The general operation process of ocean freight forwarding is as follows, which is divided into steps such as booking, warehousing, towing, customs declaration, document confirmation, and expenses. The detailed content is as follows, let's learn together.
One: booking
1: The customer booked with the freight forwarder (the booking must show: shipper/shipper, shipping company/ship name/voyage or schedule, port of departure, port of destination/transit port, cargo name, container type, container volume, freight Terms, shipper’s signature and seal)
2: After the customer service staff receives the booking form, they need to confirm the order.
On delivery FOB/EXW/FCA: Confirm with foreign countries.
Prepaid goods: Sales (prepaid goods) check the freight rate with the customer, and after confirmation, Sales will sign and confirm on the booking form, and then book the space with the corresponding shipping company according to the self-made S/O number.
1: The customer service personnel need to confirm the space with the shipping company. After booking, the customer service staff should enter the information into the company’s internal system in time
2: Make the corresponding operation notice, indicate the information that matches the booking information, and send it to the customer so that the customer can arrange the delivery of the goods and documents.
Incoming: Incoming notice
Tow truck: Tow truck packing notice
Self-reporting: Self-reporting agreement
*EXW/FCA: The customer provides the notice of delivery, and the freight forwarder arranges the team to pick up and deliver the goods to the warehouse.
Two: warehouse entry, trailer, self-declaration, customs declaration
1: Customer behavior
①Into the warehouse:
After the customer receives the warehousing notice and confirms that the enclosed information is correct for the warehousing, he must enter the warehouse on time according to the time address on the warehousing order. The customs declaration materials need to be sent to the freight forwarder within the specified time so that the freight forwarder can arrange customs declaration.
②Drag card:
If the customer needs the freight forwarder to arrange the towed truck customs declaration, he needs to confirm after receiving the towed truck packing notice provided by the forwarder. If the confirmation is correct, the relevant information about the arranged towed truck (time, location, contact person, packing of the truck) Data) is correctly added to the notice and sent back to the freight forwarder. At the same time, the customs declaration materials must be prepared and sent to the place within the time specified by the freight forwarder.
③ Self-reporting:
If the customer needs to self-report, please confirm the relevant booking and fee information on the self-reporting agreement provided by the freight forwarder, and then scan the self-reporting agreement with the official seal and scan it back to the freight forwarder before receiving it. After arriving at the forwarder’s notice that the shipping company has released the cabin, go to the forwarder to pick up the packing list with the original signature and seal of the self-reported agreement and arrange the packing into the port by yourself, and inform the container within the deadline set by the shipping company. The title and other information are given to the freight forwarder. In addition, the customer also arranges other freight forwarders or customs brokers to handle customs declarations.
2: Freight forwarding operation
①Into the warehouse:
Arrange shipment when all the customer’s manifests arrive: for the entire container, notify the warehouse to pick up the box and arrange for the arrival at the port, receive the box seal number provided by the warehouse to cut the order; for LCL, forward it to the customer service for LCL information (sequence, box) Type, whether to arrange packing, etc.) to confirm, notify the warehouse to pick up and pack into the port, and receive the container seal number provided by the warehouse to cut the order. The customs declaration materials will be transferred to the customs broker for document review, and the pre-arranged customs declaration time will be notified.
*Instructions for the freight forwarder to confirm the customer's arrival of the order:
⑴The goods entering the warehouse:
Positioned:
It is necessary to confirm whether the cargo is consistent with the customer's booking data, and confirm with the warehouse whether the cargo is damaged, deformed, oily, etc. If there is any damage, please confirm with the customer. If it is confirmed that it can be shipped, the customer must provide the corresponding guarantee; if it cannot be shipped, please cooperate with the customer in rework. (In principle, FOB on delivery needs to confirm with foreign countries whether it can be shipped, and prepaid goods need to be confirmed with the customer)
Unaccounted for:
You need to confirm with the customer immediately whether to ship, if you still need to ship, you need to inform the customer of the latest deadline for delivery. At the same time, the customer service is notified, and the customer service confirms whether to wait for the customer's goods.
⑵Receipt of customs declaration materials:
Received:
Do a good job of registration, sorting, and archiving, verify basic data with the information of the customer's booking, and check whether the information is complete. Hand over to the customs broker for review in advance (especially the orders that need to be inspected, need to be handed over to the customs broker for commodity inspection exchange orders in advance)
Not received:
It is necessary to confirm with the customer the time of receipt of the documents immediately, and confirm whether there are special circumstances such as commodity inspections. If it cannot be delivered within the specified time, the customer should provide the correct and complete scanned copy to our company, and the original must be delivered to the customs broker before the day of customs declaration.
②Drag card:
After receiving the towed truck packing notice returned by the customer, the cooperative team will be notified to arrange for operations such as picking up, towing truck packing, and entering the port according to the information provided by the customer and the cut-off entry time of the scheduled shipping schedule. After the fleet has been arranged, the customer will be informed of the fleet information for the tow truck so that the customer can verify it. After the fleet mentions the box, the freight forwarder cuts off the order according to the information provided by the fleet such as the name of the box.
The customs declaration materials will be transferred to the customs broker for document review, and the pre-arranged customs declaration time will be notified.
③ Self-reporting:
The freight forwarder only needs to cut the bill according to the manifest information provided by the customer, and send the completed and correct manifest to the shipping company within the cut-off time specified by the shipping company, and ensure that the shipping company has received it.
Customs declaration matters are arranged by the customer.
Three: Document Confirmation→Expenses→Signing→Archiving
1: Document confirmation:
After the customer arrives and the initial shipping information is available, the freight forwarding document needs to enter the bill of lading related information according to the order previously provided by the customer, and send it to the customer for confirmation in time until the confirmation is completed.
Note: The customer requests to amend the bill of lading after the order is signed.
2: Cost:
After confirming the shipment, the freight forwarder needs to make the cost, which will be sent to the customer to confirm the billing. After the customer confirms, the freight forwarder issues an invoice and sends it to the customer for payment. Special fees need to be confirmed with customer service/Sales.
3: Sign the order
① Freight forwarding bill of lading:
After the freight forwarder confirms the departure information with the shipping company, the document needs to sign out the confirmed bill of lading, and submit it to the financial custody after the customer service confirms that it is correct and signs it. After confirming the receipt of payment from the customer, the finance company will stamp the bill of lading and return the bill of lading to the document, and the document will be sent to the customer or arranged for telex for the customer.
Note: The bill of lading required by the customer for telex release can only be arranged after receiving the original telex release guarantee, the telex release fee and the original bill of lading provided by the customer.
②Ocean bill of lading:
The ocean bill of lading is signed by the shipping company. After the freight forwarder receives the ocean bill of lading from the shipping company: the original bill of lading, one of the original bill of lading must be kept for filing, and the remaining two originals must be sent to the foreign agent; telex bill of lading , It is necessary to issue a telex release guarantee to the shipping company so that the shipping company can arrange the telex to the freight forwarder; Seaway bill, just file the seaway bill and the freight forwarding bill of lading and forward it to the customer service for the next step.
4: Archive
After receiving the shipping company's sea bill documents, the customer service organizes the shipping costs and forwarder bill of lading information related to the bill of lading, scans and archives the information, and sends the scanned copies to foreign countries. In addition, the ticket form needs to be closed and archived.
Four: other
1: If the freight forwarder arranges the trailer/receiving agent warehouse and the freight forwarder arranges the customs declaration, the freight forwarder should arrange the tow container during the free container period of the shipping company, and arrange the arrival in the port during the free container period to avoid additional costs . If there are additional costs such as over-stacking fees, ship modification fees, overdue container charters, etc., the customer must be notified immediately, required for written confirmation, and registered.
2: If the customer cancels the booking due to various reasons, he needs to request a written confirmation, and the data can be deleted in the computer after confirming that all the expenses incurred have been settled.
Precautions for bill of lading:
①The contents of the bill of lading should be complete and accurate, and necessary information should not be left blank, including: SHIPPER, CONSIGNEE, NOTIFY PARTY, VSL'S NAME/VOY, POL, POD, PLACE OF DELIVERY, MARKS, CARGO DESCRIPTION, CNTR NO./SEAL NO. , DELIVERY AGNET, etc.
②The surface of the bill of lading should be clean to avoid excessive alteration. A bill of lading cannot exceed 3 correction chapters at most. Some important items, such as piece body data, product name, ship name/voyage number, box title, etc. cannot be changed. Remember that the data on the three forms of customs declaration, bill of lading, and manifest must be consistent.
③The client requires a shipping permit. The contents of the ship certificate (such as classification societies, ship age requirements) should be verified with the relevant shipping company.
④In principle, it is impossible to agree to the customer's request for backdated bill of lading.
⑤The ocean bill of lading belongs to the freight forwarder in principle, and cannot be provided to the customer. The bill of lading issued to the customer is provided by the freight forwarder (except for the case where the customer requires a direct order).