Receiving a Pre-Alert in Ocean Import
Overview
When your team receives a pre-alert from the shipper or overseas agent, the Operations (OP) team should promptly begin entering shipment information into the system. This guide outlines the process for effectively handling pre-alerts and entering shipment details.
Steps to Process a Pre-Alert
1. Upload Documents to the Doc Center
Before entering shipment details, upload all necessary documents for customs clearance, including:
- Commercial Invoice
- Packing List
- Bill of Lading (if available)
- Any other relevant documentation
To upload documents:
- Navigate to the Doc Center.
- Select the appropriate files from your device or drag and drop them into the dashed box.
- Ensure all documents are properly categorized and saved.
2. Enter Shipment Information
Once the documents are uploaded, proceed to enter the shipment details:
Required Information:
- Estimated Time of Arrival (ETA)
- Port of Discharge (POD)
- Overseas Agent
- Carrier
- Shipper
- Vessel Name
- Other shipment-related details
Notes on Port Entry:
- Our system utilizes UN/LOCODE data.
- Enter a keyword or port UN/LOCODE code (e.g., USLAX for Los Angeles), and the system will display the matching port.
3. Handling Direct Master Shipments
If the shipment is classified as a Direct Master, follow these steps:
- Click the Direct Master checkbox in the MBL (Master Bill of Lading) entry section.
- Fill in the relevant information for the direct shipment.
4. Save the Shipment Entry
Once all necessary details have been entered:
- Review the shipment details for accuracy.
- Click Save.
- The shipment is now successfully created and recorded in the system.
Summary
By following these steps, you can efficiently process pre-alerts, ensure documents are properly uploaded, and accurately record shipment details. This streamlined workflow enhances operational efficiency and minimizes errors in shipment processing.
For a visual guide on using this feature, please refer to the video below: