Sea Import Forwarding Process
1. Introduction:
This document sets out the procedures for Importation of goods via Sea within the ITM freight forwarding department.
2. Purpose:
The purpose of this procedure is to standardise and document procedural and legislative requirements as well as responsibilities in the Importation of goods via Sea within the ITM freight forwarding department.
3. References:
Customs Act
Department Of Agriculture – Class 1.3 Quarantine approved Premises
Australian Customs and Protection Services
Air Import Customs Process (OP14)
General Warehouse/ 77G Depot / Transport Process OP17
ACN: 2006/17
ACCA: 2011/09
ACBP Notice: 2013/20
4. Definitions:
4.1. Pre Alert:
Occurs when documents are received before the shipment arrives at the port of destination. These documents are used to start and often pre clear the shipment prior to arrival.
4.2. SCA:
Sea Cargo Automation is an automated method of reporting arrival of inbound cargo to the Australian Border Force.
4.3. ABF:
Australian Border Force
4.4. CTO:
Cargo Terminal Operator. Cargo Handling agent for airline
4.5. Cargo Release:
Document that is printed from ITM’s internal operating System
4.6. Underbond:
The movement of Cargo that is still under Customs Control from one licensed depot to another
5. Procedure
5.1. Pre Alert
Overseas agent sends prealert often in the form of a Bill of Lading and or a House Way Bills and other documentation relevant to the shipment, e.g. Commercial Invoice, Fumigation Certificate.
5.2. Order Received
Notified of an order placed on supplier by client.
5.2.1. Monitor Overseas Agent
Follow up overseas agent and monitor shipment until departure of overseas port.
5.2.2. Update Client
Import Sea Dept is to keep client informed of the progress of shipment paying particular care to expected departure date. If shipment is not on schedule customer must be informed by the Import Dept.
5.3. Documents Received
Original Documents are rung through to Import Sea Clerk from Co-Loader / Shipping Line. Import Sea Clerk to draw cheque for freight amounts under Aud $5,000 and seek authorised signatories, Amounts in excess of have to be approved by Branch Accountant Victoria in order to check Foreign exchange rate, cheque to be given to a Runner to collect Documents.
5.4. Job Registration
The Import Sea Clerk shall input details as prompted by the computer system, which entails transposing information from the paperwork into the pre-formatted screen. At the end of the process a Job number will be issued, which is known as a Folio
Number Documents are kept in a Manila File with the Folio Number present and the Bill of Lading Number / Container No.
5.5. Arrival Notice
An arrival notice is generated by the Import clerk for the purpose of notifying the client of the arrival of cargo.
5.6. Obtain SCA Clearance
Once the registration process is complete the Import Clerk shall via the automated computer system send the Sea Cargo Automation message to customs for electronic status. The import clerk shall do a send receive until such time as an electronic clearance status is obtained. Refer ACN2006/17
5.7. Obtain Charges
Import Sea Clerk to draw cheque for freight amounts under Aud $5,000 and seek authorised signatories, Amounts in excess have to be approved by Branch Accountant Victoria in order to check Foreign exchange rate, cheque to be given to Runner to collect Documents.
5.8. ITM Customs Client
The Import Clerk shall ascertain whether the client is an ITM customs client, if so the following will occur.
5.8.1. Invoice and Cost
Invoice and cost the internal clearance account (99999M) ensuring all items are charged and costed as per quotation to client and as received by the overseas agent.
5.8.2. Documents to Accounts
The Import Clerk shall Print a Consol CheckList, attach a copy of the HWB and or a copy of the Overseas invoice and hand to the Import Manager.
The Import Manager shall Authorise the folio completion and payment of the overseas agent. The Import Manager will then forward the documents duly signed (Authorised) to the Branch Accountant.
5.8.3. Documents to ITM Customs Department
Documents are sent to the Customs Department by the Import Clerk, this includes the HWB, Commercial Invoices, Fumigation certificates (if required).
5.8.4. Sea Import Customs Process
Please refer to the Sea Import Customs Process Document below.
5.8.5. Mark Off Bill of Lading
All charges are paid by the Runner and the Bill of Lading is marked off and a Delivery Order is issued.
5.8.6. Obtain Cargo Availability
Upon vessel arrival the shipment is monitored by the Import Clerk for cargo availability.
5.8.7. Notified ITM to Cart
Notification is received from the Cartage co-ordinator to the Storeperson as to the Deliver date of cargo (as organised with the client). Notification can take the form of Email, Verbal or written instruction.
5.8.8. Schedule Delivery
Delivery is scheduled by the Storeperson as to delivery means, either ITM Truck or Sub Contractor. Notification is given by the Storeperson to the ITM Driver or Sub Contractor.
5.8.9. Delivery of Goods
Delivery of goods is effected by the ITM Driver or Sub Contractor as per Instructions given by the Storeperson.
5.8.10. Obtain Signature
The Storeperson shall ensure that any cargo picked up from ITM’s store has been Duly signed for on the HWB with a date of pickup and Name of driver. The signed HWB will be placed in the Folio.
5.9. Invoice and Cost Relevant Broker
Invoice and cost the relevant Broker ensuring all items are charged as per quotation to client and as received by the overseas agent.
The Import Clerk is to:
- Check Buy Rates
- Check Sell Rates
- Approve Overseas Invoice
5.10. Documents to Accounts
The Import Clerk shall Print a Consol CheckList, attach a copy of the HWB and or a copy of the freight invoice and hand to the Import Manager.
The Import Manager shall Authorise the folio completion end payment of the overseas agent. The Import Manager will then forward the documents duly signed (Authorised) to the Branch Accountant.
5.11. Mark off Bill of Lading
All charges are paid to shipping line or coleader, Bill of Lading is marked off and a Delivery Order is issued. For FAK containers to be unpacked at ITM facility; Delivery order is to be handed to Warehouse manager / supervisor to enable coordination of collection of the container from the wharf.
5.12. Obtain Cargo Availability
Upon vessel arrival the shipment is monitored by the Import Clerk for cargo availability.
5.13. FAK Container unpack
5.13.1. Documentation –
Import clerk is to issue warehouse manager / Supervisor with cargo manifest and Container unpack report (Form OP17.005) relating to the container to be unpacked.
5.13.2. Container Seal Verification –
Before opening the container doors the warehouse operational staff are to inspect the seal for any visible signs of tampering and cross check the seal number against the number stated on the manifest / unpack report. If during the seal verification procedure it is discovered that the seal is not the correct number or has been tampered with, the warehouse operational staff are to report this immediately to the Warehouse manager or Supervisor.
5.13.3. Container outturn -
Warehouse operations are to complete the manifest reporting all cargo outturned, including details of any surplus or short shipped cargo. Any damaged cargo is also to be noted on manifest.
5.13.4. Container Verification -
Warehouse operational staff are to conduct a 7-point container checklist as per Form OP17.005 to identify any unlawful or unauthorised access, alteration, or interference with the container. If on completion of the 7-point container checklist it is noted that the container may have been tampered with, the warehouse operational staff are to report this immediately to the Warehouse manager or Supervisor.
5.14. Check In Cargo
The Storeperson shall check in cargo into our warehouse, which entails matching the number of pieces on the manifest to the physical cargo. The store person may then label the shipment with the identifying detials.
Short Surplus
The Storeperson is to notify the Import Clerk if there are any short or surplus pieces.
Damaged Cargo
Any cargo that appears to be damaged shall have a Damage Inspection Report (OP10.2) completed and an intent to claim lodged on behalf of the client. An Intent to Claim form (OP10.1) is to be completed for any damaged cargo. The Intent to claim form is to be sent to the Administration manager for action.
Once all cargo is outturned and both manifest and container unpack report have been completed and signed, both documents are to be handed to Import operational staff.
SCA Notification
The Import Clerk shall lodge the cargo outturn report with ABF via the automated SCA system, reporting any short or surplus pieces of cargo.
5.15. Receive Payment On Collection
The Import Clerk shall ensure that a signed cheque is collected and release of the delivery order provided the following criterion is met:
- Presentation of a correctly endorsed original B/L (if applicable) or
- Other verification documentation
5.16. Final Folio Check
The Import Manager shall perform a final Folio Check to ensure all work was carried out correctly and in a timely fashion, whilst also verifying that all documents are in place for that particular consignment.
5.17. File Folio
The Manager, Import Clerk or assistant will then ensure the Folio is scanned to iDocs.
5.18. Bond Store Check
On a Cycle not exceeding seven days the Storeperson shall perform a Bond Store Check and fill out the Bond Store Check form (OP10.3) completely and hand to the Import Manager.
5.19. Bond Store Check Review
The Import Manager shall review and investigate all occurrences of cargo determining which cargo has been within ITM warehouse for in excess of 24 days. Cargo found to be held in ITM’s Depot for greater than 24 days must be reported to ABF and extension of storage requested.
Cargo in excess of 30 Days is to be taken to a queen’s warehouse and an SCA message sent to customs via Freightpac.
6. Documentation
Forms
OP11.2 Ultimate Consignee Details
OP11.3 Sub d/o Letter (Delivery order)
OP17.005 Container Unpack/Load Report
