Vehicle Booking System (VBS) User Guide for Carriers V1.8

Transcription

1 Vehicle Booking System (VBS) User Guide for Carriers V1.8

2 Table of Contents 1. What is the Vehicle Booking System Glossary of Terms Definitions Search and Filtering Criteria Terminal Time VBS Menu Date Selection Multiple pages of data Accessing the VBS Logging onto the VBS Site selection Terminal Terms and Conditions page VBS Home Page VBS Terminal and Menu Home Contact Us Bookings Create View / Edit Swap Auto Gate Runs Auto Gate Runs List Booking History Review No Shows Import Data Import Delivery Times Export Data Pre-Advised Exports Export Receival Times General Data Container Search Truck Performance Vessel Schedule VBS Information Section Message Board Bookings Terminal Time Creating a VBS Booking Booking Results View/Edit Booking Viewing Bookings Editing a Booking Storage Storage Payment by Com-Pay Listing a Booking for Exchange Retrieving a Listed Timeslot Booking Errors Invalid Container Number Container Already Used View Truck Details Swap Booking AutoGate Runs AutoGate Runs List Booking History Review No Shows Import Data Import Delivery Times Export Data Pre-Advised Exports General Reports VBS Carrier User Guide v1.8.doc Page 2 of 45

3 8.1. Container Search Container Search - Import Container Search - Export Truck Performance (Patrick Stevedores only) Vessel Schedule VBS Carrier User Guide v1.8.doc Page 3 of 45

4 1. What is the Vehicle Booking System The VBS (Vehicle Booking System) is a web based online slot booking system designed for terminals to organise the receival and delivery of shipping containers. The 1-Stop VBS platform can be used at the following Patrick, DP World and Axis Intermodal Container terminals around Australia and New Zealand: Fremantle DP World and Patricks Terminals Fisherman Islands DP World and Patrick Terminals Port Botany Patrick Terminals Swanson Docks Patrick Terminals Port of Auckland Fergusson Terminal Carriers utilise the VBS to create bookings in any of the 24 Time Zones (per day) to transport containers to and from the terminals and are provided with menus to facilitate this process. VBS Carrier User Guide v1.8.doc Page 4 of 45

5 2. Glossary of Terms 2.1. Definitions! Booking is active and requires container number Adv. (To Be List) Booking has been listed for exchange Available Number of available slots Begin Start of time zone Comm Commodity type Commodity Commodity type Cont Container number Date Booking date End End of time zone Exch. Slot listed for exchange Y or N Exp Date Expiry date/time before which container number has to be allocated to booking Length Length of container Ref Unique system allocated booking reference number Required Number of slots required Select Check box for selecting an individual booking Status Booking Status Arrived, Booked, Cancelled, Confirmed, Listed, No Show, Used, Late Zone, Wrong Zone Stevedore Terminal company that handles containers at the wharf Trans. Booking configured for Transponder/eGate Y or N Type Booking type Import, Export or Dual? Vsl/Voy Vessel and Voyage details Zone Zone for slot BD Booking Day. The day the timeslot is to be used by the carrier BD-n n is the number of days before the booking day BTRE Bureau of Transport and Regional Economics CTO Cargo Terminal Operator or stevedore container Terminal Imp Import Exp - Export Ref Reefer or Refrigerated Container Ref Booking Reference Number Haz Hazardous Container OOG Out of Gauge Container MT Empty Container Foot Container foot Container Cont Container Number Comm Commodity Type of cargo loaded in Container List Is the Booking Listed for Exchange Trans Transponder Booking assigned to an AutoGate (Paperless or Transponder) run Exp Date Expiry Time & Date of the Booking; i.e. When the Booking must be Confirmed by Vsl / Voy Vessel and Voyage details VBS Vehicle Booking System Type Booking Type; either Import or Export Type less Booking that is neither Import or Export until booked by the carrier 2.2. Search and Filtering Criteria Company VBS carrier who booked the slot Comm Commodity type GEN, REF, OOG,HAZ, MT or No Selection Container Container number Date Booking Date Days Number of days to view in search results VBS Carrier User Guide v1.8.doc Page 5 of 45

6 Full/Empty Full or Empty status Length Length of the container 2, 4 or No Selection Reference Unique system allocated booking reference number Status Booking Status Arrived, Booked, Cancelled, Confirmed, Listed, No Show, Late Zone, Waived, Wrong Zone Type The type of booking, whether it be Import, Export or Dual Vsl/Voy Vessel and Voyage details 2.3. Terminal Time This shows the current Server Time for both CTO and VBS users. This allows carriers to book at the exact time slots become available for first release. It also saves any confusion as to the correct time at which a carrier can book VBS Menu VBS Carrier User Guide v1.8.doc Page 6 of 45

7 2.5. Date Selection Within many of the VBS pages, you will need to select a specific date for the data. The current day s date is displayed in the date field and can be used to retrieve data for the current day. The date selection process for other dates is to either enter the date manually in the format displayed (DD/MM/YYYY) or click on the small calendar icon located next to the date field. This produces a pop up of the current month s days with the current date highlighted. Select the required date, (if a different month is required use the << or >> buttons) and the pop up disappears resulting in the date appearing in the date field. From this point continue your search for the data required Multiple pages of data Users will see throughout the VBS system the following Crystal Reports link on the top of many pages. This link is to allow the user to view the continuation of data that spans multiple pages. The dark arrow allows movement in that direction. The dark arrow with bar will take the user to the end page of the report. Users can also enter a specific page number into the free text field and click the search button. The resultant page will then be displayed. VBS Carrier User Guide v1.8.doc Page 7 of 45

8 3. Accessing the VBS Access to the VBS is available only to registered carriers, through the 1-Stop website For New Zealand Carriers the alternative access page is Logging onto the VBS Enter Business Number here Enter Username here Enter Password here Within the Members Login area, enter carriers Business Number (ABN for Australian carriers), username and password and click the Submit button. This will open a second browser window, the VBS home page. For New Zealand Carriers the alternative access page is VBS Carrier User Guide v1.8.doc Page 8 of 45

9 3.2. Site selection Carriers may have access to more than 1 terminal in their port of operation. After logging into the system the carrier must choose a terminal before accessing any menu items. Once selected the Stevedore logo will appear next to the 1-Stop logo at the top left of the page. VBS Carrier User Guide v1.8.doc Page 9 of 45

10 3.3. Terminal Terms and Conditions page Each time a carrier selects a terminal or other terminal if already logged in, they must accept that Terminals Terms and Conditions before they can use the VBS menu. This is an operational requirement of the Terminal. Accept to enter 3.4. VBS Home Page After the terminal has been selected the VBS home page is made up of three sections: VBS Terminal and Menu VBS Information VBS Message Board VBS Information VBS Message Board VBS Terminal and Menu VBS Carrier User Guide v1.8.doc Page 10 of 45

11 4. VBS Terminal and Menu 4.1. Home Used to return immediately to the VBS home page 4.2. Contact Us Used to select the online process to contact the 1-Stop helpdesk. Use the Subject dropdown to select the type of problem you are having then enter a brief description of the issue. Please include ALL relevant details such as your Company name, contact phone number, timeslots, container numbers, terminal etc. VBS Carrier User Guide v1.8.doc Page 11 of 45

12 4.3. Bookings Create Create Booking allows carriers to make bookings for time slots in order to move containers to the terminal (Exports) and/or collect containers from terminals (Imports). Only one user per carrier is allowed in the Create Booking screen at any time for a timed period of three minutes. This restriction ensures equality of access for all carriers View / Edit View/Edit pages allow carriers to view booked slots in a list (by booking date), and edit individual slots as necessary (entering container numbers etc). Carriers are also able to view and edit bookings for days ahead and view completed bookings. A date facility and the number of days ahead are the main search criteria Swap The Swap Bookings option allows carriers to swap two container numbers (Export for Export or Import for Import) or swap an Export slot for an Import slot to allow a carrier to back load two slots in one truck movement in the same zone Auto Gate Runs For a single truck run to the terminal, Auto Gate Runs allows carriers to set up an automated (paperless) run to and/or from the terminal for one or more containers. Paperless Electronic Gate Systems have been introduced at some Terminals to allow registered vehicles to be processed automatically without paperwork. The VBS Auto Gate Run page allows the user to link Export and Import Container Numbers to a specific truck before it arrives at the Terminal Auto Gate Runs List Shows the current list of Autogate runs assigned to the carrier that have yet to be completed. It also allows uncompleted runs to be edited so long as the zone time has not been reached Booking History Shows a list of bookings for the carrier over a specific date range. Specific types of bookings i.e. Booked, Confirmed, and No Shows etc can be selected Review No Shows Allows a carrier to generate a request to the terminal to waive the No Show fee associated to a specific VBS booking Import Data Import Delivery Times Lists the date and times for the last container off and the first and last free day of storage for containers from a particular vessel Export Data Pre-Advised Exports A list of the export containers that have been pre-advised to the terminal Export Receival Times Receival times for vessels currently shown within the vessel schedule. VBS Carrier User Guide v1.8.doc Page 12 of 45

13 General Data Container Search Provides detailed information on an individual container so long as the container is currently within the system Truck Performance Shows truck movements in tabulated form for a specific date range. This allows carriers to better utilise their trucks Vessel Schedule A list of vessels scheduled to berth at the terminal + / - 14 days VBS Information Section The VBS Information Section provides access to information concerning the VBS such as help guides, terminal contacts and the VBS Terms and Conditions. To access any of the information click on the relevant link Message Board The message board displays information regarding terminal activities. In addition to messages displayed here, the terminals also have the facility to send messages to all VBS users for that terminal via a pop up screen and . The pop up message will appear when first logging onto to VBS or, if already in the VBS, when moving from one page to another. Clicking on the close window button after reading the message will deem the message to have been read and the pop up relating to that message will not reappear. The pop up will usually be used in conjunction with the standard message board so a message can be viewed again if necessary. Messages can be read from the home page by clicking the message header. This will then show the message in the message area below. Messages remain current for the number of days the terminal has set. VBS Carrier User Guide v1.8.doc Page 13 of 45

14 5. Bookings 5.1. Terminal Time This shows the current Server Time for both CTO and VBS users. This allows carriers to book at the exact time slots become available for first release. It also saves any confusion as to the correct time at which a carrier can book. Users should contact the VBS helpdesk for correct terminal release times Creating a VBS Booking Create Booking enables users to make bookings for Time Slots in order to move containers to the terminal (Exports) and/or collect containers from terminals (Imports). Also provides carriers with the ability to book a Dual movement; an Export and Import movement within the same time zone. Only one user per carrier is allowed in the Create Booking screen at any time for a timed period of three minutes. This restriction ensures equality of access for all carriers. Step 1 Click on the Create link in the main menu on the left side of the VBS home page. Step 1 Step 2 Step 3 Step 4 Step 5 Step 2 Select the type of booking Import, Export or Dual. It is essential the type of booking is selected first, as the type of booking provides the dates in the next search field Date, showing only dates with open zones for the type of booking selected. Step 3 Select the Date from the drop down menu to specify which date you would like to make the booking for. The booking Date may vary between terminals and between the booking type. This is set by the specific terminal you are booking at. Step 4 Select the Look Ahead feature if you wish the system to look up to the number of zones ahead that the terminal has set usually 2 or 3. This allows the booking process to be quicker if no slots are available (due to other carriers completing their bookings before you) in the zone you VBS Carrier User Guide v1.8.doc Page 14 of 45

15 originally selected. Step 5 Press Search. The work area will update to provide you with the 24 zones available on the chosen booking date for the type of booking selected. The Late Receivals check box can only be selected for Exports and the carrier must be advised that the vessel s receival time has been extended. The Length, Commodity and Full/Empty fields can also be used to filter the available slots to show only those slots available for the chosen filter. Examples of searches using these additional fields include: Example 1: Example 2: Type: Import Type: Export Date: DD/MM/YYYY Date: DD/MM/YYYY Length: 4 Length: Not selected Comm: No selection made Comm: REF Possible combinations for searches on the Create Booking page are: Type: Export or Import or Dual Date: provided after selecting movement Type Length: N/A, 2 or 4 Comm: N/A, GEN, REF, OOG or HAZ Full/Empty: N/A, Full or MT Terminals are able to set slot limits per zone for certain container lengths and commodities to suit the capacity of the terminal to provide services for different kinds of containers. Step 6 Step 7 Step 8 Timer Step 6 Decide on an appropriate time zone from the displayed table in accordance with the Available column. This column shows the number of slots available for the specific type of booking you selected in the Search criteria (Import, Export or Dual). Note: You have 3 minutes to complete a booking, as indicated by the timer appearing in the bottom left hand corner of the Create Booking screen. VBS Carrier User Guide v1.8.doc Page 15 of 45

16 If you do not complete the booking within this time the Restart Timer button will become active and a Restart Timer popup will appear to enable you to reset the timer. Select Yes to refresh the current screen, ensuring that available slots within the Create Booking screen are current. Step 7 Select the number of slots from the drop down list in the Required column. You can only book slots for one zone at a time. You can book multiple slots in one zone if multiple slots are available. Step 8 Once the required slots are selected, click on the Continue button which will take you to the Booking Results screen. VBS Carrier User Guide v1.8.doc Page 16 of 45

17 5.3. Booking Results The Booking Results screen provides a summary of the requested bookings including the results of whether booking was successful or not. The Result column will either display a or a = Successful booking. = Unsuccessful booking. To view the details on the booking, click on the View / Edit link at the end of each booking result line as this will take you to the Edit Booking screen. You can create further bookings from the booking results page by using the Create Booking link found at the bottom of the results page. This feature works similarly to the general Create Booking function as previously described however, the default booking type and date will be the same as the booking type just completed. You may change the booking type, date and filters before clicking the Search button to continue the Create Booking process. VBS Carrier User Guide v1.8.doc Page 17 of 45

18 5.4. View/Edit Booking Viewing Bookings The View/Edit screen displays a list of booked, confirmed, listed and arrived bookings whilst also providing access to the Edit booking facility. Step 1 Click on the View / Edit link in the main menu. Step 2 It is possible to search booking using one or more of the following criteria: Type: No selection (do not change field drop down), Import or Export Status: Any (ALL possible status), Arrived, Booked, Cancelled, Confirmed, Listed, No Show, Used or Wrong Zone Date: select the date you want to start the View Bookings search. (default: today) Days: choose the number of days ahead you want to view. (default: 1) Reference: The user can select a booking number associated to that company from the Reference dropdown. Step 3 Once criteria are chosen, click Search to display the list of bookings which match the selected search criteria. Note: The following 3 images show various different status values on the View/Edit page. The numbers appearing at the bottom right hand side of the data list indicates additional pages of data. Click on the appropriate number to open that page. Step 2 Step 3 VBS Carrier User Guide v1.8.doc Page 18 of 45

19 This image also shows slots that have been booked but not yet confirmed. The Exp Date column shows the time that these bookings must be confirmed otherwise they will be automatically listed so other carriers can book them. VBS Carrier User Guide v1.8.doc Page 19 of 45

20 Editing a Booking A carrier is required to associate further information to a booking such as container number, container length, full/empty status and voyage details to have the booking confirmed. This information will need to be added once a slot has been booked and prior to the Expiry Time of the booking. It is possible to edit a booking from either the Booking Result screen or from the View/Edit screen. In both instances click on the Edit link to open the Edit Booking screen or click the Booking Reference Number (Ref) from the View/Edit page. The Expiry Time is set by the terminal and can be seen from both the Booking Results page or from the View / Edit screen. It can be either a specific time prior to the booking or 1 or 2 hours after the booking is made. Click VBS Carrier User Guide v1.8.doc Page 20 of 45

21 The right half of the Edit Booking screen shows the following fields (fields marked with and asterisk * are mandatory) that must be valid to successfully save the booking. Container The container number Length Select from dropdown Vsl/Voy Select from dropdown Commodity Select from dropdown Full or Empty Select from dropdown Entering the Truck Registration Number is optional. Step 1 To assist with data entry, by entering the container number and clicking Get Details, the system will populate the container and vessel details, should this data be available. The Get Details link is generally used with Import Containers as the data is always available. For Export Bookings, container numbers are generally not known prior to the booking having to be confirmed so Length, Vsl/Voy, Commodity and Full/Empty data must be selected from the dropdowns. Once Containers have been Pre-Received (PRA) bookings can be updated with container numbers. Step 1 VBS Carrier User Guide v1.8.doc Page 21 of 45

22 At the bottom of the Edit Booking screen are five links that show: View Bookings Returns to the View/Edit screen View Truck Details Shows truck movement details for completed (Arrived) bookings List the booking for Exchange - List s a unwanted booking for other carriers to use Save the Booking Confirms booking Print the Booking This shows a Printer Friendly page if a printed copy of the booking is required. Once the booking has been saved the status of the booking in the View/Edit screen will update to display Confirmed. VBS Carrier User Guide v1.8.doc Page 22 of 45

23 5.5. Storage (At the time of writing the Payment option are not available to New Zealand carriers) When the container number is entered and the booking is successfully saved, if storage is owing on the container, the storage amount will be automatically calculated and displayed. Storage can be paid by using either of the following 2 options. Pay Now by Credit Card This link opens the Com-Pay credit card page and automatically enters the facility where the container is located, container number, calculated storage cost and date and time of pickup. Only the credit card number and holders details need to be entered. Part payments can be made however a warning message will be displayed giving the payer the new balance due. This new cost will be available when clicking the recalculate button on the Edit Booking page. (Note: The recalculate time is approx. 10 minutes from payment approval). When paid in full, the container can be picked up from terminal. Log into Com-Pay This link allows a registered user to log into the Com-Pay system and pay for storage either by credit card or direct debit from their bank account. All details are entered manually. Note: At the time of writing only the Patrick Terminals have integrated with the ComPay and these buttons only appear for Patrick Terminals. Storage values are not held continuously in the system and must be recalculated each time you enter the Edit Booking page. Each terminal calculates storage individually and rates may vary from one terminal or stevedore to another. Calculated Storage Amount VBS Carrier User Guide v1.8.doc Page 23 of 45

24 5.6. Storage Payment by Com-Pay The following information is required to be entered for Storage Payments by Credit Card through Com- Pay. Card Holders Name The name that shows on the credit Card Credit Card Number The number on the credit Card Security Code The 3 digit number on the reverse side of the Credit card. This field is optional Expiry Date The Expiry Date of the Credit Card Payer The address of the Payer Payer Contact Phone The main telephone contact number of the Payer The details showing below, Payee Details and Line Item details are automatically entered from the VBS Edit Booking page. The Payer may wish to enter a comment to show on their bank records. The payer then submits the payment and if successful will receive a confirmation page. The container can then be released to the transport company. Note: At the time of writing only the Patrick Terminals have integrated with the ComPay system. VBS Carrier User Guide v1.8.doc Page 24 of 45

25 5.7. Listing a Booking for Exchange Bookings that may no longer be required can be listed for exchange, making it available for another carrier to use. If the slot is taken by another carrier the ownership will transfer to the new carrier. Step 1 To list a booking for exchange, you must proceed to the Edit booking page for the individual booking. Step 2 Step 3 Step 2 Clear details currently assigned to the booking by clicking the Clear Details button. The booking status reverts to Booked. Step 3 Click the List for Exchange button on the page. The page will refresh, and the List for Exchange button will change to Retrieve. This indicates the List for Exchange booking has been successful. The status of the booking will also change to LISTED. VBS Carrier User Guide v1.8.doc Page 25 of 45

26 Listed Notes: If a container number has been attached to the booking the booking cannot be listed until the saved details are cleared. Clearing the details is done by clicking the Clear Details button. A message asking for confirmation to clear details will appear. The booking will then be shown as Listed in the view booking page. The ownership of the listed slot remains with the carrier who originally booked the slot until the slot has been booked (taken) by another carrier. A carrier who lists a slot for exchange cannot see the booking from the Create Booking screen, only retrieve the listed booking. When a slot is listed for exchange, the listed slot will appear to all other carriers in the Create Booking screen (for the same date and zone of the original booking). A listed slot will be taken from the Create Booking area as the first new booking for any other carrier choosing a booking from the same date and zone as the listed booking. VBS Carrier User Guide v1.8.doc Page 26 of 45

27 5.8. Retrieving a Listed Timeslot If a carrier wants to retrieve and use a slot they have listed for exchange, they can do so as long as the listed slot has not been booked by another carrier. Step 1 To retrieve a booking previously listed for exchange proceed to the Edit Booking page for the individual booking. Step 2 Step 2 Click the Retrieve Listing button. The page will refresh and the Retrieve Listing button will revert to List for Exchange. This indicates the Retrieve from Exchange function has been successful. The status of the booking will also revert to Booked. VBS Carrier User Guide v1.8.doc Page 27 of 45

28 Booked NOTE: If another carrier books your listed slot prior to you reaching the Edit Booking page and clicking on the Retrieve button to retrieve your listed slot, the slot will transfer to the new carrier and you will not be able to retrieve the slot. If this is the situation, the exchanged slot will not be shown in your View Bookings screen, as the ownership of the slot will have been transferred to the new carrier. Any transferred slot belongs to the new carrier and is irretrievable by the original owner who listed the slot for exchange. VBS Carrier User Guide v1.8.doc Page 28 of 45

29 5.9. Booking Errors The following images show possible errors encountered when trying to confirm bookings Invalid Container Number If a container has previously been used in a booking or has been entered incorrectly a message of Invalid Container Number will appear. Check details by using the Container Search facility for latest details if gated out. VBS Carrier User Guide v1.8.doc Page 29 of 45

30 Container Already Used If a container has previously been used in a booking and the container number is still valid within the system, a message of Container Already Used will appear. Check details by using the Container Search facility for attached booking number. VBS Carrier User Guide v1.8.doc Page 30 of 45

31 5.10. View Truck Details The VBS system has the ability to show the times the truck entered the terminal, completed all terminal processing then left the terminal. This can be used for auditing purposes for carriers. Note: Truck details can only be viewed if a truck Registration Number is saved to the booking. This can be done at any time prior to the truck arriving at the terminal. VBS Carrier User Guide v1.8.doc Page 31 of 45

32 5.11. Swap Booking The Swap Bookings provides the facility to swap two container numbers (Export for Export or Import for Import) or to swap an Export slot for an Import slot, allowing a carrier to back load two slots in one truck movement in the same zone. Step 1 Step 2 Select/Click on the Swap Booking link from the main menu. The Swap booking page will appear with the following search criteria: Type: Status: Date: Days: Any (default), Import, or Export Any (default), Booked, or Confirmed today s date (default) or any future date for which bookings exist. 1 (default) or select more days ahead to search. Step 3 Step 4 Step 5 Step 6 Step 7 Select from the Type dropdown Select from the Status dropdown Select from the date popup the date required (only current and future dates with bookings will work). Select the number of days to look ahead. Click on the Search button. You are now taken to the VBS Swap timeslot page. Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 VBS Carrier User Guide v1.8.doc Page 32 of 45

33 Step 8 Step 9 Check the 2 slots to be swapped, depending on the swap required: If swapping container numbers, make sure container numbers are showing for the respective slots and that the slots are of the same type; both Import or both Export. If swapping time slots make sure the slots are one of each type, Import and Export. Container numbers are not necessary to make a successful timeslot swap Once the correct two slots are chosen, click on the appropriate swap button Swap Bookings or Swap Containers. Confirmation of a successful swap will be shown on the top of the page and the booking numbers or container number will have changed places. Any errors or reasons for not being able to complete the swap will be shown above the search area in red text. VBS Carrier User Guide v1.8.doc Page 33 of 45

34 5.12. AutoGate Runs To use this system an export container must be electronically pre advised (PRA) to the terminal, and a Delivery Order number (or Stack Run number) for Import containers must be attached to a booking and then linking those container numbers to a specific truck before that truck arrives at the terminal. 1. Terminals may have electronic radio detection systems to register a truck s transponder signal or a keypad system where the driver enters a specific PIN number. 2. Either system links the truck s transponder or the PIN number to the pre advised container. 3. If the auto gate run is made from the edit booking screen, the link will only become active when a valid container number has been entered against the booking and the booking has been successfully saved. 4. When the truck arrives at the Patrick s gate, the driver provides the security person with either the PIN number of their auto gate transaction, or one of the container numbers set up in the auto gate run. The security guard confirms this detail against the truck registration, and the driver is then given a BAT number for use within the yard. 5. When the truck driver arrives at the P&O Ports gate, the truck s permanently visible BAT number (painted in various places on the truck) will have been registered against the auto gate / transponder run, and this will be identified against container numbers saved against the booking. VBS Carrier User Guide v1.8.doc Page 34 of 45

35 For Patrick s Terminal: Export Only confirmed bookings with Containers numbers are displayed in the Data Grid; Import Bookings with 'Booked'and 'Confirmed'statuses are displayed in the Data Grid; A VBS User can supply what is known as a STACKRUNID instead of a Container Number, in order to 'CONFIRM'a booking. Note: This is possible only in the Patrick s Terminal. For P&O Terminal: Export Only confirmed bookings with Containers numbers are displayed in the Data Grid; Import Only confirmed bookings with Containers numbers are displayed in the Data Grid; Note: For both Patrick s and P&O Terminals, all the containers that appear on the IMPORT Data Grid will have a 'Clear Status', as a pre-check condition. Business Rules TruckRego details must be less than or equal to 6 characters; For IMPORT/EXPORT, the total length size of a Container cannot exceed a total of 8. For example, no more than four size-2 Containers, or 2 size-4 Containers can be selected on either side; For Patrick s Terminal, a Commercial Release Number (CRN), must be specified for each booking which is confirmed by a Container Number. Note that this is not required for Bookings that are confirmed with StackRunId; For Patrick s Terminal, a PIN Number of five characters and a Manifest Number (i.e. the Least of the Booking Reference Numbers), from all of the Selected Bookings are displayed at the bottom of the screen as a result of creating Autogate runs; For P&O Terminal, a PIN Number of four characters is generated at the end of a successful Autogate booking; VBS Carrier User Guide v1.8.doc Page 35 of 45

36 5.13. AutoGate Runs List Auto Gate Runs List pages allow carriers to view Auto Gate runs assigned to a specific date in a list and edit individual slots as necessary (entering container numbers etc). Step 1 Select AutoGate Runs List from the menu Step 2 Select the date using the Time Slot Date selection field Step 3 Select Time Zone and Show adjacent time zones if required Step 4 Click the Search button to show all AutoGate runs within those parameters. Details include: Movement ID Run Date Rego Truck Registration Number BAT BAT Number PIN Terminal assigned PIN Number Manifest No The manifest number of the specific run Gate In Time Date & Time when the truck entered the terminal Call up Board Time Date & Time the details were shown on the Call up Board Gate Out Time Date & Time the truck left the terminal References Booking Reference Numbers Step 1 Step 2 Step 3 VBS Carrier User Guide v1.8.doc Page 36 of 45

37 5.14. Booking History The Booking History shows by date range all bookings made by the carrier, except slots listed and taken by other carriers. Step 1 Select Booking History from the menu Step 2 Choose a From and To date using the Date selection fields Step 3 Select a specific Status type if required Step 4 Click the Search button to show all Bookings for those parameters with that date range. Step 5 The Printer Friendly button allows you to print the details if required VBS Carrier User Guide v1.8.doc Page 37 of 45

38 5.15. Review No Shows The Review No Shows facility allows the carrier to request that No Shows be waived by the terminal. If the terminal waives the No Show prior to the invoice being generated, the specific No Show will not be included in the invoice. This is to reduce the number of No Show disputes after the invoice is generated. Step 1 Select Review No Shows from the menu Step 2 Select the current Billing Month. Carriers should contact the terminal for the start and finish dates of the Billing Month Step 3 Select Date and Time Zone if required. This is advisable if carriers are reviewing No Shows on a daily basis Step 4 Click the Search button to show all No Shows within those parameters Step 5 Select the Edit link at the end of the data line for the No Show you wish to challenge Step 6 Enter a brief description of the reason the No Show should be waived. Step 7 Click the Save button at the end of the data list. Note. The Save button must be clicked after completing each reason. Editing multiple No Shows and then using the Save button will not work. Once all No Shows have been saved the terminal will, on a regular basis, review these reasons and either accept or reject the carrier s request. The carrier can then return to the Review No Shows page and view who at the terminal reviewed the No Show and if the No Show was waived. Note. The carrier will not be able to see the reason given by the terminal, only Yes to waive or No to let the No Show stand. VBS Carrier User Guide v1.8.doc Page 38 of 45

39 6. Import Data 6.1. Import Delivery Times The Import Delivery Times report lists the date and times for the last container off and the first and last free day of storage for containers from a particular vessel. This allows trucking companies to better plan the receival of Import containers from the terminal. Step 1 Go to the Import Delivery Times menu item under Import Data. The page returns data pre sorted by ETA. The user also has the ability to search the list by the following criteria. ETA First Free Last Free Last Imp Off Lloyds Number Vessel Name Voyage Number Inbound Step 2 Choose the search criteria and whether the list is to be displayed ascending or descending. Step 3 Click on the Sort button. The returned page shows all Delivery Times that fit the search criteria Step 1 Step 2 Step 3 VBS Carrier User Guide v1.8.doc Page 39 of 45

40 7. Export Data 7.1. Pre-Advised Exports The Pre-Advised Exports report shows the list of Export containers that have been pre-advised to the terminal by the use of electronic PRA (Pre-Receival Advice). The Pre-Advised Exports report provides data to enable the VBS carrier to check whether the containers they are moving to the wharf have been pre-advised by their clients and are able to be received by the terminal. Step 1 Go to the Pre-Advised Exports menu item under Export Data. The page returns data pre sorted by container number. The user also has the ability to search the list by the following criteria. Advised Container Shipping Line Lloyds Number Status Vessel Name Voyage Number Step 2 Choose the search criteria and whether the list is to be displayed ascending or descending. Step 3 Click on the Sort button. The returned page shows all PRA s that fit the search criteria Step 2 Step 3 Step 4 Container details can be found by clicking the Container number VBS Carrier User Guide v1.8.doc Page 40 of 45

41 6.2 Export Receival Times The Export Receival Times report shows the list of Receival Start Times and General and Reefer Cutoff times for the delivery of Export containers to the terminal. This allows the trucking company to check when containers they are moving to the wharf can be received by the terminal. Step 1 Go to the Export Receival Times menu item under Export Data. The page returns data pre sorted by ETA. The user also has the ability to sort the list by the following criteria. Receivals Begin General Cut-off Reefer Cut-off: ETA Lloyds Number Vessel Name Voyage Number Outbound Step 2 Choose the search criteria and whether the list is to be displayed ascending or descending. Step 3 Click on the Sort button. The returned page shows all Receival Times that fit the search criteria Step 2 Step 3 VBS Carrier User Guide v1.8.doc Page 41 of 45

42 8. General Reports General inquiries include vessel and container reports for carriers to use to provide information about the vessels and containers the carrier needs to be able to complete bookings using the Vehicle Booking System (VBS) Container Search Container Search provides detailed information for a specific container. Step 1 Go to the Container Search menu item under General Reports Step 2 Enter the container number in the search field Step 3 Click the Search button. Step Step Step This will open the Container Search screen for the specified container and includes the ability to pay any storage owed. The following 2 images show detail differences between Export and Import container searches. Both searches show that these containers have been successfully confirmed to bookings by their Booking Ref number. VBS Carrier User Guide v1.8.doc Page 42 of 45

43 8.2. Container Search - Import 8.3. Container Search - Export VBS Carrier User Guide v1.8.doc Page 43 of 45

44 8.4. Truck Performance (Patrick Stevedores only) This report shows by date range, the performance of trucks assigned to a trucking company. Data is shown as in columns as follows: Date Carrier Class Number of Bookings Made Number of No Shows recorded Number of slots Cancelled by the CTO Number of Import slots Used Number of Export slots Used Number of Paperless (AutoGate) bookings Number of Full TEU s as Imports Number of MT TEU s as Imports Number of Full TEU s as Exports Number of MT TEU s as Exports Number of Stack Runs Number of Truck Trips Truck Fill Factor This report can also be downloaded to a spreadsheet by using the Download button. The calculations are based on how many containers a truck moves into and out of the terminal in one movement. The formula is as follows: Truck Fill factor will be calculated for a carrier for each visit(bat) of a truck and then average out I-Teu E-Teu Bat No. Max I or E (I+E) / (Max I/E*2) Truck Fill Factor (4+4)/4* (2+1)/2* (3+0)/3* (3+1)/3* (0+3)/3* (3+1)/3* Total Sum 4.09 Truck Fill Factor 4.09/6=.68 This report allows long term comparisons for carriers to improve performances. VBS Carrier User Guide v1.8.doc Page 44 of 45

45 8.5. Vessel Schedule The Vessel Schedule provides information on the arrival and departure times of vessels calling at VBS associated terminals within Australia. Step 1 Go to the Vessel Schedule menu under General Inquiries The page returns data pre-sorted by ETA (Estimated Time of Arrival). It is also possible to sort the list, if required, by: o Actual Arrival o ETA o ETD o Shipping Line o Lloyds Number o Vessel Name o Voyage Number Inbound o Voyage Number Outbound Step 2 Choose the search criteria Step 3 Choose whether list is to be displayed ascending or descending Step 4 Click the Sort button Step 5 Use the Print button if a hard copy is required Step 2 Step 3 Step 4 Step 5 VBS Carrier User Guide v1.8.doc Page 45 of 45