Customer User Guide VBS · You’ll be asked to choose from a list of 1-Stop Service Families. Choose ‘VBS’ from this list. Choose a Service (subscription type) from the right

CUSTOMER USER GUIDE VERSION 3

Customer

User Guide

VBS

VBS-CUST-User Guide Page 1 of 57

Contents

1 How to use this guide ........................................................................................ 4

1.1 Confidentiality ................................................................................................ 4

1.2 Purpose of this guide .................................................................................... 4

1.3 What’s new and what’s changed ................................................................... 4

1.4 User Guide name and version number ......................................................... 4

2 About 1-Stop ....................................................................................................... 5

2.1 Who is 1-Stop? .............................................................................................. 5

2.2 What does 1-Stop provide? ........................................................................... 5

2.3 Why use 1-Stop services?............................................................................. 6

3 About the VBS .................................................................................................... 6

3.1 What is the VBS? .......................................................................................... 6

3.2 Who uses the VBS? ...................................................................................... 6

4 Terms of use ....................................................................................................... 7

5 Customer system requirements ........................................................................ 7

5.1 Hardware....................................................................................................... 7

5.2 Operating system .......................................................................................... 7

5.3 Software ........................................................................................................ 7

5.4 Communications ........................................................................................... 7

6 Before you start .................................................................................................. 8

6.1 Registration for new customers ..................................................................... 8

7 Getting started .................................................................................................. 12

7.1 Logging in.................................................................................................... 12

7.1.1 Select a Facility .................................................................................... 13

7.1.2 Facility ‘Terms and Conditions’ page .................................................... 14

7.1.3 VBS facility home page......................................................................... 14


7.2 VBS main menu .......................................................................................... 15

7.2.1 Facility time ........................................................................................... 16

7.2.2 The ‘Home’ menu ................................................................................. 17

7.2.3 Bookings ............................................................................................... 18

7.2.4 Stack Run In ......................................................................................... 18

7.2.5 Stack Run Out ...................................................................................... 18

7.2.6 Import Delivery Times ........................................................................... 19

7.2.7 General Data ........................................................................................ 19

7.2.8 Export Data ........................................................................................... 19

7.2.9 Administration ....................................................................................... 19

7.3 VBS information section .............................................................................. 19

7.4 VBS message board ................................................................................... 19

7.5 Page navigator ............................................................................................ 21

8 How to … ........................................................................................................... 21

8.1 How to create a VBS booking ..................................................................... 21

8.1.1 Booking Results .................................................................................... 25

8.2 How to view and edit bookings .................................................................... 25

8.2.1 Viewing bookings .................................................................................. 25

8.2.2 Editing a booking .................................................................................. 27

8.2.1 Hazardous bookings ............................................................................. 30

8.2.2 Swap a booking .................................................................................... 31

8.3 How to pay storage costs ............................................................................ 31

8.3.1 Pay by credit card ................................................................................. 32

8.3.2 Pay using ComPay ............................................................................... 33

8.4 How to list a booking for exchange ............................................................. 34


8.5 How to view bookings listed ........................................................................ 35

8.6 How to retrieve a listed timeslot .................................................................. 36

8.7 How to understand booking errors .............................................................. 36

8.7.1 Error message ‘Invalid Container Number’ ........................................... 36

8.7.2 Error message ‘Container Already Used’.............................................. 37

8.8 How to view truck details ............................................................................. 37

8.9 How to swap a booking ............................................................................... 38

8.10 How to view booking history .................................................................... 40

8.11 How to review ‘No Shows’ ....................................................................... 41

8.11.1 What is a ‘No Show’?............................................................................ 41

8.11.2 Review ‘No Shows’ ............................................................................... 41

8.12 How to review Manual Slots ..................................................................... 43

8.13 How to view bookings listed for exchange ............................................... 45

9 Import data ........................................................................................................ 46

9.1.1 Import delivery times............................................................................. 46

10 Export Data ....................................................................................................... 47

10.1 Pre-advised exports ................................................................................. 47

10.2 Export receival times ................................................................................ 48

11 General data...................................................................................................... 50

11.1 Container search...................................................................................... 50

11.1.1 Container search — import ................................................................... 50

11.1.2 Container search — export ................................................................... 51

11.2 Vessel schedule ....................................................................................... 51

12 Solving problems ............................................................................................. 52

12.1 I can’t book in the VBS and I have a message to contact the facility ....... 52

13 Where to get help ............................................................................................. 53


14 Glossary ............................................................................................................ 54

1 HOW TO USE THIS GUIDE

1.1 Confidentiality

The information contained in this document is for customers of 1-Stop services only.

Copyright remains with 1-Stop. No unauthorised copying or distribution of the

document or any part of its contents is permitted.

If you have any questions about the use or distribution of this document, call the

1-Stop the Helpdesk on 1300 881 055.

1.2 Purpose of this guide

This guide is for customers of the 1-Stop VBS service. It is intended as a:

training resource when you purchase 1-Stop’s services; and

reference guide, if you need help to perform specific tasks.

Information about solving problems is included at the end of this document. If you

need extra help you can:

check the FAQs in the ‘Help’ tab on our website at www.1-stop.biz; or

contact the Helpdesk on 1300 881 055.

1.3 What’s new and what’s changed

The information contained in this guide is current as at May 2011 and describes all

changes to the user interface up to that date. If you think you may not have the most

up to date User Guide, check the downloads available at

www.1-stop.biz.

1.4 User Guide name and version number

Updates to User Guides are made each time a new version of the service is

released.

This is: VBS-CUST-User Guide version 3

http://www.1-stop.biz/Services/Pages/1-StopServices.aspx

http://www.1-stop.biz/


2 ABOUT 1-STOP

2.1 Who is 1-Stop?

1-Stop is an information communications technology (ICT) company that provides

services to businesses involved in the import and export of goods to and from

Australian ports. We are based in Sydney and our services are used all over

Australia and in Auckland, NZ. Our customers include:

facility operators (stevedores);

shipping lines;

Australian Customs Services and Australian Quarantine and Inspection

Service;

container depots;

importers and exporters;

freight forwarders and agents;

road carriers; and

rail operators.

2.2 What does 1-Stop provide?

Our ICT solutions permit the exchange of data via the web or by electronic data

interchange (EDI), for purposes such as container and vessel tracking, vehicle

bookings to collect and deliver cargo at facilities, Electronic Import Delivery Orders

(EIDOs), Pre Receival Advices (PRAs), invoice and payments systems, and much

more. For a full list of our services, go to 1-Stop Services.

http://www.1-stop.biz/Services/Lists/FAQ/AllItemsPublic.aspx


2.3 Why use 1-Stop services?

1-Stop services are an important part of the Australian logistics supply chain. We’re

integrated with ports and facilitiess all over Australia. Every day our community of

users grows.

1-Stop VBS customers enjoy:

efficient and ‘real time’ transactions between community members;

improved data quality;

clear, visible data about vessel and container movements;

easy reporting to Australian Customs Services to meet regulatory

requirements;

time and cost savings, thanks to automation of repetitive transactions;

better ability to respond to their customers; and

improved business efficiency, due to the ‘one-to-many’ solution — access

one system to do business with many providers.

3 ABOUT THE VBS

3.1 What is the VBS?

The VBS (Vehicle Booking System) is a web-based online slot booking system

designed for facilities to organise the receipt and delivery of shipping containers.

The 1-Stop VBS platform can be used at the following Patrick, DP World and Axis

facilities around Australia and New Zealand:

Fremantle – DP World and Patricks Terminals;

Fisherman Islands – DP World and Patrick Terminals;

Port Botany – DP World and Patrick Terminals;

Swanson Docks – Patrick Terminals; and

Port of Auckland – Fergusson Terminal.

3.2 Who uses the VBS?

Carriers utilise the VBS to create bookings in any of the 24 Time Zones (per day) to

transport containers to and from the facilities and are provided with menus to

facilitate this process.


Facility operators administer the service.

Australian Customs Services and Australian Quarantine information Services

use parts of the VBS to view container and vessel movements around the ports.

Empty container parks use the service for the Stack Run module (to organise the

movement of groups of containers).

4 TERMS OF USE

All 1-Stop products have Terms and Conditions of use. If you are a new user of web-

based services, you’ll be asked to agree to these when you sign in.

Downloadable copies of some of our Terms and Conditions are available on our

website.

5 CUSTOMER SYSTEM REQUIREMENTS

5.1 Hardware

To use the 1-Stop VBS, customers need:

1GHz CPU and above;

1GB RAM minimum; and

a printer for report printing (where required).

5.2 Operating system

The VBS is compatible with any operating system with web browser capability.

However, Internet Explorer for Windows is the recommended configuration.

Functionality may be limited in other browser environments.

5.3 Software

Customers need:

Internet Explorer Version 7 and above (on Windows operating system); and

an email account with HTML capability for receiving acknowledgements and

EIDO responses.

5.4 Communications

You need:

http://www.1-stop.biz/


internet access (we recommend ADSL or higher; a satellite is recommended

for rural users); and

email SMTP communications.

6 BEFORE YOU START

6.1 Registration for new customers

If you haven’t already registered for 1-Stop services, you’ll need to do so. You can

do this quickly and simply on our website at www.1-stop.biz.

Go to the 1-Stop Home page and click on ‘Register’ in the top right hand corner of

the page, above the ‘Sign In’ box and ‘Latest News and Events’.

You will be directed to the Registration screen.

Select your Registration Type — you will need to register as a company, as you’ll be

asked to provide an ABN.

mailto:[email protected]


You’ll be asked to choose from a list of 1-Stop Service Families. Choose ‘VBS’ from

this list. Choose a Service (subscription type) from the right hand column. Carriers

will need to select ‘VBS Carrier (Standard)’.

Select a terminal from the tabs available. You will need to read the Terms and

Conditions of access to the terminals. Tick the checkbox which states ‘I agree with

this terms and conditions’ then click ‘Next’.


Select ‘Australian Registered Company’ (the VBS service is only offered to

companies with a valid ABN which is registered in the Australian Business Register).

Enter the ABN and click ‘Search Australia Business Register’.

Once the search results are displayed, click on the correct result, then click ‘Next’.

You’ll be taken to the Organisation Details screen. Enter your information then click

‘Next’.

Enter the individual details then click ‘Next’ at the bottom of your screen.


Fill in your details then click ‘Next’ (at the bottom of your screen) again. Once

registration is complete, you will see the following message:

An email will be sent to you from the 1-Stop Helpdesk, to:

confirm your registration; and

supply you with a user name and password.

At the same time, the facilities you selected during your registration will receive an

email advising them of your registration.

You’ll be contacted when approval has been received.

Note: some facilities will need you to carry out additional registration

processes before access to their facilities can be granted.


7 GETTING STARTED

7.1 Logging in

Note: access to the VBS is available to registered carriers only, through the

1-Stop website at www.1-stop.biz . For New Zealand carriers, the access page

is http://vbs.1-stop.biz.

Go to the 1-Stop ‘Sign in’ at the top right corner of the Home page. Enter your user

name and password. (You may be asked to reset your password when you first log

in).

Once you’ve logged in, the bar of tabs across the top of the page will show a

‘Launch’ option. Choose ‘VBS’ from this list.


This will open a second browser window, the VBS home page. (For New Zealand

Carriers the alternative access page is http://vbs.1-stop.biz).

7.1.1 Select a Facility

Next you will need to select a facility from the drop-down list saying ‘Choose’ at the

top left of the VBS page (see the image above).

http://www.1-stop.biz/Services/Lists/FAQ/AllItemsPublic.aspx


During registration, users will have made requests to access certain facilities.

Approval to use the VBS is dependent upon receiving permission to access the

facility from the facility operator. Carriers may need access to more than one facility

in their port of operation. After logging into the system, the carrier must choose the

facility they wish to book for, before accessing any menu items. You can switch

facilities at any time.

The drop-down menu will display only the facilities for which approval has been

granted. Once you’ve selected a facility, the logo will appear underneath the facility

drop down list.

7.1.2 Facility ‘Terms and Conditions ’ page

Each time a carrier selects a facility, they must accept that facility’s Terms and

Conditions before they can use the VBS menu. This is an operational requirement of

the facility. You will need to read these carefully, then click ‘I Accept’.

7.1.3 VBS facil ity home page


You’ll be directed to the VBS facility home page for the facility you’ve selected. Note

that there may be certain differences in the menu options depending on the

configuration of each facility.

The VBS home page is made up of three sections:

VBS facility and main menu;

VBS information; and

VBS Message Board

7.2 VBS main menu


The main menu for each facility is the coloured bar running on the left side of the

screen. This menu will display the features chosen by the facility, so you may

notice slight differences if you use more than one facility.

7.2.1 Facility time

At the top of the VBS menu, it shows the current ‘Facility Time’ (or Server Time) for

VBS users. This helps carriers book at the exact moment time slots become

available for first release. It also saves any confusion as to the ‘correct’ time.


7.2.2 The ‘Home ’ menu

The ‘Message Board’ link takes you to the message board page. See section 7.4

The link to ‘VBS Contact Details’ takes you to a page display of your personal

information such as contact email and address. Note that these details can’t be

altered here: you’ll need to alter them in the Self Service option on the 1-Stop

website at www.1-stop.biz. Go to ‘My Account’ in the top right corner of the 1-Stop

Home page.

Alternatively, you may see a link to ‘Select Payment Type’. If so, this screen will

display, as below.

You have the option to select and confirm these details.


There is also a ‘Webcam in Facility’ link (available for Patrick Port Botany at this

time). This opens up a new window of an image captured from the webcam at the

facility’s site.

7.2.3 Bookings

The Bookings menu contains a list of options. The configuration of these options

(that is, the options appear to you and those which do not) will depend on the nature

of your VBS subscription and the facility whose menu you’re viewing.

The complete list of possible links is as follows.

‘Create’ — see 8.1

‘View / Edit’ — see 8.2

‘Swap’ — see 8.2.3

‘Truck Manifest’ — see The Truck Manifest User Guide

‘Truck Manifest’ — see The Truck Manifest User Guide

‘Booking History’ — see 8.10

‘Review No Shows’ — see 8.11

‘Booking Listed’ — see 8.13

7.2.4 Stack Run In

The Stack Run In lists the following.

‘Request’ — see The Stack Run User Guide

‘Manifest’ — see The Stack Run User Guide

‘Manifest List’ — see The Stack Run User Guide

7.2.5 Stack Run Out

The Stack Run In lists the following.

‘Request’ — see The Stack Run User Guide

‘Manifest’ — see The Stack Run User Guide

‘Manifest List’ — see The Stack Run User Guide


7.2.6 Import Delivery Times

The Import Delivery Times menu lists the link to ‘Import Delivery Times’.

7.2.7 General Data

General Data lists the following.

‘Truck Performance’ — see The Performance Management User

Guide

‘Container Search’ — see 11.1

‘Vessel Schedule’ — see 11.2

‘Truck Drivers’ — see The Truck Manifesting User Guide

7.2.8 Export Data

Export Data lists the following.

‘Export Receival Times’ — see 10.2

‘Pre-Advised Exports’ — see 10.1

7.2.9 Administration

Administration lists ‘Billing History’ — see The Billing and Invoicing User Guide.

7.3 VBS information section

The VBS Information Section provides access to information concerning the VBS

such as help guides, facility contacts and the VBS Terms and Conditions. To access

any of the information, click on the relevant link.

7.4 VBS message board

There are two locations for the message board, one in the Help Screen and the other

in the Message Board Screen. The message board displays information regarding

facility activities. In addition to messages displayed here, the facilities also have the

facility to send messages to all VBS users for that facility via a pop-up screen and

email.

The pop-up message will appear when first logging onto to VBS or, if already in the

VBS, when moving from one page to another.


Clicking on the close window button after reading the message will deem the

message to have been read and the pop up relating to that message will not

reappear. The pop-up will usually be used in conjunction with the standard message

board so a message can be viewed again if necessary.

Messages can be read by clicking the message header in the home page or by

clicking the priority link if you are in the message board screen. This will then show

the message in the message area below. In addition, the Message Board screen

will allow you to sort the messages by the column headings.

Messages remain current for the number of days the facility has set.

Message Board located in the Home > Help screen

Message Board screen located in the Home > Message Board screen


7.5 Page navigator

When VBS search results cover more than one page then the page navigator will

show the number of pages to go. Click on the particular page number to display that

page.

8 HOW TO …

8.1 How to create a VBS booking

The VBS allows carriers to make bookings for time slots in order to move containers

to the facility (for exports) or collect containers from facilities (for imports).

Click on the ‘Create’ link in the main menu on the left side of the VBS home page.

You’ll be taken to the Create Booking screen.

Only one user per carrier is allowed in the Create Booking screen at any time for a

timed period of three minutes. This restriction ensures access is equal for all carriers.

The Create Booking screen enables users to make bookings for the following types.

Import – to collect containers from the facility.

Export – to move containers to the facility.

Dual – a dual movement which is an Import and Export movement within

the same time zone.


Unspecified – a slot which is neither Import nor Export. When the user

books an ‘Unspecified’ slot, they are required to confirm the ‘Unspecified’

slot to an Import or Export within an allocated expiry time. If the

‘Unspecified’ slot expires, it will be listed for exchange. ‘Unspecified’ slots

are only available to Patrick Facilities and only if the facility has made the

relevant configuration.

Select the Type of booking – Import, Export, Dual or Unspecfied (note that

‘Unspecified’ is for Patrick Facility users only). It is essential the type of booking is

selected first. The next search field, Date, will show only dates with open zones for

the type of booking selected.

Select the required Date from the drop-down menu. Note that the booking Date

configurations may vary between facilities and between the booking types; facilities

can apply different rules for how many days ahead of a date you can make a

booking.

This is set by the specific facility you are booking at.

The VBS provides a Look Ahead feature which allows you to search for slots close

to the slot you wish to book. The facility sets the number of time zones that the

system will look ahead to: usually it is two or three. This speeds up the booking

process if no slots are available in the zone you originally selected (due to other

carriers completing their bookings before you).

Click ‘Search’. The work area will update to provide you with the 24 zones available

on the chosen booking date for the type of booking selected.

The Late Receivals check box can only be selected for exports and the carrier must

be advised that the vessel’s receival time has been extended.

The Length, Commodity and Full/Empty fields can also be used to filter the

available slots to show only those slots available for the chosen filter. Examples of

searches using these additional fields include the following.


Example 1

Type: Import

Date: DD/MM/YYYY

Length: 4

Comm: No selection made

Example 2

Type: Export

Date: DD/MM/YYYY

Length: Not selected

Comm: REF

Example 3

Type: Import or Export or Dual or Unspecified

Date: Provided after selecting movement type

Length: NA, 2 or 4

Comm: NA, GEN, REF, OOG or HAZ

Full/Empty: NA, Full or MT

Facilities are able to set slot limits per zone for certain container lengths and

commodities. These decisions are made to suit the capacity of the facility to provide

services for different kinds of containers.


Decide on an appropriate time zone from the displayed table by looking at the slots

available to be booked in the ‘Available’ column. This column shows the number of

slots available for the specific type of booking you selected in the Search criteria

(Import, Export, Dual or Unspecified).

Note: you have three minutes to complete a booking, as indicated by the timer

appearing in the bottom left hand corner of the Create Booking screen.

If you do not complete the booking within this time, the Restart Timer button

will become active and a Restart Timer popup will appear to enable you to

reset the timer. Select ‘Yes’ to refresh the current screen, ensuring that

available slots within the Create Booking screen are current.

Select the number of slots from the drop-down list in the ‘Required’ column. You can


only book slots for one zone at a time. You can book multiple slots in one zone if

multiple slots are available.

Once the required slots are selected, click on the ‘Continue’ button which will take

you to the Booking Results screen.

8.1.1 Booking Results

The Booking Results screen provides a summary of the requested bookings

including the results of whether booking was successful or not.

The ‘Result’ column will either display a

or a

.

= Successful booking.

= Unsuccessful booking.

To view the details on the booking, click on the ‘View / Edit’ link at the end of each

booking result line as this will take you to the Edit Booking screen.

You can create further bookings from the Booking Results page by using the

‘Create Booking’ link found at the bottom of the results page. This feature works

similarly to the general ‘Create Booking’ function as previously described however,

the default booking type and date will be the same as the booking type just

completed. You may change the booking type, date and filters before clicking the

‘Search’ button to continue the ‘Create Booking’ process.

8.2 How to view and edit bookings

The ‘View/Edit’ link allows carriers to view booked slots in a list (by booking date),

and edit individual slots as necessary (entering container numbers and so on).

Carriers are also able to view and edit bookings for days ahead and view completed

bookings. A date facility and the number of days ahead are the main search criteria.

8.2.1 Viewing bookings

Click on the ‘View/Edit’ link.


This will take you to the View/Edit screen.

The results from the View/Edit screen display a list of booked, confirmed, listed and

arrived bookings while also providing access to the Edit Booking facility.

It is possible to search bookings using one or more of the following criteria.

Type: any (all possible types), Import, Export, Typeless or Unspecified.

Note: some slots listed for exchange may have a type of ‘Typeless’. For

further information on Typeless slots, refer to 8.4 Listing a Booking for

Exchange. Typeless slots are only relevant to certain users.

Status: any (all possible status), Arrived, Booked, Cancelled, Confirmed,

Listed, No Show, Used or Wrong Zone.

Date: select the date you want to start the View Bookings search (default:

today).

Days: choose the number of days ahead you want to view (default: 1)

Reference: the user can select a booking number associated to that

company from the Reference drop-down.

Once you’ve chosen your criteria, click ‘Search’ to display the list of bookings which

match the selected search criteria.

The following images show various different status values on the View/Edit page.

The numbers appearing at the bottom right hand side of the data list indicates

additional pages of data. Click on the appropriate number to open that page.


The image below also shows slots that have been booked but not yet confirmed. The

Expiry Date (‘Exp Date’) column shows the time that these bookings must be

confirmed otherwise they will be automatically listed so other carriers can book them.

The Expiry Time, next to the Expiry Date is set by the facility and can be seen from

both the Booking Results page or from the View / Edit screen. It can be either a

specific time prior to the booking or one or two hours after the booking is made.

8.2.2 Editing a booking

You will need to add further information to a booking such as container number,

container length, full/empty status and voyage details in order to confirm the booking.


This information will need to be added once a slot has been booked and prior to the

expiry date of the booking.

It is possible to edit a booking from either the Booking Result screen or from the

View/Edit screen. Click on the ‘Edit’ link to open the Edit Booking screen or click

the Booking Reference Number (‘Ref’) from the View/Edit page.

You will be taken to the Edit Booking screen.


The right half of the Edit Booking screen shows the fields that must be filled out to

successfully save the booking (fields marked with an asterisk * are mandatory).

Container – container number.

Length – select from the drop-down list.

Vsl/Voy – select from the drop-down list.

Commodity – select from the drop-down list.

Full or Empty – select from the drop-down list.

‘Truck Registration Number’ and ‘MSIC driver’ (if any) are optional. If these

details are saved with the booking, the MSIC driver and truck registration


number will be displayed in the Truck Manifest Screen (see the Truck

Manifest Module User Guide).

If you enter the container number and click ‘Get Details’, the system will populate

the container and vessel details, if this data is available. The ‘Get Details’ link is

generally used with import containers as the data is always available.

For export bookings, container numbers are generally not known prior to

confirmation of the booking so you may be required to select ‘Length’, ‘Vsl/Voy’,

‘Commodity’ and ‘Full/Empty’ data from the drop-downs. Once the necessary Pre

Receival Advices (PRAs) have been sent and accepted for export containers,

bookings can be updated with container numbers.

At the bottom of the Edit Booking screen are five links, as follows.

View Bookings – returns you to the View/Edit screen.

View Truck Details – shows truck movement details for completed

(Arrived) bookings.

List the Booking for Exchange – lists unwanted bookings for other carriers

to use.

Save the Booking – confirms the booking (see below).

Print the Booking – shows a Printer Friendly page if a printed copy of the

booking is required.

Once the booking has been saved the status of the booking in the View/Edit screen

will update to display ‘Confirmed’.

8.2.1 Hazardous bookings

If the Terminal has set up Hazardous bookings to be verified against the Port

Authority list, all Hazardous container numbers must have been sent to the Port

Authority prior to the booking so that they can be verified.

For a Hazardous booking to be successfully confirmed it must meet the following:

Green Line Hazardous Containers

The container number must be in the Port Authority Hazardous list. VBS wil

always check the container number entered against this list.

The commodity must be set to Hazardous


The earliest delivery date for the Hazardous container in use must have been

specified by the Port Authority.

The booking must be made after the earliest delivery date specified by the

Port Authority.

Red Line Hazardous Containers

The container number must be in the Port Authority Hazardous list. VBS wil

always check the container number entered against this list.

The commodity must be set to Hazardous

If no delivery date has been specified by the Port Authority, the slot booking

must be created by the Terminal.

8.2.2 Swap a booking

The ‘Swap Bookings’ option allows carriers to swap two container numbers (export

for export or import for import) or swap an export slot for an Import slot to allow a

carrier to back load two slots in one truck movement in the same zone.

This function is described in section 8.9.

8.3 How to pay storage costs

Note: at the time of writing, the payment options (below) are not available to

New Zealand carriers

Once the container number is entered and the booking is successfully saved, if

storage is owing on the container, the storage amount will be automatically

calculated and displayed.


Storage can be paid by using either of the following two options.

‘Pay Now by Credit Card’; or

‘Log into ComPay’.

8.3.1 Pay by credit card

This link opens the ComPay credit card page and automatically enters the facility

where the container is located, container number, calculated storage cost and date

and time of pickup. Only the credit card number and card holder’s details need to be

entered.


Part payments can be made — however, a warning message will be displayed giving

the payer the new balance due. This new cost will be available when clicking the

recalculate button on the Edit Booking page. (Note: the recalculate time is approx.

10 minutes from payment approval).

When paid in full, the container can be picked up from facility.

8.3.2 Pay using ComPay

This link allows a registered user to log into the ComPay system and pay for storage

either by credit card or direct debit from their bank account. All details are entered

manually.

Storage values are not held continuously in the system and must be recalculated

each time you enter the Edit Booking page.

Each facility calculates storage individually and rates may vary from one facility or

stevedore to another.

The following information is required to be entered for storage payments by credit

card through ComPay.

Card Holders Name – the name that shows on the credit card.

Credit Card Number – the number on the credit card.

Security Code – the three-digit number on the reverse side of the credit

card. This field is optional.

Expiry Date – the expiry date of the credit card.

Payer Email – the email address of the payer.

Payer Contact Phone – the main telephone contact number of the payer.

The details showing below, ‘Payee Details’ and ‘Line Item’ details, are automatically

entered from the VBS Edit Booking page.


The payer may wish to enter a comment to show on their bank records.

The payer then submits the payment and, if successful, will receive a confirmation

page. The container can then be released to the transport company.

8.4 How to list a booking for exchange

Bookings that are no longer required can be listed for exchange, making them

available for another carrier to use. If the slot is taken by another carrier the

ownership will transfer to the new carrier.

To list a booking for exchange, you must navigate to the Edit Booking page for the

individual booking. Search for your booking by clicking on the ‘View/Edit’ link.

Clear details currently assigned to the booking by clicking the ‘Clear Details’ button.

The booking status reverts to ‘Booked’.

Click the ‘List for Exchange’ button on the page. The page will refresh, and the

‘List for Exchange’ button will change to ‘Retrieve’. This indicates the List for


Exchange booking has been successful. The status of the booking will also change

to ‘Listed’.

Note the following.

If a container number has been attached to the booking the booking

cannot be listed until the saved details are cleared. Clearing the details is

done by clicking the ‘Clear Details’ button. A message asking for

confirmation to clear details will appear.

The booking will then be shown as ‘Listed’ in the view booking page.

The ownership of the listed slot remains with the carrier who originally

booked the slot until the slot has been booked (taken) by another carrier.

A carrier who lists a slot for exchange cannot see the booking from the

Create Booking screen, only retrieve the listed booking.

For some facilities, depending on what has been configured by the facility,

all slots listed for exchange will revert to its original slot type. This means

that it is possible that some slots will be listed as ‘Typeless’. When a slot is

listed as Typeless, it means that that slot can be used for either import or

export slots. For other facilities, depending on what has been configured

by the facility, all listed slots which were originally booked with an

‘Unspecified’ type will revert to ‘Unspecified’ slot type. This means that

even if the unspecified slot was confirmed to an import or export, the slot

will still be listed with a type of ‘Unspecified’. When a slot is listed as

‘Unspecified’, the slot can be used for either import or export slot once it is

retrieved.

The facility can disable carriers from listing company template slots or

facility created user slots.

When a slot is listed for exchange, the listed slot will appear to all other carriers in

the Create Booking screen (for the same date and zone of the original booking). A

listed slot will be taken from the Create Booking area as the first new booking for

any other carrier choosing a booking from the same date and zone as the listed

booking.

8.5 How to view bookings listed

Bookings listed for exchange can be monitored via the ‘Bookings Listed’ link in the

main menu.


From here you can view a report which shows the history of your bookings listed and

take. Enter your company name and search dates and click on ‘Search’. Click on

‘Printer Friendly’ if you need a paper copy.

8.6 How to retrieve a listed timeslot

If a carrier wants to retrieve and use a slot they have listed for exchange, they can

do so as long as the listed slot has not been booked by another carrier.

To retrieve a booking previously listed for exchange proceed to the Edit Booking

page for the individual booking.

Click the ‘Retrieve Listing’ button. The page will refresh and the ‘Retrieve Listing’

button will revert to ‘List for Exchange’. This indicates the Retrieve from Exchange

function has been successful. The status of the booking will also revert to ‘Booked’.

Note that if another carrier books your listed slot prior to you reaching the Edit

Booking page and clicking on the ‘Retrieve Listing’ button to retrieve your listed

slot, the slot will transfer to the new carrier and you will not be able to retrieve the

slot. If this is the situation, the exchanged slot will not be shown in your View

Bookings screen, as the ownership of the slot will have been transferred to the new

carrier. Any transferred slot belongs to the new carrier and is irretrievable by the

original owner who listed the slot for exchange.

8.7 How to understand booking errors

The following images show possible errors encountered when trying to confirm

bookings.

8.7.1 Error message ‘Invalid Container Number ’

If a container has previously been used in a booking or has been entered incorrectly

a message of ‘Invalid Container Number’ will appear. Check details by using the

Container Search facility for latest details if gated out.


8.7.2 Error message ‘Container Already Used’

If a container has previously been used in a booking and the container number is still

valid within the system, a message of ‘Container Already Used’ will appear. Check

details by using the Container Search facility for attached booking number.

8.8 How to view truck details

The VBS system has the ability to show the times the truck entered the facility,

completed all facility processing then left the facility. This can be used for auditing

purposes for carriers.

Note: truck details can only be viewed if a truck Registration Number is saved to the

booking. This can be done at any time prior to the truck arriving at the facility.


8.9 How to swap a booking

The ‘Swap Bookings’ link provides the facility to swap two container numbers

(export for export or import for import) or to swap an Export slot for an Import slot,

allowing a carrier to back load two slots in one truck movement in the same zone.

Click on the ‘Swap Booking’ link from the main menu.

The Swap Booking page will appear with the following search criteria.

Type: Any (default), Import, or Export.

Status: Any (default), Booked, or Confirmed.

Date: today’s date (default) or any future date for which bookings exist.


Days: 1 (default) or select more days ahead to search.

Make the following selections.

Select from the Type drop-down menu.

Select from the Status drop-down menu.

Select from the date pop-up the date required (only current and future

dates with bookings will work).

Select the number of days to look ahead.

Click on the ‘Search’ button.

You will be directed to the VBS Swap Timeslot page.

Check the two slots to be swapped, depending on the swap required.

If swapping container numbers, make sure container numbers are showing for

the respective slots and that the slots are of the same type; both Import or

both Export.

If swapping time slots make sure the slots are one of each type, Import and

Export. Container numbers are not necessary to make a successful time slot

swap.

If swapping a Hazardous container, make sure the Hazardous container is

swapped to a time slot that occurs after its earliest delivery date, otherwise it


cannot be swapped. Hazardous containers without the earliest delivery date

specified cannot be swapped.

Once the correct two slots are chosen, click on the appropriate swap button – ‘Swap

Timeslots’ or ‘Swap Containers’.

Confirmation of a successful swap will be shown on the top of the page and the

booking numbers or container number will have changed places. Any errors or

reasons for not being able to complete the swap will be shown above the search

area in red text.

8.10 How to view booking history

The ‘Booking History’ link shows by date range all bookings made by the carrier,

except slots listed and taken by other carriers.

Select ‘Booking History’ from the menu.

Choose a ‘From’ and ‘To’ date using the ‘Date selection’ fields.

Select a specific ‘Status’ type, if required.

Click the ‘Search’ button to show all Bookings for those parameters with that date

range. The ‘Printer Friendly’ button allows you to print the details, if required.


8.11 How to review ‘No Shows ’

Note that the ‘Review No Shows’ function is available to certain facilities only.

8.11.1 What is a ‘No Show’?

A 'No Show' occurs when a truck does not appear at the facility during the nominated

slot time, after the booking has been confirmed.

When this occurs, the booking will be treated as a ‘No Show’ and you may be

charged additional fees. The container number on the booking will then be prefixed

with a ‘NS’ and you cannot amend the booking.

The container will then be available for you to confirm against another booking.

8.11.2 Review ‘No Shows’

The ‘Review No Shows’ facility allows the carrier to provide a reason to the facility

for the failure to show up at the booking and request that ‘No Shows’ be waived by

the facility. The facility can only waive ‘No Show’ fees prior to the invoice being

generated. If the No Show is waived then the specific ‘No Show’ will not be included


in the next invoice run. This is to reduce the number of ‘No Show’ disputes after the

invoice is generated.

Select ‘Review No Shows’ from the menu.

Select the current month. Carriers should contact the facility for the start

and finish dates of the billing cycle. The maximum review period is seven

days back or to the last invoice run date.

Select Date and Time Zone if required. This is advisable if carriers are

reviewing No Shows on a daily basis.

Click the ‘Search’ button to show all ‘No Shows’ within those parameters.

Select the ‘Edit’ link at the end of the data line for the ‘No Show’ you wish

to challenge.

Enter a brief description of the reason the ‘No Show’ should be waived.

Click the ‘Save’ button at the end of the data list. Note: The ‘Save’ button

must be clicked after completing each reason. Editing multiple ‘No Shows’

and then using the ‘Save’ button will not work.

Once all No Shows have been saved the facility will review these reasons and either

accept or reject the carrier’s request.

The carrier can then return to the Review No Shows page and view who at the

facility reviewed the ‘No Show’ and if the ‘No Show’ was waived.

Note that the carrier will not be able to see the reason given by the facility,

only Yes to waive or No to let the No Show stand.


8.12 How to review Manual Slots

Note that the ‘Review Manual Slot’ function is available to certain facilities

only.

The ‘Review Manual Slots’ facility allows the carrier to request that a manual slot

charge be waived by the facility. The facility can only waive the manual slots prior to

the invoice being generated. Invoices are generated every seven days. If the manual

slot is waived then the specific manual slot will be included on the invoice with $0.

This is to reduce the number of manual slot disputes after the invoice is generated.

Select ‘Review Manual Slot’ from the menu.

The search screen is displayed. The ‘From Date’ and ‘To Date’ defaults to the current billing day range. Click the ‘Search’ button to search the manual slots that meet the day range.

If no manual slots are found, the message ‘No Data found for the Specified Billing

Period’ is displayed under the message ‘* - Required fields’ in the search box. If

some manual slots are found, the message ‘x slot(s) found’ is displayed under the

message ‘* - Required fields’ in the search screen.

The following information related to the manual slot will be displayed.

Field Description


Company The carrier company name

TimeslotID Time slot ID

Timezone Time zone of that timeslot

Type Time slot type, e.g. E for export, I for import

Booking Status Booking Status of that TimeslotID

WZWAIVED = Wrong Zone waived.

Container # The container number that is for the timeslot

Waived Manual Slot charge is waived or not

Reviewed By Facility user who reviewed the timeslot

Review Date The date that the facility user reviewed the timeslot


If the manual slot booking time passed the facility carrier cutover review time, the

carrier cannot enter comment.

Under the ‘Waived’ column, it shows if the manual slot will be waived or not.

If the facility has reviewed the manual slot then the ‘Reviewed By’ and ‘Review Date’

column will shows which facility user and at what date the manual slot was reviewed.

Click ‘Edit’ to enter display or hide the carrier’s comment.

Enter a brief description explaining the reason the manual slot should be waived. If

it’s already past the facility’s defined cutover review time then the carrier’s comment

line cannot be edited.

When the carrier enters a comment for a particular manual slot, an asterisk is

displayed at that line.

Click the ‘Save’ button to save the comment.

8.13 How to view bookings listed for exchange


Click on the ‘Bookings Listed’ link to see a full history of bookings listed for

exchange.

See 8.5.

9 IMPORT DATA

9.1.1 Import delivery times

The Import Delivery Times report lists the date and times for the last container off

and the first and last free day of storage for containers from a particular vessel. This

allows trucking companies to better plan the receival of import containers from the

facility.

Go to the ‘Import Delivery Times’ link under the ‘Import Data’ menu item.

The page returns data pre-sorted by the vessel’s estimated time of arrival (ETA). The

user also has the ability to search the list by the following criteria.

ETA

First Free

Last Free

Last Imp Off

Lloyds Number

Vessel Name

Voyage Number Inbound

Choose the search criteria and whether the list is to be displayed ascending or

descending.

Click on the ‘Sort’ button.

The returned page shows all import delivery times that fit the search criteria


10 EXPORT DATA

10.1 Pre-advised exports

The Pre-Advised Exports report searches for export containers that have been pre-

advised to the facility by the use of electronic PRAs (Pre-Receival Advices). The Pre-

Advised Exports report provides data to enable the VBS carrier to check whether the

containers they are moving to the wharf have been pre-advised by their clients and

are able to be received by the facility.

Go to the ‘Pre-Advised Exports’ link under the ‘Export Data’ menu item.

The user has the ability to search by either a specific container number and a date

range or just a date range (restricted to 7 days at a time). The container field can be

left blank to return all containers within the date range. The page returns data pre-

sorted by container number. The following container details are returned.

Advised

Container

Shipping Line

Lloyds Number

Status

Vessel Name

Voyage Number


Choose a ‘from’ date to set the date range of the search. Enter a container number

or leave the container field blank (this returns all container numbers in the specified

date range).

Click on the ‘Search’ button.

The returned page shows all PRAs that fit the search criteria.

Container details can be found by clicking the container number.

10.2 Export receival times

The Export Receival Times report shows the list of Receival Start Times and General

and Reefer Cut-off times for the delivery of Export containers to the facility. This

allows the trucking company to check when containers they are moving to the wharf

can be received by the facility.

Go to the ‘Export Receival Times’ link under the ‘Export Data’ menu item.

The page returns data pre-sorted by ETA. The user also has the ability to sort the list

by the following criteria.

Receivals Begin

General Cut-off

Reefer Cut-off


ETA

Lloyds Number

Vessel Name

Voyage Number Outbound

Hazardous Receival time

Hazardous Cut-off time

Choose the search criteria and whether the list is to be displayed ascending or

descending.

Click on the ‘Sort’ button. This will return with a list of vessels sorted according to

the selected criteria.


11 GENERAL DATA

General data inquiries include vessel and container reports which provide

information about the vessels and containers the carrier needs to be able to

complete bookings using the VBS.

11.1 Container search

The ‘Container Search’ link provides detailed information for a specific container.

Click on ‘Container Search’ under ‘General Reports’ in the facility menu.

Enter the container number in the search field

Click the ‘Search’ button.

This will open the Container Search screen for the specified container and includes

the ability to pay any storage owed.

The sections below show detail differences between export and import container

searches. Both searches show that these containers have been successfully

confirmed to bookings by their Booking Ref number.

11.1.1 Container search — import

The Container Search — Import screen is as follows.


11.1.2 Container search — export

The Container Search — Export screen is as follows.

11.2 Vessel schedule

The Vessel Schedule page provides information on the arrival and departure times

of vessels calling at VBS associated facilities within Australia.

Go to the ‘Vessel Schedule’ link under ‘General Data’ in the main menu.

The page returns data pre-sorted by ETA It is also possible to sort the list, if

required, by the following criteria.

Actual Arrival

ETA

ETD

Shipping Line

Lloyds Number

Vessel Name

Voyage Number Inbound

Voyage Number Outbound


Choose the search criteria. Choose whether list is to be displayed ascending or

descending. Click the ‘Sort’ button.

Use the ‘Print’ button if a hard copy is required.

12 SOLVING PROBLEMS

12.1 I can’t book in the VBS and I have a message to contact the facil ity

If you find you can’t make bookings in the VBS and you can see this message on

your screen:

‘You cannot make bookings at this time as your account is either restricted or

inactive. Please call the facility directly to have this rectified.’

it is generally because you owe payment for one or more invoices, so your VBS

access has been ‘Restricted’. In this ‘Restricted’ state, you will only be able to log in

and navigate through the screens to view information. You won't be able to click on

the ‘Create’ link to create any new bookings.

To lift this restriction, contact the facility’s accounts department and resolve the

outstanding amounts.


13 WHERE TO GET HELP

Help is available:

from the FAQs in the ‘Help’ tab of our website www.1-stop.biz;

by email to [email protected]; and

from 1-Stop Helpdesk on 1300 881 055.

http://vbs.1-stop.biz/

http://www.1-stop.biz/Pages/TermsAndConditionsOverview.aspx


14 GLOSSARY

! — booking is active and requires container number

20’ – 20 Foot Container

40’ – 40 foot Container

Adv. (To Be List) — booking has been listed for exchange

Available — number of available slots

Begin — start of time zone

BD – Booking Day; the day the timeslot is to be used by the carrier

BD-n – ‘n’ is the number of days before the booking day

BTRE – Bureau of Transport and Regional Economics

Comm — commodity type

Commodity — commodity type

Cont — container number

CTO – cargo terminal operator or stevedore container terminal

Cont – container Number

Comm – commodity type of cargo loaded in container

Date — booking date

End — end of time zone

Exch. — slot listed for exchange; Y or N

Exp Date — expiry date and time before which container number has to be allocated

to a booking

Exp Date — expiry time and date of the booking; that is, when the booking must be

confirmed by

Exp — export

Haz — hazardous container

Imp — import

Length — length of container


Wrong Zone – container arrives outside the zone that the booking was made for

List – is the booking listed for exchange

MSIC – Maritime Security Identification Card

MT – empty container

OOG – Out of Gauge container

POAL – Port of Auckland

Ref – reefer or refrigerated container

Ref – Booking Reference Number

Ref — unique system allocated booking reference number

Required — number of slots required

SMS – Simple Message Service allows simple test messages to be sent to mobile

phones.

Select — check box for selecting an individual booking

Status — booking Status: Arrived, Booked, Cancelled, Confirmed, Listed, No Show,

Used,

Stevedore — terminal company that handles containers at the wharf

Trans – Transponder booking assigned to an Auto Gate (paperless or transponder)

Run

Type – booking type; either import or export

Type less – booking that is neither import or export until booked by the carrier

Trans. — booking configured for transponder/eGate; Y or N

Type — booking type; Import, Export, Dual, Typeless or Unspecified

Uns or Unsp – Unspecified slots; slots which are neither Import nor Export until the

carrier has confirmed the slot to an import or export.

Vsl/Voy — vessel and voyage details

VBS – Vehicle Booking System

Zone — zone for slot

Company — VBS carrier who booked the slot


Comm — commodity type — GEN, REF, OOG,HAZ, MT or No Selection

Container — container number

Date — booking date

Days — number of days to view in search results

Full/Empty — full or empty status

Length — length of the container; 2, 4 or ‘No Selection’

Reference — unique system allocated booking reference number

Status — booking status; Arrived, Booked, Cancelled, Confirmed, Listed, No Show,

Late Zone, Waived, Wrong Zone.

Type — the type of booking, whether it be Import, Export, Dual or Unspecified.

Vsl/Voy — vessel and voyage details

Documents

Customer User Guide VBS · You’ll be asked to choose from a list of 1-Stop Service Families. Choose ‘VBS’ from this list. Choose a Service (subscription type) from the right