inttra desktop so...if you use outlook express, smtp information can be found under the servers tab...

User Guide - Desktop SO (EN) (RevC).doc Copyright © 2019 E2OpeTh, LLC. All rights reserved. CONFIDENTIAL.

.

INTTRA Desktop SO “Bringing the Internet to your Desktop”

Reference Guide

Last update December 2019

User Guide - Desktop SO (EN) (RevC).doc Copyright © 2019 E2OpeTh, LLC. All rights reserved. CONFIDENTIAL.

.

TABLE OF CONTENTS

SETUP & CONFIGURATION .............................................................................................................................. 3 Installation ....................................................................................................................................................... 3 Initial Application Launch ................................................................................................................................ 3 Sending Options .............................................................................................................................................. 4

Send Automatically....................................................................................................................................... 4 Use my email ....................................................................................................................................................... 5 I’ll send them myself ..................................................................................................................................... 6

Re-Importing Product Key ............................................................................................................................... 7

THE INTTRA DESKTOP SO MAIN SCREEN ..................................................................................................... 8 CREATING A SHIPPING ORDER ................................................................................................................ 10

1. Header Section ....................................................................................................................................... 12 3. Export References Section..................................................................................................................... 15 4. Routing Section ...................................................................................................................................... 17 5. Container Section ................................................................................................................................... 20 6. Cargo Section ........................................................................................................................................ 22 7. Shipment Charges & Terms Section ...................................................................................................... 24 8. B/L Documentation Section .................................................................................................................... 25 9. Partner Notification Section.................................................................................................................... 26

Creating Sub SO From Master SO ............................................................................................................. 27 TPF Printing ................................................................................................................................................. 28

CREATING A SHIPPING INSTRUCTION ......................................................................................................... 30 1. Header Section....................................................................................................................................... 32 2. Parties Section ....................................................................................................................................... 33 3. Export References Section..................................................................................................................... 35 4. Routing Section ...................................................................................................................................... 37 5. Container Section ................................................................................................................................... 39 6. Cargo Section ........................................................................................................................................ 42 7. Shipment Charges & Terms Section ...................................................................................................... 44 8. B/L Documentation Section .................................................................................................................... 45

Amending an SI ........................................................................................................................................... 46 Creating SI from SO .................................................................................................................................... 46

INTTRA’S DESKTOP SO COMMON FEATURES ............................................................................................ 47 Submitting Completed SOs and SIs to INTTRA ......................................................................................... 47 Sending Completed SOs and SIs from INTTRA’s Desktop SO Main Page ............................................... 47 Reusing ...................................................................................................................................................... 48

MANAGING YOUR SHIPPING ORDER AND SHIPPING INSTRUCTIONS .................................................... 49 Customizing the Columns .......................................................................................................................... 50 Searching the Queue ................................................................................................................................. 51 Filtering the Queue ..................................................................................................................................... 52

APPENDIX A – PERSONALIZING THE INTTRA DESKTOP SO APPLICATION ........................................... 53 Address Book ............................................................................................................................................. 53 Favorites ..................................................................................................................................................... 55 Log .............................................................................................................................................................. 57 Preferences ................................................................................................................................................ 58

APPENDIX B – TROUBLESHOOTING / TECHNICAL HELP .......................................................................... 60 Send Automatically (Web Services) ........................................................................................................... 60 Use my email: Default Email Program ........................................................................................................ 62 Use my email: SMTP (Simple Mail Transfer Protocol) ............................................................................... 63 I’ll send it myself ......................................................................................................................................... 64

APPENDIX C – INTTRA DESKTOP SO MINIMUM SYSTEM REQUIREMENTS ............................................ 66

User Guide - Desktop SO (EN) (RevC).doc

Proprietary and Confidential Copyright © 2007 INTTRA, Inc. of 66

INTTRA’s Desktop SO application is designed to help customers send their Shipping Orders (SO) to registered INTTRA Carriers and Shipping Instructions (SI) to both non-registered and registered INTTRA Carrier. Desktop SO’s user interface allows users to add all SO or SI information on a single screen formatted to resemble a bill of lading. This document will provide a quick overview of the Desktop registration and setup/configuration process, as well as step-by-step instructions on how to create and submit Shipping Orders and Shipping Instructions to INTTRA.

SETUP & CONFIGURATION

Installation

1. Insert the Installation CD into your CD-ROM drive

2. The installer will auto-launch if your system is set up for auto-launch. If the installation does not auto-launch, click Start and then click Run. Type D:\setup (or E:\setup) and press OK

3. Follow the on-screen instructions to complete your installation

Initial Application Launch

Launching the application for the first time will bring up the Registration Screen

You can launch the application

by clicking on the Desktop SO

shortcut on your Desktop

OR

You can launch it from the Start menu -

All Programs>INTTRA, INC>Desktop Shipping

Orders>Desktop SO

Registration Screen



Click on the Import Product Key button and select the Product Key that you should have received as an attachment named “INTTRA_Product_Key.ikf” in an email from INTTRA Customer Service ([email protected]).

Once the import is completed, the Company ID, Name and Address fields will be automatically populated from the Product Key. Enter the contact information (Contact Name, Phone, Fax and Email) and click the Next Button. This will bring you to the Sending Screen.

Sending Screen

Shipping Orders and Shipping Instructions can be sent to INTTRA via web services or by Email. Enter your INTTRA User ID and Password and select your sending option by which you plan to send transactions to INTTRA.

Sending Options

Send Automatically

If you can browse the Internet from your PC, you should be able to use this option. INTTRA Desktop SO will connect to INTTRA.com and securely send your completed Shipping Order and Shipping Instruction using web services.

Select the Send Automatically radio button and click on the Test Connection Button. A results screen will display the test outcome. If the test completed successfully, you can use this option. If it failed, select another connection option from those described below, or contact your IT department for assistance.

mailto:[email protected]



A passed Test Connection result

A failed Test Connection result

Use my email

If you have access to email but cannot browse the Internet, or if you have a very slow Internet connection, you may choose to use this option and send your Shipping Orders and Shipping Instructions via email.

Default email program - INTTRA Desktop supports a number of email programs, including Outlook, Outlook Express, Eudora, and Lotus Notes.

Use my email



Use my outbound email (SMTP) server- If you wish to connect directly to an SMTP server, the information you need is usually available from the following fields:

❖ Server: This is the name of your corporate mail server or your Internet service provider’s SMTP server.

❖ Account Name: Your email account name is only required if your SMTP server requires this information to send outgoing emails. In most cases, this information is not required.

If you use Outlook Express, SMTP information can be found under the servers tab

I’ll send them myself

This option saves the completed Shipping Order and Shipping Instruction on your computer. Once you have selected a folder using the Browse button, all completed documents will be moved to that location. Copy these files into a new email and send them to [email protected].

After you select your Sending Option, click Finish on the Sending Screen. This will launch the main screen of Desktop SO.




Re-Importing Product Key

There are two ways of re-importing a new product key.

• From the Registration Screen – Click on the Import Product Key Button on the Registration Screen (Setup>Registration & Sending) and select the new Product Key. Company ID, name and address will be automatically populated from the new Product key.

• Double-Clicking Product Key - The application will prompt the user to confirm that the file should be re-imported with the following message –

Are you sure you want to re-import the Product Key?

If the user agrees to re-import the key, the user will be directed to the ‘Registration’ screen on the Desktop client and the company ID, name and address will be automatically populated from the new Product key

If the user declines to re-import, the application will simply open the Desktop SO application.



GETTING STARTED

The INTTRA Desktop SO Main Screen

Once the initial registration process has completed, the application will show the INTTRA Desktop SO Main Screen.

The main SO Screen

In this window in the standard toolbar you get specific buttons for creating a new Shipping Order or Shipping Instruction. If you have already created a document then buttons to delete, send and reuse gets activated. There are five tabs on the left pane.

• Shipping Orders – This is where your SOs are saved

• Shipping Instructions – This is where your SIs are saved

• Address Book – This is where you can store contact details of different companies as well as Carriers

• Favorites – This is where you can add your favorite locations or setup your most used Container Type, Package Type or Currency Type

• Log – This is where you will be able to view transmission status and validation errors of transactions sent to INTTRA via web services or e-mail.



SO and SI transactions can exist in any one of the four document states:

1. Drafts – Documents in ‘Draft’ state are transactions that are in incomplete state and have not yet been validated by the application

2. Templates – A ‘Template’ is a re-usable Draft that can be used to create several SO and SI transactions.

3. Submitted – All SO and SI transactions sent to INTTRA are saved in this state

4. Archived – All submitted transactions can be archived



CREATING A SHIPPING ORDER

Shipping Orders can be created in four ways:

1. From a blank SO draft form

2. From a previously saved SO template

3. By reusing a saved or submitted or archived SO

4. One or more Sub SOs can be created from a Master SO

To begin creating a new SO, click on the New button on the home screen toolbar then select SO or select File>New>SO from the menu.

Create a new SO Create a new SO

The new window with the title “Shipping Order” is displayed. All fields marked with an * are mandatory.



The SO Screen

The main Shipping Order Screen is divided into nine areas

1. Header Section

2. Parties Section

3. Export References Section

4. Routing Section

5. Container Section

6. Cargo Section

7. Shipment Charges & Terms Section

8. B/L Documentation Section

9. Partner Notification Section



1. Header Section

The first section contains the Document Name, Carrier, Carrier Booking Number and Shipper’s Reference Number.

Document Name – Document Name is the only mandatory field which must be entered in order to save a document. All the remaining mandatory fields must be entered in order to send a Shipping Order.

Document Name

Carrier – Clicking on the Carrier drop-down menu will display a list of carriers that are currently partnered with your company

Carrier Booking Number – Carrier Booking Number is a mandatory field. Multiple carrier booking numbers can be entered by separating them with a comma.

Shipper’s Reference Number – This field is optional and is used to enter shipper’s references. Multiple references can be entered by separating them with a comma. When Shipment Type is “Less than full loads”, this field becomes mandatory.

Carrier Section



2. Parties Section

The Parties section contains the Shipper, Consignee, Notify Party, Forwarder, Notify Party 1, Notify Party 2, Exporter and Goods Owner.

Shipper, Consignee and Notify Party are the Mandatory Field and are always displayed.

Parties Section

More Parties

If you want to add additional parties, then you can do so by Clicking on the Symbol and selecting which additional party information you want to send in your Shipping Order.



Shipper – You can enter the Shipper information by manually entering the details or you

can populate it from the Address Book by clicking on the icon next to the text boxes. Clicking on the icon opens up multi-record Address Book. You can select any of the company and click on OK button.

Shipper Details Address Book

Contact Details

In the same way you can enter the details for other Parties also.

You can enter the Additional Details like Contact Name, Phone, Fax and Email Address by clicking on the “Add More Details” link underneath Shipper Address Textbox.




In the export reference section you can enter various references that you need to sent in your Shipping Order Transaction. References available in this section are as follows:

• B/L Reference Number

• Forwarder’s Reference Number

• Contract Reference Number

• Purchase Order Number

• Exporter’s Reference Number

• Consignee Order Number

• Invoice Reference

• Letter of Credit Reference

• Transaction Reference Number (ITN)

• Customs House Broker Reference

• Federal Maritime Commision (FMC) Number

By default only the B/L Reference Number and Forwarder’s Reference Number are displayed.

Export References

More Peferences

If you want to add additional references, then you can do so by Clicking on the Symbol and selecting which additional references you want to send in your Shipping Order.



B/L Reference Number – You can enter B/L Reference Number in this field. Multiple B/L Reference numbers can be entered by separating them with a comma. Reference numbers’ minimum length should be at least 2 characters.

In the same way you can enter other references also.

If Letter of Credit Reference is selected, then Expiry Date and Issue Date fields are shown. Issue Date and Expiry date should be within 5 years from Current Date



4. Routing Section

In this section the user can enter the following Routing Information details

• Vessel

• Voyage

• Lloyds Vessel Code

• Move Type

• Shipment Type

• Origin

• Port of Load

• Port of Discharge

• Destination

• Routing Instructions

Routing Section

Vessel and Voyage – These fields identify the primary vessel and voyage for a shipment

Lloyds Vessel Code – Lloyd’s Vessel Code is an Optional field and you can enter it if you have any.



Move Type – Select the Move Type from the drop-down list. The mandatory Move Type drop-down menu indicates whether the shipment is a move from

1) Port, Ramp or CY to Port, Ramp or CY

2) Door to Port, Ramp or CY

3) Port, Ramp or CY to Door

4) Door to Door.

Selecting any move type other than “Port, Ramp or CY to Port, Ramp or CY” will display “Add Ship From / To” Link below the Move Type drop-down field.

If you select “Door to Port, Ramp or CY” then Ship From Company Name, Address, Contact Name and atleast one communication detail (Phone, Fax or Email) is mandatory.

If you select “Port, Ramp or CY to Door” then Ship To Company Name, Address, Contact Name and and atleast one communication detail (Phone, Fax or Email) is mandatory.

If you select “Door to Door” then both Ship From and Ship To Company Name, Address, Contact Name and and atleast one communication detail (Phone, Fax or Email) is mandatory.

Ship From/To

Shipment Type – Select the “Shipment Type” from the drop-down menu. Shipment Type can be ‘Full Loads’ or ‘Less than full loads’

Routing Instructions – Enter your routing instructions in this field.

Locations – INTTRA’s Desktop SO allows users to quickly search for and select the Origin (Place of Carrier Receipt), Port of Load, Port of Discharge and Destination (Place of Carrier Delivery). Each of these locations corresponds to a coded, standardized location. These fields use the “find-as-you-type” functionality, so users can search the location by typing in the first few characters of city name or by entering the UNLOCODE (Example “CNSHA” to search for Shanghai) or by entering the entire city name itself (Example HONG KONG to search for HONG KONG). Also if you have saved any locations in your favorites, they will appear in the drop-down menu.



For more information about creating Favorites, go to APPENDIX A Personalizing the INTTRA Desktop SO Application.

Locations

Print as – The Print as fields will be automatically populated once a location is selected. Users can change the way they would like to see the location in the SO by simply overwriting the existing text in the Print as texbox.

Sail Date– Select the “Sail Date” by clicking on the drop-down Menu and selecting a date from the calendar.




In “Container Information” section users can enter the following details:

• Number of containers

• Container Type

• Whether it is a Shipper-Owned or Carrier-Owned Container

• Reefer details

• Container Comments if any

Container Section

Add Container – In Container section by default only one Container row is shown, but you can add a maximum of 300 container rows, 10 at a time, if you want using the “Add Container” field. Select the Number of containers in the “Add Container” field and click on “Add”. This feature is used to add multiple containers of different container Types.

Qty and Container Type – Select a container type from the drop-down list and enter a quantity for each container type.

Shipper Owned Container – If the container is owned by the shipper then click on the “Shipper-Owned Container” checkbox. If this is unchecked, the container is owned by the carrier.



Reefer Temperature – If you select a Reefer container type then you have to add “Reefer Temperature” if it is an Active Reefer. Check the “Non-active Reefer” if the cooling function is not a requirement for your cargo.

More Details

If you want to add additional details like Air Flow, Temperature Control Instructions or Container Comments, then you can do so by Clicking on the “Add More Details” Link



6. Cargo Section

In “Cargo Information” section users can enter the following details:

• Package Count

• Package Type

• Gross Weight

• Gross Volume

• Marks and Numbers

• Cargo Description

• Schedule B Number

• Harmonized Code

• TLI/SCN

• Hazmat Details

Cargo Section

Add Cargo – In Cargo section by default only one Cargo row is shown, but you can add a maximum of 300 cargo rows, 10 at a time, if you want using the “Add Cargo” field. Select the Number of cargos in the “Add Cargo” field and click on “Add”. This feature is used to add multiple cargos of different Package Types.

Package Count and Package Type – Select a package type from the drop-down list and enter the package count for each package type.

Print as – The Print as fields will be automatically populated once a Package Type is selected. Users can change the way they would like to see the Package Type in the SO by simply overwriting the existing text in the Print as texbox.



Gross Weight and Gross Volume – Enter the estimated gross weight and volume of the cargo and select the unit of measurement.

Marks and Numbers – Shipping Information such as address labels, identifying numbers, box specifications, caution or directional warnings that are placed on outer surface of packages should be entered in this field.

Cargo Description – Type a short description of the cargo

Hazmat Details – If the container contains hazardous materials then you have to “Add Hazmat Details”. To add hazmat details click on the link “Add Hazmat Details” at the bottom of Cargo Section. Enter the required details and click on “Save”.

Hazmat Details

Total Number of Containers/Packages: This information is used only for Ten-Ply Form (TPF) Printing and is not send to the Carrier.

Total Number of Container/Packages




In this section you can enter shipment charges and corresponding Freight Terms that apply to your shipping order

Shipment Charges and Terms Section

All Charges – If all the charges are applicable then select the radio button for “All Charges”, and select the type of payment options from the drop-down list.

Individual Charges – If all the charges do not apply then select “Individual Charges” radio button, check all the charges that apply, then from the drop-down list select the payment options. Ocean Freight is required when Individual Charges is selected.

Ocean Freight is Payable at – In this field specify the place at which “Ocean Freight is Payable at”. If you select the first Radio button then you can select it from the drop-down list of pre-defined location types (Origin, Destination, Elsewhere). If you select the second radio button then you can specify the location type in the textbox provided.




In “B/L Documentation” section users can enter the following details:

• B/L Type

• B/L Comments

• B/L Place of Issue

• Number of Original B/Ls

B/L Documentation Section

B/L Type – Select the B/L Type “Original Non-Negotiable” or “Seaway/Express”, according to your selection. Enter the Freighted (rated) and Unfreighted (unrated) information in the field provided.

BL Comments – Enter your B/L Comments in this field

B/L Place of Issue – This field corresponds to a coded, standardized location. It uses the “find-as-you-type” functionality, so users can search the location by typing in the first few characters of city name or by entering the UN Code (Example “CNSHA” to search for Shanghai) or by entering the entire city name itself (example HONG KONG to search for HONG KONG). Also if you have saved any locations in your favorites, they will appear in the drop-down menu.

Print as – The Print as field will be automatically populated once a location is selected. Users can change the way they would like to see the location in the SO by simply overwriting the existing text in the Print as texbox.

Number of Original B/Ls in words – Enter the number of Bill of Ladings in words. This information is used only for Ten-Ply Form (TPF) Printing and is not send to the Carrier.



9. Partner Notification Section

You can enter up to 6 Email Addresses separated by commas. Emails entered here will receive notifications from INTTRA when SO is submitted and confirmed/declined by carrier.

Partner Notification Section



Creating Sub SO From Master SO

One or more sub SOs can be created from an existing master SO in ‘Submitted’ or ‘Archived’ document state. Users will be able to indicate the number of sub SOs to be created from the originating SO. System will copy all information from the originating SO to the sub(s) while clearing all reference numbers. The sub’s Shipper Reference Number will be populated with the originating SO’s carrier booking number. The Shipment Type of the Sub SO will always be “Less than full loads”.

A Sub SO can be created by using one of the following methods:

1. From the main SO Screen: Open a Master SO.

There are 2 ways of creating a sub SO from the main SO Screen.

➢ From Toolbar: In the SO toolbar specify the number of sub SO to be created and click on Sub SO button.

SUB SO Option on SO Toolbar

➢ From the Menu: Click Action > Create Sub SO > Single or Multiple. Clicking on multiple will open up the ‘Create Multiple Subs’ pop-up window where you can specify the number of sub SOs to be created.

From Menu

2. From SO Queue: Select Master SO from the SO queue and click the Create >Sub SO

Button on the Toolbar or right click and select Create Sub SO. This will create a single Sub SO. You can create multiple sub SOs from the Menu by clicking on Action > Create Sub SO > Multiple.



TPF Printing

TPF printing for Shipping Orders will only be available when the document’s status is “Submitted” or “Archived”. Clicking on Print TPF will launch an Adobe Acrobat session displaying the TPF in print preview mode. TPF printing can be done using one of the following options:

• From Desktop Queue: Select the transaction and click File > Print TPF from the menu.

• From main SO Screen: Open the transaction and click on Print TPF button on the Toolbar or File > Print TPF from the menu



TPF Format



CREATING A SHIPPING INSTRUCTION

Shipping Instruction can be created in four ways:

1. From a blank SI draft form

2. From a previously saved SI template

3. From a submitted or archived SO

4. By reusing a saved or submitted or archived SI

To begin creating a new SI, click on the New button on the home screen toolbar then select SI or select File>New>SI from the menu.

Create a new SI Create a new SI



The new window with the title “Shipping Instruction” is displayed. All fields marked with an

* are mandatory.

The SI Screen

The main Shipping Instruction Screen is divided into eight areas

1. Header Section

2. Parties Section


4. Routing Section


6. Cargo Section





1. Header Section

The first section contains the Document Name, Carrier and Carrier Booking Number.

Document Name – It is the only mandatory field which must be entered in order to save a document. All the remaining mandatory fields must be entered in order to send a Shipping Instruction.

Document Name

Carrier – Clicking on the Carrier drop-down menu will display a list of carriers that are currently partnered with your company

Carrier Booking Number – Carrier Booking Number is a mandatory field. Multiple carrier booking numbers can be entered by separating them with a comma.

Carrier Section Carrier Section



2. Parties Section

The Parties section contains the Shipper, Consignee, Notify Party, Forwarder, Notify Party 1, Notify Party 2, Exporter and Goods Owner.

Shipper, Consignee and Notify Party are the Mandatory Field and along with Forwarder and Notify Party 1 are always displayed.

Parties Section

More Parties

Shipper – You can enter the Shipper information by manually entering the details or you can

populate it from the Address Book by clicking on the icon next to the text boxes. Clicking on the icon opens up multi-record Address Book. You can select any of the company and click on OK button.

Shipper Details

Address Book

If you want to add additional parties, then you can do so by Clicking on the Symbol and selecting which additional party information you want to send in your Shipping Instruction.



Contact Details

In the same way you can enter the details for other Parties also.

You can enter the Additional Details like Contact Name, Phone, Fax and Email Address by clicking on the “Add More Details” link underneath Shipper Address Textbox.




In the export reference section you can enter various references that you need to send in your Shipping Instruction Transaction. References available in this section are as follows:

• B/L Reference Number

• Forwarder’s Reference Number

• Contract Reference Number


• Shipper’s Reference Number

• Exporter’s Reference Number

• Consignee Order Number

• Invoice Reference

• Transaction Reference Number (ITN)

• Customs House Broker Reference

• Federal Maritime Commission (FMC) Number

• Letter of Credit Reference

• Exporter’s License Number

By default B/L Reference, Forwarder’s Reference Number, Contract Reference Number and Purchase Order Number are displayed.

Export References



More References

B/L Reference Number - You can enter B/L Reference Number in this field. Multiple B/L Reference numbers can be entered by separating them with a comma. Reference numbers’ minimum length should be at least 2 characters.

In the same way you can enter other references also.

If you want to add additional references, then you can do so by Clicking on the Symbol and selecting which additional references you want to send in your Shipping Instruction.

If Export Licence Number or Letter of Credit Reference is selected, then Expiry Date and Issue Date fields are shown. Issue Date and Expiry date should be within 5 years from Current Date



4. Routing Section

In this section the user can enter the following Routing Information details

• Vessel

• Voyage


• Move Type

• Shipment Type

• Origin of Goods

• Origin

• Port of Load

• Port of Discharge

• Destination

• Routing Instructions

Routing Section

Vessel and Voyage – These fields identify the primary vessel and voyage for a shipment.

Lloyds Vessel Code – Lloyd’s Vessel Code is an Optional field and you can enter it if you have any.



Move Type – Select the Move Type from the drop-down list. The mandatory Move Type drop-down menu indicates whether the shipment is a move from

1) Port, Ramp or CY to Port, Ramp or CY

2) Door to Port, Ramp or CY

3) Port, Ramp or CY to Door

4) Door to Door.

Shipment Type – Select the “Shipment Type” from the drop-down menu. Shipment Type can be ‘Full Loads’ or ‘Less than full loads’

Routing Instructions – Enter your routing instructions in this field.

Locations – INTTRA’s Desktop SO allows users to quickly search for and select the Origin of Goods, Origin (Place of Carrier Receipt), Port of Load, Port of Discharge and Destination (Place of Carrier Delivery). Each of these locations corresponds to a coded, standardized location. These fields use the “find-as-you-type” functionality, so users can search the location by typing in the first few characters of city name or by entering the UNLOCODE (Example “CNSHA” to search for Shanghai) or by entering the entire city name itself (Example HONG KONG to search for HONG KONG). Also if you have saved any locations in your favorites, they will appear in the drop-down menu.

For more information about creating Favorites, go to APPENDIX A Personalizing the INTTRA Desktop SO Application.

Locations

Print as – The Print as fields will be automatically populated once a location is selected. Users can change the way they would like to see the location in the SI by simply overwriting the existing text in the Print as textbox.




In “Container” section user can enter the Following Details:

• Container Number

• Container Type

• Whether it is a Shipper-Owned or Carrier-Owned Container

• Reefer details

• Container Comments if any

• Gross Weight

• Gross Volume

• Seal Numbers

Container Section

In the container section you will find four buttons, the functionality of which are defined below.

❖ New - Creates a new blank container row along with a new blank cargo row



❖ Copy - Copies the current container row details into a new container row. The following container fields are not copied into the new contaner:

➢ Container Number

➢ Gross Weight and Gross Volume

➢ Seal Numbers (All Types)

Cargos loaded into the container are not copied.

❖ Reuse Cargo - Copies the current container row into the new container row including

the cargos loaded into the current container. Cargos copied into the new cargo row inherit same cargo ID. The following cargo fields are not copied into the new cargo row and are left enabled for entry:

➢ Package Count

➢ Gross Weight and Gross Volume

❖ Delete - Deletes the container row including the cargos inside the container. It will be

enabled once you add another container since you cannot delete the first container.

Container Buttons

Container Number – Enter the container number in the textbox for your container.

Shipper Owned Container- If the container is owned by the shipper then click on the “Shipper-Owned Container” checkbox. If this is unchecked, the container is owned by the carrier.

Container Type – Select the container type from the drop down menu.

Reefer Temperature – If you select a Reefer container type then you have to add “Reefer Temperature” if it is an Active Reefer. Check the “Non-active Reefer” if the cooling function

is not a requirement for your cargo.



More Details

Gross Weight and Gross Volume – Enter the estimated gross weight and volume of the container and select the unit of measurement.

Seal number – Enter the seal number based on seal issuer party. Five seal number fields are provided based on seal party.

➢ Carrier Seal Number

➢ Shipper Seal Number

➢ Terminal Operator Seal Number

➢ Veterinary Seal Number

➢ Customs Seal Number

If you want to add additional details like Air Flow, Temperature Control Instructions or Container Comments, then you can do so by Clicking on the “Add More Details” Link



6. Cargo Section

In “Cargo Section” user can enter the Following Details:

• Package Count

• Package Type

• Gross Weight

• Gross Volume

• Marks and Numbers

• Cargo Description

• Schedule B Number

• Harmonized Code

• TLI/SCN

• SKU Number


• Hazmat Details

Cargo Section

In the cargo section you will find three buttons the functionality of which are defined below.

❖ New - Creates a new cargo row within the same container.

❖ Copy - Copies the current cargo row into a new cargo row within the same

container. The following cargo fields are not copied into the new cargo row:

➢ Package Count ➢ Gross Weight and Gross Volume



❖ Delete - Deletes the cargo row only. This button is enabled once you add a cargo since each container should have atleast one cargo.

Cargo Buttons

Package Count and Package Type – Select a package type from the drop-down list and enter the package count for each package type.

Print As – The Print as fields will be automatically populated once a Package Type is selected. Users can change the way they would like to see the location in the SI by simply overwriting the existing text in the Print as textbox.

Gross Weight and Gross Volume – Enter the estimated gross weight and volume of the cargo and select the unit of measurement.

Marks and Numbers – Shipping Information such as address labels, identifying numbers, box specifications, caution or directional warnings that are placed on outer surface of packages should be entered in this field.

Cargo Description – Type a short description of the cargo.

Hazmat Details – If the container contains hazardous materials then you have to “Add Hazmat Details”. To add hazmat details click on the link “Add Hazmat Details” at the bottom of Cargo Section. Enter the required details and click on “Save”.

Hazmat Details




In this section you can enter shipment charges and corresponding Freight Terms that apply to your shipping instruction. Also Clauses and the total value of the shipment can be entered in this section

Shipment Charges and Terms Section

All Charges – If all the charges are applicable then select the radio button for “All Charges”, and select the type of payment options from the drop-down list.

Individual Charges – If all the charges do not apply then select “Individual Charges” radio button, check all the charges that apply, then from the drop-down list select the payment options. Ocean Freight is required when Individual Charges is selected.

Ocean Freight is Payable at – In this field specify the place at which “Ocean Freight is Payable at”. If you select the first Radio button then you can select it from the drop-down list of pre-defined location types (Origin, Destination, Elsewhere). If you select the second radio button then you can specify the location type in the textbox provided.

Clauses – In this section you can enter any clauses that are with the SI. This is an optional field and you can enter the clauses if you want.

Currency Type and Shipper’s Declared Value – Enter the total value of goods and select the currency type from the drop-down list

Total Number of Containers – This field is automatically derived from the number of containers you have specified in the Container Section.




In “B/L Documentation” section users can enter the following details:

• If it is a House Bill and the corresponding Master Bill NUmber

• B/L Type

• B/L Comments

• B/L Place of Issue

B/L Section

This is a House Bill – If you check this checkbox then it indicates that SI is a house Bill, so it disables B/L Type section in the B/L Documentation section and enables Master Bill Number.

B/L Type - Select the B/L Type “Original Non-Negotiable” or “Seaway/Express”, according to your selection. Enter the Freighted (rated) and Unfreighted (unrated) information in the field provided.

BL Comments – Enter your B/L Comments in this field

B/L Place of Issue - This field corresponds to a coded, standardized location. It uses the “find-as-you-type” functionality, so users can search the location by typing in the first few characters of city name or by entering the UN Code (Example “CNSHA” to search for Shanghai) or by entering the entire city name itself (example HONG KONG to search for HONG KONG). Also if you have saved any locations in your favorites, they will appear in the drop-down menu.

Print as – The Print as field will be automatically populated once a location is selected. Users can change the way they would like to see the location in the SO by simply overwriting the existing text in the Print as texbox.



Amending an SI

Shipping Instructions can be amended only when it has been submitted or archived i.e. its document state is ‘Submitted’ or ‘Archived’. Amending an SI will create a editable copy of the originating transaction and all the values of the original SI will be copied over to the amended SI. The shipment ID of the Original and the Amended SI will be the same.

To Amend an SI, open the SI and click on the Amend button on the Toolbar or from the Menu. You can also amend the SI from the SI Queue by selecting the SI and clicking on the Amend button on the Toolbar or from the Menu.

Creating SI from SO

Shipping Instructions can be created from Shipping Orders that are in ‘Submitted’ or ‘Archived’ states. SI is created with SO data fields copied to its corresponding SI field to the extent possible with the exception of cargo and container details. Only the first container row and cargo row of SO is copied to the SI. The remaining container/cargo rows are not copied.

To create SI from SO, open the SO and click on the SI from SO button on the Toolbar or Create SI from SO from the Menu. You can also create SI from SO from the SO Queue by selecting the SO and clicking on the Create > SI from SO button on the Toolbar or from the Menu.



INTTRA’s DESKTOP SO COMMON FEATURES

The following descriptions apply to both the Shipping Order and Shipping Instruction applications.

Submitting Completed SOs and SIs to INTTRA

Once a document is complete, you may choose to send the Shipping Order and/or Shipping Instruction immediately if you are connected to the Internet (either via a dial-up or office LAN connection). This can be done by clicking on the Send button at the end of the SO or SI Form, Toolbar or from the Menu. Sending will automatically save the transaction.

If you are not connected to the internet, you may save and store your Shipping Order or Shipping Instruction in the Drafts Folder and sent at a later time. This can be done by clicking on the Save button at the end of the SO or SI Form, Toolbar or from the Menu. You will still need to connect to the Internet to send your files.

End of SO and SI Form

SO Toolbar

SI Toolbar

Sending Completed SOs and SIs from INTTRA’s Desktop SO Main Page

Users may create Shipping Orders and Shipping Instructions offline without being connected to the Internet. To submit documents to INTTRA, the user must connect to the internet, either by a dial-up connection or through their company’s corporate LAN. Once the user is connected, selecting the individual SO or SI from the queue and clicking on the Send Button on the Toolbar or from the Menu will send the selected document.



Reusing

Documents in all states except ‘Templates’ can be reused. Reusing an SO or SI copies all the information from the origaniting documents except for the following fields which are left blank for the user to enter:

• Document Name

• All Reference Numbers

• Vessel

• Voyage


• Sail Date (SO Only)

• Container Number (SI Only)

• Seal Numbers (SI Only)

To Reuse an SO or SI, click on the Reuse button on the Toolbar or from the menu.



Managing Your Shipping Order and Shipping Instructions

Users can quickly browse their SOs and SIs using INTTRA’s Desktop SO Queue. From the appropriate Tab in the Navigation Pane (SO or SI), click on one of the five options available to view:

• All Shipping Orders/All Shipping Instructions

• Drafts

• Templates

• Submitted

• Archived

Each transaction is saved in individual folders depending on the Document Status. So if you are looking for an SO template, you can click on the Template folder in Shipping Order Tab. All Shipping Orders/All Shipping Instructions folder will list all transactions.

Desktop queue

Navigation

Pane

Desktop

Queue



Customizing the Columns

A pre-defined set of columns are displayed upon initial launch of the application but additional columns can be configured to be used in the queue by right-clicking on any part of the screen and selecting Column Settings as shown below.

The order of columns (in which they appear in the queue) can be rearranged by dragging the columns around. All the transactions are sorted based on Creation Date in descending order. However users can sort the transactions by any column in the queue by just clicking on the individual column name at the top.

Customizing Columns

Users can perform the following actions from the Desktop Queue:

Open: User can open the SO or SI transaction using the following options:

➢ Double Click on the SO or SI transactions in Desktop Queue.

➢ Select SO or SI transaction, right-click and select Open.

➢ Select SO or SI transaction and click File > Open from the menu.

Delete: User can delete the SO or SI transaction using the following options:

➢ Select SO or SI transaction and click Delete from the Toolbar.

➢ Select SO or SI transaction, right-click and select Delete.

➢ Select SO or SI transaction and click Edit > Delete from the menu.

Send: User can send the SO or SI transaction to INTTRA using the following options:

➢ Select SO or SI transaction and click Send from the Toolbar.

➢ Select SO or SI transaction, right-click and select Send.



➢ Select SO or SI transaction and click Actions > Send from the menu.

Reuse: User can reuse the SO or SI transaction using the following options:

➢ Select SO or SI transaction and click Reuse from the Toolbar.

➢ Select SO or SI transaction, right-click and select Reuse.

➢ Select SO or SI transaction and click Actions > Reuse from the menu.

Archive: Only Submitted documents can be archived. To Archive an SO or SI transaction, select the transaction and click Actions > Archive from the menu

Print (Draft Format): Documents in any state can be printed in Draft format. To Print an SO or SI transaction, select the transaction and click File > Print from the menu. Clicking on Print will launch an Adobe Acrobat session displaying the transaction in print preview mode.

Searching the Queue

If you are looking for a specific transactions, the best way to do so is by using the Search feature. To search SOs or SIs, click on the Search button on the Toolbar or click on Actions > Search from the menu

From the Toolbar

From the Menu



A Search window is displayed above the desktop queue with search options as shown below.

Search Window

You can also search in individual folders by selecting the folder and using the search options. For example if you are looking for a particular submitted SO, click on the Shipping Order tab in the navigation pane, select Submitted folder and then use the search options. This will search for transactions only in the Submitted folder.

Filtering the Queue

Filter option within the toolbar is used to filter the desktop queue by specific carrier and/or by transactions created within a certain number of days.

Filter Option in Toolbar



APPENDIX A – Personalizing the INTTRA Desktop SO Application

Users may personalize the INTTRA DESKTOP SO to meet their individual needs.

Address Book

Address book is used to populate party names, addresses and contact information in both SO and SI screens. Address Book will be pre-populated with customer’s business partners from the product key upon first-time installation. To view the Address Book, click on the Address Book tab in the navigation pane or Setup > Address Book from the menu. You can add additional companies and Universal Carrier Access (UCA) partners in the address book.

From Menu From Toolbar

Adding companies

To add additonal companies to the address book, click on New > Company on the Toolbar or File > New > Company from the Menu. Enter the company information in the Company Details window that pops up and click on Save to add the company in the Address Book.

Adding Non-INTTRA Carriers

To add non-participating INTTRA Carriers (a.k.a. UCA Partners) to the address book, click on New > UCA Partner on the Toolbar or File > New > UCA Partner from the Menu. Enter the carrier information in the Carrier Details window that pops up and click on Save to add the Non-INTTRA Carrier in the Address Book.



Company Details Carrier Details

Deleting a UCA partner or Company – Only non-registered INTTRA parties can be deleted. You can do so by selecting the company or UCA partner from the Address Book and clicking on the Delete button from the SO toolbar or Edit > Delete from the menu.

Editing Inttra-registered Parties – Users can change the party details of INTTRA-registered parties in the Address Book by double-clicking on the INTTRA-registered parties or selecting the party and clicking File > Open from the Menu.

Registered Inttra Partner



Favorites

Favorites allow the user to personalize lists of frequently used fields such as:

• Locations

• Container Types

• Package Types

• Currency Types

You can access the Favorites by clicking on the Favorites tab in the navigation pane or Setup > Favorites from the Menu.

Locations

To speed up the document creation process, users can add frequently used cities to the dropdown menus found on the main SO and SI screens. While this set up is optional, it can reduce the amount of time required to complete your draft. To access the Location Favorites screen click on the Locations Folder in the navigation pane.

Locations Screen

Follow these steps to create a ‘Favorite’ for each location type:

1. Enter city name in the location field. Location field uses the “find-as-you-type” functionality, so users can search the location by typing in the first few characters of the city name or by entering the UNLOCODE (Example “CNSHA” to search for Shanghai) or by entering the entire city name itself (Example HONG KONG to search for HONG KONG).



2. The Print as fields will be automatically populated once a location is selected. Users can change the way they would like to see the location in the TPF or B/L by simply overwriting the existing text in the Print as textbox.

3. Check the Location Type check box for which you want your searched location to be a favorite. You can define the location as favorite for:

1. Origin of Goods

2. Origin (PLR)

3. Port of Load

4. Port of Discharge

5. Destination (PLD)

6. B/L Place of Issue

4. Click on the Add to List button to add the location as a favorite for the selected Location Type

Editing a Favorite Location – Double-clicking the favorite location or selecting the location and clicking File > Open from the menu will launch an editable window.

Editing Location

Deleting a Favorite Location – Favorite locations can be deleted by selecting the location(s) and clicking on the Delete Button on the Toolbar or Edit > Delete from the menu.



Others Screen

Others

Under Others Folder you can select the Container Types, Package Types and Currency Types that are used by your company. All the values that you move to the selected list will be available in the drop-down menus in SO or SI Forms.

• Click on the “>>” button to add all available fields to your favorites

• Click on the “>” button to add selected fields to your favorites

• Click on the “<” button to remove selected fields from your favorites

Log

The Log screen will display transmission status and validation errors of transactions sent to INTTRA via web services or e-mail. A successful transmission will show a message that it was sent or e-mailed successfully and its status will indicate “Success”. On the other hand, a failed transmission will indicate a status of “Failure” along with error messages and the transaction’s xlog ID. Error messages will usually explain the specific problem which caused the transaction to fail. A failed transaction will display the status “Failure” as a hyperlink which when clicked will automatically initiate user’s default email client with a pre-formatted message detailing the error and addressed to [email protected].




You can access the log screen from the navigation pane by clicking on the Log Tab; under the Log Tab you can click on Shipping Order or Shipping Instructions folders to see the details.

Log Screen

Preferences

Preferences options will allow users to change how certain features are displayed when using the application. Preferences will allow the user to set preferences for various options like:

• Language.

• Default Startup.

• Unit of Measurement.

• Date.

• Validate Container Number.

• Automatic Online Updates.

• Upload Company Logo for TPF Printing.

You can access the preferences by clicking on Setup > Preferences from the Menu.



Preferences

Validate Container Number - This option pertains to activating the ISO-compliant container number validation. Option will default to “On” which signifies that function will always run each time user enters a container number in SI.

Automatic Online Updates - This option pertains to initiating the routine to extract and synchronize INTTRA data with Desktop data such as container types, package types, new or default carriers, locations and currency types. Option will default to “on” which signifies that routine will automatically run without prompting users when Desktop application starts. If option is set to “off”, users can manually perform online updates by clicking on Help > Check for Online Updates.

Validate container and online updates

Company Logo - Users can upload their company logo to be used for TPF printing.

Following are the supported file formats

1. JPEG

2. GIF

3. BMP

4. TIFF (BMP and TIFF formats are recommended.)



APPENDIX B – Troubleshooting / Technical Help

INTTRA’s Desktop SO application will transmit completed SOs and SIs to INTTRA using one of four channels. The application can:

• Connect directly to INTTRA via Web Services;

• Copy a file to the user’s default email client, including Outlook, Outlook Express,

Notes, Eudora, and other MAPI 1compliant clients;

• Save the completed file to the user’s hard drive for submission to INTTRA; and

• Connect to the customer’s SMTP server.

This document will outline these four steps and identify potential problem areas.

Send Automatically (Web Services)

A web service creates a real-time connection between the DSI application and INTTRA.com and uses web protocols to send shipping instruction data to INTTRA. This is the most popular method for connecting with and transferring SIs to INTTRA.

1

MAPI stands for Message Application Programming Interface. It is a standard Windows interface for messaging that

enables different mail programs and other mail-aware applications like word processors and spreadsheets (and DSI) to

exchange messages and attachments with each other.



Customer-side troubleshooting:

1. The PC is not connected to the Internet - The user must be connected to the Internet when sending SOs or SIs to INTTRA. In other words, when the user clicks on the Send button, Desktop SO will look for INTTRA.com. If the PC running Desktop SO is not connected to the Internet, or if the customer’s IT department is restricting Internet access, the application will display an error message:

2. The operating system cannot create a secure (encrypted) connection using Internet Explorer- A web service sends outbound data through port 443. A good way to verify the status of the port is to enter the following URL in your browser:

https://etrans.paygateway.com/TransactionManager

If you can access this page, you will receive the message “HTTP GET Requests not accepted”. This means port 443 is open. If you cannot access this page, port 443 is closed on your firewall or you do not have the Internet Explorer 128-bit encryption module installed on your browser. Users can download the 128-bit encryption module from www.microsoft.com. Microsoft recommends that all users install the latest service packs on your PC. Please consult with your company’s IT department for additional information.

3. The INTTRA User ID or Password is not correct - Desktop SO sends the user’s encrypted INTTRA User ID and Password as part of the authentication process. If this information is not correct, the application will not send the completed SO/SI Draft to INTTRA, and the application will display the following error message:

https://etrans.paygateway.com/TransactionManager

http://www.microsoft.com/



4. A slow Internet connection causes the application to time out - DSO will try to connect with INTTRA for 1 minute. A slow Internet connection will cause the application to ‘time out’ or not send SOs and SIs to INTTRA. This can be resolved by trying to resend after waiting a few minutes or by using one of the other options.

Use my email: Default Email Program

Users have the option of using their primary email client, including Outlook, Outlook Express, Notes, Eudora, and other MAPI-compliant email clients to send their transactions.

Desktop SO will automatically create and place an email into the user’s outbox. If the user is connected to the company’s mail server, the email message will be sent to INTTRA immediately. If the user is offline, then the email will remain in the email client outbox. All emails in the outbox will be sent once the customer reconnects with the network.


1. The user’s mail client does not have MAPI installed- Customer who uses Microsoftbased mail clients will have MAPI installed by default. However, other mail programs may need to have MAPI installed manually. The customer should check with their local IT department to see if their email client supports MAPI.



Use my email: SMTP (Simple Mail Transfer Protocol)

The SMTP option connects to the customer’s outbound SMTP (email) server to send the completed SI as an email attachment.


1. The user is not connected to the SMTP server - The user must be connected to the identified SMTP server when the user clicks on the Send button. If the user accesses email via a corporate LAN, the user should be able to access the mail server by default. If the user is using an ISP (Internet service provider) dial up account, the user must be connected to the Internet when sending transactions to INTTRA. The application will display an error if the PC running Desktop SO is not connected to the Internet.

2. The SMTP server name is incorrect - If the user has entered an incorrect SMTP server name, the application will not be able to send completed Shipping Instructions to INTTRA. Desktop SO will display the following error message in the Log if it cannot find the specified mail server: “Failure Sending Mail”.

The customer’s IT department should be able to identify the name of the SMTP server.

Users can also find this information from their mail client.



I’ll send it myself

This option allows the user to attach one or more completed SOs or SIs to a new email message and send it to INTTRA. The user can use any mail client or free web mail service to manually send one or more SOs or SIs to [email protected]. This option will work with any mail client with a minimum of setup.





1. There is no SO/SI Draft attached to the email message -- The user must attach the file into an email and send it to INTTRA. More than one SO or SI file may be sent in asingle message. If no attachments are found, INTTRA will send an error email to thesender’s email address.

2. The folder used by Desktop SO to save completed SO/SI Drafts no longer exists- To use the I’ll send it myself option, the user must identify a folder where Desktop SO will copy completed SOs and SIs. If this folder is renamed or deleted, the application willdisplay the following error message in the Log: “Could not find a part of the path

<Location/Document name.out>”



APPENDIX C – INTTRA Desktop SO Minimum System Requirements

INTTRA Desktop SO supports the following PC configurations:

Software Requirements

Operating Systems Windows 98 Windows ME Windows NT (Service Pack 6 and higher) Windows 2000 Windows XP (Home and Professional) Windows Vista

Email Clients Lotus Notes (6.5 and higher) QUALCOMM Eudora (6.0 and higher) Microsoft Outlook (98 and higher) Microsoft Outlook Express (5.5 and higher)

Other Requirements Adobe Reader 4.0 and higher.

Minimum Hardware Requirement

Component Minimum Recommended

RAM 256 mb physical RAM 512 mb physical RAM

Hard Disk Space 100 mb disk space > 100 mb disk Space

Microprocessor Intel PIII 450 Mhz Higher than Intel PIII 450 Mhz

Video Resolution 800 * 600 1024 * 768

A CD-ROM Drive is required to install the application.