Ignazio Messina & C. S.p.A.
Rev. 2.2.0
December 7, 2016
1 / 14
INSTRUCTIONS
&
RECOMMENDATIONS
FOR MESSINA AGENCIES
Ignazio Messina & C. S.p.A.
Rev. 2.2.0
December 7, 2016
2 / 14
Summary
INTRODUCTION ...............................................................................................................................3
MESSINA BILL OF LADING DRAWING UP RULES...................................................................4
Bill of lading identification...........................................................................................................................4
Voyage number. ............................................................................................................................................4
Shipper...........................................................................................................................................................5
Consignee.......................................................................................................................................................5
Notify..............................................................................................................................................................5
Marks & Numbers........................................................................................................................................5
Description of Goods ....................................................................................................................................5
Container FCL..............................................................................................................................................6
Container part of. .........................................................................................................................................6
Container groupage......................................................................................................................................6
Vehicles. .........................................................................................................................................................6
Service Bill Of Lading. .................................................................................................................................6
EDI RECORDS – CORRESPONDENCE TO THE DATA OF THE BILL OF LADING .............7
Shipper, Consignee and Notify. ...................................................................................................................7
Bill of lading core (marks, numbers, quantity, kind of items, goods description, weight, measures). .7
RULES FOR CREATION OF BILL OF LADING COPY AS PDF.................................................8
SENDING ELECTRONIC DOCUMENTS AND EDI RECORDS (UPLOAD). .............................9
Sending EDI records. ...................................................................................................................................9
Sending B/Ls PDF.........................................................................................................................................9
Sending MANIFEST PDF.........................................................................................................................10
RECEIVING ELECTRONIC DOCUMENTS AND EDI RECORDS (DOWNLOAD). ................11
Object type ..................................................................................................................................................11
Voyage number and Destination. ..............................................................................................................11
Receiving EDI records................................................................................................................................11
Receiving not negotiable Bs/Ls pdf. ..........................................................................................................12
Receiving Manifest pdf...............................................................................................................................12
Validation of EDI records with Manifest received in pdf/paper format. ..............................................12
CONTAINER CONTROL.................................................................................................................13
Formatted message .....................................................................................................................................13
CODECO/COARRI ...................................................................................................................................13
Shore To Ship Transmission File ..............................................................................................................13
BILL OF LADING INSTRUCTIONS..............................................................................................13
ENCLOSURES..................................................................................................................................14
Ignazio Messina & C. S.p.A.
Rev. 2.2.0
December 7, 2016
3 / 14
INTRODUCTION
Assuming Agent use his own local system to manage Import/Export cycle, this document contains
Instructions and Recommendations for rules/jobs/steps Agent has to follow to fill in Bill of Lading,
EDI records composition, sending and receiving electronic documents and EDI records, Container
Control formatted message and edifact Codeco/Coarri message.
This Document has a set of enclosure documents detailing messages layout, “how to do” and
examples with notes.
Messina trust Agent will follow Instructions and Recommendations contained in this document
with no changes and omissions without permission agreed with HQ.
Manuals this document refers to are subject to improvements and modifications due to change of
traffic and commercial trade in shipping lines as well as new laws and dispositions from countries
and international organizations.
Set up of each phase must be previously agreed with Messina HQ.
Ignazio Messina & C. S.p.A.
Rev. 2.2.0
December 7, 2016
4 / 14
MESSINA BILL OF LADING DRAWING UP RULES
Being understood the regulations established by the department for the correct bill of lading form
drawing up, please find hereunder the rules to be followed to print and format the bill of lading
according to Messina standard.
These rules, in addition to the instructions to be followed to fill the various boxes of the bill of
lading form, match the EDI records layout (see Reference Manual for records EDI in Messina
proprietary format or IFTMIN Message Implementation Guide) through which the bill of lading
data are transferred.
The graphic setting of the original Messina Bill of lading form has an equivalent electronic image
under the PDF document for the not negotiable Bill of lading (see PDF base to be used for
production of “COPY NOY NEGOTIABLE”) that must be used for the construction and
transmission of bill of lading copies (see rules for the Bill of lading copy PDF creation).
Each Bill of lading box has a definite dimension and each line contains a maximum number of
characters that must absolutely be complied with so that every Messina Bill of lading, irrespective
of the place of issue, is coherent each other and with the same shape.
Particular attention must be dedicated to the filling up of shipper, consignee and notify boxes as
well as to the marks and numbers and goods description. Over the Bill of lading box you can find
now a strip containing the identification data of the bill of lading, in order to assign the record keys
of the bill of lading copy PDF document for archiving and retrieving purposes.
Bill of lading identification
The identification data of the bill of lading (Bill of lading number, Messina voyage number,
loading, discharge – see Example of Header Identification Row and general recommendations)
must be embedded in the upper side of the bill of lading frame. In order to issue an exact document
it will be possible to include in this very same heading line the date and hour of issue, the client
reference and the actual and total pages number.
These data recorded in the bill of lading copy (PDF) sent to Messina are used to identify the single
bill of lading amongst the bill of ladings of a specific voyage sent by agencies and to store the
document with the right keys.
We draw your attention on the fact that the PDF bill of lading copy has not to be made by
scanning the paper copy but creating it from the PDF format introducing all the data as it is
already done by the head office.
Voyage number.
Messina Voyage number must be inserted into the box titled “Voyage No.” with no bound
characters and/or other special characters as slash or minus. Number must be taken from Messina
schedule in the form yynnn where yy is not actual year but that one to which numbering refer or
simply nnn with no year.
Ignazio Messina & C. S.p.A.
Rev. 2.2.0
December 7, 2016
5 / 14
Shipper.
Under “shipper” box you will have to write the complete style and address of the shipper.
The description line contains 33 characters at maximum.
The number of lines depends on the font used to print and in any case they have not to exceed the
reserved space.
The box contains about from 4 to 8 lines according to the font used.
In case the lines are not enough to describe the shipper, another sheet must be used (subsequent
page) writing the exceeding lines inside the appropriate box (see example).
The maximum number of lines available is 24 (for 33 characters each one).
Consignee.
The Consignee box must contain the complete style and address of the receiver of the goods.
In case the bill of lading is to order, the wording “TO ORDER” must be written inside the relevant
box.
The same rules as described for Shipper must be complied with.
Notify.
The Notify box has to contain the complete details of whom has to be informed about the arrival of
the goods. We stress that the details have to include the full style /address and phone/fax,( email if
available). The indication of phone /fax nos is imperative in order to be able to trace the notify.
The same rules as described for Shipper must be complied with.
Marks & Numbers
Presently the Marks & Numbers line is composed of max 17 characters.
The characters exceeding must be written in the subsequent line.
Description of Goods
Presently the goods description line is composted of max. 32 characters.
The exceeding characters must be written in the subsequent line.
Ignazio Messina & C. S.p.A.
Rev. 2.2.0
December 7, 2016
6 / 14
Container FCL.
The number of each container on bill of lading must be indicated under the Marks.
The seals must be indicated in following lines of marks declared as apposed by the shipper.
Goods brands, if any, have to be indicated under “description of goods”.
“1” will have to be indicated inside the quantity box, while under “type” it must be written
“CNTR” followed by size and type (2
nd
line). The type is described in the table of Messina codes
(see Reference Manual for records EDI in Messina proprietary format – Ref. E).
The description must be written over various lines, indicating the tare under description or under
weight, according to the final destination (regulations set by the department), IMO class, if any, for
the dangerous goods.
Thereafter number and type of packages and goods description must be indicated.
When it deals always with the same goods, the description of the goods for each container can be
avoided writing it only after the last container.
See Example for FCT Containers with tare in Description
See Example for FCT Containers with tare in Weight Column
Container part of.
When a bill of lading is issued with goods partly stowed in the container, the container number has
not to be indicated in the marks, but specified in the description together with a standard description
of the container in hand and of the parts it consists of. Thereafter the description of the goods.
The number and the kind of items are related to the goods part of.
(see Example for Container part of…)
Container groupage.
The marks include goods brands, if any.
The number and the kind of items are related to the goods stowed into the LCL container.
After the goods description, standard lines are to be inserted to indicate the stowage in the container
number … with Messina seal.
(see Example for Container Groupage)
Vehicles.
If required, the plate or the chassis number are to be specified in the marks.
(see Example for RO/RO cargo)
Service Bill Of Lading.
In case of service Bill of Lading for transhipment or cargo shortshipped some rules must be
followed. (see Service Bill of Lading).
Ignazio Messina & C. S.p.A.
Rev. 2.2.0
December 7, 2016
7 / 14
EDI RECORDS – CORRESPONDENCE TO THE DATA OF THE BILL OF LADING
The EDI records are the means of sending the bill of lading together with its data.
I.Messina accept and send EDI records in two format. Proprietary format subsequently called
Messina format (see Reference Manual for records EDI in Messina proprietary format) or edifact
IFTMIN format release D99BUN (see Messina IFTMIN Message Implementation Guide).
Each PDF B/L file has a corresponding EDI file in Messina proprietary format or in edifact
IFTMIN format with same file name and .TXT .EDI suffix.
Even though the document copy of the bill of lading is send as PDF, the description in the EDI
records must correspond to the description in the document not missing any part of it. On the
contrary, we have noticed that many agencies draw up the EDI records in a different way compared
with the data on the bill of lading. This is not only a non-compliance with the rules but it causes a
serious inefficiency when Messina has to draw up service bill of lading for the transhipments as we
are not able to re-use the data received and we have to go on re-allocating them manually.
Shipper, Consignee and Notify.
We have found that the printed description lines exceeding the 33 characters are copied on the EDI
records only for the first 33 characters, while the surplus is lost. As already said for the rules of how
to draw up a bill of lading , in case the printed line is more than 33 characters long, it has to be
interrupted and carried in the following lines.
Bill of lading core (marks, numbers, quantity, kind of items, goods description, weight,
measures).
The lines which make up the core of the bill of lading must be copied precisely in the proper field of
the EDI record.
The EDI record must correspond to the line of the core of the bill of lading as it is set out.
We have noted that several agencies don’t complete the marks with the container number.
Ignazio Messina & C. S.p.A.
Rev. 2.2.0
December 7, 2016
8 / 14
RULES FOR CREATION OF BILL OF LADING COPY AS PDF
Copies of bill of lading must be created as PDF by a system locally operating and used by the
Agency for the production of the former documentation using the format supplied by Messina (see
PDF base to be used for production of “COPY NOY NEGOTIABLE”) that faithfully reflects the
plan of the original bill of lading adding the clause “COPY NOT NEGOTIABLE”.
The creation of PDF with the supplied model either allows to dispose of an electronic document
which can be passed or printed on standard copies of bill of lading using white paper with A4 size.
The Agencies must equip themselves in order to produce directly copy of bill of lading in PDF
composed by the model supplied by Messina and the data of the bill of lading itself.
The copy of bill of lading in PDF, once received by Messina, will be registered in a documental
data base with identification and research keys automatically deduced by PDF. Since it could
happen that the various Agencies will place data in different ways and with the aim of simplifying
the withdrawal of key data of the bill of lading without the necessity to examine the contents of the
spaces, it has been established a coding line in the header of bill of lading that will be used to
ascribe a received document in PDF to the single bill of lading considering its identification and
retrieve codes (see Example of Header Identification Row and general recommendations)
It is useless to point out that this database is really very important for the Company and we cannot
accept defaults which may interfere with its correct updating.
For these reasons we cannot accept PDF documents produced in copy (scanning) of the paper
document since besides the fact that they do not suit Messina image they are not readable for the
surveying of key data and thus it is not possible to file them.
The bill of lading must be printed with characters correctly set into relative spaces without
overflowing with delimitation edges of the space.
The copy of bill of lading must be produced using the PDF model issued by Messina, while other
images cannot be used because they do not correspond to the document officially distributed.
Ignazio Messina & C. S.p.A.
Rev. 2.2.0
December 7, 2016
9 / 14
SENDING ELECTRONIC DOCUMENTS AND EDI RECORDS (UPLOAD).
For how to do see How to operate on Messina’s Web reserved area.
Sending EDI records.
EDI records are sent in different times to accomplish different needs:
EDI ENS cargo, with no freights, to deliver cargo information to obtain EU Customs
clearance to load by latest 48hrs before scheduled commence of loading operations at their
port. In case of vessel departure on Saturdays, Sundays or Italian Holidays, the deadline to
comply with is 72 hours before scheduled commence of loading operations (see ENS - Data
and Documents Distribution and ENS - EDI Implementation for ENS Compliance).
EDI cargo, with no freights, to deliver cargo information immediately to next ports.
EDI freight to deliver Bs/L and Manifest information to each destination port. EDI record
contents are stored in Messina database immediately upon receipt.
As records are collected and dispatched by Messina, each Agency can send one single EDI file
inclusive of all cargo loaded at their port to any destination (.ALL) and there is no need to send one
file per destination.
The Agent is responsible for ensuring that the contents of the EDI records (cargo and freights)
correspond exactly to the documents sent as PDF copies, The EDI records must neither contain any
difference nor missing any part of any printed document.
Non compliance with this requirement would result in administrative and operational issues whose
costs to fix would be brought at the Agent’s expense and responsibility.
Sending B/Ls PDF.
B/L copies are sent as electronic PDF documents for the purpose of immediate distribution upon
production and to avoid mail and paper costs.
PDF is the way to obtain a document image which reflects exactly the one which was printed. In
other words, not negotiable B/L copies must be sent with same pdf used for printing locally on
paper.
As B/L PDF is to be archived in a optical documentation database where relevant keys for searching
and retrieving these documents would be set, each document must contain data readable by
archiving programs which are to extract B/L number, voyage number, port of loading, port of
discharge (see Bill of lading identification). An header identification row has been set up in the B/L
upper/leftmost area in order to allow which codes have to be assigned as keys.
Our systems have no possibility to automate archiving of any B/L resulting from scanned image.
Scanned images cannot be accepted any more.
B/L copies must be released to each destination port and all destinations to Messina HQ.
Provided that Agency upload a file for all destinations to HQ with header identification row for
each B/L, there is no need to send individual file for each destination as this file is automatically
rebuilt on requestor basis.
If this is not the case, in addition a collection of Bs/L for each destination port must be uploaded by
the Agency of port of loading.
Messina HQ has no way to understand that file uploaded contains exactly what it is declared to
contain in the web upload form. Agency must, therefore, have great care on sending correct files or
dispatching of B/Ls may have unpredictable results.
In case of Bs/L lacking or missing the sender will be held responsible for any consequences
deriving thereof.
Ignazio Messina & C. S.p.A.
Rev. 2.2.0
December 7, 2016
10 / 14
Sending MANIFEST PDF.
As B/L copies, Manifest must be released to each destination port.
A manifest PDF file must be uploaded by Agency of port of loading for each destination port.
Provided that Agency upload a file for each destination (none missing, local ports and transhipment
included) sending to Messina HQ the cumulative manifest PDF file for all destinations can be
omitted.
Each destination port Agency requiring Manifest for an incoming vessel can post the request and
download it directly from Messina HQ via Messinaline corporate website.
Messina HQ has no way to understand that file uploaded contains exactly what it is declared to
contain in the web upload form. Agency must, therefore, have great care on sending correct files or
dispatching of Manifests may have unpredictable results.
(see PDF for recommended manifest layout)
In case of Manifests lacking or missing the sender will be held responsible for any consequences
deriving thereof.
Ignazio Messina & C. S.p.A.
Rev. 2.2.0
December 7, 2016
11 / 14
RECEIVING ELECTRONIC DOCUMENTS AND EDI RECORDS (DOWNLOAD).
For how to do see How to operate on Messina’s Web reserved area
Messina Headquarters (HQ) works as a Post Office. It receives data and documents from everybody
and dispatch data and documents to everybody via Corporate web applications..
Coherently, the availability of the proper documents and EDI records can be granted only provided
they were uploaded in right way and at the right time.
Object type, destination address and voyage number are acquired and, where possible, validated in
the way listed here below
Object type
Messina format (Reference Manual for records EDI in Messina proprietary format) or edifact
IFTMIN format release D99BUN (IFTMIN Message Implementation Guide) what was declared in
upload process.
Voyage number and Destination.
IFTMIN Voyage into record “TDT+20”, Port of destination into record ‘LOC+11’
EDI proprietary Voyage into EDI record “VOY”, Port of destination into EDI record “MAN”.
Bs/L pdf 1) Bs/L sent as non readable pdf (images): voyage and destination is declared in
upload process.
2) Bs/L sent as pdf containing data: voyage and destination are taken by decoding
descriptions found in destination and voyage box of the B/L form.
3) Bs/L sent as pdf containing data with identification row at upper left corner: all
codes are taken from this very row (new required standard, to be implemented by all
Agents).
Manifest pdf Destination is declared in the upload process by the sender.
Receiving EDI records.
Each Agency requiring EDI data for any incoming vessel can post the request and retrieve the
relevant EDI records directly from Messinaline corporate website.
Provided that EDI record were uploaded on the web by loading port Agency on time and they are
correct, Messina HQ systems extract data from the corporate database and release the required EDI
records to the originator of the request.
All EDI records coming from all loading ports and pertaining to the selected destination port are
consolidated in one single file and downloaded to receiving Agency.
Ignazio Messina & C. S.p.A.
Rev. 2.2.0
December 7, 2016
12 / 14
Receiving not negotiable Bs/Ls pdf.
Each Agency requiring B/L copies for any incoming vessel can post the request and retrieve the
relevant PDF files directly from Messinaline corporate website.
Provided that Bs/L pdf copies were uploaded to Messinaline web application by loading port
Agency on time and they are correct, Messina HQ systems extract data from the documental
database and release the required B/L collections to the originator of the request.
Receiving Manifest pdf.
Each Agency requiring Manifests copies for any incoming vessel can post the request and retrieve
the relevant PDF files directly from Messinaline corporate website.
Provided that Manifests pdf were uploaded on web by loading port Agency on time and they are
assigned to right voyage number and destination port, Messina HQ systems extract data from the
documental database and release the required Manifests pdf collections to to the originator of the
request.
These Manifests are an exact copy of the documents issued by loading port Agency and are
intended as the sole, official document to be used to determine what was loaded onboard and the
applicable freight rates. Any change to these documents can be made only through manifest
correction notices at the responsibility of the Agent at the port of loading.
Validation of EDI records with Manifest received in pdf/paper format.
Those Agents which are uploading the EDI records on their local system are responsible for making
sure that the contents of the EDI records do match the printed/pdf version, of the documents and
thus edit the data on their system to fix any discrepancies.
As Genoa Headquarters are only relaying documents and files uploaded by the loading port Agent,
having no possibility to tally the EDI records against the printed documentation, we have no
responsibility over said matching of the EDI records. Under no circumstances the Agent at the port
of discharge is to consider any report printed through the local system prevailing over the PDF or
paper documentation issued by the port of loading. Any consequence of improper usage of vessel
documents will be responsibility of the Agent.
Ignazio Messina & C. S.p.A.
Rev. 2.2.0
December 7, 2016
13 / 14
CONTAINER CONTROL
Messina Agency has to report to HQ all containers daily moves of all ports, terminals and depots
under his responsability.
It can be done using two different type of messages:
Formatted message
Formatted message is the message Messina Company settled up many years ago when edifact was
not so widespread as it is now and informations were sent via telex.
It is currently in use and accepted by Messina via email because its simply way to compile and well
known by Agencies (see Old formatted message for container tracking).
However it is the “old” message and should be migrated to edifact.
CODECO/COARRI
Edifact CODECO/COARRI is the preferred way to send tracking moves to Messina HQ.
These messages can be produced by Agency or flow directly from ports and terminals.
CODECO is described in a Messina MIG (see CODECO Message Implementation Guide) while
COARRI is described in SMDG User Manual (see COARRI as per SMDG Instructions Manual)
Shore To Ship Transmission File
Messina Agency must release to ship a container load list before vessel departure to allow ship
updating stowage load plan.
A “csv” file replace the list as per manual (see Shore to Ship Transmission File)
BILL OF LADING INSTRUCTIONS
Despite this document relates to what Agent has to do dealing with Messina Company, we want
draw attention on a tool Messina has implemented to acquire BL Instructions directly from
Customers.
This web procedure can be used by Agency to get B/L instructions inserted by his Clients to which
has been giving access or by his own.
Instructions can be imported in local system to make Bill of lading and Manifest without retyping
anything, just controlling and freighting only.
In compiling phase, Client is driven step by step and B/L is formatted as per Messina standard
certainly.
In this way B/L can be produced in draft directly at Client site which see exactly how B/L will look.
Instructions format file available for importing in local system is the same used for EDI manifest.
By using this procedure Agency can have a great help reducing workload and time spent for data
entry and at the same time assure compliance to Messina standards (see Web Procedure for Bill of
Lading Instructions).
Messina knows this instrument could be not easy implemented in Agency local system due to
upgrade which has to be done for importing instructions data and/or for differences on the matter
how to do locally. However Messina is available for any further action to achieve the goal as
technical consultancy and system set up.
Ignazio Messina & C. S.p.A.
Rev. 2.2.0
December 7, 2016
14 / 14
ENCLOSURES.
PDF base to be used for production of “COPY NOT NEGOTIABLE”
Manual for records EDI in Messina proprietary format.
IFTMIN Message Implementation Guide
Example for Header Identification row and general recommendations.
Example for FCL Containers with tare in Weight column
Example for FCL Containers with tare in Description
Example for Container part of…
Example for Container Groupage
Example of RO/RO cargo
How to operate on Messina’s Web reserved area.
Shore To Ship Transmission File
Unique Bill of Lading Numbering System
Service Bills of Lading
ENS - Data and Documents Distribution
ENS - EDI Implementation for ENS Compliance
CODECO Message Implementation Guide
COARRI as per SMDG Instructions Manual
Old formatted message for container tracking
Web Procedure for Bill of Lading Instructions
PDF for recommended manifest layout