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A terminal that knows what is coming can plan its yard and gate. This article sets out the minimum dataset, timing and amendment rules for RoRo pre-advice.

Written for: IT and system owners at RoRo carriers and terminals

Contents
  1. The minimum dataset
  2. Timing
  3. Amendments
  4. Format
  5. Why this capability matters

A RoRo terminal plans yard space, gate staffing and equipment around what it expects to arrive. When pre-advice from the carrier is late, incomplete or not updated, the terminal plans from guesswork, and the gap shows up on sailing day.

The minimum dataset

Agree a short list of fields both sides can rely on. A typical minimum:

  • Booking reference and vessel voyage.
  • Unit identifier, such as a VIN or serial number.
  • Cargo type and whether the unit is self-propelled or static.
  • Dimensions and weight, with equipment for static units.
  • Port of loading and discharge.
  • Expected delivery window to the terminal.
  • Special handling: dangerous goods, out-of-gauge, temperature.

More fields can follow. Start with what both sides will keep current.

Timing

There is no single right time. The pre-advice should arrive early enough for the terminal to plan yard space and gate staffing, and be updated as bookings change. Agree a first message, an update rule and a final cut-off for each terminal.

Amendments

  • Changes. Does an update replace the whole message or change individual fields?
  • Cancellations. How is a cancelled unit removed?
  • Late additions. What happens to units booked after the main pre-advice?

Format

Many terminals use EDI messages. Others accept API calls or files. The format matters less than agreeing the content, timing and amendment rules first. The same questions apply to forecasts from manufacturers, covered in EDI, API or upload?.

Why this capability matters

A terminal that plans from good pre-advice runs a smoother gate and yard, and that shows on sailing day. Agreeing the data, timing and amendment rules is a modest investment that reduces the last-minute problems both carrier and terminal pay for.

Related reading

Agree a minimum dataset

Take one terminal you work with and write down what you send today, when, and how changes are handled. Bring it to a conversation about pre-advice.

Cartagena builds these capabilities together with each customer, as tailored solutions on the Microsoft platform.

Discuss pre-advice