GACship QuickGuide PA

1 GACship Quick Guide for Port Agents: Page 1 of 13 Introduction GACship is a web-enabled business application that automates the operational and financial processes of the GAC Global Hub Services. It defines easy interface to create the Proforma, SOF, and Final D/A. This is considered the major responsibility of GAC & associated Port Agents. This document, through subsequent topics will cover the entire business flow of GACship . For a better understanding, it is highly recommended to read this document from beginning till end. Intended audiences of this document are Port Agents who would use GACship to track their Port calls. Contents An How to Login?..2 GACship The Pick-up Hot to Find a Job?..4 The Job Main Locking and Unlocking the proforma Final Color Notations in PDA and Add Cargo Add Transit Support Introduction Contents Nov 2009 Release GACship Quick Guide for Port Agents: Page 2 of 13 How to Login?

2 Well, to start with, we have to login to GACship . Kindly follow below steps: 1. Go to For Europe region: For Singapore and Far East: For US and Americas: For BP US job 2. Supply the User Name and Password and press Log In. A successful login will open the Welcome screen. Note: Contact your Hub Operator for any issues related to login. An Insight How to Login? Your login credentials Nov 2009 Release GACship Quick Guide for Port Agents: Page 3 of 13 GACship Interface Current Job Icons Main page SOF Cargo Dt Final D/A PDA Party List` Mail list Other Icons Search Alerts To do list Docs Print Home Exit Lock Job Unlock Job Master Info : View master information Clear Contents : Clear contents of adjacent text box Pick up list : Open Pick-up list to view master data Date & time pick up : Open GACship Calendar to easily select date The Pick-up List Pick-up Lists are introduced to ensure data integrity and to enhance data entry process.

3 Modules Search, Cargo Details, Reports, etc. makes use of Pick-up Lists to view master information , Port, Vessel, Party, Terminal, etc. To open, click Title bar Current Job Pane Menu Bar Tool Bar GACship Interface The Pick-up List Nov 2009 Release GACship Quick Guide for Port Agents: Page 4 of 13 Pick-up Lists are integrated with advanced search options. To select, click hyperlinked record at the bottom of the window. To learn more about the search utility, refer below: Sort By Specify the database field to sort records Ascending Sorts A-Z and Descending sorts Z-A Searches local list, when not selected and server list otherwise Select to retrieve result each time you press a key Click to search text Anywhere Search filters as Begins with, Ends with and Any where In Text you provide in Search text box is matched with the contents of this field ?

4 Search is operated on the Local list by default. When no matching records are found, it is carried over to the Server list automatically. Local list is the data stored on your machine locally and server list includes entire data on the server. ? Search is accomplished in conjunction with all parameters. Records that meet all parameters supplied by you are retrieved in a search operation. After learning how to search for master data in the Pick-up list, let us move on to Finding a Job. Hot to Find a Job? Most frequent tool used to find Job in GACship is the Search Utility. Every GACship Job comes with a unique Job Number (10 digit, alphanumeric). It is a good practice to search Job using its unique number, though search based on Job Status, Vessel, Port etc.

5 Are available. You may also use the To Do List, wherein you can choose the Job from a list of various categories. Search Tool 1. Click Modules Search or . 2. Type the Job Number in the Job No field and click Search. 3. This will open Search Results dialog. To select Job, click Job Number. To retrieve all Jobs starting with a particular letter(s), just provide a first few letters of the Job number and carry over the search. Ex: ABC will yield ABC5123456 , ABC3786786 , ABC987574 etc. To Do List Job Number Search How to Find a Job? Nov 2009 Release GACship Quick Guide for Port Agents: Page 5 of 13 1 Click My Tasks To Do List or . 2 Click the relevant Job Status. 3 This will list Jobs under selected category.

6 To select, click hyperlinked Job Number. When you select a Job, GACship will open its Main page and update the Current Job Pane. We will learn more about the Main Page in the next topic. Whenever you work with a Job, make sure that Current Job Pane displays relevant Job. When you login, Current Job Pane will display the last Job you worked with. The Job Main Page Main page can be used to review Job data. To open Main Page, click Modules Main Page or . To get more information about a field (Ex: Port, Vessel, Party, Job Status), click Master Info icon. If Rebillable Job, GACship will show and if funded by GDC, then on the job pane next to job number. To review associated information, click the relevant tabs: General Display general info (Port, Vessel, Party, Cargo, etc.)

7 WS Instructions World Scale instructions (Available for Port Jobs) Transit Details Add/Review transit details (Available for Suez Canal Jobs) Instructions PA specific instructions Owner s Matters Owner specific Instructions (Available for Port Jobs) Additional Requests Additional requests (Available for Suez Canal Jobs) PPL Nomination Principal nomination information Hub Appointments Hub Appointments information Documents List various Job related documents After reviewing, our next task is to Acknowledge Hub appointment. However, it is important to learn about the Lock and Unlock mechanism in GACship . Locking and Unlocking the Job If you have to edit a Job, always lock it first. Only one user can lock and edit the Job at a time.

8 When you are done, make sure you unlock it, so that others can work with it. Refer to below chart for a detailed description: The Job Main Page Locking and Unlocking the Job Tabs Job History Nov 2009 Release GACship Quick Guide for Port Agents: Page 6 of 13 Action Outcome To lock, click lock Icon changes to key NOW you can edit the Job, others cannot. GACship window title will additionally display the Locked By. To Unlock, click key Icon changes to lock NOW you cannot edit Job and Job is open for other users GACship window title will remove your name from Locked By. Acknowledgement Purpose of this module is to acknowledge your Operators appointment. You will not be allowed to open PDA/SOF/FDA pages, until you acknowledge.

9 To acknowledge, follow the below steps: 1. Click Modules Acknowledgement. 2. Lock the Job, by clicking icon. 3. Type your message in Ack. Message column. 4. Click Acknowledge. This will automatically send e-Mail to Operator. 5. Click Close. This will open the Proforma page. To learn more about Proforma, refer next topic. proforma DA Creation Follow the below procedure to create the Proforma: 1. Click Modules Proforma or . 2. To add services, choose any/all below options: Default : To populate Principal default services. Select : To individually select services: - To find a service, click button (A-Z) or enter search text and press GO. - Identify the service and then select check box at the right. - To select more, repeat above steps.

10 Do not press Select now. - Once done, click Select. This will insert all selected services. - Wait until page gets loaded and then click Close. Acknowledgement Proforma DA Nov 2009 Release GACship Quick Guide for Port Agents: Page 7 of 13 Import : To import services from a previous Job of similar Vessel. Retrieve : To retrieve services from a previous saved Template. 3. Choose Pay To (Ex: PA, OPA) from the drop-down list. 4. Choose Paid By from drop-down list. This column is Owner by default. 5. To change the currency, click Currency column and press F2, and select from Currency Pick-up list. Change the Exchange Rate, if required. Contact your Operator, if you do not have the rights to do so. 6. Enter the Quantity and Unit Price.