Shipment main data entry form

To ship birds internationally involves quite a lot of paperwork.
It is easy to make mistakes when typing out the same ring and permit numbers on numerous forms.

AIMS is able to produce the shipment Documents to provide to your shipping agent for you.

The shipping form will provide you with:

1. Booking request to send to shipping agent in order to make the provisional booking and provide you with an AirWay bill number.
2. Schedule of birds for your export health certificate application.
3. Packing list.
4. Commercial invoice.
5. Catchup list, which gives a list of birds for the shipment and their current location within your facility.
6. Self adhesive labels for your shipping boxes.

The shipment data entry form can be selected form the main menu or from the toolbar on the left of the main AIMS form

The shipment form is in two parts:

1. The information about the shipment itself.
2. Details of for each bird for the shipment.

Shipment details #

Add a new record and then enter the proposed shipping date and pick the flight from the popup list.

A preset list of flights is built into AIMS. If the flight you want is not on the list you can add it at the time.

Selecting the flight will fill in the Airway Bill prefix and display the flight departure and destination airports allowing the user to ensure that the flight selected is correct.

We have not included flight times in AIMS as these can change and also alter according to the time of year with British Summer time.

The shipper address is filled in for you and comes form the AIMS user address by default.

The name for this is taken form the preferences page for the CITES permit signatory.
This ensures that they match your CITES export permits.

The consignee is auto filled form the preferences default importer.
Both of these can be changed on the form by selecting a different person from the address book.

Bird details #

You now choose which birds you want to enter for the shipment.
This is done via a selection control on the left of the form.
You can select these birds from:

1. Birds in stock for which you have CITES export permits entered in AIMS for this consignee.
2. All young birds in stock.
3. All birds in stock.

Tick the check box next to the birds you want to add to the shipment and then click on the Add Birds to Shipment button at the bottom.

AIMS will add the selected birds to page two of the shipment form.

For each bird you need the following information:

1. Export CITES Permit number.
2. Import CITES permit number.
3. Bird weight and price.
4. Box length, width, height, weight and type.

When you add a bird to page two AIMS checks to see if there is an export and import permit on the system for each bird for this consignee.

If the permits are not on the system you can enter them and the date issued on the form and when you save the record AIMS will use that information to create a CITES permit entry in AIMS for you.

When you save the record the input permit boxes will change from

to

If you need to edit the date or permit number you do so by clicking on the button to the right of the entry which will open the permits form, where you can make any changes.

To have to enter all the box measurement for every bird would be very tedious.
To automate this process AIMS uses default values for you.

The first time you enter the box details and bird weight and price for a species / sex combination AIMS will ask you if you want to use this figures as a default for this species / sex combination.

If you say yes it will save these update all the other birds in the shipment which are the same species and sex with those figures.

You can alter any of these for an individual bird at any time.

The next time you add a bird to any shipment it will uses these default values for that species / sex combination.

These can be managed in the Shipment Species / Sex defaults form at any time.

For any items that are required and have not been filled in, the label next to it will show in red.

For any birds for which the information has not been filled in a * will show in the first column of the grid.

Once all the data has been completed for each bird you can add the box numbers by clicking on the add box numbers button on page two.

Shipment Documents #

You are now ready to produce some of the documents for the shipment.

You can select to print or preview the documents as you create them, this is defined from the Shipment page of the preferences form.

In either case AIMS will always create a PDF copy in the shipment document folder and inform you of the name and location of this file as you create them.

Booking Request Form #

The first one you need is the Booking Shipment Request to send to your shipping agent.

From this they can make a provisional booking and provide you with an Airway Bill number.

Once you get the Airway Bill number you enter this on page one of the shipment form.

Airway Bills have a set number format, the last digit of which is a checksum.

AIMS will validate the Airway Bill number to ensure that it has been typed in correctly.

If it is incorrect a message will show in the screen

You can now produce the remainder of the documents:

Schedule of birds for Health Certificate application. #

You can load this up with your export health certificate application.

Packing List #

Invoice #

Be sure to enter your EORI number in the Shipment page of the Preferences form, as this will be required by customs at the time of export.

Catch Up List #

This is used when you are ready to catch the birds up for the shipment.

It is ordered by location and then ring number.

Box Labels #

The labels are printed two up per A4 page.

We have found that Avery L7168 Self Adhesive Parcel Shipping Labels, Laser Printers, 2 Labels Per A4 Sheet UltraGrip work very well for this. Each label is just under A5 size.

You can replace the background image on the labels with your own company logo if you wish.

To do this replace the following two jpg files with your own logo image in JPG format.
Be sure to make the name exactly the same. They will be scaled to fit.

c:\visualaims\box_watermark.jpg
c:\visualaims\update\box_watermark.jpg

Moving shipped birds out of your stock #

When the birds have shipped fill in the actual shipped date entry on page one and save the record.

AIMS will then ask you if you would like to move the birds out of stock.

If you select yes, AIMS will move all the birds out of your stock by making disposition records for each bird with a Disposition – Export as the disposition type and the address that they have gone to as the consignee.

Monitor document status #

The first page has entries so that you coa monitor the status of documents for the shipment.

The coloured markers on the right hand change depending on the entry you have made for each of the documents.

Red – Nothing done

Amber – In progress

Green – complete

When you print a document the print code will update the entry on this for you fro Not Printed to Printed.