Shipping Instructions Simplified: Tools, Tips & Troubleshooting for Seamless Submission

Main ideas / lessons conveyed

• The webinar’s goal is to show customers how to submit Shipping Instructions (SIs) efficiently using mkg North America’s mer.com digital tools, emphasizing self-service, speed, accuracy, and reduced manual requests.
• The Shipping Instructions Tool can be accessed from:
  • The Hub (via “Outstanding Tasks”)
  • Searching a shipment number
• The SI workflow is designed to:
  • Provide guided, step-by-step form completion with instant validations to reduce rejections
  • Allow saving and resuming during fresh submissions
  • Support amendments after an SI / Bill of Lading (BL / WAYBILL) is issued
  • Improve document access control via Transport Document Receiver and (optionally) BL transfer capabilities
• The webinar also highlights related topics needed for SI submission success:
  • SI creator tools (standard vs premium uploads)
  • VGM handling (when it’s required and how/when it can be submitted)
  • Free time extension purchase
  • Container details, HS codes, cargo descriptions/templates, seals, and marks & numbers
  • Rated vs unrated BL handling
  • ICS2 / EU-related questions
  • Errors troubleshooting via customer service / live chat

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Methodology / step-by-step instructions (shipping instructions via mer.com)

A) Access the Shipping Instructions tool

1. Log in to mer.com; start from the Hub.
2. Use the Outstanding Tasks card:
   • Defaults to a 7-day window
   • Shows the count of shipments needing Shipping Instructions or VGM submission
3. Click View outstanding tasks / open the Tasks tool:
   • Use the date range finder to look further out (up to 21 days)
   • Toggle task type to Shipping Instructions only
4. Open a specific shipment:
   • Click the shipment number → Shipment details
   • Use the link Submit shipping instruction

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B) Choose SI submission method (SI creator tools)

In the shipping instructions form, the materials tab provides two SI upload versions:

• Standard upload (free / included in the form flow)

  • Use when you already have the SI document ready
  • You upload your document and mer.com’s documentation team generates the verify copy

• Premium upload

  • Use when you have underlying materials but not a complete SI ready
  • Upload files/materials so mer.com can generate the SI / verify copy
  • Cost varies by country (US/Canada mentioned: $30–$40 USD premium)

Common upload flow

• Drop required file(s)
• Enter the HS code (as needed by the document/application)
• Accept terms & conditions
• Submit

Expected processing time

• Documentation team generates verify copy with an SLA of within ~8 hours (often faster)

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C) Main SI form structure (tabs / sections)

The webinar walks through the form in this order:

1. Options & Destination Country Widgets

   • Reminder: you can still upload shipping instructions even if you choose not to.
   • Import free time extension widget (pre-purchase)
     • Select detention/demurrage-related days (predefined options)
     • Pricing shown, typically discounted vs guaranteeing storage after arrival

2. Transport Document Receiver (control/access)

   • Transport Document Receiver is generally the party who submits SI.
   • When submitting via the portal, you may change the receiver during the process.
   • After BL issuance, you can transfer access / change the receiver (BL transfer described later).
   • Example scenario: presenter wants to remain receiver until Consignee issues are resolved.

3. Document Type tab

   • Choose among BL or Waybill (and related options such as shipped/received variants, as appropriate).
   • Notes:
     • Waybill is described as open/non-negotiable; consignee effectively controls cargo at arrival.
     • BL can be used when you need to withhold for control purposes (via BL).

4. Shipment references & regulatory fields

   • Required/optional fields appear depending on origin/destination.
   • Examples:
     • AES for US export
     • PRN for Canada
   • Some fields may be locked until completed.

5. ICS2 / EU handling (if shipping to Europe)

   • Form asks ICS2-related questions:
     • House bill vs not
     • Who is responsible
     • Whether buyer/seller match shipper/consignee
       • If not, later provide EORI and buyer/seller info
   • The form aims to guide correct EU data entry.

6. Vessel and location aliases

   • Define how vessel/location text appears on BL:
     • Choose which vessel prints (if multiple)
     • Choose location variants (including country/extra verbiage if required by local regulations)
   • If options aren’t available:
     • Customer service can add/adjust manually or enable form submission.

7. Documentation requests / clauses to print on BL

   • Select Yes/No for requested printed clauses.
   • Example: Free days can be locked to contract maximum; can be reduced if the contract allows extended time.

8. Request certificates

   • Use the certificates dropdown (examples provided: vessel certificate / certificate of seaworthiness / MK letterhead documents).
   • Checked certificates are included and downloadable after publishing.

9. Save and Continue

   • Fresh SI submissions are saved progressively.
   • If interrupted, you can return later and continue.

10. Parties tab

    • Buyer/Seller fields appear if buyer/seller are not shipper/consignee.
    • Customer identities:
      • Uses stored customer name/code
      • Does not auto-fill name/address for BL printing due to compliance/regulatory constraints (you must provide correct data)
    • Streamlining and favorites:
      • After choosing an identity, you can edit details/formatting
      • Mark changes as favorites to reuse formats
    • Validation example:
      • Some countries require consignee to be physically in the destination country; form flags invalid scenarios (UAE example given).

11. Outward forwarder

    • Option for outward forwarder access to verify copy (separate from transport document receiver access).

12. Payers tab

    • Add/choose payers (including rated/unrated decision):
      • If rated: rates appear on BL
      • If unrated: rates are blocked out
    • Assign charges using dropdowns and/or checkboxes for prepaid/collect settings on selected charges.

13. Cargo / VGM details tab

    • Excel template workflow
      • Download Excel template
      • Fill container data (container number, package count, cargo weight, seal number, etc.)
      • Upload template to auto-populate form values
    • Cargo description handling
      • Enter cargo description, HS code as needed, references
      • Create templates for repeated descriptions:
        • Fill details → name it → create → reuse later
    • Multiple descriptions and per-container assignment
      • Supports multiple cargo descriptions for differentiated container loads
      • Assign descriptions:
        • Per-container mapping (description 1 → container 1, etc.)
        • Or combine via checkbox behavior for applying multiple descriptions to one container
    • Cargo weight and VGM
      • Defaults may come from booking/forwarder estimates or other backend sources
      • Can correct values if wrong
      • VGM:
        • May be locked if already received from load-port report
        • If missing/incorrect, shipper/customer service coordination may be required
        • If you enter VGM yourself, you must choose the VGM method
      • Container tear weight finder tool
        • Available via shipment details / cargo & VGM page if tear weight is unknown
    • Seals
      • Enter seal numbers; form validates to prevent invalid entries
      • If a valid seal is incorrectly flagged:
        • Use customer service or use a new seal during loading

14. Review & Submit

    • Overview/review page shows what’s been entered and backend-generated content (including EDI-originated data).
    • Print preview is approximate and stamped as preview (not legal).
    • Option to send SI / verify copy to another email address.
    • Submit SI:
      • System confirms instant verification or documentation team review.

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D) After submission: verify copy and amendments

• After SI submission and BL issuance:
  • The transport document receiver can access and amend the verify copy.
• Amendment mode behavior
  • In amendments, “save as you go” changes:
    • A yellow warning banner indicates amended data is considered only after you reach review page and submit
    • Refreshing the page may cause losing changes prior to submission

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E) BL transfer / receiver change after issuance (later described)

• For BL print functionality:
  • Requires signing WebBL print agreements and having them registered
• To transfer BL electronically:
  1. Go to shipment details
  2. Use the bill of lading action card
  3. Choose transfer BL / electronic transfer
  4. Change transport document receiver (e.g., shipper or consignee)
  5. Enter email if sending a copy of the transfer process
  6. Accept terms and transfer when available
  7. Receiver can download/amend via mer.com access (or get from counter per local rules)

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Troubleshooting / troubleshooting principles emphasized

• The form uses instant validation to prevent late-stage incorrect submission.
• If real-world data conflicts with validation (example: seal number flagged incorrectly):
  • Use customer service / live chat for manual correction.
• Tear weight and VGM:
  • Some values may be backend-derived and cannot be edited directly by the customer
  • Corrections may require customer service coordination
• Container numbers:
  • Form requires valid container numbers
  • Dummy container numbers are not accepted because they can affect tracking and data integrity
• EORI / EU compliance:
  • Use EU customs/regulatory sources as the “source of truth” for EORI number validity

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Q&A highlights (questions addressed)

• Seal number shows wrong though correct
  • Likely validation conflict → contact customer service/live chat for manual addition/correction
• Which seal to enter (shipper vs carrier)
  • Generally enter shipper seal; other seals are optional depending on cargo type
• Tear weight incorrect
  • Use the container tear weight tool; if wrong, contact customer service for backend correction
• Due at time but container number not yet shared—can submit dummy SI and change later?
  • No: dummy container numbers aren’t allowed; you need valid container numbers to avoid affecting another customer’s tracking
• If you don’t know EORI number
  • Use EU customs websites; mer.com may validate once provided, but the primary truth is customs/regulatory sources
• How long SI creator tool takes
  • Documentation team target: within 8 hours SLA (often less)
• Save buyer and seller info for reuse
  • For EU scenarios (buyer/seller not shipper/consignee): currently free text, no formatted saving; may need external copy/paste assistance
• Is VGM required for SI submission?
  • Depends on route/port/country; form flags incomplete if required
  • VGM can sometimes be submitted separately, but shipper responsibility remains
• Can you have both rated and unrated BL at same time?
  • Short answer: no within the same process
  • Workaround: submit one, download, amend for the other (improvements mentioned)

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Next steps provided by the speakers

• Visit the revamped mer.com support page (MK-specific extension linked in chat)
  • Includes:
    • How to book
    • How to submit shipping instructions
    • Short video tutorials
    • FAQs
    • Links to previously recorded webinars
• Bookmark the support page for later
• Sign up for news and advisories (email alerts)
• Try the shipping instructions creator tool once (not described as an ongoing subscription)
• If interested in subscription feature/payment options (for premium upload), reach out to customer service

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Speakers / sources featured

• Brian Creech (speaker; webinar host/presenter)
• Diana Silva (speaker; co-host/presenter)
• Mers.com / MK North America (organization; continuous improvement organization focusing on digital support)
• Live chat team (support source mentioned for troubleshooting and manual corrections)
• Documentation team (handles SI creator tool processing and verify copy generation)
• Panelists (mentioned as waiting in the background; individual names not provided in subtitles)