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LOGIN TO GACSHIP

Enter this URL in your browser www.gacship.gac.com to open the Accounts login page.

1 Enter your user name and password and click .

If you type in incorrect login and password, you will be informed under the Sign In

button – Invalid User name or Password. You can either contact your respective

GACship support team to retrieve your password.

2 Forgot Password

Click on the link Forgot Password to send an email to GACship support team.

3 Application Information

This will give you brief information about our system, and our hub agency offices.

4 Administrator Message

All notifications like downtime; document upload etc will be informed to you using

this space.

5 Support Information

In case you require assistance of GACship support, the contact number and email

are provided here.

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INTERFACE

The Title Bar displays the Application and Module name

The Menu provides you access to different modules

Click on the Admin to go to Accounts page.

ICONS AND FUNCTIONS

ICONS

COMMON FUNCTIONS

Page navigator

The page navigator helps you to navigate through pages. It is available on the search

results, Once you search for anything in accounts module the results shown on your left

hand side of the screen. Page navigator is located at the bottom of your result page

and looks like this . To navigate through the pages –

Click to move to the next page.

Click to move to the last page

Click to move to the previous page

Click to move to the first page

Title Icon Description

Information This icon provides information about the job number.

Calendar

To search and select/enter the date and time

Expand Expand the module/tab page

Expand All Available in masters, to expand all tab pages

Collapse Collapse the module/tab page

Collapse All Available in masters, to collapse all tab pages

Delete

Delete your entry

Clock

Select time

Sign out

Sign out of GACship

Add new

data To add a new entry in FDA Registration.

External Links

To view external links in GACship such as GAC directory

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Insert/Add new button

Click on the insert button to insert a new data. This is available for the FDA

Registration.

GACship Calendar

GACship Calendar enables you to select a date and time.

1. Click on the calendar icon to open GACship Calendar

2. You can select the month using the month drop-down or use

the navigator to scroll through the months.

Note: will navigate the previous month. Once you cross January, it will

automatically change the year to the previous year.

3. will navigate the months ahead. Once you cross December, it will

automatically change the year to the next year.

4. You can select year drop-down to select the appropriate year .

5. Select hour, by clicking on hours and use the or to increment or decrement

to enter the appropriate hour.

6. Select time, by clicking on time and use the or to increment or decrement to

enter the appropriate time.

7. Select AM/PM, use the or to increment or decrement.

Note: if your Regional Setting is on 24 hour format, you may not see the AM/PM

option.

8. You can use the Clock icon to select the appropriate hour/minute from the

drop-down. This displays hour/minute at half-hour interval. This helps you quickly

select time.

Note: you can even enter the hour/minute manually.

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FDA REGISTRATION

Purpose

To create / review FDA register

Process Flow

Key in FDA information, including the Amount

Save the information

Screen Layout

The diagram below illustrates the Register FDA screen:

Fields and other Controls

Job No – Job Number

– Manual input

– Does not accept invalid Job Number

– Mandatory field when inserting

FDA No – FDA code/number

– Unique, for a given Job Number

– Mandatory field when inserting

Amount – FDA amount

– Manual input

FDA Currency – FDA Currency

– To choose currency, use the auto drop down List

Port – Port name

– Inserted by system, when you press tab after entering a valid Job number

Port Agent – Port agent name

– Inserted by system, when you press tab after entering a valid Job number

Principal – Principal name

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– Inserted by system, when you press tab after entering a valid Job number

Vessel – Vessel name

– Inserted by system, when you press tab after entering a valid Job number

ATA – ATA date

– Inserted by system, when you press tab after entering a valid Job number

ATD – ATD date

– Inserted by system, when you press tab after entering a valid Job number

FDA Date – FDA date, DD/MM/YYYY format

– Select using GACship calendar

Received On – Fund received date, DD/MM/YYYY format

– Select using GACship calendar

Hub Recv Date – Fund when hub received

– Select using GACship calendar

Supplementary – Select from the radio button, if supplementary then Yes else No

– FDAs marked as Supplementary will be excluded from lead-time Shell reports

Local Office – Select from the radio button, if the FDA is to local office then Yes else No

Priority – Set priority of the invoice

– Select high/low/normal from radio button

Courier Company – Select the courier company from the list

Airway Bill No – Enter the Air way bill number

Remarks – Add remarks, if any

Created By – Login name of the user who created the record

– System generated

Modified By – Login name of the user who modified the record

– System generated

Created on – Date and time on which the record was created

– System generated

Modified On – Date and time on which the record was modified

– System generated

Walk-through: FDA Registration

Login to GACship. Click Accounts menu , and then click FDA registration

The FDA registration module will open:

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Searching for a FDA Registration:

1. Enter the search criteria for searching an FDA Register. The search parameters are

Registered By – Tick mark from the list

– Me ( means the one who logged in GACship) or

– Other Users ( Tick mark either of the above)

Registration Date – Enter the FDA registration date

– Select using GACship calendar.

FDA Date – Enter the FDA date

– Select using GACship calendar.

Job Number – Enter the job number

– Manual entry

FDA Number From and To – Enter the FDA number range from and To

– Manual entry

Priority – Tick mark the Priority level

– Lists are High, Low and Normal

– At least one should be selected.

Dispatched to – Tick mark the Dispatched to office

– Lists are GDC Office and Local Office.

– At least one should be selected.

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2. Click search button after entering the search criteria. The search results

will store in the left side panel as shown below. This will load the job number, FDA

Number and registered by (name) in the search result

3. Click on the job number in the search result and it will show the details of the FDA

register on the right hand side as shown in the above screenshot.

4. Click clear search for clearing the search parameters.

5. Click on the hyperlinked FDA no to expand FDA register entry.

Adding an FDA Register:

To add a company click insert button and enter the information and save the FDA

Register using save button .

Mandatory fields for adding a new FDA register are Job Number and FDA.

1. Enter the Job number.

2. Enter the FDA Number. FDA Number has to be unique for a given Job Number.

3. Enter the FDA amount.

4. Select the FDA currency using Auto drop down list.

5. Enter FDA date, Received On Date and Hub Recv Date using GACship calendar.

6. Select Supplementary radio button box, if supplementary click Yes, else No.

7. Select whether the FDA register to Local office or not. (Only Singapore uses this to

local office)

8. Select Priority using from the radio button.

9. Enter the Courier Company, Airway Bill No, and Remarks, if any.

Statistical informations are entered automatically by the system based on the user.

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Click Save to save the information.

Click to cancel the fund register.

FDA DISPATCH

Purpose

To prepare dispatch list for GDC/ local office

To review history of dispatches

Process Flow

Add dispatch date

Save the information

Screen Layout

The diagram below illustrates the Dispatch Pending page:

The diagram below illustrates the FDA Dispatch Completed page:

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Fields and other Controls

Dispatch date – Dispatch date, non-modifiable

Job no – Job Number

– FDA Register information, non-modifiable

FDA No – FDA number

– FDA Register information, non-modifiable

FDA Date – FDA date

– FDA Register information, non-modifiable

Currency – Currency used in FDA amount

– FDA Register information, non-modifiable

FDA Amount – FDA amount

– FDA Register information, non-modifiable

Dispatch No – Dispatch Number, non-modifiable

Dispatch By – Login name of the user who dispatched the Register

– Non-modifiable

Registration Date – Enter the FDA registration date

– Non Modifiable

Hub Received Date – Enter the Hub received date of FDA

– Non Modifiable

Dispatch To – Name of the office where the FDA register is dispatched to

– Lists are GDC Office and Local Office.

– Non Modifiable

Priority – Displays the Priority from the list High, Low or Normal

Supplementary – Displays whether the FDA is supplementary. If supplementary it will display Yes.

Rejected By – If an FDA register is rejected, it will display the person’s name who rejected the FDA.

Rejected On – If an FDA register is rejected, it will display when the FDA is rejected.

Information icon – Click on the information icon to view the job details.

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Walk-through: FDA Dispatch

Login to GACship. Click Accounts menu , and then click FDA Dispatch

The FDA Dispatch will open:

Searching for a FDA Dispatch:

1. Enter the search criteria for searching an FDA dispatch. The search parameters

are

o Dispatch Pending or Dispatch Completed

o Pending by

o Registration Date

o FDA Number

o Job Number

o Priority

o Dispatched to

Dispatch Pending

2. Click search button after entering the search criteria. The Registered by

(Name) will display for Dispatch Pending in the left side panel as shown below.

3. Click on the registered by name and it will display the FDA dispatch pending

details grouped by principal.

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Dispatch Completed:

4. Click search button after entering the search criteria. The Dispatch date,

Dispatch Number and Dispatch by (Name) will display for Dispatch completed in

the left side panel as shown below.

5. Click on the Dispatch date, Dispatch Number and Dispatch by in the search

result and it will show the details of FDA dispatch completed (grouped by

Principal) based on the selection as shown in below screenshot.

6. Click clear search for clearing the search parameters.

Important Notes

Enter the dispatch date using GACship calendar

Select All option is available if you want to select all the group.

Select the FDA dispatch and save using save button .

FDA APPROVAL

Purpose

To prepare approval list for GDC/ local office

To review history of approval

Process Flow

Add approval/rejection date

Save the information.

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Screen Layout

The diagram below illustrates the FDA Approval page

Fields and other Controls

Approve – Select the check box for approving the FDA in FDA

approval

– Check box

Reject – Select the check box for rejecting the FDA in FDA approval

– Check box

Rejection remarks – Enter the Rejection remarks

– Mandatory when you reject an FDA

Approved On – If an FDA register is approved, it will display when the FDA is approved.

Approved By – If an FDA register is approved, it will display the person’s name who approved the FDA.

Rejected On – If an FDA register is rejected, it will display when the FDA is rejected.

Job No – Displays the job number

FDA No – Displays FDA number

– FDA approval information, non-modifiable

Currency – Currency used in FDA amount

– FDA approval information, non-modifiable

FDA Amount – FDA amount

– FDA approval information, non-modifiable

Registration Date – Displays the FDA registration date

– Non Modifiable

Hub Received Date – Displays the Hub received date of FDA

– Non Modifiable

Supplementary – Displays whether the FDA is supplementary. If supplementary it will display Yes.

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Priority – Displays the Priority from the list High, Low or Normal

Information icon – Click on the information icon to view the job details.

Walk-through: FDA Approval

Login to GACship. Click Accounts menu , and then click FDA Approval

The FDA Approval will open:

Searching for a FDA Approval:

Pending Approval

1. Enter the search criteria for searching an FDA Pending Approval. The search

parameters are

o Pending Approval - Select Pending Approval.

o Dispatch Number - Enter the Dispatch Number (From and To)

o Dispatch Date – Select the Dispatch Date

o Registration Date – select the Registration Date

o Job Number - Enter the Job number

o Priority – Select the priority from the check box High, Low

and Normal

o Dispatched to – Select the Dispatched To from the check box

(GDC)

2. Click search button after entering the search criteria. The Dispatched On

– By - Name will display for Pending Approval in the left side panel as shown

below.

3. Click on the Dispatched On – By - Name and it will display the FDA approval

details grouped by principal.

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Approval Completed:

4. Enter the search criteria for searching an FDA Approval Completed. The search

parameters are

o Approval Completed - Select Approval Completed.

o Approved By - select from the option Me (logged in user) or

Others.

o Approval Date – Select the Approval Date (From and To)

o Approval Number – select the Approval Number (From and To)

o Job Number - Enter the Job number

o Priority – Select the priority from the check box High, Low

and Normal.

o Dispatched to – Select the Dispatched To from the check

box (GDC).

5. Click search button after entering the search criteria. The Dispatched On

– By - Name will display for Approval completed in the left side panel as shown

below.

6. Click on the Dispatched On – By - Name in the search result and it will show the

details of FDA Approval completed (grouped by Principal) based on the

selection as shown in below screenshot.

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7. Click clear search for clearing the search parameters.

Important Notes

Enter the Approval/Rejection date using GACship calendar

Click on the Group Name and save the pending approval and by clicking save

button FDA will get approved.

Select All option is available if you want by tick marking and all the

groups will get selected for approving.

Select the FDA Approval group name and save using save button .

FDA QUERY

Purpose

To view FDA query

Process Flow

Select the job number

View the FDA list.

Screen Layout

The diagram below illustrates the FDA Query page

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Fields and other Controls

Jobno – Displays the job number

FDA No. – Displays FDA number

FDA date – Displays FDA date

Currency – Displays Currency used in FDA amount

FDA Amount – Displays FDA amount

Port Agent Name – Displays Port agent name

Vessel Name – Displays the vessel name

Received On – If an FDA register is received, it will display when the FDA received on date

Status – Displays the current status of FDA register

Registered By – Displays FDA registered by name

Registered On – Displays the FDA registered on date.

Modified By – Displays the FDA register modified by name

Modified On – Displays the FDA register modified on date.

Dispatch No – Displays Dispatch No

Dispatch On – Displays Dispatched on date

Approved No – Displays Approved Number

Approved On – Displays approved on date

Approved By – Displays approved by name.

Courier Company – Displays courier company name.

Air Way Bill – Displays aie way bill number

Receiver – Displays the receiver name

Company Received From

– Displays the company which the FDA register is reveived..

Sender Name – Displays the sender name.

Send to – Displays Send to name

Address Send To – Displays address of send to.

Given To – Displays the given to details.

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Walk-through: FDA Query

Login to GACship. Click Accounts menu , and then click FDA Query

The FDA Query will open:

Searching for a FDA Query

1. Enter the search criteria for searching an FDA Query. The search parameters are

o Job Number

o FDA Number

o Dispatch Number

o Registered By

o Dispatch By

o Airway bill

o Registration Date (using GACship Calendar)

o FDA Date (using GACship Calendar)

o Dispatch Date (using GACship Calendar)

o Approved Date (using GACship Calendar)

o Approved By

2. Click search button after entering the search criteria. The search results

will store in the left side panel as shown below. This will load the job number and

vessel name in the search result

3. Click on the job number-Vessel name in the search result and it will show the

details of the FDA list on the right hand side as shown in the above screenshot.

4. Click clear search for clearing the search parameters.