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How to Generate Shipping Instructions for Ocean Export

Overview:
This guide explains how to generate Shipping Instructions (also known as Bill of Lading Instructions) for an Ocean Export shipment under the Master Bill of Lading (MBL).

Step 1: Access the Shipping Instructions

  1. In the Ocean Export module, once all shipment data is saved, you can generate Shipping Instructions.
  2. Navigate to the Tools section in the upper right-hand corner of the page.
  3. Click on MBL Print / BL Instruction.

Step 2: Configure Shipping Instructions

  1. A preview page will open in a new window, allowing you to configure the Bill of Lading Instructions.
  2. Data Source:
    • The Data Source is set to Shipment by default.
    • Options for ‘Last Modified’ and ‘Load Empty Fields from Last Modified’ are also available.
  3. Container Rider:
    • If you wish to include a Container Rider (a statement accompanying the Bill of Lading), check the box next to Container Rider.
    • This will display the rider at the bottom of the page.
      (The container rider will appear once the box is checked.)

Step 3: Select the Document Title

  1. There are three document title options:
    • MASTER BILL OF LADING
    • BILL OF LADING MASTER
    • BILL OF LADING INSTRUCTIONS
  2. Choose the appropriate document title for your needs. 
    • If the document title you need is not available in the options, you can also type the desired title directly into the search bar. Once you’ve entered the title, simply select the new title you just typed, and it will be applied to the document.

Step 4: Verify Shipment Information

  1. On the left side of the page, you will see columns for various parties involved in the shipment. These details will automatically populate based on the shipment information entered in the Shipment Basic Tab.
    • Shipper: The entity responsible for the shipment.
    • Consignee: Typically the overseas agent.
    • Notify Party: The entity to be notified when the shipment reaches its destination.
  2. Domestic Routing and Export Instructions:
    • You may enter specific instructions or create a template using the Insert Template function. 
    • To use this Insert Template function, request access from GoFreight to enable it. Once enabled, a blue arrow icon will appear in the column. If you don’t need to use it, simply proceed to Step 6.

Step 5: Create and Apply a Template

  1. To create a template, click on the blue arrow icon.
  2. On the right side, you will see a green pen icon. Click on it to open the Text Template window.
  3. Click Add to create a new template.
  4. Name the template and confirm by clicking the check mark.
  5. Enter the text for the template in the designated text box.
  6. Click Save and then Apply to add the template to the list of available templates and apply to your current document.

Step 6: Shipping and Vessel Information

  1. On the right side of the form, enter the following details:
    • Exporting Carrier: The shipping carrier for the shipment.
    • Vessel: The name of the vessel used for the shipment.
    • Voyage No.: The voyage number for the shipment.
    • Port of Loading: The origin port (e.g., Long Beach).
    • Port of Discharge: The destination port (e.g., Marseille).
  2. Shipment Details:
    • Container number, seal number, and other shipment-specific details will also be displayed here.
    • For example, this may include 2 containers with a total of 658 cartons, 4,888 KGS, and 45 CBM (cubic meters).
  3. Show Container Information:
    • If you want to display container information, check the box next to Show Container Information.

Step 7: Select Master Bill of Lading Type

  1. On the right side of the page, there is a column to select the type of Master Bill of Lading:
    • Original
    • Non-Negotiable
    • Draft
    • Copy
    • Telex Release
    • Surrender
  2. Select the appropriate Bill of Lading type, such as Telex Release.

Step 8: Download, Print, or Email the Shipping Instructions

  1. Once you have selected the Bill of Lading type, you can choose to:
    • Download PDF: Download the document as a PDF file.
    • Print: Print the document.
    • Email: Send the document via email.
    • Word: If you require the functionality to save as a Word document, you may request access from the GoFreight support team.
  2. The document will also be automatically saved in the Doc Center.
  3. The selected Master Bill of Lading type will be displayed in red and larger font sizes on the Shipping Instructions.

By following these steps, you will be able to generate Shipping Instructions for your Ocean Export shipment and configure the necessary details. You can then download, print, or email the completed document as needed.

For a visual guide on using this feature, please refer to the following video: