User Guide: Shipping Instruction Form

The Shipping Instruction resembles a Bill of Lading.

Depending on which functionality you have chosen to open a Shipping Instruction form you can either create a new Shipping Instruction for your booking or update an existing one. You can also use the form to send another part load or splitt B/L instruction.

How to fill in the form, to extend it dynamically and to send it to Hapag-Lloyd you can find at the link list right-hand at this page.

Note: For opening, viewing and processing the PDF-form  you need the Adobe Reader, at least version 7.0.9.

Topic: Pre-filled data by Hapag-Lloyd

Hapag-Lloyd pre-fills the document with the data from your booking:

  • Shipment No (Booking No)
  • Vessel(s) and Voyage(s)
  • Ports of loading and discharge
  • Places of acceptance and delivery
  • Movement Type
  • Number of booked Containers
  • Container Numbers (if already defined)
  • Container Seals (if already defined)
  • B/L Numbers (if already defined)
  • Housebill Numbers (if already defined)

Topic: Highlight editable fields

The form contains several editable fields. At the upper right hand corner of the Adoby Reader you find two checkboxes to highlight those fields.

Checkbox: Highlight Fields

TO see which sections can be edited in the form, mark this checkbox.

Checkbox: Highlight required Fields

To see all mandatory fields mark this chechbox.

Topic: Choose B/L type

Choose to 'Create a New B/L Instruction' or 'Change a previously sent B/L Instruction'

You need to indicate whether Hapag-Lloyd should use your Shipping Instruction to create a new B/L or if you want to submit changes to a previously sent Shipping Instruction. Please choose the appropriate from the dropdown field on the first page.

Especially if you need to send changes, please make sure that 'Change Previously sent B/L Instruction' is selected, since otherwise a new B/L would be automatically created.

Choose to 'Make Another Part Load / Split B/L Instruction'

If you need more than one B/L for one Shipment Number (i.e. booking), please choose 'Make Another Part Load / Split B/L Instruction'. This will automatically create a new B/L for each Shipping Instruction you send.

Topic: Edit remaining data fields

Entering your data

You can directly enter data into the editable fields or you can use copy and paste (CTRL+C / CTRL+V) to import data from other sources.

Flag: To Order

If the Consignee is not yet defined, you can use the 'To Order' Flag and edit the corresponding clause (e.g. 'To Order of Shipper').

Fields: Customer references

For best practice it is recommended to include your specific customer references either under 'Shipper’s Reference' or 'Consignee’s Reference'. Please note that if you include a 'Reference', you also need to provide the corresponding 'Address'.

Selection field: B/L number

Pre-allocated B/L numbers are shown in B/L Number field. Please select the relevant B/L number, if you need to update the B/L.

Field: 5-part-tariff charges

5-part-tariff charges have to be defined as prepayed or collect. This can either be done individually or altogether by selecting 'All Prepaid' / ' All Collect'. Origin Haulage Charges and Destination Haulage Charges can only be set for Door moves.

Fields: Place of Receipt and Place of Delivery

Please note that you will receive a warning if you enter data into Place of Receipt and Place of Delivery and if no such places have been defined in the booking. In case these fields are required for a Letter of Credit, you can ignore this warning.

Fields for: Container and Cargo related data

The form contains as many containers as shown in the booking (and possibly also container numbers) as well as one cargo per container. It can be dynamically extended to hold more or less containers/cargos.

Fields for: 24-hour-rule data (AMS/ACI)

If the Port of Discharge of your shipment is in a country with a valid so called '24 hour security rule' (e. g. AMS and ACI) it is required to submit True Shipper and Ultimate Consignee, Port of Discharge and destination information to the customs and homeland security departments in the country of ultimate destination.

If you are registered as a self-filer with the customs authorities, you should tick the 'AMS/ACI self filer' box and enter the customs code for the filing.

If you want Hapag-Lloyd to provide customs information to US / Canada customs, please include true shipper and ultimate consignee details. Therefore you need to extend the form about the 24-hour-rule data.

Topic: Extend the document dynamically

The document contains all the fields that are typically needed to provide all information for a Shipping Instruction. Where you need more space for your information the document can be dynamically extended:

Notify Address

Enter the Notify Address in the appropriate field. If you need to provide more Notify Addresses, simply click on the “Add more” button next to the Notify Address field. 

Remarks

Enter the Remarks in the appropriate field. If you need more lines for additional remarks you can click on the “Add more” button next to the Remarks field.

 

When clicking on either “Add more” button, an additional page will be inserted into the document. This page contains fields for 2nd and 3rd notify and additional remarks.

If you don’t need this second page, simply click on the “Remove this page” button.

Note: Any data you may have entered on this page will be lost when removing it.

Topic: Extend the fields for container and cargo

The fields for container and cargo information can be dynamically extended. You can copy, add and remove containers and cargos.

Note: When removing cargos and / or containers any data you may have entered on this page will then be lost. In addition a Shipping Instruction must contain at least one container and one cargo. Therefore the last container / cargo cannot be removed.

In addition, you can edit the Housebill information. Click the respective button to extend the form with fields for true shipper and ultimate consignee..

Topic: Extend the document for 24-hour-rule data (AMS/ACI)

Button: Edit (Housebill)

At the right-hand side of each 'Container and Cargo' section you can find the button 'edit'. Click this button to extend the form with the 24-hour-rules data.

Selection field: House B/L No

You can enter the House B/L number into this field. Hapag-Lloyd may have pre-allocated Housebill Numbers for 24 hour rules “True Shipper & Ultimate Consignee”. If there are no Housebill Nos. in the system yet, the default value is “create new”. This will result in Hapag-Lloyd to create a new Housebill Number.

Fields: True Shipper and Ultimate Consignee

Fill in the true shipper and ultimate consignee into the respective fields. You can add and remove more sections for the Housebill information.

Button: Copy Master B/L

Copies the respective information from the Master B/L.

Field: Cargoes Availabe

Within this field you find the cargoes of your booking that needs to be linked to a Shipper /Consignee Combination.

Field: Cargoes Linked to this Shipper/Consignee Combination

Within this field you find the cargoes that are linked to the respective Shipper /Consignee Combination.

Buttons for Linking Cargo

To link a cargo to the respective Shipper /Consignee combination select one entry from the 'Cargoes Available' field and use the button with the button with the '>' icon (single arrow pointing to right direction). 
To link all listed cargo to the respective Shipper /Consignee combination use the button with the '>>' icon (double arrow pointing to right direction).

Buttons for Unlinking Cargo

To unlink one cargo from the respective Shipper /Consignee combination select one cargo at the 'Cargoes linked to this Shipper /Consignee Combination' field and use the button with the '<' icon (single arrow pointing in left direction).
To unlink all cargo from the respective Shipper /Consignee combination use the button with the '<<' icon (double arrow pointing in left direction).

Note: For a customs application it is necessary that for each cargo a true shipper and ultimate consignee is defined.
Therefore please make sure to link each cargo to a Shipper /Consignee combination.

Button: Add

Via this button you can add as many 'True Shipper and Ultimate Consignee' sections as you need for your Shipping Instruction.

Button: Remove

Via this button you can remove an unnecessary 'True Shipper and Ultimate Consignee' section.

Topic: Format of data

The format of the entered data will be checked automatically.

Where a specific format is expected, the document will automatically check your input to ensure maximum data quality.

Fields expecting a specific format are for instance B/L number, Container numbers, and Units.

Container numbers are expected to comply with the ISO standard (i.e. 4 characters, 2 blanks, 7 digits: ‘ABCD  1234567’)

If you enter a valid container number that is just formatted differently (e.g. no spaces between prefix and number) it will be automatically re-formatted to match the ISO norm.  

If your container number does not really match the ISO norm, you will be prompted.

Topic: Create / Use drafts

If you started filling in your Shipping Instruction and need to interrupt your work, you can save the unfinished form as draft.

Simply press the button 'Save as Draft' in the upper right corner of the PDF-form.

A dialog box will then prompt you to save the draft online or locally.

Dialog box - Button: Save online

With this option you will save your draft at the Shipping Instructions Details screen at the Hapag-Lloyd website. Here you have the possibility to easily manage and process your drafts. See also section 'Shipping Instruction Details / Table information' at this User Guide.

Dialog box - Button: Save locally

With this option you will save your draft locally on your own PC. To process it you need to open it from here.

Topic: Create / Use your own template

You can create your own templates for Shipping Instructions. These templates can be used to save manual input for your repeating business.

Create a template

Fill into the form the data you would like to save within your template or open an already sent Shipping Instruction to use its data for the template. To save the form as template, click on the 'Save as Template' button on the first page of the form.

In the following dialog box choose whether you want to save that template at the online Template List or in your local file system. Saving on the online Template list allows you to manage your templates easily within the Hapag-Lloyd website. 

For saving of the templates offline find or create an appropriate folder to save your Hapag-Lloyd PDF Shipping Instructions template on your local file system. The file will be saved as a XML-file.

Import data from templates

To import data from a previously saved template, click on the 'Import Template' button on the first page. Depending on how your desired template has been saved you can choose the appropriate file from the online Template List or from your local file system (It must be a XML-file.).

Note:  Data already entered into the current Shipping Instruction will never be overwritten, i.e. only empty fields will be filled from the template.

Any container and cargo information from the template will be amended to the end of the document. This allows you to mix data by consecutively importing from more than one template.

Container numbers are never imported from templates as they would not be relevant to new shipments. If the pre-filled document comes with any container numbers you can simply copy them to the container number field of the imported data. Then just remove the pre-filled container item.


Topic: Send the form to Hapag-Lloyd

Before sending your Shipping Instruction to Hapag-Lloyd, please make sure all mandatory information is provided. In Adobe Reader 7 you can highlight the required fields in the form by clicking on “Highlight required fields”.  In Adobe Reader 8 the mandatory fields are automatically highlighted together with the editable fields.

If you try to send the PDF without all required information an error message will appear.

Button: Send Form

To submit the PDF Shipping Instruction to Hapag-Lloyd simply click on “Send Form” on the first page.

A dialog box will ask you to choose from 2 possibilities for sending the form, via e-mail or online.

Dialog box - Button: Submit Online

It will submit your form online to Hapag-Lloyd. If your websession with the Hapag-Lloyd website has been expired or has not been established (because you are sending a form directly out of your local file system) you will be requested to enter your credentials for the Hapag-Lloyd website to authenticate. Submitting the form online is the preferred option because you can redownload and review your submitted forms later again.

Dialog box - Button: Send Email

Use this button to submit your form via email, e.g. if you do not want to submit it online or if you temporarily do not have web access. A new email in your standard email client will be created. The receiving address at Hapag-Lloyd is already filled. You can send the email as it is.

Dialog box - Button: Continue

After submitting your PDF Shipping Instruction you may continue to work with the form, e.g. to save or send another partload B/L, by pressing this button at the next dialog box.

Dialog box - Button: OK

To get back to the Hapag-Lloyd Online Business after submitting your PDF Shipping Instruction use this button.

Service: Shipping Instruction Form

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