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Introduction

The General tab of the AOG shipment editor is where information such as the bill of lading number, sender, recipient, number of packages and the weight of the shipment can be stored and edited. The data entry is very similar to a regular air export direct shipment since an AOG shipment is a direct shipment. In addition pickup and [delivery orders|] can be created. An IATA-AWB can also be created and printed. AOG shipments can also be created as road shipments and this is detailed in the chapter on AOG Road Shipments.

Description

Save

The save option will ensure the entered data is stored. Saving is only possible if all required fields are filled and the corresponding validation icons are not present. If this is not the case then an error message will appear in the corresponding display.

Print

By clicking on the appropriate item in the list under the print command , the required documents can be printed.
Currently the following documents are available:

  • File cover
  • Preadvice
  • Release Note (or Shipment Certificate)
  • Export Certificate
  • Master Labels (waybill labels)

Title Bar

The following information and actions appear in the title bar for a shipment. Blue text indicates that the text has an action link and offers further activities.

  • Type of shipment
    Type of shipment. For an AOG air shipment this is AOG AIR
  • Shipment number
    Assigned by the system after the shipment has been saved for the first time.
  • Service date
    The service date of a shipment is set as follows:
    When present, ETD (Estimated Time of Departure / Expected Time of Departure)
    -otherwise
    If an air waybill has been printed, date of air waybill (AWB) printing.
    -otherwise
    The current date when the shipment is first saved.
    The date will not change unless it is clicked (popup-window) and will update/ revise the actual correct date. (This can be necessary if the shipment number contains the service/ settlement period)
  • Air Waybill number
    Air Waybill number entered or pulled from the pool of Air Waybill numbers.
  • Departure airport - Destination airport
    Departure and destination of the shipment.
  • USI number
    Unique shipment identification number (Unique Shipment Identifier). When the shipment is first saved this identifier is automatically generated by the system and is used for internal purposes.
  • Jobcosting Status
    An indication if income and costs on the shipment have been finalized.
  • Change Mode of Transport
    This action link will convert the shipment to an AOG Road shipment.

When a shipment is changed from air to road, all existing AWB information will be deleted. If an AWB number has been assigned, this will be restored to the airline pool . To prevent accidental changs, a pop-up dialogue appears to confirm changes:

Customer

Generally the customer is the business partner who is responsible for generating the shipment and for the transportation costs. The desired partner may be found with the search field. The drop down menu will open the business partner context menu where amongst other things, a new partner may be created or an existing partner may be edited.

Incoterms

The delivery terms for the shipment

Departure

Airport of departure of the shipment. The IATA-Code and the full name of the airport are displayed. Either of these can be entered to launch an automatic [ full text search|Full Text Search - Field Types - User Interface - General#feldsuche] that will display all matching airports.

Destination

Airport of destination of the shipment. The IATA-Code and the full name of the airport are displayed. Either of these can be entered to launch an automatic full text search that will display all matching airports.

Shipper

Shipper of the shipment. The desired partner may be found with the search field. The drop down menu will open the business partner context menu where amongst other things, a new partner may be created or an existing partner may be edited.

Consignee

Consignee of the shipment. The desired partner may be found with the search field. The drop down menu will open the business partner context menu where amongst other things, a new partner may be created or an existing partner may be edited.

Notify

The party to be Notified when the shipment arrives. Typically, consignment is addressed to the recipient but actually delivered to the Notify.

If a notify has not been entered, the action link Edit will be displayed. Once a Notify is recorded it will display the first line of notify address. Clicking on this action link will open the Notify editor.

Notify Editor

Notify

The notify address can be located by using the search field. The context menu of the Partner field provides options for new partner addresses to be created or existing partners may be edited.

In the master data of the (partner / Role - Airfreight Export), if the partner has the role "Forwarding Customer" applied, this role allows a permanent Notify address for the partner to be saved. This will be used automatically when this partners is used in any shipment where this partner is the recipient (consignee).

Print Notify as Consignee on AWB

Enabling this option in the Notify pop-up will cause the notify address to be printed in the consignee box of the air waybill and the recipient (consignee) address will print in the accounting information box of the air waybill. If the option is disabled, the receiver is print as normal in the consignee box and the Notify address is printed in the accounting information box.

Number

Total number of packages in the consignment

The total number of packages, packaging type, gross weight and volume can be entered at this stage in the appropriate fields starting with the total number of packages. Within the number field, press F3 or select the drop down menu for access to the package editor. The package editor allows much greater detail to be entered about individual packages.

If the package editor has been used to capture details about the packages, then the package fields are disabled and any additions or changes to packages must be made using the package editor. If required, all packages and their details can be removed from the package editor and this will release the package fields in the general shipment entry, allowing package totals to be entered instead of details.

Type (Packing type)

The type of packages used for the cargo. The available packing types are maintained in the master data packing types maintenance program . (If the package editor has been used to enter a variety of packing types, this field is blank.)

Gross weight, volume

Total gross weight and volume of the shipment

Nature of Goods

The description of the goods. It is possible to select from predefined text blocks. If the packages editor has been used to enter multiple descriptions of goods, then these product descriptions will appear in this field as comma separated values)

Chargeable Weight

Total chargeable weight of the shipment.

Import agent

The station that will receive the cargo at the arrival airport. The field search function can be used to locate an alternative agent.

The Import Agents available at the destination will vary according to the following:

  • If no destination has been entered, then all agents are offered for selection
  • If a destination is entered and the master data for that destination has only one agent assigned to it, then that agent will be used as the import agent for the shipment.
  • If a destination has more than one agent assigned by the master data then the field will be blank but it is only possible to select one of the assigned agents.
  • If a destination is assigned where no agent has been assigned in the master data , then it is not possible to select an agent until an agent is assigned in the master data

Security status

The security status of the consignment (of a shipment) according to Regulation (EC) No 300/2008. The following status are currently possible:

  • not secured (NSC)
  • secure for all-cargo and all-mail aircraft only (SCO)
  • secure for passenger, all-cargo and all-mail aircraft (SPX)

Reason for granting the security status

If the security status of the shipment is set as "SCO" or "SPX", then the reason for granting these statuses is required as per Regulation (EC) No 300/2008. The following status are currently possible:

  • AC - Account Consignor
  • HS - Handsearch
  • KC - Known Consignor
  • SC - Simulation Chamber
  • TD - Trace Detection
  • XR - Secured by XRAY

Non-secure items (not secured) do not require a reason security code. The safety data for Business or private shippers can be maintained in the partner master data.

Further information about security is available in the role descriptions RegB UAN and secure shipper.

AWB-Number

Fundamentals of the AWB-Nummer

Airlines use IATA compliant tracking numbers (AWB) numbers. These consist of 11 numbers. The first three numbers are referred to as a prefix, and also indicate the airline. The remaining 8 numbers are the actual bill number where the last number is a check digit which is calculated from the previous figures. The AWB number is usually represented as follows: aaa-nnnnnnnp (a prefix = / n = number / check digit p =) Example: 020-12345675

AWB These numbers must be allocated by the respective airline. There are three ways to enter this one AWB number.


1. Manual Input

  • A single MAWB number assigned by the carrier may be manually input. (This should only be required for airlines that are rarely used.)
    Enter the AWB number in the manner of a normal text box. The number will be automtically be checked to ensure it is valid (correct check digit). The number can be entered with or without a hyphen after the prefix of AWB. For valid AWB numbers the hyphen will automatically be added if not already present and the prefix will be used to determine the airline used in the "Carrier" field.


2. Automatic MAWB number from the pool

  • MAWB numbers can be pulled automatically if they have been stored in a pool of AWB numbers that have been assigned to the airline. (Usually batches of 100 or more AWB numbers are assigned to a carrier).
    To pull from the pool, instead of inserting the whole MAWB number, only the prefix is entered and then exit the field. The result is the system will pull the next available AWB number from the pool of the relevant airline. The two-letter airline code may also be used, example: 020 or LH.


AWB-number pools must be maintained in the master carrier data

  • If an AWB number has been drawn from the pool or entered manually, this number is "reserved" for a period of 30 minutes. During this time, this number may be used in any other program while the shipment remains unsaved. As soon as the shipment is saved, the number is permanently marked as "used" and cannot be used in any other shipment.
  • If a MAWB number is removed from the field, or replaced by another MAWB number, the original number is automatically released and returned to the pool of MAWB numbers (restock). The number can then be reused in another shipment.

Carrier

This field will display the name of the carrier based on the MAWB number selected. This field cannot be edited.

Flights

Enter the flight data for the shipment. Use the drop-down menu or press F3 to access the flight data editor. This allows detailed flight and routing data to be entered.

ETD

Estimated time of departure

References

This section records various types of references and the references themselves. These can then be printed or transmitted electronically to other destinations. More information about the function of the references editor is available here.

New Pickup Order / New Delivery Order

These action links will open the transport order editor where pickup notes or delivery orders may be created.

New delivery to gateway

this action link will allow a transport order to be created in order to haul the goods to the gateway. Clicking the link opens the gateway delivery order application.

Remove order

This option will delete any delivery or pickup note that has already been created. The document highlighted in the pane showing existing delivery/pickup notes will be deleted. It is only possible to delete a pickup note or transport order if it has not been printed and if there are no entries in the costs and revenue section of the shipment.

All transport orders that have been created will be visible in the transport orders window. These may be re-opened by double clicking them. They may then be re-edited and printed again if necessary.

IATA-AWB

Opens the IATA AWB editor to enter information about the freight bill and to print the IATA AWB.

New Customs order

Opens a Customs order editor to create a new customs order

Edit Customs order

Opens the customs order editor to edit an existing customs order highlighted in the pane showing customs orders.

Remove Customs order

Remove an existing customs order highlighted in the list of created customs orders.

Add Customs references

Opens the Add Customs references application. Up to 10 additional customs references may be added.


  • More information on individual customs applications see the chapter on Customs.



Tip

Use the key combination Ctrl + I to see details about the user session including email address and phone number. It is also possible to take over the session from the existing user.