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OPERATIONS WORK FLOW

 

ICustomer service

First, booking space

  1  Customer book space to us

  2  Customers need to send the booking note displaying the following information, but not limited to:

  1) The shipper / consignor 2) shipping companies / Vessel / voyage or sailing 3) port of loading4) port of destination / transit port 5) The goods name 6) container type, container volume 7) Freight 8) the shipper signature and seal

  3  Customer service, after receipt of booking, check the freight with seles, and seles sign in the booking note, then send to shipping company to book space. When the booking, you must first make the S / O number on shipping companies account.

  4  After sending booking note, customer service must confirm space to shipping company, then immediately passed booking confirmation to the customer. And make sure about the booking confirmation with accurate booking number, ship's name, and voyage.

  5  After booking, the customer service should promptly input information into the computer, concrete steps as follows:

    1) THE NEW COMMISSION: Enter the carrier, goods name, shipping company, vessel, sailing date, port of loading, port of destination, container type and volume.

    2)CREAT BUSINESS NUMBER: according to the clerk create business numbers.

    3)INPUT DETAIL OF FEE: mainly due the cost.

    4) CONFIRMATE BOOKING: input booking number.

  6  Operate the account carefully and completely to fill, should pay attention to the following:

    1) The shipper shall be consistent with the shipper on the booking, and input his telephone, fax, and contact;

    2) Fees should be carefully filled in details; "ACCOUNTS RECEIVABLE" is charged from customer; "ACCOUNTS PAYABLE" is charged from our company; "FREIGHT COLLECT" should be wrote on the blank of freight collect, and detail class the various of fee; the customer charge for "ALL IN", we should detail write the various of fee; free paper or Telex Release, the manager should sign on the account

3) IF the agent of our company in port of destination to charge with fee, the sales should indicate the agent name on account.

4) If the customer to issued the bill, the sales should sign it on account and confine to manager.

5) carefully and completely the number, booking date, name, sailing date and so on

6) customer service should sign on account

  7  The customer service should build account as staff, and sign the customer name, booking number, shipping name, vessel, port of destination, container volume and business number on account to statistic and check.

Second, trailer and customs clearance

  1 Show a written application, the company approval before being arranged.

  2 Before arrangement trailer, contact and make sure with the the factory or SALES about Loading time and place

  3 Arranging trailer, should show a written commission to tailer company, with loading time, location, price, S / O NBR, contact and telephone, and resign on account of trailer to booking confirm, then arrange the trailer and customs according to customer's request. Should strictly arrange following the rules of trailer company, custom brokers and price. For some important customersspecial request, need to provide the following information: customer name, trailer company, container type and volume, the port of loading and destination, price and so on.

 4 Should at least half a day ahead provide commission to trailer company, the trailer company can have time to print bill and arrange trailer.

  5After committing, according to customer require, the trailer company should provide the mane of driver, phone number, and container number to the factory.

    6The customer service should remind the trailer company arrival in time, otherwise they should respond in damages .

  7 The general trade in Shenzhen clearance may not need driving licence, but if it is transit container, the trailer company must take driving licence, and commit the trailer company to custom clearance.

  8 Must notify the trailer company at least a day ahead to arrange freezer trailer.for the needs of pre-cooling and vents open., in order the shipping company to notify the port to do PTI inspection and other arrangements.

  9 If the customer request the freezer with generators, should arrange the trailer company with generate to trailer.

  10In the situation of customer send bulk by themselves, we should do unloading, packing and other things.

  11 In the commission for cargo terminal should be sign the time of getting empty container, and contact with customer for the loading time to decide whether to notify the warehouse to get empty container or wait after the goods arrival, avoid the cost of return empty.

  12Arrange for the declaration, should register the tax declarations and other important documents on account, and receipt by the customs broker. After receipting the tax declarations from customs broker, we should notify the customer and return the documents to customer in him required, and make transfer records.

Third, others

  1 If our company arrange the trailer and customs, the customer service should arrange return back the trailer container to storage yard in free storage time to avoid the additional costs. If there are more storage cost, change fares, rent and other additional costs, we should immediately notify customers and require their written confirmation, and register in account.

  2The cancelled booking note by customer, we should ask them confine in paper, and make sure the account all clear then delete the information on computer.

  3Receiving the DEBIT NOTE from finance, the servicer check it with computer and telex release to customer. If the customer need tax invoice, he should send a written fax with mane, amount and currency.

   4 Trailer and customs by customer themselves, the service should confirm with them weather take the container at least a day ahead clearance. If it have done, we should register the number of container in account, and submit the account to file group.

  5Trailer and customs by our company, the service submit the account to file group after the customs clearance.

  IIdocument

  1After file group receiving the LOADING LIST from shipping company, he should check with account, and exam the additional materials from the customer for the goods loaded on board.

  2The file group should check LOADING LIST and cost list to shipping company, if there are additional cost which the service have not confirmed, the file group should immediately notify the customers, asking them to confirm in writing and registered in the account.

  3 File staff according the materials provided by customer, check with the customer and then fed to the shipping companies, and according to customer requirements issued HB / L or MB / L.

  4 Completing bill of lading should note the following:

  1The contents of the B/L should be complete, accurate and necessary information can 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 and so on.

  2The surface of B/L should be clean, and there are no more than three correct chapter in a B/L. same important items such as vessel name / voyage, POD, and CNTR NO. etc. can not be changed.

  3Provide the consignee/ notify partys telephone, fax, contact in B/L according to customer requirement.

  4If the customer requests ship licence, the content, such as requirements of classification and age of ship, should be confirmed with shipping company.

 5If the customer need, in principle, we issued the Anti-dated B/L no more than three days in short route, and no more than seven days in long route. After receiving the customer guarantee, the staff should send it for manager to signature, and if in necessary, we can require the customer provide L/C to check and sign to send.

  6 The B/L of outside agent can be beforehand lent

  5 Using the POD of our company to agent charge freight and delivery cargo, should following:

  1 Our company send HB/L to customer with the real consignee and consignor,and the amount of freight collect, and the delivery agent is ours.

  2In OB/L, the shipper is our company, and consignee/notify party is agent of our POD. Other materials are same with HB/L, and fox the OB/L to our agent.

  3 Confirm the freight payment terms (prepaid or collect) with our company, customer and shipping company.

  4 Make charges settlement, listing the information of goods, freight charged by agent, fee paying for shipping companies, agencies and costs returned to our company.

  5 Make notice of delivery goods, and notice the agent to delivery goods by original HB / L or telex release HB / L, and send the OB/L COPY, HB / L COPY, telex release letter of OB / L and charge settlement to agent after sailing.

  6 If the agent return the agency fees to our company, we should indicate them on account, and input to computer.

  6 the B/L of American route should note the following: 

 1 Completing HB / L and OB / L can refer to NO.5

  2 Sign the S/C number of our company in OB/L, but not in HB / L

  3 Check the cargo description, price, and POT with contract.

  7 Send the original B/L and interchange receipt to finance after confirm with customer, in order the finance send the B/L to customer after he chargeing freight. The concrete method of delivery bill and cargo follow the regulations of our company.

  8  Fill the NO. and date to B/ L in account, and input the various of fee during the cargo in port to computer, and check them correct then notify the finance, which including fill fee, telex release fee, trailer fee, customs fee, more-storage fee, change-ship fee, change-bill fee and so on.

  9 Copy the account, B/L and charge settlement of agent to finance sign.

  10When the fees are notified to finance, it can be modify by staff-self, in special circumstance, the staff can fill the bill of change-fee, and list the item of fee, amount, and reason for changing, and sign by operation manager, then give it to finance. But must note the following:

  1 Changing the freight of ocean transportation, must be approval by the leadership of company.

  2 Changing the freight, more-storage fee and other survey fee, must be clearly input into computer.

  3Making the damage caused by leakage and wrong inputing, the staff for responsible must be punished following the regulation.

  11  File the account by NO..

 
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