Freight forwarder booking operation process

Freight forwarders face different shipowners or freight forwarders when booking space for outsourcing. According to the different operations of each company, Provides for the provision of maritime transport services.

1. Shipping Guide

Applies to all route services and LCL services provided.

2. Booking objects and methods

With the purpose of giving priority to price and good routes, choose an advantageous shipowner or freight forwarder to book space.

Booking method: Book in writing (fill in the booking form)

1. Consignment note format specified by the booking agent

2. Non-specified Booking Format (Format of China Shipping Consignment Note)

3. Things to note when reviewing the shipping order and booking order

After receiving the shipping order and shipping order reviewed by the Freight Rate Center, start the booking process. Please note that the following content must be provided when reviewing the shipping order:

1． Pre-allocated shipping schedule

2. Box type, box volume

3. Name or category of goods

4. Weight, volume (approximate number that must be provided for LCL)

5. Port of departure/port of discharge/port of destination (must be clear)

6. Payment terms (need to be provided and listed as "FREIGHT PREPAID" or "FREIGHT COLLECT")

7. Requirements for transportation terms and special precautions

After the freight rate is verified by the freight center, the space will be booked with the shipowner or freight forwarder.

Four. Things to note when obtaining a booking confirmation

After receiving the booking confirmation (SHIPPING ORDER) from the shipowner or freight forwarder through different methods, delete the relevant shipowner or freight forwarder information on the S/O. Indicate the phone number, fax and email address of the customer service/document contact person on the SO, and then fax the SO to the customer. If the customer wants to entrust trailer packing and customs declaration, the trailer plan and customs declaration matters must be arranged and implemented 1-2 days in advance.

5. FMS system entry and verification of various expenses

The basis for entry is the work number indicated by the freight center staff on the upper right of BOOKIN GREPORTD. Enter the work number to call up the ticket and enter the corresponding SO data. First check the customer name, enter the SO number, ship name, voyage, customs cut-off date, ETD ship departure time, loading port, unloading port, and destination port entry code in the booking number box to display the complete port name, shipping company, and booking agent Enter the company code and press the save button. If there are any remarks, please click on the remarks column in the booking column in the shipping interface. Click on the expense management interface, check with the expenses on BOOKING REPORT, make relevant marks, and do prerequisite work for the subsequent confirmation of expense orders.

6. Tracking service work

1. With the SO, the customer goes to the dock ordering office to exchange for the equipment handover order and goes to the specific yard to pick up the empty boxes for container loading. If the customer reports that the ordering office does not accept the order, the customer service will find out the reason from the booking agent and notify the customer to place the order again and Explain clearly to the customer.

2． If customers encounter problems picking up empty containers or returning heavy containers at the terminal, they will be notified in a timely manner after confirming with the booking unit.

3. After picking up the container, the cargo owner requested to postpone a voyage because the goods could not be prepared. If the export time is delayed after the container has been picked up, the container use timetable should be reasonably arranged according to the shipping company's shipping schedule. If the container use time exceeds the free container use period provided by the shipping company, container overtime usage fees will be levied in accordance with relevant regulations.

4． Due to the cargo owner's failure to arrive on time, he applied for delayed entry. Customers need to submit a written application for LATECOME to our company. After receiving the customer's application, apply for LATECOME to the booking agent. After confirmation by the booking agent, the customer can be notified whether to accept the application. If not, the reasons will be explained to the customer.

5． During the peak season, every week’s routes are bound to run out of space. Customer service must communicate closely with shipowners or freight forwarders to understand changes in shipping schedules and the latest allocation of shipping slots, provide the latest news to the salesperson in a timely manner, and provide the shipowner or freight forwarder with the latest news. Act as an agent to apply for shipping space and ensure that our company books space and allocates shipping space.

Seven. Arrange payment, receive the original bill of lading and release the goods via telex release

Customer service will hand over the booking information to the document one day before the ship is cut off. While supplying the documents to the booking agent, urge her for a DEBITNOTE, and coordinate the order matching time and payment time with each other. After receiving the DEBITNOTE from the booking agent, check it with the expense management interface on the FMS system, check that part of the amount payable to the booking agent is accurate, and confirm it with a stamp showing the company's invoice header and address to the booking agent. If the charges on the booking agent's DEBITNOTE do not match or are missing from the charges on the FMS system, you must communicate with the freight center staff in a timely manner to find out the reasons and then confirm. After receiving the invoice from the booking agent, fill out the payment application and forward it to the business center for payment arrangements. As soon as the customer has checked the contents of the bill of lading, he will immediately ask for the original bill of lading, so customer service must closely track the payment. According to company regulations, invoices that arrive in the morning can be paid in the afternoon, and invoices that arrive in the afternoon can be paid the next day. If there is no receipt from the bank that afternoon, and the customer is in a hurry to request the order, please find out more about it from the business center and give feedback to the salesperson.

Each booking agent has a different method of receiving a bill of lading. According to the format requirements of the booking agent, fill in the relevant bill of lading letter and list the above content clearly. Get the original bill of lading, keep the COPY and hand it over to the business center staff for signature. If you want to release goods via telex, you must get confirmation from the business center staff before you can apply for telex release to the booking agent. Each booking agency has different requirements for the telex release form, so the requirements of each booking agency are strictly followed.