How to Create a Road Import Job
Overview
A Job contains all the records and documentation related to a consignment of goods that a customer wants you to move from one place to another. From within your Job you can conveniently make customs declarations, add cost and sales amounts, create collection and delivery notes and raise invoices. You can also add any documents related to your Job.
Create a Road Import Job
There are two ways to start creating an Road Import Job:
Either
1) Click on the Imports module at the bottom left hand side of the screen. Then, click on the Road Jobs folder at the top left hand side of the screen. Next, right click on the list area of the screen and a context menu will appear. Click on New in the context menu.
A New Job dialog box will appear. Click on the Road Import icon.
or
2) Select File from the main Sequoia toolbar at the top left hand side of the screen. A context menu will appear. Click on New followed by Job in the context menu.
A New Job dialog box will appear. Click on the Road Import icon.
If you create your Job this way then you will see that the New Job dialog box also includes Export Job icon options.
Next, enter the information described in the table below into the boxes of the New Job dialog box:
| Box | Information |
|---|---|
| Reference | Create your own reference for this Job and enter it into this box If you have set up Sequoia to automatically generate Job references for you then you can leave this box blank and Sequoia will automatically enter a Job reference into it. To learn how to set up Sequoia to automatically generate Job references for you click here |
| Customer | You must enter either your customer's name, Short Code, or EORI/ TIN number into this box You can select this information from a list by either typing a ? into this box or by clicking on the ellipsis (the 3 dots) to the right of this box to display the Account Lookup Dialog box. Next, enter the information or part of it into the search box, click on the binoculars icon to search for it and then select it from the resulting list by double clicking on it |
| Relationships | Enter the details of the consigner (the person sending the shipment) and the consignee (the person receiving the shipment) You can select this information from a list by clicking on the  on the right hand side of this box. Double click on the information that you wish to select. Alternatively, you can enter the consignor and consignee Short Codes or leave this box blank and fill it in later |
Next, click on the OK button at the bottom of the New Job dialog box. A Road Import editor will appear:
Next, enter the information described in the table below into the Road Import editor boxes:
| Box | Information |
|---|---|
| Customer | The customer information that you entered when you first created the Job via the New Job dialog box will be automatically entered into this box |
| Consignor | The consignor (the shipper) This box will automatically display the consignor (the shipper) data that you entered into the Relationships box when you first created the Job via the New Job dialog box. When you create a declaration for this Job the name and address of the consignor that you enter here will be automatically added to the Consignor box [box 2] of that declaration |
| Consignee | The consignee (the receiver) This box will automatically display the consignee (the receiver) data that you entered into the Relationships box when you first created the Job via the New Job dialog box. When you create a declaration for this Job the name, address and EORI number of the consignee that you enter here will be automatically added to the Consignee box [box 8] of that declaration |
| Goods Description | A description of the goods being imported When you create a declaration for this Job what you enter here will be automatically added to the Goods Description box [box 31] of the first item of that declaration |
| Origin | The UN/LOCODE of where the goods are coming from This will be a 5 character code made up of the 2 letter country code and 3 letter port code. When you create a declaration for this Job, what you enter here will be automatically added to the Dispatch Country box [box 15a] of that declaration. You can select this information from a list by either typing a ? into this box or by clicking on the ellipsis (the 3 dots) to the right of this box to display the Origin Lookup Dialog box. Next, enter the code or part of the code into the search box, click on the binoculars icon to search for it and then select it from the resulting list by double clicking on it |
| Destination | The destination UN/LOCODE of where the goods are going to This will be a 5 character code made up of the 2 letter country code and 3 letter port code. You can select this information from a list by either typing a ? into this box or by clicking on the ellipsis (the 3 dots) to the right of this box to display the Destination Lookup Dialog box. Next, enter the code or part of the code into the search box, click on the binoculars icon to search for it and then select it from the resulting list by double clicking on it |
| Packages | The number of packages in the consignment When you create a declaration for this Job, what you enter here will be automatically added to the Total Packages box [box 6] of that declaration |
| Gross Weight | The gross weight of the consignment |
| Currency | The currency of any freight charges If entered, when you create a declaration for this Job, what you enter here will be automatically added to the Freight Charge Currency box [box 63] of that declaration |
| Freight Charges | The cost of any freight charges If entered, when you create a declaration for this Job, what you enter here will be automatically added to the Freight Charge Amount box [box 63] of that declaration |
| UCN | The UCN (Unique Consignment Number) is generated by MCP/ CNS / Pentant You only need to fill in this box if the goods are moving through an inventory linked port. If it is not you can leave this box blank. When you create a declaration for this Job what you enter here will be automatically added to the Master UCR box [box 44] of that declaration |
Next, click on the Save button on the toolbar at the top left hand corner of the Road Import editor.
Add a Shipment Record
A shipment record contains the details of the transport of goods of a Groupage Load (House) or a Full Load (Master).
To add a shipment record to your Job click the on the New Shipment button in the Shipment Details Tasks section of the Road Import editor.
A Road Import Shipment editor will appear:
Some of the information that you previously entered into the Road Import Job editor will be automatically entered into the Road Import Shipment editor.
Next, enter the information described in the table below into any empty boxes in the Road Import Shipment editor:
| Box | Information |
|---|---|
| Category | You must enter either House or Master You can type H or M into this box or click on the to the right of this box and select 'House' or 'Master' from the drop down list. If this shipment is part of a consolidation select 'House' |
| Master | The Master reference number for this shipment. This could be the CMR reference |
| House | The House reference number for this shipment if there is one You would only have this information if this shipment is part of a consolidation |
| Vehicle Reg. | The registration of the vehicle |
| Trailer No. | Identification of the trailer |
| Date | The date of transport |
| Consignor | The consignor (or shipper) of the goods |
| Consignee | The consignee (or receiver) of the goods |
| Origin | The UN/LOCODE of where the goods are coming from This will be a 5 character code made up of the 2 letter country code and 3 letter port code. You can select this information from a list by either typing a ? into this box or by clicking on the ellipsis (the 3 dots) to the right of this box to display the Origin Lookup Dialog box. Next, enter the code or part of the code into the search box, click on the binoculars icon to search for it and then select it from the resulting list by double clicking on it |
| Dest | The UN/LOCODE of where the goods are going to This will be a 5 character code made up of the 2 letter country code and 3 letter port code. You can select this information from a list by either typing a ? into this box or by clicking on the ellipsis (the 3 dots) to the right of this box to display the Destination Lookup Dialog box. Next, enter the code or part of the code into the search box, click on the binoculars icon to search for it and then select it from the resulting list by double clicking on it |
| Packages | The total number of packages in the shipment |
| GWT | The gross weight of the shipment |
| Goods | A description of the goods |
| Containers | If the goods are containerised and the numbers are known, enter the container number(s) here Click on the green plus button to the right of the word 'Containers'. You can then type the number into the Container Numbers box. To add more numbers click on the green plus button again and repeat the process. These numbers will appear in any subsequent declarations in [box 31] |
Next, click on the Save button on the toolbar in the top left hand corner of the Road Import Shipment editor and then click on the X in the top right hand corner to close the editor.
This will take you back to the Road Import editor and you will see the shipment details summarised on the Shipment Tasks area as highlighted below:
A Shipment record can also be created in a similar way to a Job. Click on File in the main Sequoia toolbar at the top left hand side of the screen. A context menu will appear. Click on New followed by Shipment followed by Road Import in the context menu. A Road Import Shipment editor will appear. To add a Job to the shipment, click the New button on the Jobs section of the Road Import Shipment editor.
Some of the information that you previously entered into the Road Import Shipment editor will be automatically entered into the Road Import Job editor.
Existing Jobs can be added to the Road Import Shipment editor by clicking the Add button in the Jobs section.
An Add Jobs to Shipment Lookup Dialog box will appear displaying a list of Jobs. You can select which Job you wish to add to your shipment by clicking in the tick box next to it. This box will then display a tick in it. Next, click on the OK button.
You will then be returned to the Road Import Shipment editor and you will see that the Job has been added to the Jobs section of the editor.
Add a Customs Declaration
To add a customs import declaration to your Job click on the Declaration button in the Customs Action Tasks section of the Road Import editor.
A New Customs Declaration dialog box will appear displaying a list of templates of different types of declarations:
Select the type of declaration by either double clicking on it or by clicking on it once and then clicking on the Create button. Having a UCN (Unique Consignment Number) indicates that a declaration is linked to an inventory consignment. If you have not not entered a UCN into the Road Import editor, a pop up box will appear asking you to confirm that the declaration is not linked to an inventory consignment. Next, the Import Declaration editor will appear. Alternatively, if you have entered a UCN into the Road Import editor then the Import Declaration editor will appear with boxes pre-filled with information taken from that inventory consignment such as the UCN and other information from any Shipment record that you have created. Enter any missing data into the Import Declaration editor.
Below is an example of an Import Declaration editor:
Add Additional Declarations
A Job may require multiple declarations. This could be due to the nature of the goods being exported, for example you may have reached the maximum number of items (99) able to be listed on one declaration or the goods are being exported under Simplified Procedures and one or more supplementary declarations are required.
If additional declarations are required, click on New in the Tasks section of the of the Road Import editor and a context menu will appear. Click on Customs Action Task in the context menu. A new customs declaration will appear in the Road Import editor which you can edit as described in the instructions above.
'Arrive' Pre-lodged Declarations
When goods from the EU are required to be pre-lodged and subsequently 'arrived' once inside UK territory you can send an arrival notification from the Job list. Click here for a guide to this functionality.
Link an Inventory Record
For goods that have been imported through an inventory linked port operated by MCP or CNS, the UCN issued by the port operator should be entered into the UCN field of the Job editor.
For goods that are being removed from temporary storage (ETSF), the Job should be created from the inventory consignment by right clicking the relevant record in the Imports module, CCS-UK Inventory list, and choosing Job.
Once the Job has been created, an Inventory Consignment Task will be displayed on the Job editor showing the air waybill number(s) and current Status.
In both cases, the first declaration created for this Job will be linked to this inventory consignment, or UCN, and therefore the declaration types available will be limited to 'frontier' types only. The Master UCR [44] of the declaration will be constructed from the inventory consignment, or UCN, and should not be changed.
Create a Consolidation Record
You can create a road import consolidation record when you have multiple shipment-level exporters/ importers on the same vehicle. A road import consolidation record can have many shipment records associated to it.
Select File from the main Sequoia toolbar at the top left hand side of the screen. A context menu will appear. Click on New followed by Consolidation in the context menu. A New Consolidation dialog box will appear.
Click on the Road Import icon and enter an optional reference into the Reference box which will later help you identify the consolidation. Next, click on the OK button and the Road Import Consolidation editor will appear.
Next, enter the information described in the table below into any empty boxes in the Road Import Consolidation editor.
| Box | Information |
|---|---|
| Category | This will default to 'Master' as there are no other categories applicable for a consolidation |
| Internal Ref. | This is an optional reference for your own identification purposes |
| Master | This should be a 'Master' reference number for this consolidation which can be used for your own identification purposes. This could be the CMR reference |
| MUCR | The Master UCR. This box should remain blank as it is no longer used |
| Vehicle Reg. | The registration number of the vehicle |
| Trailer No. | The trailer number |
| Date | The date of transport |
| Consignor | The consignor (or shipper) of the goods |
| Consignee | The consignee (or importer) of the goods |
| Origin | The UN/LOCODE of where the consolidation originates This will be a 5 character code made up of the 2 letter country code and 3 letter port code |
| Dest. | The UN/LOCODE of where the consolidation is destined This will be a 5 character code made up of the 2 letter country code and 3 letter port code |
| Notes | You can add your own notes about this consolidation |
To add a shipment to the Road Import Consolidation record click on the New button on the Shipments toolbar.
A Shipment editor will appear. Some of the information that you previously entered into the Road Import Consolidation editor will be automatically entered into the Shipment editor. Follow the steps in the 'Add a Shipment Record' instructions above to learn how to complete the rest of the Shipment editor.
Existing Shipments can be added to the consolidation by clicking the Add button on the Shipments toolbar.
An Add Shipment to Consolidation Lookup Dialog box will appear displaying a list of shipments. You can select which shipment you wish to add to your consolidation record by clicking in the tick box next to it. This box will then display a tick in it. Next, click on the OK button.
You will then be returned to the Road Import Condolidation editor and you will see that the shipment has been added to the Shipments section.
