Introduction. Contents

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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.

Introduction

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How to Login?

Well, to start with, we have to login to GACship. Kindly follow below steps: 1. Go to http://www.gacship.net. For Europe

region: www.uk.gacship.net

For Singapore and Far East:

www.sg.gacship.net

For US and Americas: www.us.gacship.net

For BP US job www.gacship2us.com

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 here...

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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. Modules Search, Cargo Details, Reports, etc. makes use of Pick-up Lists to view master information i.e., Port,

Vessel, Party, Terminal, etc. To open, click

Title

bar Current Job Pane

Menu Bar Tool Bar

GACship Interface

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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

? 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. 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 àSearch 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?

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1 Click My TasksàTo Do List or . 2 Click the relevant Job Status.

3 This will list Jobs under selected category. 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 à 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.) 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. 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

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Action Outcome

To lock,

click lock § Icon changes to key

§ NOW you canedit the Job, others cannot.

§ GACship window title will additionally display the Locked By.

To Unlock, click key

§ Icon changes to lock

§ NOW you cannotedit 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. To acknowledge, follow the below steps:

1. Click Modules à 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 ModulesàProforma 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. 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

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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. GACship will calculate the Total, $ Unit Price and $ Total. Repeat this step for all services.

7. Click a service and add remarks at PA Remarks column and PO/Indent Number at “PO Number” column. While adding this information, the corresponding service will be shown in blue color.

8. Click Save . This will show the Total USD Amount.

Review

1. To review break down of Services with respect to Party and Currency, click .

2. To review Proforma in its Intermediate Currency, click “Int Curr View” .

3. To print the Proforma Statement, click Print .

Misc

1. Click Save as Template to save the current Proforma as a template for future jobs.

2. To insert the same set of services to another Job in the future, click on the button .

3. You can upload Rebillable, Cargo or Voucher document individually to services. Click a service and to upload and review.

4. To specify service(s) as Rebillable, Select the check boxes under .

5. To select all services, click Select All . To delete the selected service(s), select the check boxes under and then click Delete . To unselect all services, click Unselect All .

Submit

1. To submit the DA, click Submit . This will change the job status to proforma submitted

2. This will send e-Mail notification to the Operator.

Notes

? You can edit the PDA even after submitting it. Services added to the PDA after Fund Request will be considered as Supplementary.

? Supplementary Proforma are allowed until Final D/A Fund Request.

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o Added by users of other Company o Whose Fund has been requested

Note: To know more about various color notations in Proforma D/A, refer the topic Color Notations in Proforma and Final D/A.

Our Principals and GAC as Hub Agents require the Proforma to be completed not later than 24 hours after receipt of the job information

proforma DA

This module has been made especially for Principal Group Hellespont to enable them to roughly anticipate the FDA since Sailing Proforma is very close to it.

This Proforma is created after the vessel has sailed. It would help for a comparison between the Proforma DA and sailing PDA and the sailing PDA and FDA.

1. Click ModulesàSailing PDA.

2. To add services, choose any/all below options:

- To find a service, click button (A-Z) or enter search text and press GO.

- To select more, repeat above steps. Do not press “Select” now. - Once done, click Select. This will insert all selected services. - Wait until page gets loaded and then click Close.

Import from main PDA : To import services from the main PDA. 3. Choose Paid By from drop-down list. This column is “Owner” by default. 4. 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.

5. Enter the Quantity and Unit Price. GACship will calculate the Local Amt, $ Unit Price and USD Amt. Repeat this step for all services.

6. Add remarks at PA Remarks column at the end of each service line. 7. Click Save . This will show the USD Total.

8. Click to see the reminders mail sent regarding Sailing PDA update

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9. Click to submit the Sailing Proforma to the Hub office. Note:

1.To select all services, click Select All . However this will not select services imported from main DA.

2.To delete the selected service(s), select the check boxes under and then click

Delete . To unselect all services, click Unselect All .

SOF

GACship enables you to create three SOF types, viz Port, Berth, and Terminal

SOF. To add the SOF, ATA – Actual date and Time of Arrival of Vessel has to be entered.

Add Port/Terminal/Berth SOF

1. Click Modules àSOF or .

2. To update Vessel dates, click Enter ETA/ATA, fill in Arrival/Berthing dates, and click “Save”.

3. To add an SOF,

i. Click New SOF. This will open Job SOF Types dialog.

ii.Select SOF Type from drop down List.

iii.Enter Port, Terminal, and/or Berth information, as the case may be. iv.Provide Description and press OK.

4. To add new categories, repeat the above steps. 5. To review SOF history , click on the icon

Associate Events

To add events to the newly created SOF, click hyperlinked SOF Type. This will open a new screen as shown on right.

1. To add events, use any/all of the following:

Default : To populate default SOF events for a Principal.

Select : To individually select events:

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- To find events, click button (A-Z) or enter search text and press GO.

- To select more, repeat the above steps. Do not press “Select” now. - Once done, click Select. This will insert all selected events.

- Wait until page gets loaded and then click Close.

Retrieve : To retrieve events from a previous saved Template. 2. Enter Start Date/Volume/Unit/Remarks/Lifting method/End Date.

3. To sort order of events, provide a sequential Code (Ex: 01, 02, 10, 20 etc.) 4. To save the events as a template, click Save as Template . In

the future, use to insert same set of events to another Job.

5. To save, click Save . To print the SOF, click Print .

6. To go back to the SOF screen, click SOF again. To add events for other SOF categories, repeat the above procedure.

7. To select all services, click Select All . To delete selected service(s), click

Delete . To unselect all services, click Unselect All .

Upload Documents

1. To upload documents to GACship, click , supply Description of file upload, click and select the file, and then click .

2. To view uploaded file, click and then click hyperlinked File Name.

SOF Reminders

GACship implements an advanced reminder routine for SOF. Here is how it works:

§ Reminder regarding Dates: If you do not update the ATA after one day of ETA, GACship will send reminders every 12Hours requesting you to update revised ETA or

ATA. For Transit/Off-Port Jobs, GACship will send additional reminders to update

revised ETD or ATD if you do not update the ATD after one day of ETD.

§ Reminder regarding Events: After updating ATA, youare expected to update SOF with the relevant events. After 3 days of updating ATA, GACship will send reminders every 12Hours until any of the below events are updated in the SOF:

Full Away On Passage Sea Pilot Off

Anchor Aweigh & VSL Sailed Vessel full away/SOSP

DOP / VSL Sailed SPORE Started Sea Passage

Vessel Sailed Sailed (Full Away on Passage)

Started Sea Passage (SOSP)

This reminder will not be sent for transit/Off-Port jobs.

SOF Close

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1. You may close the SOF after completing the SOF. To close the Main SOF, click SOF Close .

2. Sub events have to be closed before closing the Main SOF. For this, go to

events screen (by clicking SOF Type) and click Final SOF . 3. No modifications will be allowed to SOF after SOF Close.

Our Principals and GAC as Hub Agents require the completion of the

SOF not later than 24 hours after the departure of the vessel

Final D/A

Creation

Creating Final D/A is similar to that of Proforma. GACship will allow Final D/As only after updating ATD. To create FDA,

follow the below steps:

1. Click ModulesàFinal D/A or . 2. To update ATD, click Enter ATD/ETD.

Add relevant dates and press Save.

3. To compare, Final D/A will show Proforma services on the screen. To insert same PDA services, just click FDA Quantity and FDA Price columns. Change the figures, if necessary.

4. To add OTHER services, choose any/all below options:

- To find a service, click button (A-Z) or enter search text and press GO.

- Select the check box at the right.

- To select more, repeat steps (i.) and (ii.) above

- Once done, click “Select”,wait until the page gets loaded and then click

Close.

Import : To import services from a previous Job of similar Vessel.

Retrieve : To retrieve services from a previous saved Template.

NB: Default : To populate Principal default services if you are entering FDA without a PDA.

5. Choose Pay To (Ex: PA, OPA)from drop-down list. Please note Party that has been already chosen in PDA cannot be changed in FDA.

6. Choose Paid By from drop-down list. Please note Party that has been already chosen in PDA cannot be changed in FDA.

7. Change currency and Exchange Rate, if required. Do contact your Operator, if you do not have the rights to do so. Please note you cannot update this information if it has been followed from PDA.

8. Enter the Quantity and Unit Price. GACship will calculate the FDA Total, $ FDA Unit Price and $ FDA Total. Repeat this step for all services.

9. Click the service and add remarks at the Final D/A Remarks column. While adding remarks, corresponding service will be shown in blue color.

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10. Click Save . This will show the Total FDA Amount.

Review

1. FDA screen shows PDA services as well so that you can compare the amounts. To align PDA and FDA services vertically, click and to align horizontally, click .

2. To review break down of Services with respect to Party and Currency, click .

3. To review Final D/A in its Intermediate Currency, click .

Misc

1. Click Save as Template . To insert the same set of services to another Job in the future, click .

2. You can upload Rebillable, Cargo or Voucher document individually to services. Click a service and to upload and review.

3. To specify service(s) as Rebillable, Select the check boxes under .

4. To select all services, click Select All . To delete the selected service(s), select the check boxes under and then click Delete . To unselect all services, click Unselect All .

Submit

1. To submit the DA, click Submit . This will change the job status to Final DA submitted

2. This will send e-Mail notification to the Operator.

Notes

? You can edit the FDA even after submitting it. Services added to the FDA after Fund Request will be considered as Supplementary.

? Supplementary in FDA will be allowed until the job status is Job Closed.

? You will not be able to edit/delete the following services:

o Added by users of other Company o Whose Fund has been requested

Note: To know more about various color notations in Final D/A, refer the below topic.

Color Notations in PDA and FDA

– White, default background color – Light Green, approved by the Hub – Orange, rejected by the Hub

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– Grey, when Fund Request is been queued – Non-modifiable information

– Dark Grey, Proforma amount shown in Final D/A – Underlined Text, indicate World scale item – Blue Proforma Line

–Highlighted, while adding Remarks or PO/Indent

number

Add Cargo Details

Cargo details are allowed for Port and Off Port Jobs only. To enter, 1. Click ModulesàCargo Details/ .

2. Review/add cargo details. This will include the Terminal, Berth, Cargo Type, Quantity, Description etc.

3. Click Save.

4. To add more, click Add.

Add Transit Details

Transit details are allowed for Suez Canal and

Panama Canal Jobs only. To enter Transit details,

1. Click ModulesàTransit Details. 2. Enter the Transit details.

3. Click Save.

Support Information

§ Direct all Login related queries to Operator

§ To make necessary settings to Internet Explorer and then to learn about GACship common issues, refer to the document, which is available at “Internet Explorer Settings” link on the bottom left of login page.

§ Any other queries, 24/7, are welcome at:

The GACship Team

Tel: +971-4-8811 522 E-Mail: [email protected]