Creating a Shipment Certificate

Creating a New Shipment

Why would I create a new shipment?

In order to book the shipment so you can generate a certificate of insurance,to request a quote or, to create a shipment template that can be reused when booking similar shipments in the future.

Before Getting Started

You belong to a company that has access to at least one policy.
You are assigned the Create Shipment security right.
You are logged into the Extranet.
You search for a policy with a status of Confirmed.
The selected policy’s Definition is configured with this question checked off: 'Are assureds reporting shipment activity?'.

Note: To ensure the policy you selected is configured properly for booking shipments and certificate issuance, refer to Configuring a Policy for Reporting Shipment Certificates or Declarations (in the Policy Setup User Guide).

Steps

Click the Create New Shipment link in the Policy Transactions widget on the right hand side of the screen below the Policy Information. The system displays the Shipment screen.

Note that users can switch between policies from within the create new shipment screen without returning to the search page. For details on switching between policies, see the Switching Between Policies section.

Complete, at minimum, the required fields. Fields marked with a red asterisk * are required. If additional fields become mandatory based on the information you provided, the system will identify them after you click Verify Coverage.

Note: The fields you are required to complete in order to create a new shipment can vary based on the related policy’s customization and configuration.

Below are the details for specific shipment fields that may require immediate clarification.

Date Of Departure	Type or use the calendar lookup to select the date on which the insured shipment is scheduled to depart. The system will use this date to determine which policy record the shipment data is validated against.
Primary Assured	If there is only one option available it is automatically selected for you. If you have access to multiple options, choose the appropriate value by clicking the arrow to open the dropdown. You may have multiple options when: A third party, such as a freight forwarder or broker, is insuring shipments on behalf of the insurance policy's actual assured. You are insuring a shipment on behalf of a primary assured within your administrative scope. This would be any company in the system for which you have the right to issue insurance. Depending on the Primary Assured selected, the bill to party options may change.
Bill to Party	If there is only one option available it is automatically selected for you. The list of available values for this field is filtered by the Primary Assured you select above.
	Note: The shipment’s Primary Assured and Bill to Party do not usually appear on the shipment’s certificate of insurance.
Reference Number	Optional field. Populate with an internal tracking number or other identifying information. The reference number may be used to search for shipments once they have been saved. When creating a shipment template this field is required.
Named Assured	The certificate of insurance is issued in favor of this company. The Named Assured is: The company’s name that appears on the certificate of insurance. The beneficiary of the insurance coverage, who is granted the right to make a claim against the shipment in case of loss or damage. To create a new Named Assured to use on your shipment, refer to Managing Named Assureds.

Defining the Insured Value

This section is used to declare the sum for which the cargo is to be insured. The two most common ways to express the shipment’s insured value are:

Straight insured value declaration
Insured Value with CIF Markup and the option to declare Freight & Other Expenses and Duty Insured Values

If the policy is configured with a single field to capture the Insured Value, enter the total amount insured for the shipment.

If the policy has been configured to support CIF Markup, enter the actual value of the goods in the Invoice Amount field and the system automatically calculates the Total Sum Insured based on the invoice and markup amounts. As required, you can also specify the values for Duty Insured and / or Freight And Other Expenses.

Note: The markup applies to Freight and Other Expenses but not to the Duty value.

Commodity	Select the option that best describes the goods you are shipping. The system uses this value to help determine the rate it applies when it verifies coverage for the shipment. Further towards the bottom of the form you will have the opportunity to enter a detailed description of the goods, in the Full Description of Cargo field.
Packing/Shipment Method	Select the Packing/Shipment Method used for the shipment. If only one packing or shipment method is available, it is displayed automatically. The menu provides options only if the insurance coverage, premium charged or other conditions or exclusions vary based on the packing or shipment methods available for the selected commodity.
Coverage Option	The insurance policy may provide a choice of insuring terms or coverage options for the selected commodity. The insuring conditions vary according to coverage option, and in some cases the premium charged also varies. Select the Coverage Option to be associated to the selected commodity. If only one coverage option is available, it is selected automatically. The menu provides options only if the insurance coverage, premium charged or other conditions or exclusions vary based on the coverage options for the selected commodity.
Conveyance	Select the Conveyance from the available options as defined in the policy. This reflects the primary means of transport for the voyage.
Select Vessel from List	This option is selected by default if the policy has been configured with: A predefined list of vessels A setting that forces you to select a vessel from the predefined list of vessels
Cannot Locate Vessel	If you are required to select the vessel from a predefined list, but you are unable to find the vessel you need, select Cannot Locate Vessel so you can free-type the desired vessel name in the Vessel field. This checkbox only appears if the policy requires you to pick a vessel from a third-party vessel list. When you verify coverage for the shipment, if you have selected Cannot Locate Vessel, the system triggers a referral if the policy is configured to force the user to select from a predefined list; the system sends the shipment to an insurance representative for review due to the policy’s settings and the fact that the system cannot validate the vessel you manually entered the way it would if you picked a vessel from a list.
Search Vessel By	You can search for a vessel by the vessel’s Name, the Carrier, or IMO Number. The system compares the characters you enter to the start of the chosen search criterion. Select an option to search for the vessel.
Vessel	Depending on the Conveyance you select, the Vessel field may become available. You can select a vessel from a predefined list, or type the vessel name yourself depending on the policy’s configuration. Type in at least one character to begin searching for results. The Vessel lookup returns matching results as you enter characters. By default, up to one hundred matching vessels will be returned. If you are unable to find the vessel you are looking for scroll down or click on the down arrow at the bottom of the results to load additional vessels.
	Tip: If you try to select a vessel from the list but cannot find the desired vessel, try reducing the number of letters you enter in the Vessel field to broaden the possible matches in case there is a typo, an extra space, or different spellings of the vessel name. To find an exact match try searching by typing in the vessel’s IMO Number if you know it. Select the IMO Number radio option and then type the number in the Vessel field.
Carrier	Type in a value for the Carrier.
	If the Vessel field appears and a third-party list of vessels is configured, and you select a vessel from the pre-defined list, the carrier is automatically populated based on the selected vessel. However, if the carrier name linked to the chosen vessel is different than expected you can delete the auto-populated carrier name and type the desired value.
	If the system forces you to select a vessel from a list and you cannot find the carrier when searching for a vessel by Carrier, select the Cannot Locate Vessel checkbox to bypass the forced lookup and generate a referral to the insurance representative.
Voyage Number	Optionally enter a voyage number, flight number, or a transit reference number, if necessary.
With Transshipment	Check this box if the shipment involves more than one connecting conveyance. This checkbox only appears if the policy calls for an additional premium to be levied on transshipments.
Route information	Enter the locations for the cargo origin and destination, as well as the ports or airports where the cargo was loaded and unloaded from the chosen transport.

Origin Country	Select the country where the insurance coverage starts. The drop-down lists all active countries available in the system.
Origin State/Province	Some countries may require the selection of a state, province or other sub-division if the policy is set up to exclude certain parts of the country from being insured.
Origin City/Place	Enter the place or city where the insurance takes effect.
Loading Country	Select the country where the cargo is loaded onto the chosen transport. The drop-down lists all active countries available in the system.
Loading Facility	Depending on the selected conveyance, a port or airport may need to be selected from the lookup . A free-text entry may be made when the lookup is not required (per the policy’s configuration).
Loading Text to Appear on Certificate	The system automatically populates these fields with the values you specify for the route details (origin and destination respectively). This calculated value appears on the Certificate of Insurance. However, if you are granted the Change Certificate Text security right, you can edit the contents of this field to change what is printed on the certificate.
	For example, if you cannot find the desired port in the system but the policy is configured so you are forced to use the lookup to select a value from the predefined list, you can overwrite any selected value in the Text to Appear on Certificate so the route details are displayed accurately on the certificate of insurance.
No Risk Prior to Loading	Check this box if the coverage is to begin only when the cargo is loaded onto the specified conveyance. This information will appear in the printed certificate.

Destination Information fields specifiy the location where the insurance coverage ends and Discharge Information specifies the location where the cargo is unloaded from the chosen transport.

Destination Country	Select the country where the insurance coverage ends. The drop-down lists all active countries available in the system.
Destination State/Province	Some countries may require the selection of a state, province or other sub-division if the policy is set up to exclude certain parts of the country from being insured.
Destination City/Place	Enter the place or city where the insurance coverage ends.
Discharge Country	Select the country where the cargo is unloaded from the chosen transport. The drop-down lists all active countries available in the system.
Discharge Facility	Depending on the selected conveyance, a port or airport may need to be selected from the lookup. A free-text entry may be made when use of the lookup is not required.
Discharge Text to Appear on Certificate	The system automatically populates these fields with the values you specify for the route details (origin and destination respectively). This calculated value appears on the Certificate of Insurance. However, if you are granted the Change Certificate Text security right, you can edit the contents of this field to change what is printed on the certificate. For example, if you cannot find the desired port in the system but the policy is configured so you are forced to use the lookup to select a value from the predefined list, you can overwrite any selected value in the Text to Appear on Certificate so the route details are displayed accurately on the certificate of insurance.
No Risk After Discharge	Check this box if the coverage is to cease at the time the cargo is unloaded.

Claim Settling Agent	Select a claim settling agent for the shipment from a list of pre-approved agents. The list is populated based on the countries referenced by the shipment’s voyage. If you have not selected all four countries (Origin, Loading, Destination and Discharge) the Claim Settling Agent list will be empty.
Full Description of Cargo	Provide a complete description of the cargo, including amounts.
Marks and Numbers	Enter specifics of the cargo being shipped for example (1 X 40 ft. container containing 25 pallets of new goods, Serial Numbers, seal).
Letter of Credit Conditions	Enter any special terminology, required by a letter of credit. The terms and conditions entered in this section must not be broader than those offered by the policy.

Common Extended Data Fields: Loss Payee, Place of Issue, Date of Issue

The following custom fields may appear. Complete them if required to support Letter of Credit conditions:

Loss Payee
Place of Issue
Date of Issue

Click Verify Coverage once you have provided all of the required details. The system compares the shipment details you provided to the policy rules.

Result

The shipment is insurable and the system displays the insuring conditions along with any generated premiums, taxes and fees, depending on your security rights and whether the related policy is rated.

The system then locks the shipment details displaying all values as read-only. You can then either book the shipment or edit the shipment if you have to change any details before booking it or save an incomplete shipment if you are not ready to book it immediately.

Or the shipment generates a referral and the system displays one or more referral reasons. The system locks the shipment details displaying all values as read-only. You can then either submit the referral for review, or edit the shipment if you can change any shipment details and verify coverage again. Or save an incomplete shipment if you are not ready to submit the referral immediately or print a draft certificate to review the shipment details with the appropriate parties offline.