How to Finalize a Shipment in Ocean Export

This guide provides step-by-step instructions to finalize a shipment in the Ocean Export (OE) module. Shipments can be created from a new booking, vessel schedule, or directly from the Ocean Export menu.

Step 1: Create a New Shipment

1. Navigate to the Menu on your left-hand side:
   Go to Ocean Export > New Shipment.
2. Enter Shipment Details:
   • MBL No. (Master Bill of Lading Number): Enter the MBL number. 
   • ETD (Estimated Time of Departure): Enter the ETD (this field is mandatory and marked with a red asterisk).
3. Fill in Additional Information:
   • Vessel: Enter the vessel name.
   • Voyage: Specify the voyage number.
   • Place of Receipt: Enter the location (e.g., USLAX).
   • Place of Receipt ETD: Enter the date (e.g., 2023-03-23).
   • Port of Loading & ETD: Enter the port (e.g., USLGB), and provide the ETD (e.g., 2023-03-24).
   • Port of Discharge & ETA (Estimated Time of Arrival): Enter the port (e.g., COBUN) and ETA (e.g., 2023-04-08).
4. Place of Delivery & Final Destination:
   If applicable, add details for Place of Delivery or Final Destination.
5. Empty Pickup Location and Delivery Info:
   Fill in the Empty Pickup Location and Delivery to/Pier Information.
6. Other shipment Details:
   • Freight: Select COLLECT or PREPAID.
   • Ship Mode: Select LCL for Less than Container Load, for example.
   • SVC Term (Service Term): Specify the service term.
   • OBL (Original Bill of Lading) Type: Scroll to select the appropriate OBL Type.
   • Cut-off Dates: Enter cut-off times for Doc, Port, VGM (Verified Gross Mass), and Rail. These can be updated later as needed.
7. Save the Shipment:
   Click Save to store the shipment details.

Step 2: Add House Bill of Lading (HBL) for Consolidated Shipments

1. Add HBL:
   • Click on + Add HBL at the top right-hand side of the page.
   • A HBL Information tab will appear in yellow.
2. Create Multiple HBLs:
   You can add multiple HBLs, each displayed in a different color for easy identification (e.g., yellow for the first, blue for the second).

Step 3: Fill in HBL Details

1. Enter HBL Number:
   The HBL No. is a mandatory field marked with a red asterisk. By default, the system will generate the HBL number upon saving. To input it manually, uncheck the checkbox.
2. Shipper and Consignee Information:
   • Select the actual shipper and consignee from the Trade Partner list (e.g., DEMO SHIPPER and DEMO CNEE).
3. Add Other Trade Parties (if needed):
   If other parties are involved (e.g., customs broker, trucker), select them from the Trade Partner list.
4. Additional Shipment Info:
   Complete any other required details based on the shipment status.
5. Save the HBL Details:
   Click Save once all required fields are filled.

Step 4: Copy HBL

If you have additional shipments with the same shipper and consignee, you can copy an existing HBL.

1. Go to Tools > Copy HBL
   • Click Copy to generate a new HBL with the same shipper and consignee information.
2. Save the New HBL:
   Click Save to store the new HBL.

Step 5: Add Container and Item Information

1. Navigate to the Container and Item Tab:
   After saving the HBL details, go to the Container and Item tab at the top.
2. Add Container Details under MBL:
   • Click the + button to add a new container.
   • Click +5 to add multiple containers.
   • Select the type and size (TP/SZ) of the container (e.g., 20GP).
3. Assign HBL to Container:
   Use the purple arrow icon to assign each HBL to the corresponding container. Different colors will indicate the HBLs associated with each container.
4. Fill in Package, Weight, and Measurement:
   We recommend entering the package, weight, and measurement information for each HBL and then clicking Copy Data From All HBL to automatically calculate the totals.
5. Fill in HBL Details (Optional):
   If needed, revisit the HBL section to add more details such as PO Number, Container List, Commodity, etc.

Step 6: Finalize Shipment Information

1. Enter Additional HBL Data:
   • For HBL 1, input details including PO Number, Container List, Weight, Measurement, and Commodity (e.g., TOY CAT).
   • For HBL 2, enter similar details (e.g., TOY DOG).
2. Copy PO, Commodity, or Commodity & HTS Info in the Description (Optional):
   You can click Copy PO or Copy Commodity to duplicate information across multiple HBLs.
3. Save the Final Shipment Details:
   Once all data is filled in, click Save to complete the shipment process.

By following these steps, you can successfully finalize a shipment in the Ocean Export module. Ensure that all required fields are filled and that data is saved at each step to avoid any issues.

For a visual guide on utilizing this feature, please refer to the video below:

• Finalize Shipment