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E-Freight

In: Miscellaneous

Submitted By jaamsadams
Words 3033
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The e-freight handbook. e-freight it.

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Table of contents
1) Terminology 2) Getting started 3) e-freight with Emirates SkyCargo 4) Identifying an e-freight shipment 5) How it works 6) How to make a booking 7) How to capture an Air Waybill 8) How to upload documents in SkyPouch 2 3 4 5 6 10 18 28

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Terminology
FWB FHL FSU www.skycargo.com FF EAW EAP SHC DO DS AWB RCS MAN DEP ARR RCF NFD AWD DLV FTP EDI Air Waybill Data (electronic) House Air Waybill Data (electronic) Freight Status Update for all shipment movements Emirates SkyCargo Portal Freight Forwarder Electronic AWB without accompanying documents Electronic AWB with accompanying documents Special Handling Code (EAW/EAP) Delivery Order Delivery Slip Air Waybill Consignment physically received Consignment manifested on a specific flight Consignment departed on a specific flight Consignment arrived on a specific flight Consignment physically received from a flight Consignment where consignee or agent has been informed Consignment where arrival documentation has been delivered Consignment delivered to consignee or agent File Transfer Protocol Electronic Data Interchange 2

Getting started
What is e-freight? e-freight is an economical process that simplifies the business, by eliminating paper printing, handling and processing costs. e-freight reduces time by decreasing the waiting time to process freight, increasing visibility and providing EDI messaging to provide quality information exchange from the source from the outset of a shipment life cycle. e-freight aims to reduce the carbon footprint and contribute to environment conservation. Contrary to common misconceptions, e-freight is not expensive to implement. e-freight is a mechanism to collectively remove paper from the supply chain at no or minimal cost.

What are the benefits?
• Reduction of paper usage; no air waybill and copies of documents • Increased manpower productivity • Increased data accuracy and transparency during the shipment life cycle • Decrease in the acceptance and delivery process times • Enabling customs and other stakeholders to work with advanced information to facilitate expedient import clearance and control • Enables trade facilitation • Conserving the environment and reducing carbon footprint

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e-freight with Emirates SkyCargo
SkyCargo is 100% e-freight enabled, enabling us to send and receive messages of any type and format; and allowing us the capability to communicate directly via email and FTP, thus saving costs. If your current systems are not capable of handling e-freight, Emirates SkyCargo website provides you the capability to start today. The following is a simple guide on how you can engage in this initiative that has a host of benefits.

Identifying an e-freight shipment
Special Handling Codes of EAW and EAP have been created to identify e-freight shipments. These special handling codes are transmitted via EDI format to ground handling agents, airlines and customs authorities.

Understanding special handling codes:
EAW is the special handling code to be entered when cargo can be sent, paperless (no accompanying documents). • No need for attached documents such as Invoice, Packing list, Certificate of Origin, etc. • At the time of booking you need to type/select EAW in the special handling code section of the air waybill. • To still use EAW and send an attached document: - You can email it directly to your destination consignee or upload scanned documents in SkyPouch - You can attach it directly to the package EAP is the special handling code to be entered when destination authorities may require documents to be sent along with the shipment (with accompanying documents). • If attached original documents like Invoice, Packing list, Certificate of Origin, etc. are required • At the time of booking, type/select EAP in the special handling code - Print the air waybill as A4 size paper from skycargo.com - Attach it to the original document - Hand over freight and pouch to Emirates SkyCargo

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How it works
This is a general process description to assist you in getting started. Please contact the local SkyCargo manager to learn more about the local e-freight process. If you have any further questions pertaining to e-freight in general please feel free to contact your nearest Emirates SkyCargo office. The office details are available on skycargo.com Export: • Make a reservation by sending FFR to EK with SHC (EAW/EAP) • Complete and send final AWB/FWB to EK with SHC (EAW/EAP) • Upload scanned documents in SkyPouch, or send scanned documents to destination broker • Get Customs Export Declaration • Deliver shipment to Cargo Acceptance • Await staff or nominated GHA to accept cargo (with limited or no documents) • We will send FSU’s (Received, Manifested, Departed, Arrived, Received Destination) of AWB (Delivery, Transfer and Delivery) Import: • Documents sent electronically from origin • Request FSU (Arrived, Destination Received, Notification of Shipment, Air Waybill Delivery, Delivery)

Option 1: For customers who have in-house systems and messaging capability.
Export: • Make a reservation by sending FFR to EK with SHC (EAW/EAP) • Complete and send final AWB/FWB to EK with SHC (EAW/EAP) • Send scanned documents or electronic data to destination broker • Get customs export declaration • Deliver shipment to Cargo Acceptance • Await staff or nominated GHA to accept cargo (with limited or no documents) • We will send you FSU’s (Received, Manifested, Departed) Import: • Documents sent electronically from origin • Request FSU (Arrived, Destination Received, Notification of Shipment, Air Waybill Delivery, Delivery) • Print if needed • Get import customs clearance • Shipment Pickup/DS without documents Note: This can be accomplished at no cost whatsoever.

Option 2: For customers who have an in-house system but have limited communication capability. 6 7

• • • •

Log onto www.skycargo.com and look for AWB Print if needed Get import customs clearance Shipment Pickup/DS

Note: This can be accomplished at a minimal cost.

Option 3: For customers who do not have an in-house system, the entire Emirates SkyCargo web suite is available.
Export: • Register on skycargo.com or contact your local Emirates SkyCargo office to associate your user ID with your company profile using skycargo.com - Make/Amend reservations - Capture complete air waybill data - Capture house waybill data - Upload documentation using SkyPouch • Get Customs Export Declaration • Deliver freight at a designated warehouse • Await staff or nominated GHA to accept cargo (with limited or no documents) SkyPouch provides an electronic pouch capability available on the website to upload documents to share with partners in your shipment life cycle and can facilitate shipment pre-clearance. This replaces traditional paper and will also minimise or remove the transmissions of large file attachments sent through e-mail messages requiring consignee and destination approval. How can I upload my documents on SkyPouch? • Keep an electronic copy of your documents ready for upload • The file size of each scanned document should be within 200 KB and this can be achieved by scanning the document at 72 to 96 DPI on a standard scanner 8

• The module allows upload of various types of documents/files such as Acrobat files (.pdf), Excel sheets (.xls), Word documents (.doc), Compressed files (.zip) and Image files (.jpg/.gif) • At www.skycargo.com, select Shipment >> Air Waybill >> SkyPouch • Type in the AWB number, then search • Select Document Type, Description, Browse for the document then Upload • Now you have your document saved along with air waybill as well as the capability to email the AWB to your customer Import: • Receive pre-alert from export agent • Log on to skycargo.com • Print air waybill if required • Get delivery order • Get import customs clearance • Shipment Pickup/DS without documents Note: This can be accomplished at no cost whatsoever.

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How to make a booking
The “Booking” service on skycargo.com allows skycargo.com registered customers to make space reservation on Emirates flights. The “Job Reference Number” is automatically generated once the booking request is made.

Shipment Details

In this section, you need to update the Origin, Destination, Nature of Goods, Total Pieces, Dimensions, Weight and Volume of the shipment.

Dimensions
Clicking on “Dimensions” activates the dimensions pop-up box. At activation, three dimension rows are available for update. The “Add” button is activated on using the three rows. The volume is computed and reflected in the “Volume” field of the “Shipment Details” section.

Below is a brief description of the various sections of the booking screen.

Load Template

In case you have regular bookings for a given origin/destination and shipper-consignee pair, the booking when made for the first time, can be saved as a “Booking Template”. This section provides access to all the booking templates saved by the users who are logged in.

Document Details

This is where you need to update the air waybill number. 10 11

Shipper & Consignee

The “Get from Address Book” link enables you to source an address already stored in your personal address book created in skycargo.com In case you are typing in a new address, check the “Save to Address Book” checkbox and the address will get saved to the address book on submitting the booking.

The Shipper and Consignee sections are quite extensive but it is important to note that only certain data elements are transmitted through the Cargo-IMP standard electronic air waybill message, i.e. the FWB. The data elements from the above that are transmitted are: Name Street Address 1, City Place/Location, Country Code skycargo.com This is also what will get printed in the “Shipper and Consignee” sections of the air waybill. Hence, please try and update most of your address details in these fields. Other address fields may be updated for you reference.

Agent Details
The “Agent Details” section is a non-editable section and displays your company details.

Caller Details
The “Caller Name” is your skycargo.com user ID and phone and mobile numbers are sourced from your skycargo.com registration details if available. It is possible to update the phone and mobile numbers for a given booking request.

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Making a booking
Below is an example of a booking request transaction.

Booking request response

The booking request may result in a confirmation of space on the requested flight(s) or may result in the booking request being accepted, but waitlisted, i.e. waiting status. From the Booking Confirmation page, clicking on “Create New Booking” will display a new booking request page. Clicking “Proceed to AWB” will display the “Air Waybill Capture” page. From the Shipment Status Notification section, it is possible to set up status notifications for this shipment.

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Amending an existing online booking
To amend your existing online booking or AWB which has already been used, follow these steps: • Go to myskycargo • Search for AWB or JRN no • Click on JRN number

Easy way to make a reservation
If you do not know the flight number or other details, you can follow these steps to make a reservation: 1) Go to Shipment >> On the availability screen, input Origin, Final destination and Date 2) Search for the required flight and select 3) Click “Create Booking”

This will direct you to reservation page along with flight details. 4) Load your template

The reservation screen will open for your amendment • Amend with new details or change AWB number • Then click “Save Booking”

5) Submit booking

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How to capture an Air Waybill
The “Air Waybill Capture” service on skycargo.com allows you to capture the necessary full air waybill details and print the air waybill on a dedicated air waybill printer or a laser printer. Since, in most typical cases, shipment bookings are made by customers well in advance, it is necessary to locate and retrieve your booking record to capture full air waybill information.

My SkyCargo Bookings

All bookings made by members of your company will be visible under “Company Bookings”. Enter the air waybill number for which you need to capture the full air waybill details and click “Search”.

Select the “Booking” option under “myskycargo”. All bookings made through the website using your user ID will be visible under “My Bookings”.

The system will display the shipment details if the booking records exist in the SkyChain portal.

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Click on the air waybill number. This will activate the air waybill capture page for the selected air waybill number.

The shipment and the agent details are displayed for information only and cannot be amended. After updating the correct shipper and consignee information, scroll form and click “Save”. The changes are updated and made visible on the screen. To be consistent with the electronic air waybill message, please note that only the following fields are printed on the air waybill: 1) Shipper/Consignee Name 2) Street Address 1 3) City 4) Country 5) P.O. Box 6) Zip Code 7) Contact Details

Shipper and Consignee
To add or amend Shipper and Consignee details, click on “Add/Edit” in the Shipper-Consignee section of the screen. Clicking “Add/Edit” will activate a pop-up box which will allow you to update shipper & consignee details or amend existing data.

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Accounting Information
Only the accounting information required by the carrier should be updated in this section of the air waybill.

Currency and Charges Declaration
This section of the air waybill allows you to update the Air Waybill Transaction Currency, Charge Code, Declared Value for Carriage, Declared Value for Customs and the Amount of Insurance.

Handling Information
Below is a list of details that may be updated in the accounting information section. • Payment by Credit Card – for payment by credit card, the below credit card details must be updated - Credit Card Number – Enter the Credit Card Number (optional) - Credit Card Issuance Name – Enter the Issuing Bank - Credit Card Expiry Date – Enter the Expiry Date • Government Bill of Lading – Enter the Government Bill of Lading number • General Information – Other accounting information • Miscellaneous Charge Order – Use for baggage shipped as cargo • Return to Shipper – Enter the original air waybill prefix and number • Shipper’s Reference Number – Enter the text/number provided by the shipper in the SLI • Mode of Settlement – Payment by cash or cheque Enter special handling information, such as “Maintain Temperature between 2-5 Degrees Centigrade” in the SSR line. The OSI lines are used for “Marks and Numbers”, “Invoice Attached” etc. The handling information section consists of one Special Service Request (SSR) line and two Other Service Information (OSI) lines.

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Rating
Rating information is automatically populated and it is not necessary to change these details.

Other Charges
The system automatically computes “Other Charges” based on booking weights. The screen allows you to amend these values, remove unwanted and add required “Other Charges”.

Click on the “Folder” icon against the appropriate rating line to update the “Goods Description”. Update the required detailed description of goods and click “Close” to save the changes.

Once done, click on “Close”. The other charges will get populated in the “Other Charges” section.

The information entered in the above box would not be displayed on the screen, but would be printed on the air waybill. Up to 11 lines of 20 characters each can be transmitted with the electronic air waybill message (FWB).

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Air Waybill Completion
To complete the air waybill capture enter the company name in the space for “Signature of Shipper or his Agent”, Date of air waybill completion, Place, City and Signature.

If all the required information is updated correctly, the system will respond with the below confirmation message.

The AWB Printer and Laser Print options would now be enabled.

Please check the details updated on the air waybill screen and then click on the “Save AWB” button to save the air waybill data. The print options (AWB Printer & Laser Print) options would be activated only after the air waybill information is successfully saved.

Click on the AWB printer button to print the air waybill on an air waybill printer. The website supports air waybill printing on neutral air waybill stationery using the Datasouth Documax 3300 series printer. Select the “Laser Print” option to print the air waybill on any standard laser printer.

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How to upload documents in SkyPouch
• When AWB is captured/completed and you want to upload additional documentation, go to:

• Once AWB is found: Select from drop down box Document Type i.e. Invoice as below Enter the description of Document Browse your PC for Document to be uploaded Once Document found, select Upload

To access the SkyPouch service, navigate to Shipments >> Air Waybill >> SkyPouch. Enter the air waybill prefix, air waybill number and click on the “Search” button.

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e-freight locations
These are the current Emirates SkyCargo locations that have gone live with e-freight as on March 2010. Additions shall be announced on an ongoing basis to expand your participation. Airport Location
Dubai (DXB) Singapore (SIN) Hong Kong (HKG) London Gatwick (LGW) London Heathrow (LHR) Incheon (ICN) Frankfurt (FRA) Sydney (SYD) Auckland (AKL) Hahn (HHN) Amsterdam (AMS) Paris (CDG) New York (JFK) Los Angeles (LAX) Christ Church (CHC) Brisbane (BNE) Perth (PER) Melbourne (MEL) Munich (MUC) Cairo (CAI) Zaragoza (ZAZ) Seychelles (SEZ) Kuala Lumpur (KUL) Jebel Ali (ZJF) Mauritius (MRU) Hamburg (GER) Zurich (SWI)

Export from
Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes No Yes Yes Yes Yes No Yes Yes Yes Yes Yes Yes Yes Yes

Import into
Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes No No Yes Yes No Yes Yes

For the latest information on your station kindly contact your nearest SkyCargo Office. For information regarding new trade lanes kindly check the “e-freight it” section on skycargo.com

Things to know:
Emirates SkyCargo is currently a leader in the e-freight revolution, using e-freight as a proven process with more than 23,000 shipments worldwide. Emirates SkyCargo is currently servicing 27 e-freight trade lanes and 12 countries throughout the world and is constantly expanding to new destinations and countries.

Document scope of e-freight*:
• Invoice • Packing List • Letter of Instruction • Certificate of Origin • Master Air Waybill • House Air Waybill • Dangerous Goods Declaration • House Manifest • Transfer Manifest • Export Goods Declaration • Customs Release Export • Flight Manifest • Export Cargo Declaration • Import Cargo Declaration • Import Goods Declaration • Customs Release Import

*More documents will be added as the project progresses.

e-freight it.…...

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