DHL IMPORT EXPRESS ONLINE USER GUIDE FOR IMPORTERSWE COORDINATE EFFECTIVE COMMUNICATION BETWEENYOUR SHIPPERS AND YOU – FOR YOU.
dhl-usa.com/ieo
Importer
Manage Your Imports 3
Helpful Guide Information 4
Importer Profile
Registration 5
My Profile 9
Manage Shipments
Prepare Instructions
New Shipper/Receiver 10
Shipment Details 12
Review 14
Confirmation 14
Prepare Shipment
Recent Shipper/Receiver 15
Shipment Details 15
Customs Documents 18
Service Options 21
Review 22
Confirmation 22
Shipment Request
Shippers Request for Approval 23
Manage Authorizations
Grant Standing Authorization 24
Current Standing Authorization 26
Complete Process for Shipper 27
History/Track
Tracking 28
History 28
Address Book
Manage Shippers and Receivers 29
Import Your Address Book 30
Contact Center
Reach Us by Chat, Email or Phone 31
CONTENTS
Importer 3
MANAGE YOUR IMPORTSDHL Import Express Online is a web-
based tool designed to give account
holders full visibility and open
communication during the shipping
process. Both you and your shipper
utilize a clear and concise tabular
interface – making it easy to view
current shipping instructions and
shipment status. For superior security,
your DHL Import Express account
number is kept within the DHL system.
It is not visible; nor is it ever visible or
forwarded to shippers or third parties.
This guide helps import account
holders:
n Register for access to Import
Express Online
n Prepare shipment instructions
for shippers and manage
shipment details
n Provide shippers with standing
authorizations
n Approve a shipment request
from a shipper
n Track shipments and review
shipment historyNOTEShippers will receive a separate
user guide when they first receive
temporary login credentials for DHL
Express Import Online. Your shippers
will learn how to:
n Accept or reject shipments
requested by importers
n Manage shipping details and
schedule a pickup
n Create and send requests to the
import account holder
n Request a standing authorization
to ship on behalf of the import
account holder
EXAMPLE OF SHIPPER INTERFACE
Importer 4
HELPFUL GUIDE INFORMATION The following references have been
shortened throughout the guide for
easier reading:
n DHL Import Express Online
application = Import Express
Online
n DHL Import Express account
= import account
n DHL Import Express account
holder = you
The following terms will be used to
refer to common Import Express
Online actions:
n Standing authorizations – you
have enabled a shipper to ship on
your import account to a specific
receiver and/or using a specific
account
n Shipment instruction – a shipment
request has been created by you
and sent to the shipper for (1)
review and (2) acceptance or
rejection
n Shipment request – the shipper
has reached out to you with a
request to prepare and send a
shipment on your behalf
NOTEManage Shipments tab, Status
column Definitions
Importer Sent Instruction to Shipper
n Pending Shipper Action
n Cancelled by Importer
n Accepted by Shipper
n Rejected by Shipper
Standing Authorization Request
from Shipper
n Standing Authorization
(Pending Importer Approval)
Shipment Request Received
from Shipper
n Pending Importer Approval
n Accepted by Importer
n Rejected by Importer
n Shipment Preparation in Progress
n With Shipper
Pickup Request Acknowledged
n Pickup Confirmed
Shipment in Transit
n Track
Importer Profile 5
REGISTRATIONImport Express Online only requires
you (the DHL Import Express account
holder) to have an account; your
shipper and other third party receivers
can use this shipment management
tool without one.
Please take your time as you complete
Registration and follow the fields
in their proper order. Some fields
will auto-populate based on your
responses.
1. Access Import Express Online at
importexpressonline.dhl.com
2. Under the red Login button, click
Register Now
NOTEThe account holder radio button is
selected by default and should only be
changed if you are registering on behalf
of a Shipper.
3. Select the country where your
business is located from the drop-
down menu
4. Enter your DHL Import Express
account number in the field
provided
NOTEClick Add Another Account Number if you
have more than one active import account.
Repeat for each additional account until
they have all been entered.
TIPBookmark this URL to help streamline your
processes: importexpressonline.dhl.com
TIPHave your import account
number(s) close by for
quicker entry.
NOTEThe language will automatically populate
once the country has been selected.
Use the drop-down menu to select your
preferred language, if available
Importer Profile 6
TIPCheck the box Set as default
receiver if you would like this
information to auto-populate
whenever you prepare shipment
instructions.
REGISTRATION (Continued)
5. Enter your first and last name
6. Provide your company's name
7. Enter the physical street address
where shipments will be received
8. Provide the city, state or province
9. Enter your email address
10. Provide the appropriate telephone
and fax numbers
TIPNot shipping on behalf
of a company? Simply
re-enter your first and
last name.
Importer Profile 7
TIPThe Shipment Reference can
be a word, phrase or number.
REGISTRATION (Continued)
11. Enter the individual’s name who
will be the primary contact for
receiving shipments (if you will
not be the person receiving
shipments)
12. Provide a default Shipment
Reference that applies to the
majority of your imports
13. Check the box Send/Receive Email
in HTML to enable headings,
colors, pictures, emphasized text
and quotations to be viewed,
instead of the default plain text
email format
14. Check the box Receive copy of
emails sent to Shipper to receive
copies of instructions prepared in
Import Express Online via email
15. Check the box Reference Always
Required? to make the reference
field a required entry
16. Check the box Remember my
Email Address to have your email
address auto-populated
NOTEYou can easily change these settings as you
prepare shipments – or change the default
preferences at any time.
Importer Profile 8
REGISTRATION (Continued)
17. Check the boxes to indicate that
you have read and accept the
Import Express Terms of Use
18. Enter a password to login into
Import Express Online and reenter
for confirmation
19. Select a question from the drop-
down list, in case you ever need
help remembering your password
20. Provide your answer
21. Type the code shown in the box
below in the available field
22. Click Submit
NOTEIf you receive an error message
after submitting, double-check all fields.
You may need to re-enter your information
in one or more of the fields.
Next Steps
You will receive a DHL Import Express
Online registration confirmation
email. Now you are ready to prepare
instructions for a shipper: page 10 will
guide you through this.
TIPPasswords are always
case-sensitive.
TIPHaving trouble with the code
provided? Click Try a new code
for another option.
Importer Profile 9
MY PROFILEMy Profile is the DHL Import Express
account holder information.
Here you can:
n Change your password
n Change your security question
and answer
n Add, edit and remove account
numbers
n Update the default receiver
n Modify shipment settings
1. Access by clicking the My profile
button under the red navigation
bar on the right hand side of the
screen
2. Review the current information
and make desired changes
3. Click Submit
NOTEDHL Express account numbers for
exporting should not be added to Import
Express Online. They are not supported
within this application.
TIPThe receiver information can be changed as needed
while preparing waybills, but shipment charges will
still be applied to your specified account.
Manage Shipments 10
PREPARE INSTRUCTIONSIn this section you will be preparing all
the information the shipper will need
to create the waybill.
On the Manage Shipments screen
you can:
n Prepare shipment instructions
n Check the status of outstanding
shipment instructions
n See recent shipment requests
n Check the status of
authorization requests
n View recent shipment details
n Track shipments
Because this is the first time using
Import Express Online, simply click
Next under Prepare New Shipment
Instruction
Shipper/Receiver > Shipment Details
> Service Options > Review
> Confirmation
1. Begin entering the Shipper Details
by creating a Nickname that will
help you quickly find the shipper
in the address book
2. Provide the shipper’s first and last
name in the Contact field
3. Select the country where the
shipper is located
TIPThe use of the action buttons at the bottom of
the page will change depending on the status
of the shipment selected. Red buttons indicate
the action is available for the shipment.
TIPThe next time you return to this page, you can
click Most Recent from the drop-down menu
to auto-populate these fields.
Manage Shipments 11
NOTEIf you are the receiver for
this shipment, simply use the
drop-down menu and select
yourself.
NOTEIf you do not check this box,
the shipper will not be able to
modify pickup address fields.
PREPARE INSTRUCTIONS (Continued) 4. Enter the company name, physical
street address, city and state or
providence in the available fields
5. Provide a telephone and fax
number
6. Enter the shipper’s email address
7. Create user-friendly documents by
selecting the shipper’s language
from the drop-down menu
8. Decide if you want to allow the
shipper to modify pickup address
details (in case this information
changes)
9. Check the box to save the new
shipper to the address book
NOTEIf you are not the person receiving this
shipment, fill in all Receiver details.
10. Click Next
Manage Shipments 12
PREPARE INSTRUCTIONS (Continued)Provide basic information the shipper
will need to know about the shipment
request, including:
n items to be ordered
n order numbers
n handling instructions
Shipper/Receiver > Shipment Details
> Service Options > Review
> Confirmation
1. Select the Shipment date to be
passed to DHL from the drop-
down menu
2. Create a personal message for
the shipper, advising them of
pertinent details
3. Enter a Shipment Reference that
will be visible on the waybill
4. Click Attach a File for required
documents or to provide more
detailed instructions
NOTEOnly one file can be uploaded in one of
the following formats: DOC, DOCX, XLS,
XLSX OR PDF.
TIPThe message entered here will
appear in the body of the email
that the shipper receives.
TIPCustoms invoices can be prepared
with Import Express Online. This
is an ideal location to include
a Certificate of Origin, license,
Power of Attorney or Shipper’s
Letter of Instruction.
NOTELeave this box blank if you
do not want to complete
the waybill on behalf of the
shipper. Then proceed to the
next page.
Check this box if you want to
complete the waybill. Then
skip ahead to page 15.
Manage Shipments 13
NOTE
This can reduce the need for
follow up or act as a helpful
reminder when you get busy.
PREPARE INSTRUCTIONS (Continued)5. Use the drop-down menu to select
the account to which you would
like service charges billed
6. Click a radio button to advise
DHL how Customs charges, such
as duties and taxes, should be
handled: enter the respective DHL
Import Express account number
7. Send transit status notifications
to yourself, the recipient or any
other interested party by checking
boxes in Notification options and
providing email addresses
8. Know immediately if the shipper
has not acted upon receipt of
request; receive email alerts
within a designated time period
9. Select from the drop-down menu
how often you would like to be
notified of the shipper’s lack
of action
10. Click Next
Manage Shipments 14
PREPARE INSTRUCTIONS (Continued)
NOTEService Options are skipped when preparing
instructions because the shipper needs to accept the
request and complete the waybill first.
Shipper/Receiver > Shipment Details
> Review > Confirmation
1. Review the information provided
2. Scroll down to select an authorization status
radio button
n The shipper can ship to this receiver one
time with your account
n The shipper can ship to this receiver at any
time, as frequently as they would like with
your account
3. Click Forward instruction
Shipper/Receiver > Shipment Details
> Review > Confirmation
Once you click Done, you will receive a
confirmation with a shipment ID number. All
of this information will populate the Recent
Shipments table on the Manage Shipments tab
to be available for your reference.
Next Steps
The shipper will be registered for Import Express
Online automatically. They will receive the
instruction request via email with a temporary
password to log in. The email will also include
a user guide to assist them in accepting or
rejecting your request.
You will know the status of the shipper’s response
on the Manage Shipments tab under Recent
Shipments in the Status column, on the right.
TIPShipment instructions that have not been accepted
can be copied, updated, or canceled by clicking the
corresponding entry's radio button.
TIPThe Importer Details
will always be the
account holder. The
receiver details may
be yourself or a
designated third-party.
NOTETo make changes, click
Back at the bottom of
the screen.
TIPClick Print Summary to
keep a physical copy
if required for your
records.
Manage Shipments 15
PREPARE SHIPMENTShipper/Receiver > Shipment Details
> Service Options > Review
> Confirmation
1. On the Manage Shipments tab
select a previously created shipper
from the drop-down menu or click
Create new shipper
2. Select a previously created
importer from the drop-down
menu
3. Choose the date you would like
the shipment to be provided to
DHL from the drop-down menu
4. Click Next
NOTEHelp creating a new shipper can be found
on page 10.
Shipper/Receiver > Shipment Details
> Service Options > Review >
Confirmation
1. Check the box to complete the
shipment details on behalf of the
shipper to generate a waybill
2. Select the Packaging type from
the drop-down menu
NOTEBy checking this box you will be providing the shipper with instructions, a waybill and
selected service. All the shipper will need to do is accept the request and provide any
required documentation.
Manage Shipments 16
PREPARE SHIPMENT (Continued)3. Enter the weight, dimensions and
provide a keyword description of
the commodities (contents) using
up to 40 characters
4. Click Add
NOTEContinue adding all shipment pieces
consolidated under one waybill.
5. Provide a complete description of
the commodities in the box
6. To select the Shipment status use
the appropriate Customs clearance
button:
n Non-document = dutiable
n Document = non-dutiable
NOTEEven though the shipment contents may
be a document, some documents are
considered dutiable.
7. Enter the Declared Value in
the field provided for dutiable
shipments
8. Check the box to create a Customs
invoice on behalf of the shipper
if they are not providing the
Commercial or Pro forma Invoice
TIPThe first three lines of the
Description of Contents will
appear on the waybill.
TIPTo quickly check the commodity
status, click Help me decide. Then,
select the closest commodity type
and click Determine Status.
Manage Shipments 17
PREPARE SHIPMENT (Continued)9. Create a personal message for
the shipper advising them of
pertinent details
10. Enter the Shipment Reference that
will be visible on the waybill
11. Click Attach a File for required
documents or to provide even
more detailed instructions
12. Use the drop-down menu to select
the account to which you would
like service charges billed
13. Click a radio button to advise
DHL how Customs charges, such
as duties and taxes, should be
handled with account number
14. Send transit status notifications
to yourself, the recipient or any
other interested party by checking
boxes in Notification options and
providing email addresses
15. Know immediately if the shipper
has not acted upon receipt of
request; receive email alerts
within a designated time period
16. Select from the drop-down menu
how often you would like to be
notified of shipper’s lack of action
17. Click Next
Next Steps
After you have determined that you
would like to create a Customs invoice
on behalf of the shipper and already
checked the appropriate box, please
continue to the next page.
To allow the shipper to provide
Customs documentation, skip ahead
to page 21.
TIPThe shipper will receive an auto-
generated email request with the
information you provide here.
TIPEmail alerts can be received as
soon as a half day or as late as
seven days and can be sent as
frequently as every hour to just
once per 24-hour period.
Manage Shipments 18
PREPARE SHIPMENT (Continued) Customs Documents
1. Select the Invoice type from the
drop-down menu
2. Provide an internal reference like
a purchase order number in the
Invoice number field
3. Select the mode of transport from
the Incoterms drop-down menu
4. Enter the commodity code for the
primary contents in your shipment
5. Provide the full name of the
person responsible for paying
Customs charges, such as duties
and taxes
6. Enter the terms of payment
TIPIf you need help deciding,
click What is this?
TIPGet help determining which Incoterm to select
> DHL-USA.com > Express > Small Business
Solutions > Business Across Borders
TIP
Click Help for examples
of Terms of Payment.
Manage Shipments 19
PREPARE SHIPMENT (Continued) 7. Provide the name of the
destination port
8. Select the Reason for Export from
the drop-down menu
9. Describe packaging and specific
identification marks in greater
detail or other pertinent
information in Other Remarks
10. Enter the total amount of
additional charges incurred
between the parties that need to
be noted on the invoice
TIP
This refers to agreed transactions between the
importer and shipper, such as packaging and
handling charges.
Manage Shipments 20
PREPARE SHIPMENT (Continued) 11. Provide a Description of the
commodity
NOTEEnter additional Harmonized System codes
in the Description field.
12. Select the Country of Origin from
the drop-down-menu
13. Provide the total Quantity of the
item being shipped
14. Select the correlating Unit of
Measure from the drop-down
menu
15. Enter the monetary Unit Value
16. Enter the Net Weight for the
commodity
17. Click Add
NOTEContinue adding commodity descriptions
until all commodities in your shipment
have been noted.
18. Click Next
TIPQuickly convert volume and weight
values > DHL-USA.com > Tools
> Conversion Calculator
NOTEIf an error was made while entering
the information, click Remove to
delete the row.
Manage Shipments 21
PREPARE SHIPMENT (Continued) Shipper/Receiver > Shipment Details
> Service Options > Review
> Confirmation
1. Click the radio button to select
one of the available Delivery
Options for the destination
2. Check the box to advise DHL the
secondary service option DHL
should apply if the first service is
not available. Provide preference
using the drop-down menu
NOTEWhile this step is not required, it is helpful
to keep your shipment moving.
3. Check the box to add Shipment
Insurance to selected services
NOTEOnly you can add insurance to a shipment;
this option is not available to a shipper
who accepts a shipment request.
4. Click Next
TIPClick Estimated Price links to review
a breakdown of costs based on the
information provided.
TIPLearn how Shipment Value
Protection can help you at
>DHL-USA.com > Express
> Optional Services
TIPOptional Services selected
will be reflected in the Total
Estimate.
Manage Shipments 22
PREPARE SHIPMENT (Continued) Shipper/Receiver > Shipment Details
> Service Options > Review
> Confirmation
1. Review the information provided
2. Scroll down to select a standing
authorization status radio button
n The shipper can ship to this receiver
one time with your account
n The shipper can ship to this receiver
at any time, as frequently as they
would like with your account
3. Select a radio button to advise DHL of
the shipper’s rights to change services
on your behalf, if needed
n YES - if you prefer to review and
approve service changes
n NO - if the shipper can make changes
without your review
4. Click Forward instruction
Shipper/Receiver > Shipment Details
> Service Options > Review
> Confirmation
Once you click Done, you will receive a
confirmation with a shipment ID number. All
of this information will populate the Recent
Shipments table on the Manage Shipments
tab to be available for your reference.
Next Steps
The shipper will receive the request, accept
the shipment and schedule a pickup. Or,
reject the request and provide a reason.
NOTEDouble-check all entered data one final time, as
this information is used to generate your waybill
and Customs invoice.
TIPClick Print Summary to keep
a physical copy if you need to
reference the services selected.
NOTE
Click Back at the bottom
of the screen to edit any
information.
Manage Shipments 23
SHIPMENT REQUESTA shipment request takes place
when you receive shipment details
prepared by the shipper for your
review and approval, so they can
ship commodities on your account.
This request requires your approval
to allow you or your designated
third-party to receive the shipment.
Shipment requests will be visible on
the Manage Shipments tab under
Recent Shipments.
1. Look for Pending Your Approval
in the Status column
2. Click the shipment request radio
button
3. Click Update/Authorize to review
shipment details
4. Under Account Details, select the
account you prefer to be billed
from the drop-down menu
5. Click a radio button to advise
DHL how Customs charges, such
as duties and taxes, should be
handled with a DHL Express
import account number
6. Check the Notification options
boxes next to the parties you
would like to keep informed
7. Determine how you would like to
proceed
n Reject the request by typing
a message to the shipper and
clicking Reject
n Click Approve to allow the
shipper to process the request
as prepared on your account
Next Steps
The status will be updated as
indicated and the shipper will receive
a status advisory email.
TIPThis shipment has been
reviewed and approved by you.
NOTEThis is a new shipment request
sent to your for review and
approval by the shipper.
NOTEClick Print to keep a physical
copy if you need to reference
the service selected.
Manage Authorization 24
GRANT STANDING AUTHORIZATIONYou can allow your designated shipper
to process shipment requests charged
to your account from the Manage
Authorization tab.
Here you can:
n Grant a shipper standing
authorization to ship to a specified
receiver at any time using your
account number without requiring
your review and approval
n Enable shippers to make use of
the standing authorization for
all shipments or only for specific
receivers
New Standing Authorization
1. Click Create new shipper
2. Begin entering the Shipper Details
by creating a Nickname that will
help you quickly find the shipper in
the address book
3. Select the shipper’s country from the
drop-down menu
4. Provide the shipper’s first and last
name in the Contact field
5. Enter the company name, street
address, city and state or providence
in the available fields
6. Provide a telephone and fax number
7. Enter the shipper’s email address
8. Create user-friendly documents by
selecting the shipper’s language in
the drop-down menu
9. Decide if you want to authorize the
shipper to update pickup address
details in case the information
changes
10. Click Save
NOTEIf this is not checked, the shipper
will be forced to reject any requests
with an incorrect pickup address.
That will require you to update and
re-submit.
NOTETo allow authorization to a specific
receiver, click Create new receiver
and follow appropriate steps.
Manage Authorization 25
GRANT STANDING AUTHORIZATION (Continued)1. Select the account number the shipper may
use to process requests on from the drop-
down menu
2. Click Next
3. Review the details entered
4. Go to Account Details at the bottom of the
screen and review or select new DHL Import
Express Account Numbers
5. Determine the party responsible for paying
Customs charges, such as duties and taxes,
for this scenario. Click a radio button and
provide a corresponding DHL Import Express
account number in the available field
6. Click Grant Standing Authorization
Shippers Requesting Authorization
1. Go to the bottom of the Manage
Authorization tab to the table listing current
Standing Authorizations. Sort the shippers
by status with the Filter by status drop-down
menu
2. Select the radio button for the shipper who’s
status is Standing authorization – Pending
Your Approval
3. Click Update/Authorize and repeat steps 4-6
above
NOTEDetermine how you would like to proceed
n Reject the request by typing a message to the
shipper and clicking Reject
n Click Accept Standing Authorization to allow the
shipper to process shipments on your account
Next Steps
The status will be updated as indicated and the
shipper will be notified via email that standing
authorization has been granted.
Manage Authorization 26
CURRENT STANDING AUTHORIZATIONUpdating Shipper Status
Click the radio button of the standing
authorization you would like to
modify.
1. Select the radio button for the
shipper that has an Approved
status
2. Click View
3. Change status by clicking Revoke
Standing Order
Next Steps
The status will be updated as
indicated and the shipper will receive
a status advisory email.
TIPClick the radio button from
available actions.
Manage Authorization 27
COMPLETE PROCESS FOR SHIPPERIn some cases the shipper may not
be able to follow through with
the required steps to complete the
pending transaction in DHL Import
Express Online. To help the process
along, some import account holders
will also register themselves as the
shipper. This removes the need to
grant authorizations and wait for
follow up.
Should you prefer this alternative,
please refer to the DHL Import Express
Online User Guide for Shippers. This
guide will show you how to register
and navigate between the Importer
and Shipper logins.
NOTETwo unique email addresses are required.
History/Track 28
TRACKINGYou have visibility from pickup
through final delivery—all on one
screen.
Here you can:
n View current status
n Track shipments
n Update authorization
n Cancel instructions
1. Go to the History/Track tab
2. In the Status column, click Track
NOTEThe Track option will only appear when
shipments are in transit.
HISTORY1. Search for a specific shipment by
entering a description in the
Find field
2. Select the column the data is in
with the drop-down menu
3. Click Find
NOTEThe date range will automatically
update based on criteria entered.
Address Book 29
MANAGE SHIPPERS AND RECEIVERSIn the Address Book you can:
n Create Contacts
n Delete Contacts
n Search for Specific Entries
n Import an Address Book
n Export the Import Express Online
Address Book
Prepare Instructions
1. Click the Address Book button
under the red navigation bar on
the right hand side of the screen
2. Check the box of the desired
contact
3. Click Ship to selected
Find
1. Search for a specific contact by
entering a description in the Find
field
2. Select the column the data is in
with the drop-down menu
3. Click Find
NOTETen contacts are featured on each
page. To view more, click Next.
Address Book 30
IMPORT YOUR ADDRESS BOOKImport
If you already have a well-maintained
address book, you can import the CSV
file in a few steps.
1. Click Address Book
2. Click Import
3. Advise if your file contains
headers
NOTEIf your source file does not include file
headers, the imported data columns will
be imported with no indication of what
they contain.
4. Click Attach a File
5. Click Read the header
6. Match the CSV file headers with
the Import Express Online field
names
7. Click Start Importing
Contact Center 31
REACH US BY CHAT, EMAIL OR PHONEIf you have questions about the
application or form fields, our team is
glad to help you.
1. Click Contact on the top of the
navigation bar
2. Complete the Contact:
DHL Express Technical Support
form and click Submit
TIPCall us to speak with a
DHL Express Technical
Support Agent.
1-800 CALL DHL | www.dhl-usa.comAll services may not be available in all areas and are subject to the DHL Terms and Conditions as published at www.dhl-usa.com. ©2017 DHL Express (USA), Inc. All rights reserved. 04/18/2017 PT05933A