISTER button. Click on this button. 3. The warning message appears, click on the CONFIRM button of the window. The system automatically attributes a number to the registered manifest.
: The registered consignment is deleted from the list of consignments of the manifest to be registered.
: The partially registered manifest features in the list of unregistered manifests
until total registration of all consignments.
: The partially registered manifests are specified in the TYPE OF VALIDATION column of the SELECTION OF MENISFEST FOR REGISTRATION function.
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VII/ Enquiry of registered manifests 1. Click on the ENQUIRY OF REGISTERED MANIFESTS function.
The system displays the window for the selection of manifests for consultation
Type of validation
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2. Select a given manifest by clicking on the manifest number (text in blue). The list of
the consignments of the selected manifest appears.
To consult a consignment on the list, click on CONSIGNMENT NUMBER (text in blue).
: Search criteria (manifest number, means of transport, date of arrival) are included in the interface with the view to facilitating the consultation of the registered manifests.
: The consultation of a registered manifest is also possible through the following
search criteria of the Shipping Agent processing interface:. - Shipping document - Manifest number - Date of Arrival
Search criteria
Manifest number
Consignment Number
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- Registration Date - Consignment number - Flight/voyage number
To consult a registered manifest, enter a search criterion (ex : shipping document), then click on the ENQUIRY OF REGISTERED MANIFEST function. The system displays the corresponding manifest
: For any search from the consignment number: Enter the manifest number
Check the CONSIGNMENTS area Enter the Consignment number
Then click on ENQUIRY OF REGISTERED MANIFEST.
VIII/ Input of complementary manifests This function only allows addition of consignments to a manifest already registered. It enables to restore the general segment of the said manifest in the list of unregistered manifests. To this end, 1. Click on INPUT OF COMPLEMENTARY MANIFEST.
Search criteria
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The list of registered manifests appears
2. Select the desired manifest (tick the corresponding box ).. The selection of a
manifest activates the CREATE COMPLEMENTARY MANIFEST button. )
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3. Click on the CREATE COMPLEMENTARY MANIFEST button.
The system displays the following confirmation message
4. Click on OK
The manifest subject to the creation of a complementary manifest features in the list of unregistered manifests available through the AMENDMENT OF UNREGISTERED MANIFEST section. 5. Click on AMENDMENT OF UNREGISTERED MANIFEST, and then select the restored manifest. Selecting a restored manifest displays the modification of the unregistered manifest page.
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6. Add the consignments desired before clicking on VALIDATE;
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7. The next step consists in clicking on the MANIFEST REGISTRATION function. Select the complementary manifest to be registered.
The selection of a manifest activates the PARTIAL REGISTRATION and DEFINITIVE
REGISTRATION buttons. 10. Click on DEFINITIVE REGISTRATION. The warning message appears. Click on CONFIRM.
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IX/ Closing of a complementary manifest 1. Click on CLOSE COMPLEMENTARY MANIFEST
The system displays the list of complementary manifests. Select the desired complementary manifest (tick the corresponding box )
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The selection of a complementary manifest activates the CLOSE button. 2. Click on CLOSE. The system displays the message confirming the transmission of the
complementary manifest to the competent customs services.
Selection area
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X/ Input of manifest amendment request 1. Click on MANIFEST AMENDMENT REQUEST
The interface for the selection of the registered manifests for an amendment request appears:
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2. Select the desired manifest by clicking on the Manifest Number (text in blue). The list of the consignments of the selected manifest is displayed.
3. Click on the Consignment Number (text in blue) subject to an amendment request. 4. The window for the creation of an amendment request appears. Effect the necessary
modifications, then click on VALIDATE
Manifest number
Consignment number
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The system attributes a serial number to the mail (amendment request) to be transmitted to the customs services. The amendment request appears, comprising two parts: Former state: displays the information of the registered manifest transmitted to the customs services;
New state: displays the information on the registered manifest with the effected modifications. The modified elements appear in Red (ex: number of packages)
5. Click on VALIDATE ( bottom of the window).
Mail number
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: The manifests subject to an amendment request are deleted from the list of
registered manifests for creation of an amendment request.
XI/ Enquiry of manifest amendment request 1. Click on CONSULTATION OF MANIFEST AMENDMENT REQUEST.
The list of the manifests subject to an amendment application appears.
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2. Select the desired manifest by clicking on MANIFEST NUMBER (text in blue). The list of the manifest’s consignments appears.
3. Click on the consignment number to display the amendment request.
Manifest number
Consignment number
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XII/ Striking of Cargo Manifest by Groupage Manifest
The Cargo Manifest covers all the Bills of Lading of a given cargo. In case the containers
belong to different consignees, the respective BLs shall be degrouped. For traceabiility
purposes, these degrouped BLs will be grouped in a document referred to as the
Groupage Manifest. In the course of the clearing process, the declaration will strike off
the Groupage Manifest, which will in turn strike off the Cargo Manifest.
XIII/ Trade X messaging
XIII.1 Messaging 1. Click on MESSAGING. The following window is displayed
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: To send a message, click on TRANSMIT.
The message transmission window appears
: Enter the message text, the addressee code, and then click on TRANSMIT.
Enables transmission of messages
Displays the list outgoing messages
Displays the address of Trade X users List of incoming
messages
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: Message transmission is also possible from the USER DIRECTORY button of the
messaging interface
The user directory is displayed
Click on the desired user code (text in blue) to display the message transmission
window. Enter the message text and click on TRANSMIT.
User code
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XIV.2 Password Change Trade X users are advised to regularly change their passwords to avoid any
impersonation. Click on the link in the main menu. The following window appears
Enter the current password, then the new one and confirm by entering it again, before
validating through the VALIDATE MODIFICATIONS button.
XIV/Trade X Utility Programs XIV.1 Import of Electronic Manifest Messages The Trade X enables to import electronic manifest data and integrate them through an
EDIFAT tool. These data will be stored in the database with the view to an eventual
repatriation into the Trade X format. A click on the corresponding link opens the following
window
There are five (5) options for the import of electronic manifest data (See window above).
By default, the system selects the AUTO-DETECTION option for data integration.
Click on BROWSE to retrieve a message saved in your machine, and then click on
.
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The system will then compile the messages to identify the tags. The next step consists in
retrieving the list of electronic manifest messages.
XV.2List of Electronic Manifest Messages A click on the link opens the following window
The table comprises columns stating the Item ID, the Message Type, the Status and so
forth. A click on the Item ID opens the following window
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This window features technical elements deriving from the identification of the electronic
manifest messages by the system. Click on FILL OUT MANIFEST to populate the different field
of the Trade X manifest format. The manifest will then feature in the list of draft
manifests. The Shipping Agent can modify it at will before registering it.
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