Create an Empty container acceptance (IMPORT) transport order

This is the end of the import life cycle for a Cargo Unit of the container type.

For this type of transport order, we are talking about an empty container returning to the terminal. There are two ways to create this transport order.

Access to create an Empty Container Acceptance (IMPORT) transport order from the Transport Order menu

Connected as a Claimant role, from the Home page, click on “Transport orders” menu in Terminal Park section.

The user is redirected to the transport order list screen. The screen displays only the list of transport orders created by the freight forwarder company of the logged-in claimant.

In the header, it’s possible to do a quick search by :

• Code of transport order

• Type of transport order (Empty container release (EXPORT), Full container acceptance (EXPORT), Full container release (IMPORT), Empty container acceptance (IMPORT)).

• Date of the creation of the transport order

• Status of the transport (Agreement ; Arrival ; Departure) and for each status select the state (No, No activated, Yes)

In the results table, the following columns are displayed:

• Code, which corresponds to the transport order number generated by the system upon creation (when clicking the link, the user will be redirected to the transport order details screen).

• Type of transport order

• Carrier, which corresponds to the name of the transport company. If the column is empty, it means that the chosen mode of transport is an individual person (who does not belong to a transport company).

• Driver name

• Cabin license plate / License plate of the driver

• Action : In this column, action buttons can be displayed. When logged in as a Claimant, if the transporter's information (Driver code, Driver name, Cabin license plate) has not been filled in, the Complete button will be shown. By clicking this button, the user will be redirected to the transport order editing form to complete the information. This action can also be performed by a Carrier role holder with their company name listed on the transport order as the transport company.

To create a Empty container acceptance (IMPORT) transport order, click on the Create transport order button and you will be redirected on the transport order creation form.

On the “Type” field, select Empty container acceptance (IMPORT) and the form will display the fields to be completed based on this type.

Access to create an Empty container acceptance (IMPORT) transport order from the RTT status on the detail of Cargo Unit

As a Claimant, you must know the Cargo code for the container type.

From any screen in the PVMIS application, manually enter the Cargo Unit code in the search bar at the top of your screen. Then, press the Enter key on your keyboard or click on the search icon.

You will then be redirected to the Cargo Unit detail screen. Scroll down the page to view all the statuses. You will also notice that this Cargo Unit has been successfully exited from the terminal (GED Gate Exit Delivery status in YES) and is no longer located at the terminal (LOC Located status in YES).

Click on RTT status:

Click on the Create transport order button:

On the transport order creation form, the type of the transport order is prefiled and the cargo unit is selected (Cargo Units section), but you can add more by clicking on +Add button.

Create a Empty container acceptance (IMPORT) transport order

If the Claimant accessed the creation form from the Transport Order menu, they will then need to complete the “Type” field and select the Cargo Units they wish to include in the same transport order.

If the user accessed the creation form from the RTT status of a Cargo Unit order, then the Type field and the Cargo Unit section will be pre-filled. However, they can add additional Cargo Units for the same transport order.

For this documentation, we will illustrate the case of creation from the Transport Order menu. On the form, after selecting the Empty container acceptance (IMPORT) type, the mandatory "Entry by" field will be displayed. It is possible that the empty container comes from Mahé (Land value) or to neighboring islands (Sea value).

Select the Withdrawal type: Individual or Carrier.

The claimant must choose between two Withdrawal type (mandatory field): either through a transport company registered in the company repository with the Carrier role on PVMIS (Carrier value) or through an individual person not affiliated with a transport company (Individual value). By default, for this type of transport order, Carrier is selected, but the user can modify it if needed.

If you select Carrier, complete the specific form:

As a Claimant, to validate the transport order creation form, it is mandatory to complete all the fields in the Details section, enter a transport company in the Carrier field in the Information about the person coming to the gate section, and add at least one Cargo Unit.

If the Claimant already knows the information of their transport company, we recommend completing all the fields in the associated section. If they do not have this information, it is the Carrier role, belonging to the transport company named on the transport order, that must complete at least the Driver code, Driver name, and Cabin license plate fields for the mission order to be valid (Agreement status).

The Claimant also has the option to add this information after creating the transport order by accessing the order editing form from the transport order list screen. This can be done by clicking the Complete button on the corresponding order line or from the transport order details screen by clicking the Edit button.

If the Driver code, Driver name, and Cabin license plate information has been completed by the claimant or the carrier, and a gate operator has declared the transporter's arrival (Arrival status in YES or PARTIAL state on the transport order), then neither role will be able to modify these details.

If you select Individual as Withdrawal type, another form will appear:

To validate the creation form, if the user selects this type of withdrawal, it is mandatory to complete all the fields in the Details section, all the fields in the Information about the person coming to the gate section (Name, License plate, and Address), and add at least one Cargo Unit.

• By selecting the Individual type for the withdrawal, after clicking the Validate button, the transport order will automatically obtain the Agreement status in the YES state.

• If the claimant has selected the Carrier type for the withdrawal, after clicking the Validate button, the transport order will obtain the Agreement status in the YES state if the transporter's information has been provided (Driver name, Driver code, and Cabin license plate).

If the transport order is not valid, neither the claimant nor the carrier will be able to download the mission order in PDF format.

For the documentation, we will take the example of the Carrier withdrawal type selected.

To add Cargo Units, click on the +Add button in the Cargo Units section.

To select cargo unit, make a research relating to the stopover entering the stopover code (POVXXXXX) or click on eye icon to display the list of the stopover.

By clicking on the icon to search for a stopover, the list of stopovers will be displayed. Click on the line of the stopover to which the Cargo Units you wish to add to your transport order are associated.

Then, click on Search button:

The list of Cargo Units associated with this stopover, where the claimant is named on the associated BL, will appear. To select one or more Cargo Units, click on the corresponding lines and then click the Confirm button.

The cargo unit(s) is/are include in the transport order, now you can click on Validate button:

The Empty container acceptance (IMPORT) transport related to the RTT (Return to terminal) is created for each Cargo Unit.

By selecting a transport company on your transport order, upon validation of the creation, a notification email will be sent to users with the Carrier role associated with the company. This email will inform them that they have been named as the transport company and that they need to provide the required information.

After creating the transport order, if the Claimant has selected the Carrier withdrawal type and has not filled in the Driver code, Driver name, and Cabin license plate fields, they will not be able to generate the mission order in PDF (the Download transport order button will be disabled), the mission order will not be validated (the Agreement status will remain in NO state), and if the transporter arrives at the gate without their mission order generated, and the gate operator sees that the transport order is not valid, the transporter will not be allowed to enter, and the arrival will not be declared (Arrival status).

In the other case, if the carrier's information has been completed and all the added Cargo Units are authorized to exit, the Agreement status will change to YES, and the mission order will be downloadable (the Download transport order button will become clickable).

Edit an Empty container acceptance (IMPORT) transport order

Once the arrival declaration is made on a transport order, either by the claimant or the carrier, it is no longer possible to modify the transport order.

There are two ways to access the transport order editing form.

If the arrival declaration has not been made on your transport order, from the Transport Order menu in the Action column of the transport order list, the Complete button will be displayed, allowing you to directly access the editing form.

You can also access the editing form from the transport order details screen by clicking on the Edit button.

After accessing the transport order editing form, as the Claimant who created the mission order, all fields are editable. In the Cargo Units section, you can remove Cargo Units by clicking the trash icon in the Actions column, or add new Cargo Units by clicking the +Add button.

If you have obtained additional information from the transport company, you can add it. It is important to note that for the transport order to be valid (Agreement status in YES state), the three fields Driver code, Driver name, and Cabin license plate must be pre-filled. If the user enters only one or two of the three fields, after validating the changes, the transport order will still not be valid.

However, if you complete all three fields, the Agreement status will change to YES, and you will be able to download the mission order in PDF.

Delete a Full container release (IMPORT) transport order

As the Claimant who created the transport order, you are the only one who can cancel your transport order, and this is only possible if the arrival declaration has not been made (Arrival status in YES or PARTIAL state).

On the transport order details screen, you can access it either :

• From the Transport Order list menu,

• From the ETO status of one of the Cargo Units included by clicking on the transport order link,

• or by entering the transport order code in the search bar at the top of your screen.

On the transport order details screen, click on Cancel status:

Click on the Cancel button :

On the cancellation form, you can enter an optional comment and then click the Cancel button.

Once the transport order is cancelled, as a gate operator, it will not be possible to declare the transporter's arrival.

If the claimant wishes to restore their transport order, they must click again on the Cancel status in the YES state, then click on the Cancel button to access the associated form.

Click on the Restore transport order button:

Your transport order has been restored.

Download a PDF transport order

The mission order PDF is a unique document. In the case of managing partial exits or entries of Cargo Units, the document presented at the gate must be the same for each round trip of Cargo Unit exit or empty container entry.

The management of partial exits and entries of Cargo Units in the terminal in PVMIS refers to the handling of movements Cargo units or equipment that are not fully exited or entered from a terminal at once. This concerns situations where only a part of the Cargo unit or empty container is removed or returned to the terminal, while keeping the remaining portion in the terminal.

There are different types of partial entry or exit management, which are handled by the Gate operator role during the arrival (Arrival status) or departure (Departure status) declaration, depending on the type of transport order :

• For a transport order of the type Full Container Acceptance (IMPORT) for one or multiple Cargo Units, on the departure declaration form, the Gate Operator can indicate that only 10 out of 100 packages have been exited from the terminal.

• For a transport order of the type Full Container Acceptance (IMPORT) for multiple Cargo Units, on the departure declaration form, the Gate Operator can indicate that only 1 out of 3 Cargo Units has exited the terminal. They can also indicate the partial exit of packages from the Cargo Units.

• For a transport order of the type Full Container Acceptance (IMPORT) for multiple bundles, on the departure declaration form, the Gate Operator can indicate that only 1 out of 3 bundles has exited the terminal.

• For a transport order of the type Empty Container Acceptance (IMPORT) for multiple empty containers, on the arrival declaration form, the Gate Operator can indicate that only 1 out of 3 empty containers has been returned to the terminal.

• For a transport order of the type Empty Container Release (EXPORT) for multiple empty units (containers), on the departure declaration form, the Gate Operator can indicate that only 1 out of 3 units has exited the terminal.

• For a transport order of the type Full Container Acceptance (EXPORT) for multiple full Cargo Units, on the arrival declaration form, the Gate Operator can indicate that only 1 out of 3 Cargo Units has entered the terminal.

After obtaining the validity of the transport order following the completion of the carrier's information, click on the Download transport order button.

The transport order is automatically downloaded in PDF format. Check your downloads to open the file.

If your transport order includes multiple empty containers, there will be a page for each empty containers with the relevant information for each one.