Once shipment departs, Purchasing Person must make sure to follow all the documentation until the process is completed and all documents required for customs clearance at destination are received.
For the shipping documents detailed information refer to Shipping Documents Reference.
The overall process after shipment departs is the following:
Provide Freight Forwarder any remaining information for ECTN application (if required).
Provide Freight Forwarder any remaining information for Switch BL draft. Make sure to receive Switch BL draft and confirm the draft with Salesperson (who will send to the Customer to confirm).
Make sure all the drafts are correct and reflect AdvaCare information as Shipper, and Customer information as Consignee.
Once all the drafts are final, request Freight Forwarder to provide PI to make the payment.
Once PI is received, check the amount and all costs to make sure that PI contains only the charges to be covered by AdvaCare, and local charges are not included (if incoterms with Vendors are FOB).
Make sure GST is not included in USD invoice.
Make sure bank account details are present in the invoice, including SWIFT.
Send a task to Purchasing Dept. Manager to make the payment. The task must include: total amount due, link to the server where the invoice is saved.
Once payment is made, send the bank slip to Freight Forwarder and ask to share the final BL ASAP.
Follow up with the Forwarder until BL is received.
Once BL is received, send a task to Salesperson to check the received BL.
Follow up to receive any other pending documents from the Freight Forwarder (if any).
Once everything is received, the shipment process can be considered finished.