Shipping Instruction (Shipper)

Introduction

About CALISTA

CALISTA is a global supply chain platform that brings together the key physical and nonphysical – such as regulatory and financial – activities of logistics on a digital eco-system that serves the community of logistics players and stakeholders.

Taking advantage of advanced digital technologies, CALISTA aims to reduce inefficiencies for the global supply chain by interacting with systems and applications (existing and new) of various stakeholders. CALISTA will streamline processes, documents and data in the flow of goods within and across countries and regions. Stakeholders will benefit from the reduction of data duplication, automated handshakes across nodes, improved authenticity of data flow and access to accurate and up-to-date status visibility. Envisioned as a global common platform, CALISTA will enable manufacturers to have direct and increased visibility of their goods while on the move, and for Logistics Service Providers (“LSPs”) to collaborate to develop value-adding global supply chain solutions for 2 of 3 their customers.

For example, with the greater visibility provided by CALISTA, manufacturers and their LSPs could partner port operators like PSA to access new port related asset-based and service-based solutions for greater productivity, and to explore new inter-modal transport corridors to achieve shorter transit times, better cost efficiencies and more optimized inventory management.

 

Background

The CALISTA Shipping Instruction module is a common platform for the Shipper to submit shipping instruction to the Carriers electronically instead of via manual means (eg phone, email and fax).  

 

Objective

This user guide will help user to create and manage shipping instructions.

 

For Whom (Audience)

This user guide is primarily for Shippers.

 

Commonly Used Terms

You will find the following commonly used action buttons in many of the CALISTA screens, clicking on them will effect the actions specified below:

a)    Reset                                 Clear the entered data and return to the default values.
b)    Save                                    Save the record details
c)    Print                                    Print BL
d)    Preview                              Preview BL    
e)    Update                               Replace previous values with the new values entered.
f)     Update and Submit        Update the entered information and submit the SI to Carrier.
g)    Submit                                Submit the SI to Carrier
h)    Confirm                               SI is confirmed and routed to Carrier.
i)     Update and Confirm       Update the entered information. SI is confirmed and routed to Carrier.

 

Shipping Instruction

New SI

Submit New SI

On the CALISTA Shipping Instruction menu, select New SI. 
Approved Freight Bookings are located on top of the page.  
User to search or click directly on the record, and then click Add.

SI(Shipper) Approved Freight Booking List

Figure 1: Approved Freight Booking List

Shipment Information will be populated in the first tab. Review and click Save.

SI(Shipper) New SI

Figure 2: New SI - Shipping Information

Upon saving successfully, Party Information tab will be populated. 
Enter mandatory information indicated in asterisk * and click Update.

SI(Shipper) New SI (Party Information)

Figure 3: New SI - Party Information

Manual Update Container and Cargo Details.

Click on Container tab, to enter container information.
Enter mandatory Container Details. Click Save button. Upon saving successfully, the container record will be captured under the Container List. (Refer to Figure 4 & 5).

SI(Shipper) New SI (Container)

Figure 4: New SI - Container Information

SI(Shipper) New SI (Container Created)

Figure 5: New SI - Container Created

To enter more containers, click plus icon.

Note: System does not allow user to enter more container than approved number of container in freight booking.

SI(Shipper) New SI (Container List)

Figure 6: New SI - Container List

If Freight Booking is not Dangerous Goods booking, click Cargo tab to enter cargo information. 
Enter Cargo Details. Then click Save. (Refer to Figure 7.)

Note: Container Numbers from Container tab will be available in Container drop down list for selection. 

SI(Shipper) New SI (Cargo)

Figure 7: New SI - Cargo Information

Upon saving successfully, the record will be displayed in Cargo List.
To enter more cargo details, click plus icon.

SI(Shipper) New SI (Cargo List)

Figure 8: New SI - Cargo List

Container and Cargo Batch update

In Container tab, there are two batch update options available (Figure 9):

  1. Template (Excel) : To download the blank template, with the user guide on the first tab an the container details on the second tab. The template is equipped with guide on what is the validation on each field. User will have to save the file in csv format in order to upload to CALISTA.
  2. Download (csv) : To download the existing Container and Cargo records. This function is usually used when the user already have the existing records and wanted to do some editing.

Upon Completion of the template, save the template in csv format. User proceed to upload by clicking the Upload Button. The success and error log will be displayed under the “Upload Log” column (Figure 10).

Note that the upload will overwrite the existing records.

SI(Shipper) Template and Download Button

Figure 9: Template (Excel) and Download (CSV) Button

SI(Shipper) Upload Completed Template

Figure 10: Upload the completed template in csv format

If Freight Booking is Dangerous Goods, click DG Cargo tab to edit dangerous goods cargo information.

SI(Shipper) New SI (DG Cargo Info)

Figure 11: New SI - DG Cargo Information

Edit DG Cargo/ DG Cargo Details. Then click Update.

SI(Shipper) New SI (DG Cargo Detail Form)

Figure 12: New SI - DG Cargo Detail form

 

“Upload SI Info” tab allows the user to upload the entire SI information by using the SI template from CALISTA. 

To download the SI Template : Navigate the Upload SI Info tab, Click the plus icon, and click the “Template button”.

User Fill up the excel Template accordingly.
User then proceed to upload the filed template by clicking “Choose File” button, follow by “Upload” button. 

CALISTA will indicate the status of the upload under the “RESPONSE” column. If there is error, the error log will be displayed there.

SI(Shipper) Download and Upload Template

Figure 13: Download and Upload Template

SI Documents tab allows the user to upload some file attachments. Click the plus icon. Then user to select the File Type from the drop down list, and provide the file  Descriptions. Click Choose Files button to attach the file. Click Save when it is done.

SI(Shipper) New SI (Upload SI Document)

Figure 14: New SI - Upload SI Documents

Uploaded files can be found in Document List.

SI(Shipper) New SI (Uploaded Document List)

Figure 15: New SI - Uploaded Document List

To submit the SI to Carrier, navigate back to Party Information tab. And click Submit. 

SI(Shipper) New SI (Submit SI)

Figure 16: New SI - Submitting SI to Carrier

Upon successful submission, the SI will be routed to respective Carrier for confirmation. SI status will be reflected as Pending Carrier Confirmation and will be available in Draft SI List.

SI(Shipper) Submitted SI

Figure 17: Submitted SI

User can also find the draft and submitted SIs by selecting My Shipping Instruction from Menu bar.

To view it, click View.

To edit it, click Edit.

To delete it, click Delete.

SI(Shipper) My SI (Edit View Delete)

Figure 18: My Shipping Instructions - Edit, View, Delete

 

My Shipping Instruction

Re-submission of SI

Whenever Carrier updates the information in the SI, it will be routed back to Shipper for necessary amendments and re-submission.

On the CALISTA Shipping Instruction menu, select My Shipping Instruction. 
Draft and Submitted SI are located on top of the page.  
User to search or click directly on the record, and then click Edit.

SI(Shipper) My SI (Pending Resubmition)

Figure 19: My Shipping Instruction - Pending re-submission

Edit SI Page will be displayed.

SI(Shipper) Edit SI

Figure 20: Edit SI

User can toggle between the tabs and edit the info if required.  
Then, navigate back to Party Information tab to submit the SI to Carrier.

SI(Shipper) Party Information

Figure 21: Party Information

Refer to the following table, for actions of the buttons.

Button

Action

Update

Update the entered information.

Update and Submit

Update the entered information and submit the SI to Carrier.

SI Status will be changed to “Pending Carrier Confirmation”, and SI is routed to Carrier.

Submit

Submit the SI to Carrier.

SI Status will be changed to “Pending Carrier Confirmation”, and SI is routed to Carrier.

Preview

Preview BL

 

SI(Shipper) Pending Confirmation

Figure 22: SI Pending Carrier Confirmation

User can find the draft and submitted SIs by selecting My Shipping Instruction from Menu bar.

To view it, click View.

To edit it, click Edit.

To delete it, click Delete.

SI(Shipper) Draft and Submitted List

Figure 23: Draft and Submitted SI List

 

Confirm SI

When the submitted SI is updated and confirmed by the Carrier, it will be routed to Shipper for confirmation.


On CALISTA Shipping Instruction menu, select My Shipping Instructions.  
The status of the SI is “Pending Shipper Confirmation”.  
User to search or click directly on the record, and then click Edit.

SI(Shipper) My SI (Edit View)

Figure 24: My Shipping Instructions - Edit, View

Review the information of the SI, then provide confirmation under Party Information tab.

SI(Shipper) Party Information Tab

Figure 25: Party Information Tab

Refer to the following table, for actions of the buttons.

Button

Action

Update

Update the entered information. SI Status will be changed to “Pending SI Re-Submission”

Update and Confirm

Update the entered information and confirm the SI.

SI Status will be changed to “Pending Carrier Confirmation”, and SI is routed to Carrier.

Confirm

Shipper confirms the SI.

SI Status will be changed to “SI Confirmed”, and SI is routed to Carrier to issue BL.

Preview

Preview BL

 

SI(Shipper) My SI (SI Confirm)

Figure 26: My Shipping Instruction - SI Confirmed

View Issued BL

After Carrier has issued the BL in CALISTA™, user can find it in My Shipping Instructions page. Click View to preview BL.

SI(Shipper) View Issue BL

Figure 27: To view Issued BL

Click Party Information tab to preview it.

SI(Shipper) View SI (Preview Issue BL)

Figure 28: View SI - Preview Issued BL

Surrender BL

This module allows Shipper to surrender issued BL.

On the CALISTA Shipping Instruction Menu, select Surrender BL. List of BL issued by Carrier can be found here. Click Edit to surrender the BL.

SI(Shipper) Surrender BL

Figure 29: Surrender BL

SI(Shipper) Surrender BL (Schedule Information)

Figure 30: Surrender BL - Schedule Information

Click Party Information tab, then click Surrender BL.

SI(Shipper) Surrender BL (Party Information)

Figure 31: Party Information - Surrender BL

Surrendered BL can be found in My Shipping Instructions page, with status “BL Surrendered”.

SI(Shipper) BL Surrendered

Figure 32: BL Surrendered Status

 

Shipping Certificate

This module allows Shipper to submit shipping certificates to Carriers.

On the CALISTA Shipping Instruction Menu, select Shipping Certificate.  List of Certificates created by the Shipper can be found here. 

To create new certificate, enter mandatory information in Certificate Details section and click Create button.

(Note: B/L No. is case-sensitive).

SI(Shipper) Shipping Certificate

Figure 33: Shipping Certificate

Upon successful creation, it will be routed to the Carrier for approval. The pending approval record can be found in View Certificate List.

Click View to view the existing certificate.

Click Delete to delete the certificate.

(Note: It is only applicable while certificate is pending for Carrier’s approval)

SI(Shipper) Shipping Certificate (Edit View)

Figure 34: Shipping Certificate - Edit, View, Delete

Once Carrier approved the certificate, it can be found in View Certificate List with Status indicated as Approved.

Click View to view the details of the certificate.

SI(Shipper) Shipping Certificate (View Approved Certificate)

Figure 35: Shipping Certificate - View Approved Certificate

SI(Shipper) Certificate Details

Figure 36: Certificate Details

 

Conclusion

Thank you for your attention. You are now ready to use the functions described in this user guide. We are sure you will find CALISTA an invaluable service to help bring your business to even greater heights.

From the CALISTA Customer Service Team.