Shipment Processing pdf

Shipment Processing

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Copyright © 2004 – 2010 by Kewill Inc.

Shipment Processing Table of Contents

Shipment Processing Overview ............................................................................................................. 2

Shipment Processing Flowchart ............................................................................................................ 3

Overview of Shipment Processing How To’s ....................................................................................... 5

Accessing Shipment Processing ................................................................................................. 6

Shipment Processing Options...................................................................................................... 8

File Number Assignment Screen................................................................................................ 12

How to Enter Customer Notes .................................................................................................... 17

Copy from Previous File.............................................................................................................. 20

How to Find an Existing File ....................................................................................................... 27

Using Customer Code Search .................................................................................................... 32

Shipment Processing

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Copyright © 2004 – 2010 by Kewill Inc.

Alliance > Import System > Shipment Processing > Overview of Shipment Processing

Shipment Processing Overview

Overview The Shipment Processing section includes information on how to fill out thefields for each screen in Shipment Processing.

Shipment Processing The Shipment Processing section is sub-divided into the following processingsections:

Cargo Release

Entry Summary

Billing

Validations

Special Entries

Delivery Order

Other Government Agencies (OGA)

Single Entry Bond (SEB)

IT/In-Bond

Other Documents

Form Reprint

Other Shipment Processing Functions

Field entryrequirements

Many of the fields on the screens automatically default depending on how thesystem is set up. Certain fields are required in order to process the datacorrectly. A warning message appears at the bottom of the screen if therequired field is left blank.

Although instructions are provided for entering information in each field, non-required fields can be left blank by pressing ENTER.

Shipment Processingfield-level help

For a description of each field, use the field-level help. It can be accessed byentering ? in the individual field. For screen level descriptions, enter HELP inthe ACTION field.

Shipment Processing Flowchart

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Copyright © 2010 by Kewill Inc.

Alliance > Import System > Shipment Processing > Overview of Shipment Processing > Flowchart

Shipment Processing Flowchart

Shipment Processing

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Copyright © 2006 - 2010 Kewill Inc.

Shipment Processing Screens

Description After logging into the Alliance System the first 3 screens contain menu optionsthat allow access to the Shipment Processing options screen. At the ShipmentProcessing options screen, all shipment files can be logged without having togo back to the first 3 screens. The actual start of file processing occurs whenyou select the processing option(s) from the Shipment Processing optionsscreen.

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Alliance > Import System > Shipment Processing > Shipment Processing How To’s Overview

Overview of Shipment Processing How To’s

Overview The Shipment Processing section includes the following How To Instructions.

Shipment Processing The Shipment Processing section includes the following step-by-step how toinstructions:

How To Access Shipment Processing

How To Select from the Shipment Processing Options screen

How To Enter a New File on the File Number Assignment screen

How to Enter Customer Notes on the File Number Assignment screen

How To Copy from a Previous File

How To Find an Existing File

How to Use the Customer Code Search Function

Shipment Processingfield-level help

For a description of each field, use the field-level help. It can be accessed byentering ? in the individual field. For screen level descriptions, enter HELP inthe ACTION field.

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Alliance > Import System > Shipment Processing > Overview of Shipment Processing How To’s >Accessing Shipment Processing

Accessing Shipment Processing

Accessing the Shipment Processing

Overview Use the System Selections menu to access the Shipment Processingapplications.

Procedure To access Shipment Processing from the System Selections menu, performthe following steps.

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Step Action Result

1 Log into the Alliance System. The System Selections menu appears.

2 At the System Selections menu, selectImport System.

The Import System menu appears.

Import System Menus:

Screen Use the Import System menu to access all Import programs.

Action To access the Shipment Processing options screen, select ShipmentProcessing from the menu.

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Alliance > Import System > Shipment Processing > Overview of Shipment Processing > ShipmentProcessing Options

Shipment Processing Options

Selecting from the Shipment Processing options Screen

Overview Use the Shipment Processing options screen to select the ShipmentProcessing screens you would like to access.

Note: This screen may or may not display depending on how the User Profileis set up. Also, default selections for these selections may be set up.

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Procedure To select options from the Shipment Processing screen, perform the followingsteps.

Field Name Data Enter Description

ACTION Enter E in the ACTION field, then pressENTER.

Note: If you only want to change aselection from Y to N or from N to Y,enter the field number in the ACTIONfield to access the field and make yourchanges.

Ifyou enter E, the cursor moves to theBroker Team field.

01 Broker Team Enter the Broker Team code or pressENTER to accept the default.

The cursor moves to the Division field.

02 Division number Enter the Division number or pressENTER to accept the default.

The cursor moves to the Cargo Releasefield.

03 Cargo Release Enter Y if you would like to access theCargo Release screens during thissession of Shipment Processing.

The cursor moves to the Entry Summaryfield.

When you are done selecting the optionsyou would like, you can go to the ACTIONfield (F3) to update your selections andcontinue.

04 Entry Summary Enter Y if you would like to access theEntry Summary screens during thissession of Shipment Processing.

The cursor moves to the Billing field.


05 Billing Enter Y if you would like to access theBilling screens during this session ofShipment Processing.

The cursor moves to the Delivery Orderfield.


06 Delivery Order Enter Y if you would like to accessDelivery Order screens during thissession of Shipment Processing.

The cursor moves to the Food & Drugfield.


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07 Food & Drug Enter Y if you would like to access theFood and Drug screens during thissession of Shipment Processing.

The cursor moves to the In-Bond field.


08 In-Bond Enter Y if you would like to access theIn-Bond screens during this session ofShipment Processing.

The cursor moves to the Single EntryBond field.


09 Single EntryBond

Enter Y if you would like to access theSingle Entry Bond (SEB) screen duringthis session of Shipment Processing.

The cursor moves to the Inland BOL field.


10 Inland BOL Enter Y if you would like to access theInland Bill of Lading screens during thissession of Shipment Processing.

The cursor moves to the Notes field.


11 Notes Enter Y if you would like to access theShipment Notes screens during thissession of Shipment Processing.

The cursor moves to the Rating field.


12 Rating Enter Y if you would like to access theRating screens during this session ofShipment Processing.

The cursor moves to the OtherDocuments field.


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13 OtherDocuments

Enter Y if you would like to access theOther Documents screens during thissession of Shipment Processing.

The cursor moves to the Form Reprintfield.

When you are done selecting the optionsyou would like, you can go to the ACTION

field (F3) to update your selections andcontinue.

14 Form Reprint Enter Y if you would like to access theForm Reprint Restart screen during thissession of Shipment Processing.

The cursor moves to the FTZ Admissionfield or you can go to the ACTION field ifyou are done.

15 FTZ Admission Enter Y if you would like to access theFTZ Admissions screens during thissession of Shipment Processing.

This field lets you process FTZAdmission.

16 ISF Standalone Enter Y if you would like to access theISF Standalone screens during thissession of Shipment Processing.

This field allows you to do a standaloneImporter Security Filing.

Note: Alliance allows you to do a USF(Unified Security Filing) from withinShipment Processing as you process yourreguar shipments.

ACTION Enter UR to update the screenselections.

The File Number Assignment screendisplays.

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Alliance > Import System > Shipment Processing > Overview of Shipment Processing > ShipmentProcessing Options Screen > File Number Assignment

File Number Assignment Screen

File Number Assignment Screen for a New File

Overview Use the File Number Assignment screen to enter your file number, entrynumber and customer information.

Credit Notes: To view Credit Notes (from Customer Maintenance), enterCRED in the ACTION field, after you have entered the information on thescreen.

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Procedure To complete the File Number Assignment screen, fill in the following fields.

Field Name Data Entry Description

ACTION Type E to enter a new file. You have the option of three modes:

E = Enter (new shipment file)

F = Find (existing shipment file)

S = Search for (existing shipment file)

Division Press ENTER to accept the defaultdivision number or enter the Divisionnumber.

This is the division number the shipmentwill be associated with.

File No Press ENTER to access the Assign Filepop-up field and let the system assignthe next available file number, or entera file number.

If you press ENTER, a zero appears in theFile No field, and the cursor moves to theAssign File (Y/N) pop-up field.

Assign File (Y/N) Press ENTER to have the system assignthe next available file number.

A file number displays. The cursor movesto the Entry No field.

01 Entry No Press ENTER to accept the system-assigned entry number.

This is the entry number that will beassigned to the shipment file.

02 Customer Enter a valid customer code. When you enter a valid customer code,default information displays on the screen:

Name

Address Number

Name, Address, Contact, &Phone

Entry Type

Trans Mode

Customer Notes

Credit LimitExceeded

If the Credit Limit Exceeded pop-updisplays, see manager for password toexceed credit limit.

The Credit Limit pop-up window maydisplay. The program will check to makecertain the customer account has notexceeded its credit limit.

Address No You may override the default addressnumber by entering a valid addressnumber code.

When a valid address number is entered,the customer’s name and addressdisplays.

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Shipper Enter the shipper code. This is the shipper code associated withthis shipment. The code entered must bea valid shipper in your Customer file.Default shipment information will bederived from the customer data on file forthis shipper.

Although the Shipper is an optional field, itshould be used for NAFTA customers andfor files that are flagged for reconciliationprocessing.

03 Entry Type Enter the entry type code or pressENTER to accept the default value.

The Entry Type must be a valid code inyour Entry Type file. This information willprint out in the ENTRY TYPE CODE/NAME box on your I.D. This field is alsorequired for ABI/Cargo Releasetransmission to Customs and will bevalidated by the Cargo ReleaseValidations program.

04 Trans Mode Enter the mode of transportation codeor press ENTER to accept the defaultvalue.

This field is required for most shipments(except FTZ entries) and is validated.

The default value comes from CustomerMaintenance.

05 Desc Enter a description of the commoditybeing imported, or press ENTER tobypass the field.

This information will print in theDESCRIPTION area on all of your releasedocuments. The description may be usedto identify a shipment.

06 Doc RecvdDate

Press ENTER to accept the default valueof today’s system date, or enter thedocuments received date.

Press ENTER to accept the default valueof today’s system time, or enter thedocuments received time.

These fields allow you to enter the dateand the time the documents are receivedfor the shipment.

This field will only display if you are set upwith this feature.

07 Salesman Press ENTER to accept the defaultsalesman code, or enter the salesmancode.

The default value will come from theCustomer file, based on the customercode entered for the shipment.

09 Bill To Press ENTER to accept the default BillTo customer account, or enter the BillTo customer.

The default Bill To value will come fromthe Customer file, based on the customercode entered for the shipment.

11 UnifiedSecurity File (Y/N)

Press ENTER to accept the default valueor enter Y if you will be submitting aUnified Security File with this shipment.

Enter Y if you will be filing an ImporterSecurity Filing for this shipment; this willtrigger Unified Filing screens to run after

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Enter N if you will not be submitting aUnified Security File with this shipment.

the normal Cargo Release, EntrySummary or FTZ Admission screens.

Enter N if you don't want an ImporterSecurity Filing.

You will be prompted for this field only ifyour Customer is set up with a default Yfor Unified Filing.

99 MultipleConsignees

Enter Y if there are multiple consigneesinvolved with this shipment.

Enter N or leave the field blank if theshipment does not have multipleconsignees.

This field is for processing ConsolidatedEntries. If you enter Y, the ManifestProcessing screen will display after youupdate the File # Assignment screen.

Note: If this field is set to N and the BCSSave field on Aux. Parameters screen ofCompany Control File maintenance ofShipment Processing is set to Y, you canhave the IRS number be reported fromthe BCS Release bond information onSummary Billing Reports instead of fromthe Ultimate Consignee information.

ACTION At the ACTION field you have thefollowing command options:

ITDS = The ITDS Shipment Y/N fieldwill display at the top of the screen.

CRED = view the Customer’s CreditNotes

NOTE = view the Customer’s ShipmentNotes

WHSE = Warehouse Withdrawal

EDI = EDI (must be a valid EDIcustomer) – displays the EDI ShipmentSelect – File Generation screen.

ABI = view the ABI/Notes Summaryscreen.

SADD = Secondary Add (only fill infields that are empty)

COPY = Allows you to copy shipmentdata from a previously enteredshipment file.

When you update the screen, theShipment ID’s screen displays.

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VSCR = Review Validation Errorsscreen displays.

SPOP = To return to the ShipmentProcessing Options screen.

Enter UR to update the screen andmove to the next screen.

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Alliance > Import System > Shipment Processing > Overview of Shipment Processing > FileNumber Assignment Screen > Customer Notes

How to Enter Customer Notes

Shipment Processing Customer Notes Screen

Overview The Customer Notes are displayed at the bottom of the File NumberAssignment screen.

Procedure To display Customer Notes detail, follow the steps below.

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Step Action Comment

1 Enter the customer code for theshipment.

When you enter the customer code, thecustomer notes associated with thecustomer will display in the CustomerNotes box at the bottom of the screen.

2 Fill in the other fields on the screen. For more information on filling in the otherfields, see the File Number Assignmentscreen documentation.

3 In the ACTION field, enter NOTE. The Customer Notes screen will display.

Customer Notes Screen:

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Step Action Comment

4 You have the following options:

DI = view Division notes only.

CO = view Company notes only.

ALL = view All customer notes.

The Customer Notes pop-up screen nowallows you to view divisional notes (DI),company-wide notes (CO), or all notes(ALL).

Customer Notes – ALL view:

Step Action Comment

5 To return to the File NumberAssignment screen, press F4 or UR inthe ACTION field.

The File Number Assignment screen willre-display.

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Alliance > Import System > Shipment Processing > Overview of Shipment Processing > FileNumber Assignment Screen > Copy from Previous File

Copy from Previous File

How To Copy Data from a Previous File into a New File

Overview You can copy shipment data from an existing file into a new file from the FileNumber Assignment screen after you have entered the new file number andCustomer code.

In addition to determining which information you would like to copy into thenew file, you also have the option of replacing the Commercial Invoicenumbers with new numbers. This allows you to use the COPY function withyour AII files (which must have unique commercial invoice numbers).

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Procedure To copy data from an existing file into a new file perform the following steps.

Step Action Comment

1 On the File Number Assignment screenenter the following data for the new file:

File No Entry No Customer code

After entering the customer code, pressF3 to drop down to the ACTION field.

The cursor will go to the ACTION field.

File Number Assignment screen:

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Step Action Comment

2 At the ACTION field, type COPY into theACTION field, or you can press F1 andwhile holding key down, press the C keyto activate the Copy function.

The Import Preload File Copy Processpop-up screen displays.

Import Preload File Copy Process pop-up screen:

Step Action Comment

3 At the Copy from File field, enter the filenumber from which the data is to becopied and press ENTER. If you do notknow the file number, you can do asearch by entering the question mark(?).

When you enter the question mark, theFile Number Quick Search pop-up screendisplays.

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File Number Quick Search pop-up screen:

File Number QuickSearch

The pop-up displays when you enter a question mark (?) in the Copy from Filefield. It only displays files associated with the Customer Code entered. Thefiles display with the most current files first.

Select the file to be used as the Copy-From file. The previous pop-up screenwill display with the file number selected.

Import Preload File Copy Process pop-up screen:

Step Action Comment

4 At the Full E/S Data field, type Y if youwould like to copy all the EntrySummary data.

Enter N if you do not want to copy all thedata.

If you answer Y, the cursor will move tothe Copy Prior Notice Data field if OGAPN information is on the file you arecopying from.

If you answer N, the cursor will go to theShipment Header only field.

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Step Action Comment

5 At the Shipment Header only field, enterY if you only want just the ShipmentHeader data to be copied into the newfile.

The cursor will only stop at this field if youanswer N to the Full E/S Data question.

If you answer Y, the cursor will skip theArrival Date field and the New Inv#’s fieldwill display.

6 At the Copy Prior Notice Data field,enter the Y if this is an FDA Entry andyou would like the Prior Notice Data tobe copied.

Otherwise, enter N.

The cursor will only stop at this field if youanswer Y to the Full Entry Data field.

After the Arrival Date field, the cursor willgo to the ACTION field.

7 At the Arrival Date field, enter the newarrival date.

The cursor then stops at the time field.Enter the time of arrival.

The cursor will only stop at the date andtime fields if you answer Y to the Full E/SData field.

After the Arrival Date field, the cursor willgo to the New Inv#’s field.

8 At the New Inv#’s field, enter Y if youwould like enter new CommercialInvoice numbers.

Enter N if you do not need to enter theCommercial Invoice numbers.

If Yes, the Commercial Inv# AssignmentScreen pop-up will display.

Commercial Inv# Assignment Screen:

Step Action Comment

9 Enter the new Commercial Invoice On the Commercial Inv# Assignment

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Step Action Comment

number(s) in the right column oppositethe number it will be replacing.

Screen, the original Commercial Invoicenumber(s) will display in the left column.

10 When you are done entering C.I.numbers, update and save the data onthe screen.

The Import Preload File Copy Processpop-up screen will redisplay.

File Number Assignment screen with Import Preload File Copy Process pop-up:

Step Action Comment

11 In the ACTION field of the pop-upscreen, update the information to beginthe copy processing.

The message "Copying data to file # ."displays at the bottom of screen.

When the copy processing is finished, thecursor goes to the ACTION field.

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Step Action Comment

12 If there is any missing or incorrect dataon the File Number Assignment screen,add or correct the data. When you aredone, update and save the screen.

Validations will begin. If everything is OK,the next processing screen will displaywith the new file information.

13 Add any missing or incorrect data on theother processing screens.

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Alliance > Import System > Shipment Processing > Overview of Shipment Processing > FindingExisting File

How to Find an Existing File

Finding an Existing File on the File Number Assignment Screen

Overview On the File Number Assignment screen, you have the option of (E)ntering anew file number, (F)inding an existing shipment file, or doing a search for anexisting file.

If you know the file number, enter F in the ACTION field and then enter the filenumber.

If you are not sure of the file number, follow the procedures described in thetable below.

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Step Action Comment

1 Enter F in the ACTION field. The cursor will go to the File No field.

2 In the File No field, enter a questionmark (?).

Lookup fields are marked with an asteriskto alert you to the fact that you can lookup the code in the data file.

When you enter the question mark, theFile Number Search screen displays.

File Number Search screen:

Step Action Comment

3 In the Search Type field, enter C (for aCustomer Code search) to search forthe file number by displaying all the filesfor a particular customer.

When you enter C, the cursor will go tothe Code Value field.

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Step Action Comment

4 In the Code Value field, enter thecustomer code.

The cursor will then stop at the BrokerTeam field.

5 If the default Broker Team displayed atthe lower right of the screen is correct,press ENTER to accept the defaultvalue.

If the default Broker Team is notcorrect, enter the correct Broker Teamnumber.

When a Broker Team number is enteredin the field, the system will do a look-up tothe shipment files for the Customer/BrokerTeam combination. All relevant files willdisplay in the grid.

Default Broker Team Number: TheShipment Processing program will first goto the Broker Team field on the CustomerMaintenance Import Defaults screen. If itis empty, it will next look in this field inUser Profile for a Broker Team.

File Number Search Results:

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Step Action Comment

6 In the ACTION field, enter the linenumber of the file you would like toaccess.

You may manipulate the fileson the gridusing the navigational aids listed at thebottom of the screen:

(FF to go to the first page ofresults;

\ to go back to a previous page ofresults;

PR to scroll up; NR to scroll down; LR to go to the last page of

results).

The program will open the file selectedand return you to the File NumberAssignment screen.

File Number Assignment screen:

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Step Action Comment

7 Continue with your normal ShipmentProcessing activities.

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Alliance > Import System > Shipment Processing > Overview of Shipment Processing > FileNumber Assignment Screen > How to use the Customer Code Search

Using Customer Code Search

Using the Customer Search Screen

Overview There are two ways to do a customer code search:

1. If you know the beginning letters or numbers of the code, enter theminto the Customer field. A Customer Search screen will display andyou can scroll through it to find the correct code. (See sample screenabove.)

2. If you do not know the code at all, enter a question mark (?) into theCustomer field. A Customer Search screen will display allowing you tosearch on the name, the code, or other information.

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Procedure When you see the correct code displayed, in the ACTION field enter thenumber next to the correct code. This will select the code and enter it into theCustomer field.

Copyright © 2010 Kewill Inc. [Last revision date: 03/26/10]

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