operation manual for the web 3 place payment...

Operation Manual for the Web 3rd place payment system

Effective from July, 2008

Operation Manual for the Freight Rate and Tariff Management System on the Web

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Preface

This manual describes necessary knowledge required to start operating Web 3rd Place Payment System. The 3rd place payment system is an interactive interface which is devised to enhance 3rd place payment management and to facilitate the regular working procedure for securing freight collection and cargo release or original B/L release among interested parties. Parties concerned are requested to do “request”, and confirm on web 3rd place payment system in order to establish reliable and convenient platform among agents. Web 3rd place payment system includes general functions as below: Query Request Clarify Reject Pay Download CIS DTL file Reference Report Auto Mail

Operation Manual for web 3rd place System

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CONTENTS

1. OVERVIEW_____________________________1

1.1 LOG IN 2

1.2 USER ROLE AUTHORITY 4

2. FUNCTION INTRODUCTION______________6

2.1 QUERY 6 2.2 REQUEST 10 2.3 REJECT 13 2.4 CLARIFY 15 2.5 PAY 18 2.6 REPORT 24 2.7 AUTO MAIL 31


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1. Overview

Before we start discussions in details, first we make a brief introduction to all functionalities included in the system.

1.1 Log in

To access to the system, type the following URL in your browser’s locator window:

https://as2.yml.com.tw/ilis/index_v2.htm After connection has been established, the browser will then show out the Login window for user identification and password verification.

(A) Type the user ID and password, which are same as your registered account on the ILIS (AFSYS/FRT) and then press login button.


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(B) Each user needs to be assigned to access for system, if you get warning message as below, please directly contact your office administrator to get authorization.

[Note] For system administrator: Please assign “WEB TH Pay” to right side by

pressing button then check the “R”. “W” “A” on check boxes to set

access authorization for concerned PIC.

(1) If R/W/A all be selected on check boxes, it means user can perform all third

place functions. (Including pay function)

(2) If only R/W be selected on check boxes, it means user can perform designated

functions except pay function.


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When user has been verified, please select 3rd place payment module in the left tree-window, the system main page will be displayed as illustrated as below:

1.2 User role authority

According to working procedure, there are seven kinds of users related with 3rd place could use this system. So they can be defined as below. 1. Booking agent 2. POR agent 3. POD agent 4. 3rd pay place agent 5. YMHQ users 6. ERO users 7. Global agent *

[Note] When European customers effect payment to agent other than B/L specified ,

global agent includes YM Germany、YM Netherlands、YM Belgium、YM UK 、YM Italy

and Switzerland agent can create new request by linking to ILIS/Documentation and

confirm “Pay” on web-3rd pay system.

1.2.1 Security Control of each function: 1.Query: All concerned parties (such as POR/POD agent、Booking agent、Pay place

agent、Global agent) can query the detail of 3rd place B/L where locations is under your

country./Controlling territory.


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2. Request: POR agent / Booking agent / YM-ICDC / Global agent can access this

function to initiate/create request for B/L. paid at 3rd place.

3. Reference: POR agent / Booking agent / Global agent / YM-ICDC/YM-FRAR

YM-FRER can access this function to turn status request into reference if no need to

confirm (Pay) anymore.

4. Reject: Agent of pay place is authorized to access this function to reject as request

when charge is error or actual pay place is different from CIS manifested.

5. Clarify: The questioned parties can access this function to clarify the payer

information or any dispute in amount / pay place.

5. Pay: Pay place agent and Global agent can access this function to confirm payment.

6. Download CIS DTL: Security authority is same as “Pay” function. Pay place and

Global agent can download CIS DTL file and then upload to your own system while

lacking of latest CIS file to print out OBL or issue invoice immediately..

7. Report: All concerned parties can access this function to produce the detailed report.


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2. Function Introduction

2.1 Query

This program is full function program that provide 3rd place B/L information by searching criterion and conditions of user-input. It also offers the approach interface for executing other function by mouse right-clicking while you want to process one specific B/L. There are two searching options to find B/L lists for interested party.

2.1.1 Query-Basis Query B/L basis information according to specific conditions such as OB date、

POR、POD、Pay Place、Ship/Voyage、Status...Etc. The more conditions you give,

the less record it would retrieve. For example: If you want to search B/Ls based on O/B date period of “12 16, 2007 ~12 21, 2007” and the pay place is under “TWTPE”.

Please move your cursor to “On Board Dater Period” fields and double click on date button, which system will pop up a calendar window as below, and please select required date period and then directly input location code with 5-digit for pay place field, lastly press “query” button., then corresponding B/Ls you selected are all displayed on the window.


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[Getting Familiar with B/L Status]

1. Initiated:

Status initiated means user creates a new request on web_3rd system but pertained mail notice hasn’t be sent out for concerned parties; and system still can overwrite current record by doing latest amendment.

2. Request:

Status request means new request for 3rd place B/L and the request message has been sent out automatically.

3. Clarify:

Status clarify means questioned party has gone on web to clarify specific B/L.

4. Reject: Status reject means request B/L has been rejected by POR or 3rd play agent while

found Pay place or charge is error. in current CIS version. 5. Collected

Status collected means fully collected as per latest CIS version.

6. Collected-CA Status collected-CA means charges updated by C/A after confirmation of collection.

In general, C/A will be uploading to web-3rd system within one hour after your

C/A is sent to YMxHQ (GIC).

7. Pcollected Status Pcollected is for that there have two play place agents in one B/L, after first agent confirms partial charges, system status when turn into “Pcollected”.

8. Reference:

Status reference means C/A issued after cargo been released or Prepaid


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shipments among AF sys users "CN/TW/HK” or user alters B/L status from

request to Reference as you verify B/L no need to be confirmed (pay) anymore.

. [Note] REQ.USER= AUTOJOB: It means 3RD place B/L requested by system. In case of B/Ls have been verified as 3rd place case, corresponding B/Ls will be extracted automatically from ILIS /documentation database to web-3rd place system.

2.1.2 Query-Party If you would like to query the B/Ls pertaining to one specific account, please follow by “QUERY-PARTY” path and key in customer name in “Account” field and then press “Query” bottom. The query result concerned each party kind of customers are displayed on the window.

� View Detail If you would like to view the details of the selected B/L, please simply click B/L no. from the list, and particular B/L will be highlighted by a yellow bar, and then make a right-clicking with your mouse which will bring out the pop-up menu, please choose “View detail” from the pop-up menu, the B/L information with basic details is displayed on the window.


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� Advance Query: (1) View clarified history: please go to “View Clarify”

--- Please refer to CH 2.4.2 on page 17-18 (2) View B/L status history: please go to “ report-history “ function. --- Please refer to CH 2.4.2 on page 24-26


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2.2 Request

This program offers the function where Booking agent / Global agent can raise a new request. There are two kinds of 3rd place request in system.

(a)Request (by Manual): It means 3rd place B/L request by manual input. Agent can initiate request with the following conditions in regard to the 3rd place B/Ls. (b) Request (by Auto): if Request (by Manual) is not conducted, request will be

created by auto program. In case of CIS manifest have been verified as 3rd place case, corresponding B/Ls will be extracted automatically from ILIS /documentation database to web-3rd place system.

If European clients change pay place and directly approach your office to pay for

manifested freights instead and thus collected agents (global agent) can initiate request and confirm payment on web site.

Global agent ( YMxHAM/RTM/GOA/ANR/UK and Switzerland Agent), you can create a new request for import shipment to change pay place by selecting check box for pay term. Select pay term function in respected of multiple charges incurred, user and click check box to choose “prepaid” or “collect” to expedite your pay places amendment and to avoid too may deletion by each charge item.

For the web system operation, there are two processing ways to execute REQUEST function.

2.2.1 By clicking on “REQUEST” button on the main function

Step 1: To enter B/L no. and press “ck b/l exist?” to check if there any duplicate B/L exists in system. If you get warning message “this B/L has already existed” from dialogue bar, it means you don’t need to create a new record, please go back to “query function” to view the B/L details or issue CIS C/A instead.


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Step 2: If you get warning message - “Please continue”, you can continually input B/L contents of Shpvoy / Place of Receipt / Place of Delivery/Booking Agent / Issue Place /Party information/Remark…etc.

For saving your time, you can find B/L detail by clicking icon , at this time, system will bring out its CIS information from ILIS automatically; you just need to enter payer information, add/delete/modify charge record and state your comment in remark column.

Please note columns of pink underlined texts are all required data which user should input in system.


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After entering B/L details in system, you can press (1)“Send” button: System will save all information which you input and system will send out your request to concerned parties.(POR. Agent /POD agent /Pay Place agent) by auto mail. Then the status will be changed as “Request”. (2)“Save” button: System only save all information that you input but not send out your request, and then its status of the B/L will be changed as “Initiated”.

[Note] Status “Initiate”: it means 3rd place request may not be finalized, and you will have a further check or amendment for B/L detail while you get more information from clients. In case you want to amend or delete the contents of 3rd place request, please make a right-clicking on selected B/L in main page, when pop-up menu displayed, you can select “Edit” or “Delete” function to make further progress.

2.2.2 By choosing “copy” function from pop up menu in main “Query” page

You can also create a new request by copying an existing 3rd place B/L request record, and choose one B/L with similar condition and make further modification.


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2.3 Reject

This program offers the function where 3rd place agent can reject payment if pay place or freight amount is incorrect, you can write C/A reason in remark column which make a C/A request for booking agent to correct pay place or manifested freight.

For the web operation, there are two processing modes to execute “Reject function”. 2.3.1 By clicking on “Reject” button on the main function

To enter B/L no. and click icon (find), and system will bring out its CIS information from ILIS automatically, check over the detail and move your cursor to remark column then key in your rejected reason.


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To click button: Choose “Reject” to save changes and make a final confirm by pressing “OK” button.

� To click button: Choose this button to clear your application. without saving changes.

2.3.2 By choosing “reject” function from pop up menu in main “Query” page

You can process reject function by right clicking, when pop up menu appears, choose reject function and continually following procedure.


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2.4. Clarify

This program offers the function where questioned parties can make further clarification by system when payer information is insufficient or there have some dispute about pay place and freight amount For the web operation, there are two processing modes to execute “Clarify” function.

2.4.1 By clicking on “Clarify” function on the main menu

To enter B/L no. and click icon (find) and system will bring out its CIS information from ILIS automatically, check over the detail and move your cursor to remark column then key in your additional comments of clarification.

�To click button: Choose “Clarify” to save changes and make a

final confirm by pressing “OK” button.

� To click button: Choose this button to clear your application. without saving changes.


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2.4.2 By choosing “clarify” function from pop up menu in main “Query” page

You can process clarify function by right clicking, when pop up menu appears, then choose “clarify” and continually following procedure.

[Note] If some involved offices have been clarified for this B/L before, you can query relevant messages by press “History” to view the history details.

And we also can follow below steps for checking clarified history detail. Step 1: Query-Basic: Input B/L no. and press “Query” button Step 2. Select B/L no. from listing table and make a right-clicking, then choose “View Clarify” function.


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[Note] If we want to confirm payer information, please be requested to fill in related contact details in payer columns instead of clarify column.

[Note] In order to get complete information, manifested agents are encouraged to

input payer contact information on CIS qualifier “Pay” under record_ID 70(TEXT)

consignment level. If manifested agent can provide foresaid information while

preparing CIS DTL, our program can extract payer information automatically to web so

that other concerned users can query the details on Payer column and also get request

such message by auto mail, then pay place agent no need to ask booking agent to

provide it again.


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2.5 Pay:

This program offers the function where 3rd place agent or global agent can confirm “collection”, There are two options to confirm collection. One is by clicking “single” to pay by single B/L; the other is by clicking “Multiple” to pay by batch B/Ls. However; 3rd pay place agent shall effect payment through LFC to YMxTPE as per agency accounting procedure.

To specify the obligation and responsibilities for agent of pay place, you will see a message informing you of related matter needing attention before you execute pay function. Read the system notice form pop up window and press “Accept” button.

2.5.1 Pay-Single Step 1:

To enter B/L no. and click icon (find) and system will bring out requested B/L from system; check over the detail such as POR/POD location, party information, freight charge detail, remark…etc. Step 2: Please note if charge amount is different from your actual collection, you are allowed to modify the details, you can press “Ins Row” button to add new charge, or press “Clear” button to clear current charge or press “Del” button to delete charge item then please request booking agent to issue c/a through remark column if necessary. . Step 3: Press “Collect” button to confirm payment.


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[Note 1] Partial Payment Partial payments for there have two pay place agents for one B/L.

The 1st confirmed agent should press “Partial collect” I/o “Collect” button to confirm collected, and the 2nd agent confirm the rest charges by Press “Collect” button to conclude final payment.


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If 2nd agent would like to inquiry 1st agent’s comments of Partial collected, please click the link of Partial Collect History, to read information from pop up window.

[Note 2] OBL Surrendered office While OBL has be collected other than POD but at 3rd place, OBL surrendered office should be requested to mentioned in the collect remarks to reminder cargo release agent not only note freight collection but also OBL collection.


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2.5.2 Pay- Multiple

If collected agent receive 3rd place payment to settle one or more of its B/Ls for such multiple shipments of same voyage, you can go to “ pay-multiple” function to confirm collected. Step 1:

Fill in the concerned criterion or condition for related B/Ls belong to it, and clicks on the button “Query”, the corresponding B/L lists will be retrieved and displaced on the window. Example 1: 1. Select “on board date period” : 2008/1/1~2008/1/20 2. Enter 5 digit location code of DEHAM for “Pay Place” filed 3. Enter specific ship/voyage code of TA6802W in “Voyage” filed 4. Press “ Query” button

[Note] If you want to search all locations where are under your country, you can directly key in first two characters of country code, and here system can retrieve related B/L no. on listing table.

Step 2: Select required B/L no. from check box , when validation checks disappear, make a right-clicking and system will show a blue pop up menu as follows.


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[Note] For saving your time, you can press toggle selection button to select or cancel all check marks for B/L.

Step 3:

Choose “Pay All” from the menu, then you will see the confirmed message of “successful process xx records and reqref no”, which telling you confirm collected successfully.

Example 2: You can confirm payment based on selecting specific account of your interest. Step 1: Choose certain period of O/B date: 2008/01-2008/1/27 Step 2: Select account type of customer from drop-down menu of Party field: Payer Step 3: Type customer’s name on “account” field: ABC Step 4: Press “Query” to list out related B/L information. Step 5: Right Click and press “Pay All” from pop up menu


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2.6 Report

REPORT of The Third Place Payment Control provides two major functions:

(1).One is《The report of third place》which would exquisitely list the charges at 3rd

place (see chart 1.)

(2).The other is about《History Inquiry》of the B/Ls. In this part, each B/L may include several

action parts: Request/Clarifying/Collected/Rejected. (see chart 2).

Chart 1.

Chart 2.


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2.6.1 Input Guideline for searching B/L in 《the report of third placethe report of third placethe report of third placethe report of third place》:

In this part, System would lay out the charges details of the corresponding 3rd place

B/Ls by the conditions you set to search for them. (Only charges concerning 3rd place

would be exhibited.)

For example:

Given that should you don’t know how many charges and their amount that you have to

collect from payers, you can input your pay place (such as “KRSEL”) into the “pay

place” blank, select the period you are concerned about, and afterwards press Query

bottom; Finally, Third Place System would lay out the details of each charge concerning

3rd place which should be collected at KRSEL.

˙̇̇̇The searching conditions that may occurred to you are listed below for your

reference:

1. Select one period you are concerned about and fill in Pay Place, where you are belong

or are interested.

2. Selecting one period combined with POR or POD can help you trace the third place B/Ls.

3.You can stick a specific B/L no. to search for its information.

4.Even if you feel interested in the SHPVOY(old) or Voyage(new), you can fill in the blank

and pick out an interval to search for them.


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5.Further, you can search by setting the concerned party. After inputting Account and

one more parameter (such as Pay Place), you can scrutinize the corresponding charges

regarding 3rd-place.

In “Party”, there are four choices: All/Shipper/Consignee/Payer for your one-click.

6 There are eight choices of Status:

All/Initiate/Request/Clarify/Rejected/Pcollected/Collected/Collcted-CA/Reference

for your alternative. You can pick out one status and meantime select Status Date

Period to search for the concerning B/Ls that you are inclined to know.

7.Besides, you can input many parameters in order to concentrate your searching scope

by combining with above indication. This can help you target your searching much more

quickly.

˙̇̇̇Additional function for data download

1. If you want to have the duplicate, just press the download button.

2. Mailing to your e-mail address is also a feasible alternative. Initially, System would

automatically pick out your e-mail address contingent on your login ID. Further, you can

amend the email address for your preference to have the report sent to different

concerned parties, but one email address at a time.

[Note]：˙̇̇̇When you press download button, you would have the duplicate sorted by

charges. As regards MAIL icon, you would have it sorted by B/L.


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2.6.2 Input Guideline for searching B/L in 《History InquiryHistory InquiryHistory InquiryHistory Inquiry》:

In 《History Inquiry》, the guideline of parameter input for searching B/Ls is not far

from that of 《The report of third place》mentioned above. Please refer to input

guideline for searching B/Ls in《The report of third place》.

Let us take the B/L: E240009592 as an example to explain the function. By sticking a

specific B/L no. of your preference into the corresponding column, you can search for

its summary. Its summary may include several action parts (as below chart exhibits):

Request/Clarifying/Collected/Reject. In the heading of each part, the one who first

scripted into this B/L to execute or call for the categorical action would be presented,

e.g. CPO(AUTOJOB)/REQUEST or HAM(DEHAM)/CLARIFYING. By clicking on

it, you can browse its details, just as the left side of below screen shown.

1.CPO(AUTOJOB)/REQUST

After clicking on “CPO(AUTOJOB)”, the chart will be showed likely as below.


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If charges had been collected, they will exhibit on the [Collected] section;

Otherwise, [Collected] section will be vacant (see below chart).

[Note]：In the below chart, you can see that two data of the same B/L NO were

exhibited twice or more. This is due to that the 3rd place system would keep the previous

data, even if these data have been deleted or revised by new versions.

As Regards this, you can only put your heed upon the update one.

Sometime you may have interests in the previous data, you can enter into the CIS system

to inquire it.


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2.Location(Username)/CLARIFIYING

By entering into Clarifying section, the username of the one who first clarified and his

clarification would be exhibited to provide you a quick review.

3.Location(Username)/REJCETED

Only when one B/L had been rejected, the REJETED section would occur. And by

pressing it, you can see the brief reason of REJCET.


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4. Location(Username)/COLLECTED

Until the 3 rd place party confirmed that 3rd place charges had been collected, the below

Collected column would be exhibit. By pressing it, you can see the details.

[Note]：On the condition of that charges have been collected, details of Collected

section would be as the same as that of Request showed.


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2.7 Auto mail of 3rd place payment

2.7.1 Mail office address maintenance table YMHQ has set up a mail maintenance program to maintain relevant relation among office, cargo trade and mail address for person in charge of their division. The maintenance table is organized in hierarchical tree, and there is a hierarchy: for Regional control office –> local office –> cargo trade ( i.e.: NCP-IB or OB / Intra Asia-IB or OB / TP-IB or OB)-> department division -> mail address of person in charge

2.7.2 3rd Place auto mail set:

1. Agent: (1) For pay place agent: Mail to Marketing Dept./ Documentation Dept.

/ Financial Dept (2) For booking agent / POD agent: Mail to Documentation Dept. (Prepaid term)

(3) 2. Notice for prepaid charges will not be sent to POD agent to avoid redundant

e-mail.

(4)If you are PIC but mail address not be added on our list (please refer to attached file), please send to [email protected] for maintaining mail address purpose.


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2.7.3 Email example:

(1) New 3rd place request: B/L I303125473 (prepaid term) Booking agent: HKY POD agent: JPTYO Pay Place agent: SGSIN As 3rd place mail logic, mail will sent to concerned parties as below: (A) For Pay place agent:

TO --SIN-IN-ASIA-IM-Marketing1 –[email protected]

TO—[email protected]

TO –SIN-IN-ASIA-Financial1 –[email protected]

TO –SIN-IN-ASIA-Financial2 –[email protected]

(B) For Booking agent:

CC-HKG-IN-ASIA-EX-DOC1- [email protected]

Auto mail format as below:

2.7.4 The frequency of mail notice

Auto-mail notice will be sent out with single B/L within 15 minutes after doing

each status.

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