Mandatory Simplified VBS
Frequently Asked Questions

Why do I need to subscribe to VBS?

Southampton Container Terminals’ statistics show that pre-booking is the most efficient way to reduce turnaround time of vehicles using the terminal, but in order for this to benefit everyone all hauliers must use it. Therefore VBS is mandatory.

I already subscribe to VBS2. Will I need to do anything different when Simplified VBS goes live?

You will need to re-register for the new Simplified VBS system. VBS2 will no longer be used. Registration documents are available on the http://www.southamptonspin.net web site.

How do I get access to the Vehicle Booking System?

The Vehicle Booking System will be accessed via the SCT VBS icon on the http://www.southamptonspin.net web site.

I am a sub-contractor. Do I need access to VBS?

If you wish to make your own booking you will require access. If you are happy for your main contractor to book the date and time of your journey and he is willing to do this then you will not require access. We recommend that all hauliers book their own journeys.

What if I need help using it?

A 24 hour helpdesk is available Monday to Friday. At weekends the helpdesk will close at 19.00 on Saturday and re-open at 19.00 on Sunday.

What do the different types of bookings mean?

There are three booking types in VBS. A Provisional Booking can be made before you know which containers you want to put on it. However if you do not assign containers to provisional bookings at least 24 hours before the start of the booking time, the booking will be taken back into the system. A Regular Booking must have at least one container assigned to it but can be returned to an exchange if not required. A Guaranteed booking can be made with no container details but cannot be returned to the exchange.

How will I know if I have lost a provisional booking?

You will receive an e-mail at the e-mail address you have registered with.

How many bookings can I make?

Regular bookings are capped at 10%. So you can only make 10% of the maximum bookings issued in the time window e.g. if there are 120 bookings in a time window, each haulier will be limited to 12.
Provisional bookings are limited to an allowance based on the history of the Haulier's usage of VBS. It is calculated at 15% of his daily average number of completed bookings i.e the average number of bookings completed per day over the period of time for which the system holds a history of the Haulier using VBS.
Guaranteed bookings are capped at 10% of the hourly bookings but are in addition to the Regular bookings.

How long are the time windows?

The time windows for bookings are 1 hour.

Can I change the details on a booking after I have made it?

Yes, the details can be amended as many times as you wish free of charge before the end of the booking period as long as the vehicle has not yet arrived at the terminal. Booking times can be moved within a tethered window e.g + or – 6 hours, as long as there are bookings available for the new time and it does not cause the haulier to exceed his hourly cap of 10%.

What if I make a booking and then decide I no longer need it?

Regular Bookings can be returned to an exchange where they may be assigned to another haulier. If a returned booking is picked from the exchange and given to another haulier, or back to the original haulier, it will not incur a ‘no show’ fee.

What is a no show fee?

The ‘no show’ fee is payable when a booking is made but not used. It is to act as a deterrent to people who try to abuse the system. VBS offers very flexible booking management so that incurring ‘no show’ fees will be an exceptional event. When a new booking is requested by anyone using VBS the system will look first in the exchange and pull any suitable booking from there. If you remember to return bookings no longer required to the exchange the chances of incurring a ‘no show’ fee are minimised.

What if I forget to return it to the exchange?

If you make a Regular or Guaranteed booking but do not use it you will be liable for ‘no show’ fee.

What if I return it to the exchange but the system does not allocate to anyone else?

If the system does not receive a request for which it can use your booking, you will be liable for the ‘no show’ fee.

How much is the ‘no show’ fee?

£25.

Doesn’t guarantee just mean that SCT will guarantee a specified time slot?

No, that was the case in previous versions of VBS, but in Simplified VBS that has changed. Now a guaranteed booking means the haulier has guaranteed that he will use the booking.

What is the benefit of guaranteed bookings to hauliers?

Guaranteed Bookings can be used to supplement Regular Bookings if the individual’s hourly cap has been used up. They will be limited to 10% of the hourly bookings in addition to the Regular Bookings so an individual using all his Regular and Guaranteed Bookings allowance will have 20% of the maximum hourly bookings.

How are they different from Regular Bookings?

They can be made without container details but cannot be returned to the exchange.

How do I get a Guaranteed Booking?

VBS will allow you to request a Guaranteed Booking and will take a booking from the Regular Booking pool and upgrade it to Guaranteed in your name.

How many days in advance can I book a journey?

You can make a Regular or Guaranteed Booking any time prior to the end of the booking window if there are bookings available.

What happens if my driver turns up early or late?

Unless the booking is amended to the new arrival time he will not be accepted at the terminal.

How does the system protect me from creating an unsuitable journey?

The system will not allow you to book containers that are not ready for collection or available for delivery. Additionally, you cannot create a journey having a leg with two 40’ containers or one 40’ and one 20’ or with containers weighing over 35 tons.

How often can I amend the booking?

As many times as you wish. There is no fee for making an amendment.

Can I book an export box and add an import to the booking later?

Yes, you can book any container for a journey and add other containers to that journey later. You can also remove containers from a journey.

What do I do if I have problems assigning containers to a booking?

First refer to the ‘Guide to Using VBS’ manual to ensure you are using the correct screen. Then find the error message you are getting in the list of error message in Appendix B at the end of the Guide. If this does not answer your query then phone the VBS HELPDESK on 02380 706300 for further advice.

Can I cancel a booking?

You cannot cancel a Regular booking. A Guaranteed booking can have its containers de-assigned but the booking still belongs to the haulier and the charges still apply.

How much does it cost?

Charges are as follows:

Provisional Bookings	Peak Off Peak	- £1.00 (non refundable) - Free
Regular Bookings	Peak Off Peak	- £1.00 (non refundable) - Free
Guaranteed Bookings	Peak Off Peak	- £4.00 (non refundable) - £4.00 (non refundable)
'No Show' Fee		- £25.00

What are the peak periods?

04:00 to 06:00 and 14:00 to 18:00.

How will I be invoiced?

•  Invoices will be displayed in a ‘My account’ type page on a calendar month basis within the VBS Web  pages.
•  An email will be sent on the first of the month to remind the Haulier to review his on- line invoices
•  Historical invoices will also be available.
•  Refunds for Truck Trips who are kept waiting more than an hour will also be shown on this page.