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Atlantis Imports

User Training Guide

Bryn Systems Pty Ltd Version 1.1 16 January, 2006

Atlantis Imports User Training Guide Bryn Systems Pty Ltd Version 1.1 16 January, 2006

Contents

Document Scope

1

Introduction

2

Overview

2

Options

2

Lookup Files

2

Processes

2

Management Reporting

2

Operational Procedures

3

System Navigation

3

Process Navigation

3

Data Entry

4

Starting the System

5

User Options

6

File Integration Settings

6

Lookup Files

7

Overview

7

Maintenance

7

Processes

9

Create a Voyage

9

Open an Existing Voyage

10

Impending Arrivals

12

Sea Cargo

13

Search for a Container No, Cargo Identifier or Ocean Bill of Lading

16

Underbond Movements

17

Copying an Ocean Bill or Line Details

18

Cargo List Report

20

Report an Actual Arrival

22

Management Reporting

23

Cargo Status

23

History

25

Archive a Voyage

26

Document Information

Author

Linda Shewan

Amended

Dave Shewan

Manager

Phill Kenny

Version

This document has been released according to the following version history.

History

 

Version

 

Date

 

Description

Version 1.1

16

Jan 06

File:

p:\atlantisimports\documents\training manual\atlantisimports training manual v1.1.doc

Version 1.0

01

Oct 05

File:

p:\atlantisimports\documents\training manual\atlantisimportstraining manual v1.0.doc

Signoff

Name

 

Signature

Date

SRJ

Srikanth Janumpally

 

02 Jan 06

PK

Phill Kenny

 

03 Jan 06

Document Scope

This document is designed as a complete User Training Manual for the Atlantis Imports System. Having worked through this document and completing the exercises within, users of the system should be able to competently use all functionality within the system.

This document describes the functionality and method of operation of the Atlantis System as at 01 January 2006. Users should be aware that there may be some changes to design and functionality dependant on Customs making changes to their implementation.

User training exercises within this document are italicised for easy reference.

Introduction

Overview

The Atlantis Imports System provides a mechanism for the processes required to electronically transmit import manifests to the Customs (CMR) system. The system can be split into four primary functions:

o

User Options

o

Lookup files

o

Processes

o

Management Reporting

Options

User Settings are set through the Options Menu. These define how the user interface operates on your individual PC.

Lookup Files

To facilitate the above processes many Lookup files are managed to store static data such as:

o

Shipping lines

o

Ports

o

Countries

o

Vessels

o

Establishments Codes – stevedores, depots, parks

o

Package Types

o

Stevedores

Processes

The import process is:

o

Create a Voyage

o

Create an Impending Arrival

o

Load, manipulate and send Sea Cargo Reports

o

Load, manipulate and send Underbond Movements

o

Load, manipulate and send Cargo List Reports

o

Report an Actual Arrival

Management

Atlantis Imports provides the following management functions:

Reporting

o

Cargo Status Advice – displays status details for all cargo

o

Cargo History – displays details of all messages sent and received

o

Batch Messaging Report

o

Archive Voyage capability

Operational Procedures

System

Standard windows menus and toolbars are used within Atlantis.

Navigation

All areas of the system may be accessed through the main menu at the top of the screen. The following functions may also be accessed through the toolbar immediately below:

o

New Voyage – to open a new voyage

o

Open Voyage – to open an existing voyage

o

Save – explicitly save the current voyage

o

File Integration – choose the type of file to integrate. You will then be taken to the file directory to select the specific file required.

Shortcut keys are also available where indicated eg. Save indicates ALT-S may be used to save the file, and Send indicates ALT-D may be used to send the message to Customs.

Process

Individual activities within one voyage are navigated to through the use of the ‘Tabs’ directly beneath the Voyage details as displayed below:

Navigation

Process Tabs
Process Tabs

Data Entry

Data entry is completed using standard windows controls but there are a few specific actions for Atlantis Imports Line Details. You will practise these as we go through the exercises.

Keyboard Shortcuts

A number of screens have keyboard shortcuts available. These can be identified by the underline of a character within a word. Pressing ALT-x, where x is the underlined character, will take you to that field on the form.

Entering Line Details

o

Tab moves the cursor between fields within a line.

o

Press Enter at the end of the line to commit the line details and create a new data entry line.

o

Fields shaded light blue are required fields and must be entered before you can save or send the record.

Message Details

o

Once the message has been sent, no details within that message can be modified until a response has been received from Customs.

o

Messages have an action code associated with each line:

o

Insert - every new Arrival Port Details line created will have an action code of I .

o

Processed - messages which have been sent to Customs and received a clear response will have the Action code changed to P. Lines with action code ‘P’ will not be sent to Customs again unless an amendment is made.

o

Amend – If a change is made to a particular detail line, the Line Action code will be changed to A and will be resent to Customs when the Send box is actioned.

o

Delete - if the Remove Line checkbox has been selected, the action code will change to D.

the Remove Line checkbox has been selected, the action code will change to D. User Training

Deleting Line Data

If the line has an Action Code of ‘I’ (has not been processed by Customs) then pressing Ctrl-Delete will delete the currently selected record:

o

If an entire line detail is selected the line will be deleted from the list.

o

If a field within the line detail is selected the individual field will be deleted eg. package type.

 

If a line has an action code of A or P, the line must have a tick in the Remove Line field to delete it. It will be automatically deleted once a message has been received that it has been deleted on the Customs system.

Starting the

The very first time Atlantis Imports is opened on your machine you will be presented with the following screen:

System

you will be presented with the following screen: System Ask your IT staff for the name

Ask your IT staff for the name of the server that you need to connect to.

User Exercise

1.

Open the Atlantis Imports System.

2.

Enter ‘servername’ into the Server field and click on Save or press ALT-S.

3.

Click OK to continue opening the system.

User Options

General

The following options are available within the General Tab:

o

Open last voyage at startup – select this option if you wish the system to automatically open the voyage you were last working on before you shut the system previously.

o

Saving

o

Explicit – to save any changes made you must manually save (by clicking on the ‘save’ toolbar icon or select ‘File, Save’ from the menu) before closing a voyage.

o

Implicit - all changes to the voyage will be saved automatically when the voyage is closed.

IMPORTANT NOTE: When a message is sent to Customs the changes will be saved regardless of the user setting.

Message Setting

This option is an administrative function and all users should refer to their system administrator for the appropriate selection.

o

Yes – all messages sent to Customs are saved in an XML format that may be accessed for reference and troubleshooting purposes.

o

No - no messages are saved.

File

To streamline the file integration process the default directory and file extensions

Integration

may be set.

Settings

o

Default Directory – if set the Select a File dialog box will open to this directory whenever a file is to be integrated.

o

File Extension - only files with the nominated file extensions will be displayed eg. *.txt or *.edi

User Exercise

1. Select Edit, Options from the main menu and set the options to your preference.

2. Click on Save to save the changes made.

3. Click on Close to close the form

.

Lookup Files

Overview

Lookup files are maintained for Shipping Lines, Ports, Countries, Vessels, Establishment Codes, Packages and Stevedores.

The maintenance procedure is identical regardless of the lookup file you are working with.

Maintenance

Select the lookup that requires maintenance from the Edit menu eg. Edit Ports and the following screen will be displayed.

eg. Edit Ports and the following screen will be displayed. Once in the Management Console you

Once in the Management Console you may perform the following actions:

Action

Description

Shortcut

Sort

Sort the list by clicking on the relevant heading

N/A

Add

Open a new form to add a new item to the list.

ALT-A

Update

Open a new form to change details of the item, including the active status.

ALT-U or double click on the line

Delete

Delete an item from the list.

ALT-D

Close

Close the management console.

ALT-C

Adding or updating data will open a new form similar to that displayed below:

data will open a new form similar to that displayed below: User Exercise 1. Open the

User Exercise

1. Open the Package Types Management Console by selecting menu item Edit, Package Types.

2. Sort details alphabetically by description by clicking on the Pack. Type Description heading.

3. Sort alphabetically by Package Type Code.

4. Identify a 2 character code that does not currently exist.

5. Click on ‘Add’ and enter the new code and a corresponding description.

6. Click on ‘OK’ to add the package type and close the form. The code is now available in system drop-down lists.

7. Find the new package type in the list and double- click, click on Update or press ALT-U to activate it.

8. Click on the Active button to remove it from future drop-down lists.

9. Click on OK to save the modification and close the form.

10. Find the details in the lookup list to determine the change has been made correctly.

11. Close the Edit Packages form.

Processes

Create a

All Imports operate on a ‘voyage’ basis. Voyage information must be entered into

Voyage

the system before any further details are entered or integration undertaken.

You may create a new voyage by clicking on the New icon on the toolbar or selecting File, New from the menu. A new voyage screen will be displayed as below:

the menu. A new voyage screen will be displayed as below: The voyage details are those

The voyage details are those in the screen header. Once these details have been entered a voyage may be saved for future entries.

have been entered a voyage may be saved for future entries. User Exercise 1. Open a

User Exercise

1.

Open a new voyage.

2.

Enter details as desired and save the voyage details. Keep a record of the

voyage number entered for future reference.

3.

Close the form.

Open an

You can open an existing voyage by selecting File, Open from the menu or

Existing

clicking on the Open File icon on the toolbar. The Find Voyage form will be

Voyage

opened and all unarchived voyages will be listed as displayed below:

all unarchived voyages will be listed as displayed below: The list may be filtered by selecting

The list may be filtered by selecting items in the header of the screen and clicking on Find, or by selecting within the headings on the line details eg. show only those lines with a specified vessel, Lloyds number, arrival port, principal agent etc.

The list may be sorted by voyage or arrival date.

Double click the voyage you wish to open, or click on the voyage line and click on the Open button.

User Exercise

1. Practise filtering the list using the options available in the screen header.

2. Practise filtering headings using selections within the heading lines. Note the filters displayed at the bottom of the screen showing your current filter criteria.

3. Sort the list by voyage.

4. Sort the list by arrival date.

5. Locate the voyage you created earlier.

6. Open the voyage.

Impending

Once a voyage has been created, the first message to be sent to Customs is an

Arrivals

Impending Arrival Report. Only the Operator is required to send this message, but all voyages must have the details entered as this supplies the Arrival Port details for the other forms. If you do not have Operator selected in the voyage details Atlantis will not allow you to send the message to Customs.

The First Arrival Port must match the Arrival Port entered into the Voyage Details. By clicking in each field a drop down box will appear which will allow you to select the information required. The Discharge Indicator needs to be selected if cargo is going to be discharged at the specified port, if no cargo is to be discharged leave this blank.

Once the details have been filled in, return to the main form and click on the Send button to validate the message. Once validated the following message box will be displayed and you will be able to send the message through to Customs.

and you will be able to send the message through to Customs. The message status will

The message status will be automatically set to the correct value unless you wish to withdraw the original message, when you will need to manually select the withdraw button.

User Exercise

1. Enter the details for both the Main form and Arrival Port Details.

2. Validate the details.

3. Send the message to Customs.

Sea Cargo

Once a voyage and Impending Arrival details are complete you are able to integrate your files from Citrix into Atlantis.

To integrate a file into a voyage either select Tools File Integration SEACR or click on the File Integration button and choose SEACR. Choose a voyage to import the file into and select the file to integrate. The file will then be processed and integrated into the requested voyage displaying as per the following screen layout.

voyage displaying as per the following screen layout. For each Ocean Bill of Lading there are

For each Ocean Bill of Lading there are associated Party Details and Line Details. Select the Ocean Bill of Lading required then click on either Party Details or Line Details to see further details. Details of each line can be seen, added, amended and deleted by selecting a line and pressing ALT-V or clicking on Detail View.

If no changes are required you can simply send to Customs. If changes are required they may be completed and then sent to Customs.

Integrating Multiple Files

If you integrate multiple files into the same Sea Cargo Report the following actions will occur:

o

Every time a file is imported, a new Header and Line detail records will be created for all the Bills mentioned in the file. The Line detail records will be created with an Action code of ‘I’ (Insert).

o

If a SEACR message was imported from the file and sent to Customs and a response (SEACRR) was received, the Action code for these Line detail records will be changed to ‘P’ (Processed). The Line details with an Action code of ‘P’ will not be sent to Customs again unless a change is made to a particular Line detail in which case the Line Action code will be changed to ‘A’ (Amend).

o

Any changes to the existing Line details or need to add new Line detail records to an existing SEACR Message (Bill) will have to be manual on the user interface. The update message to be sent to customs will only include new Line details and any Line details with an Action code of ‘A’ (Amend).

Atlantis will make sure that all the business rules are met before sending a message to Customs and this includes validations for duplicate containers in the same SEACR message and duplicate containers between this particular SEACR and all of the Cargo List (CARLST) messages.

Sending Batch Messages

Sea Cargo messages may be sent individually, in select groups or in one complete batch. Once a message or group of messages has been sent you will receive a report listing the Sea Cargo reports sent and whether the send was successful.

User Exercise

1. Click the File Integration button on the toolbar and select SEACR.

2. Select your voyage to integrate the data into.

3. Select the integration file.

4. Send one Sea Cargo report to Customs and wait for the response.

5. Select a number of Sea Cargo reports and send to Customs as a batch.

6. View and print (if desired) the batch send report. This report details the messages that were sent to Customs, it does not indicate that the messages are CLEAR from Customs.

7. Amend line details for 2 lines. Note the change of the Action Code from P to A.

8. Delete one line from the list that has already been processed by Customs. Note the change of the Action Code from P to D.

9. Add a new line detail.

10. Delete the line detail added in no. 9 above.

11. Re-send the message and wait for Customs response. If there is an error, check the reason, fix details and resend. Continue the process until you have a CLEAR status.

12. Check for the deleted line from 8. above.

13. Ensure the status of amended lines has been updated correctly.

14. Note the difference between the Status, Cargo Status and the Message status. Click on the …(status box indicator) beside the line status to determine why the cargo is in the current status.

Search for a Container No, Cargo Identifier or Ocean Bill of Lading No.

When a voyage is open, it is possible to search within the voyage for a specific Container No, Cargo Identifier or Ocean Bill of Lading No.

Type the required number into the search box in the top right hand side of the voyage details, select either the Sea Cargo or Cargo List radio button. If the Sea Cargo button is selected you must choose one of the buttons to the right of the search box, the options available are Container, Ocean BL or House BL. Once you have made the selection click on the GO button. A search will then be carried out against all the voyage details and if a corresponding record is found the voyage will be opened to the appropriate page.

User Exercises

1. Select an Ocean Bill of Lading and take a note of the code below

2. Navigate to the Sea Cargo process using the Tab buttons.

3. Click on any line of the Ocean Bill of Lading details.

4. Click on the Ocean Bill of Lading header.

5. Type the code written in 1. above and watch how the system navigates to

your selected Bill.

Underbond

Once Sea Cargo messages have been created, you can create Underbond

Movements

Movement Report messages against existing Sea Cargo messages.

To integrate an underbond file into a voyage either select Tools File Integration UBMREQ or click on the File Integration button and choose UBMREQ. Choose a voyage to import the file into and select the file to integrate. The file will then be processed and integrated into the requested voyage.

The Discharge Port and Destination Port fields on the first page are used by the second page to filter the line details to allow only containers with these characteristics to be shown. Once the Container No has been selected, most of the remaining fields will be automatically populated, any that are not have to be manually added.

If no changes are required you can simply send to Customs. If changes are required they may be completed and then sent to Customs.

User Exercise

1. Click the File Integration button on the toolbar and select UMBREQ.

2. Select your voyage to integrate the data into then the integration file.

3. Send the Underbond Movements to Customs and wait for the response.

4. Amend line details for 2 lines. Note the change of the Action Code from P

to A.

5. Delete one line from the list that has already been processed by Customs.

Note the change of the Action Code from P to D.

6. Add a new line detail.

7. Delete the line detail added in no. 6 above.

8. Re-send the message and wait for Customs response. If there is an error,

check the reason, fix details and resend. Continue the process until you

have a CLEAR status.

9. Check for the deleted line.

10. Ensure the status of amended lines has been updated correctly.

Copying an Ocean Bill or Line Details

Atlantis gives the user the option of creating a copy of an Ocean Bill including all party and line details or of creating a copy of a line within an Ocean Bill. This functionality is also available in Underbond Movements.

To create a copy of a complete Ocean Bill right click on the Ocean Bill you wish to make a copy of and then click on the ‘Create Bill Copy’ option that appears as per the following screenshot.

Copy’ option that appears as per the following screenshot. User Exercise 1. Select an Ocean Bill

User Exercise

1. Select an Ocean Bill and right click on the line representing it.

2. Click on the ‘Create Bill Copy’ option that appears

3. Ensure that a new Ocean Bill has been created with the same details.

Making a copy of a Line within an Ocean Bill uses the same procedure, simply right click on the Line you wish to copy and select the ‘Create Line Copy’ option that appears.

and select the ‘Create Line Copy’ option that appears. User Exercise 3. Select a Line Detail

User Exercise

3.

Select a Line Detail and right click on the line representing it.

4.

Click on the ‘Create Line Copy’ option that appears

3.

Ensure that a new Line has been created with the same details.

Cargo List

Report

This page lists all the Cargo List messages that need to be reported to Customs.

To integrate a file into a voyage either select Tools File Integration CARLST or click on the File Integration button and choose CARLST. Choose a voyage to import the file into and select the file to integrate. The file will then be processed and integrated into the requested voyage displaying as per the following screen layout.

voyage displaying as per the following screen layout. Integrating Multiple Files When importing Cargo Lists there

Integrating Multiple Files

When importing Cargo Lists there are specific rules attached to the creation of detail lines:

o

If the Discharge port and Responsible Party mentioned in the file do not already exist in the Atlantis system, a new Header and Line detail records will be created. The Line detail records will be created with an Action code of ‘I’ (Insert).

o

If the Discharge port and Responsible Party mentioned in the file already exist in the Atlantis system, the new line detail records will be created with an Action code of ‘I’ (Insert) and appended to the existing Line detail records.

o

If the CARLST message created by the first file import was sent to Customs and a response (CARLSTR) was received, the Action code for these Line detail records will be changed to ‘P’ (Processed). The Line details with an Action code of ‘P’ will not be sent to Customs again unless a change is made to a particular Line detail in which case the Line Action code will be changed to ‘A’ (Amend).

o If a file is imported into Atlantis for the second time for an existing message (where a response has already been received from Customs), the update message to be sent to Customs will only include new Line details from the second file import and any Line details with an Action code of ‘A’ (Amend).

Atlantis will make sure that all the business rules are met before sending a message to Customs and this includes validations for duplicate containers in the same CARLST message and duplicate containers between this particular CARLST and all of the Sea Cargo (SEACR) messages.

User Exercise

1. Click the File Integration button on the toolbar and select CARLST.

2. Select your voyage to integrate the data into.

3. Select the integration file.

4. Send the Cargo List to Customs and wait for the response.

5. Amend line details for 2 lines. Note the change of the Action Code from P

to A.

6. Delete one line from the list that has already been processed by Customs.

Note the change of the Action Code from P to D.

7. Add a new line detail.

8. Delete the line detail added in no. 7 above.

9. Re-send the message and wait for Customs response. If there is an error,

check the reason, fix details and resend.

10. Continue the process until you have a CLEAR status.

11. Check for the deleted line.

12. Ensure the status of amended lines has been updated correctly.

Report an

Actual

Arrival

When the Impending Arrival Report is created, an Actual Arrival Report is automatically created at the same time.

These will usually be the very last messages sent to Customs for each voyage. As they are automatically created most of the information is pre-filled, the only information requiring input are the Arrival Date and Berth Code fields. Once these fields have been added the message can be sent to Customs.

User Exercise

1. Navigate to the Actual Arrival form.

2. Enter the arrival date.

3. Enter the berth code.

4. Send the message to Customs and wait for the response. If there is an

error, check the reason, fix details and resend. Continue the process until

you have a CLEAR status.

Management Reporting

Cargo Status

The Cargo Status page displays the cargo statuses received from Customs for all the different messages. By selecting the desired column, these messages can be filtered for different statuses, different message types etc.

for different statuses, different message types etc. Double clicking on any line will open a Status

Double clicking on any line will open a Status Advice dialog box displaying detailed information as to why the Cargo Status is in its present state.

detailed information as to why the Cargo Status is in its present state. User Training Guide,

User Exercise

1. Navigate to the Cargo Status form.

2. Filter the selection to show only HELD cargo.

3. Filter the selection to show only HELD cargo from Discharge Port AUSYD.

4. Clear all filters using the control key at the bottom left of the screen.

5. Select a line and determine the status detail for that line.

6. Close the status detail screen.

History

The History tab lists details every message that has been sent to or received from Customs.

It displays what type of message it was, when it was sent or received and the status of the message at the time it was sent or received. The Interchange Number shown on the right hand side is not normally used but is a fault-finding number that will be used by Customs in the event there is a problem with one of the messages.

in the event there is a problem with one of the messages. User Exercise 1. Navigate

User Exercise

1. Navigate to the History form.

2. Filter the selection to show only CARLST message history.

3. Sort by Date Created.

Archive a

You may archive a voyage at any time. This does not physically delete the voyage

Voyage

but removes it from the list of available voyages in the Find Voyage form.

To archive a voyage open the relevant voyage then select File, Archive.

To unarchive a Voyage ie. make it available for data entry again select Tools, Archived Voyages from the menu. Find the relevant voyage and click on the Activate button on the line. Click OK to release the voyage.

User Exercise

1. Open your voyage.

2. Select File, Archive from the main menu.

3. Click on OK to confirm the archive.

4. Click on the Open icon on the toolbar. Ensure your voyage is no longer

listed. Close the form.

5. Select Tools, Archived Voyages from the main menu.

6. Find your voyage in the list and click on Activate to un-archive it.

7. Click on the Open icon on the toolbar. Ensure your voyage is now

available for use again. Close the form.