RoRo - Terminal deliveries

Overview

The Import Unit process allows users to track and manage incoming vehicle units from vessel efficiently. The process integrates various systems, including SSR, Zodiac and TANCIS. Through this integration, the user can search, manage, and update unit information from the initial import stage until the vehicle is gated out of the terminal.

RoRo Terminal Delivery Process

Prerequisites

• This process is applicable for the Terminal deliveries only

Process Flow

• SL/SA Import Unit Search/Submit DO: The process involves the SL/SA, CHA and Terminal Operator. The SL/SA user logs into the system, and searches for the Unit using Vessel name / Bill of Lading details and saves the unit detail in CCS once DO details and CHA nomination are submitted.

• Documentation submission by CHA: CHA User then submits the required documentation for Terminal to review. Once terminal has reviewed and approved the documents, CHA can proceed to request for the invoice. CHA makes the payment (online/offline) mode and payment is settled.

• Invoice and Payments by CHA: CHA can follow https://dtworld.atlassian.net/wiki/x/4AEx7Q process to request for Invoice, payment payment and get this settled. Once Payment has been settled then CHA can proceed for Driver nomination request.

• Driver nomination: Payment settled records can be nominated with Driver and vehicle details which is sent to the TANCIS for approval.

• Approval by TANCIS: TANCIS reviews and approves the handover request, a confirmation is received by system.

  • Once TANCIS approves the request, the chassis unit status in CCS is updated to "Approved."

  • Following the approval, Once the Truck Visit ID (Truck Pass) details are saved in CCS, the unit status is updated to "Ready for Release."

• Gate Pass and Vehicle Inspection Report (VIR): After the unit is ready for release, the user can fetch the Gate Pass and Vehicle Inspection Report (VIR), which are essential for vehicle gate-out process.

• Execution Steps

1. Login to CCS account, and click SIGN IN.

2. In the Select Location window, click the drop-down and select the location Dar es Salaam - GC

3. Click CONFIRM.
   Note: The Confirm button is enabled only after selecting the location.

Open

4. Go to Manage > Shipment > Import Container Release.

Open

5. In the Import Unit Search section, to pull out the details of a particular unit, enter Vessel Name or visit id or Bill of Lading number, Destination and then click on the search icon as highlighted in the image below.
   Note:

   • It is mandatory to add Vessel Name or visit id or Bill of Lading number and Destination.

   • Once the customer clicks on the search icon, search table is displayed on the screen.

6. To search with a new Vessel Name or visit id or Bill of Lading number to reset the number, click on Reset icon, or click on the cross icon from the chips section (below search parameters).

   1. To Proceed with the delivery order submission for the Unit, click the three dots and select DELIVERY ORDER UPDATE

7. When Delivery Order Update Button is selected, Delivery Order Update Pop up will open for adding the detail such as Delivery Order Number search Broker (Broker must be registered in the system) and be able to SAVE it

10. Save button will be enabled once the Delivery Order is updated and Broker is nominated

11. When Delivery Order is updated and Saved, unit details for the requested BOL will be retrieved and saved. Message notification pop up will be seen on the Import Unit screen

11. Login to CHA account and navigate to My Units section. Additionally, bulk Update Details can be performed from Import Unit section using Update Details button that gets enabled upon selection of more than one record from the search results

12. Enter Bill to code Details and enter mandatory documents which are required and click on Save button

13. The unit will change to Awaiting Terminal Approval status

14. The approval process will be handled by Terminal operator which is covered in https://dtworld.atlassian.net/wiki/spaces/CDD/pages/4166877189

15. Record will go to Awaiting BL release and a BL release message will trigger to Zodiac

16. After that status will change to Awaiting Payment Status.

17. CHA will make the Payment via Payment module and the Unit Process status will change to Invoice Settled Status

21. Navigate to Driver Nomination section from left NAV pane selection to submit Driver details for the Units whose status have been set to Invoice Settled. At Driver Nomination section, search for the unit whose driver details to be submitted using unit id or Bill of Lading. However the units whose driver nomination to be submitted will appear be default

15. From the Search results, driver details such as transport company name, drive name, license no, Reference #, Declaration #, Trip can be updated using EDIT button option

14. Reset/ Save button will be enabled only when the data is filled against at least one record

15. Additionally Driver Nomination can be done using bulk file upload option selection using csv file (Manage → Messaging → File Upload)

Select document type value as GC Handover Request from Upload section before uploading csv file

16. Saved details at Import Unit search section will start appearing in My Units section of Import Container Release module. In order to view the Unit details, navigate to My Units section from Left Nave pane. Search for the unit record using search criteria or select the record from the search results.

    1. The Unit will now move from Invoice settled status to Awaiting Approval and then to Awaiting Confirmation status.

17. Expanded view of the search results 

18. Unit status will change to Approved once the record is approved from Tancis .

19. Manage Import Unit detail page view for Approved unit status

Note: Inspection Report button will be seen for the unit Status is in “Approved State” only.

21. Navigate to Document view from left nav pane selection

22. Navigate to Comments view from left nav pane selection

23. Navigate to Audit view from left nav pane selection and user can see the GatePass Issue date and time and the Truck Visit Id.

24. Once the unit status changed to cleared that informs the user that Gatepass is issued and user can download the VIR and gate pass. User can click on the three dots for any unit and the option will be shown as below

27. : Additionally Bulk download of Inspection report and Download Gate pass option will be enabled from the My Units when at least one unit is selected with the check box as shown below

Sample GatePass Report and Inspection report are attached for reference.