Operation flow of freight forwarder

According to the working characteristics of freight forwarders, the operation flow of freight forwarders in their daily work is divided into the following links: receiving orders, booking space, trailer/interior loading, customs declaration, documents, fees and other links, which complement each other.

First, the order-taking link in the freight forwarding business process

In principle, taking orders should be the "top priority" in daily work. Generally speaking, receiving orders must be fast and efficient, and the operability of business should be confirmed and arranged in the shortest time. Generally speaking, the consignee requires the confirmation of the following three basic information within 15 minutes after receiving the power of attorney. (Note) For some information that cannot be confirmed in a short time, it is still necessary to sort out and track it in time. If it is transferred to the next link according to the needs of customers and operations, it should be arranged first and then followed up to ensure the orderly operation of the next link.

1. Review the contents entrusted by customers and confirm the customer service requirements (customer service or order taker).

(1) The order taker must check the client's entrustment in advance.

The booking form sent by the customer shall show the following information, but not limited to: shipper/consignor, shipping company/date, port of departure, port of destination/transshipment, name of goods, number of containers, freight terms and rates, shipper's signature or seal, etc.

(2) The order taker must confirm the customer service requirements in advance. (Customer service or order taker)

General service requirements generally include whether it is necessary to book shipping space in advance, trailer/interior, commodity inspection, customs declaration, etc. Confirmation of arrival/reservation means confirmation of the contents of (1); For trailer/interior, commodity inspection, customs declaration and other service requirements, it is necessary to confirm the time when the goods and documents are ready and the service requirements. , and indicate it on the customer's reservation form. Special service requirements generally include whether additional services other than ordinary services are needed. Special service requirements must be approved by department heads and/or other relevant functional departments before they can be accepted and arranged.

2. Check and confirm the freight rate (customer service or order taker)

Customer service personnel must confirm the freight and other service charges after receiving the booking form.

(1) For the business from the sales department, it is necessary to check with the salesman whether the service charges such as freight are correct, and the salesman will sign the booking form for confirmation, and then book the shipping space with the corresponding shipping company. (Note) Special circumstances can be confirmed orally with the salesman first, and then signed by the salesman when he returns to the company.

(2) For the company's business, it is necessary to confirm with relevant market personnel or airline executives in time before arranging booking.

3. Confirm the shipping space (customer service or order taker)

According to the entrustment of customers, confirm the space that meets the requirements.

Second, the booking part in the freight forwarding operation process

Generally speaking, it is required that the shipping space must be reserved 7 days before the scheduled sailing date. For shipping companies that can accept the entrustment in advance, we should strive for the first batch of booking space, and advance it appropriately according to the market situation in peak season; Generally speaking, the reservation is required to be completed five working days before the scheduled sailing date. For the business entrustment within this time limit, it is generally required to complete the appointment within the next day, no later than one working day.

1, new commission (booking clerk)

Reservation operators must create business numbers and new business files, and input business-related data in the operating system in time. Input business data include but are not limited to: business attributes, receiving and sending information, service requirements, bill of lading requirements, name and voyage of the ship (if possible), sailing date, port of departure, transshipment port, destination port, container quantity, name and quantity of the goods, and agent (if necessary).

2. Booking Process (Booking Operator)

The booking process includes the following steps: catering and sending the booking form, confirming the booking number or bill of lading number, confirming the pre-allocation and customs declaration manifest, confirming the transit port code, and making the dock receipt. Any one of these links is regarded as incomplete reservation. After the booking is completed, the space allocation information should be input into the operating system in time, and the input should be accurate, and special attention should be paid to the following information: the name of the shipping company, the booking number or waybill number, the name and voyage of the ship, the sailing date, the container volume and the check of freight/transportation terms.

3. Notice of shipping space (booking operator)

Whether we need to provide local services on our behalf or not, we should inform the customers of the booking confirmation form or the ship assignment notice as soon as possible to ensure that the booking number, ship name and voyage on it are clear and accurate to avoid confusion. If there are any problems, actively cooperate with customers to track and deal with pre-allocation, customs manifest and other issues.

Three. Trailer/Interior (Dispatch)

Requirements for trailers, interiors and/or customs declaration entrusted by customers must be pre-examined according to the shipping company, wharf, cargo nature and market environment. Unreasonable arrangements with hidden dangers should be adjusted through consultation with customers as far as possible, and the reasons and risks should be informed.

1, trailer arrangement

(1) Relevant sales or customer service can only be arranged after confirmation.

(2) According to the shipping company, wharf and route, etc. , judging the appropriate trailer time prospectively; Just like the specific situation of customers is in conflict, we should negotiate with customers in a friendly way and inform them of possible risks.

(3) Before arranging the trailer, contact the customer again 2 working days in advance to confirm the loading time and place according to the trailer service time requirements agreed in the previous period.

(4) After confirming the time requirement with the customer, inform the trailer bank information in time on the same working day to make an appointment for the service requirement.

(5) Generally, it is necessary to confirm the time when the trailer entrusts the trailer line before noon on the working day before providing the trailer service time and before 4: 00 pm on the same day (including whether the trailer line has received the equipment handover form and whether the box pick-up point is empty); For special container business, it is necessary to confirm the empty container status with the shipping company and notify the shipping company of the container delivery time if necessary.

(6) When arranging a trailer, a written authorization shall be sent to the trailer bank. Clearly indicate the shipping information (including shipping company, ship name and voyage, booking number/bill of lading number, container quantity, port of departure, transshipment port code, destination, etc.). ), container loading time, container loading place, factory contact person and contact telephone number, agreement fee, etc.

(7) When necessary, ask the trailer bank to provide the driver's name, mobile phone number and cabinet number, and report to the factory.

(8) Tracking packing, packing list and port entry.

(9) Other precautions

Arrange to drag the container to the site during the free use of the container by the shipping company to avoid additional costs. If there are any extra expenses such as overlapping fees and overdue cabinet rent, it is necessary to inform the customer immediately, ask him to confirm and register in writing, and confirm whether there are any upfront expenses for arranging trailers for customers to clear the business. If there is any pre-paid bill fee, the customer should be informed immediately for his written confirmation and registration.

2. Internal layout

(1) Relevant sales or customer service can only be arranged after confirmation.

(2) According to the shipping company, wharf and route, etc. , judge the appropriate packaging time in advance. If there is a conflict with the specific situation of the customer, it is necessary to negotiate with the customer to inform the possible risks.

(3) According to the pre-agreed arrival time, recheck the delivery time and estimated arrival time with the customer 0 working days in advance.

(four) entrusted to the warehouse for internal storage, it shall issue a written power of attorney to the warehouse. Clearly display shipping information (including shipping company, ship name and voyage, booking number/bill of lading number, container quantity, port of departure, transshipment port code, destination, etc.). ), container loading time, cargo data (including the number of pieces, gross weight and volume), agreement fees, etc.

(5) Under normal circumstances, the time for consigning the goods to the warehouse must be before noon on the working day before the scheduled packing time of the goods, and the arrangement must be confirmed before 4: 00 pm on the same day (including whether the warehouse has received the equipment handover form, the container delivery point confirmation and the empty container status confirmation).

(6) When entrusting warehousing, the time requirement for empty cabinets shall be indicated when necessary.

(7) Tracking goods.

(8) Tracking packing, packing list and port entry.

Fourth, the customs declaration link in the freight forwarding operation process (operator)

(1) Relevant sales or customer service can only be arranged after confirmation.

(2) According to the shipping company, wharf, route and cargo, etc. Judge the appropriate customs declaration time in advance. Just like the specific situation of customers is in conflict, we should negotiate with customers in a friendly way and inform them of possible risks.

(3) Confirm the delivery of customs declaration materials with the customer again at the latest one working day before the customs declaration date agreed with the customer.

(4) Conduct pre-examination as soon as possible after receiving the customs declaration materials, and deal with the problems immediately when found.

(5) Send the complete customs declaration materials to the customs broker one working day before the agreed customs declaration date.

(6) A copy of the customs declaration materials is required; Important customs declaration materials such as verification forms must be re-registered.

(7) Tracking and feeding back the customs declaration results.

Five, freight forwarding operation process related documents.

1. Confirmation of bill of lading (documentary)

(1) Preparation and delivery of bill of lading confirmation

The confirmation of bill of lading should be prepared and sent in time and must be sent two working days before the scheduled sailing date.

(2) Supervise the confirmation of the bill of lading.

Generally speaking, a complete and correct bill of lading confirmation must be obtained from the customer one working day before the scheduled sailing date.