Sea Export Process

1. Introduction:

This document sets out the procedures for Exportation of goods via Air 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 Exportation of goods via Air within the ITM freight-forwarding department.

3. References:

Department of Home Affairs – Australian Border Force

Australian Customs Act 1901

Marine Order 42 (SOLAS – Safety of life at sea)

MS011 – Control of Inspection, Measuring & testing equipment

ICTSEC01 – ICT Information Management and Security Policy

OP17 – General Warehouse / 77G Depot / Transport Process

4. Definitions:

4.1. SLI: Shippers Letter Of Instruction, is a standardised form that instructs ITM as to the details of the shipment.

4.2.  ECN: Export Consignment Number, is a unique number issued electronically by Customs which grants permission for the uplift of the cargo

4.3. CRN: Consol Registration Number, is a unique number issued electronically by Customs which grants the uplift of Consolidated cargo.

4.4. Consolidated Cargo: Occurs when ITM Group a number of shipments from numerous shippers to be uplifted at one time under one MAWB.

4.5. Co-load: Occurs when ITM take the booking from the shipper and undertakes to move the cargo via excess capacity that another Freight Forwarder might have.

4.6. VGM: Verified Gross Mass (VGM) requirements under the Safety of Life at Sea (SOLAS) convention: VGM is the weight of the cargo including dunnage and bracing plus the tare weight of the container carrying the cargo.

4.7. PRA: Pre Receival Advice, informs a shipping terminal that a container for export is about to arrive at the terminal.

5. Procedure

5.1. Call Received

The Export clerk shall obtain shipment information from the shipper in order to ascertain size, destination and urgency. This information is then to be supplied in writing to ITM via the Shippers Letter of Instruction Document.

5.2. Shippers Letter of Instruction

The import clerk shall ensure that all relevant fields within this document are correctly filled out.

5.2.1. Contact Client

In case the SLI is not filled out correctly the Export clerk shall liase with the client to ensure the SLI is correctly filled out.

5.3. Job Registration

The Export Clerk shall input details as prompted by the computer system which entails transposing information from the SLI into the pre-formatted screen of the Freightpac system. At the end of the process a Job number will be issued.

5.4. Book with Shipping Line

The Export clerk shall book space on the relevant Shipping line or Co Loader to ensure scheduled Sailing of cargo.

5.5. Advise Client

The Export clerk may advise the client of the confirmed booking and cut off times for the receival of cargo.

5.6. Arrange Cartage

Export Clerk shall receive instructions from the shipper as to the delivery of cargo into receiving store. If ITM is to arrange pickup the clerk shall utilise an authorised Supplier from the approved suppliers list.

5.6.1. Notification

Interim Forwarding Notice (OP13.3) is completed and notifies the Co-Loader/Shipping Company of what goods are available and the allocation of the shipping

5.7. Complete Bill of Lading

The Export Clerk shall enter into the freigthpac system all the relevant fields for the Production of a Bill of Lading.

5.8. Allocate Seal / Container (FCL Only) (Refer ‘6.0 – Container Seal Procedure’)

Each seal number is to be recorded on a list and each job number is to be recorded against each seal number allocated.


5.9. Obtain ECN / CRN

The Export Clerk shall submit electronically via the Freightpac system an ECN and or CRN message for the purpose of receiving back authority to move the cargo.

5.10. Obtain VGM (FCL Only)

The VGM is to be obtained using either method in accordance with SOLAS. Once VGM is received submit details on PRA.

5.11. Cut Bill of Lading

Once the cargo is received as described and the ECN and or the CRN is received back, a Bill of Lading will be produced. All customer-supplied documentation will be attached to the Bill of Lading to accompany the shipment.

5.12. Pre Alert Agent

Once a full set of documents is obtained send pre-alert to overseas agent and send copy bill of lading to shipper.

5.13. Invoice & Cost

The Export clerk shall invoice the shipper in line with the rates in place for the client as well as entering in all the costs involved with the job. An invoice will be produced which will accompany the documentation to the client. This is achieved via the Freightpac system.

5.14. Close Shipment

The Export Clerk shall close all shipments after freight has been lodged with the Shipping line. This is done via the Freightpac system.

5.15. File

The shipping documentation shall be filled in order of job number. A complete document set will be scanned up to iDocs

6. Container Seal Procedure

Container seals are to be high security mechanical seals compliant with ISO 17712.

Container seals are to be kept in a locked secure cabinet. Each seal number is to be recorded in a register. When a seal is selected for use the job number is to be recorded against the seal number in the register. The keys for the cabinet will be issued by ICT Department where a record will be kept of who keys are issued to.

7. Documentation

OP12.1 Shippers Letter of Instructions

OP13.2 ITM Cartage Request

OP13.3 Interim Forwarding Notice

OP12.5 Warehouse receival advise for Export

OP17.005 Container Unpack / Load Report