Once Salesperson confirms the shipping cost and sends task to book the shipment, Purchasing Person must move forward to arrange the shipment ASAP.
For the shipping documents detailed information refer to Shipping Documents Reference.
Due to the specifics of the international trade, there are 2 sets of documents for each shipment. One set of the documents is Vendor documents, in cases when the terms are FOB: CI&PL from Vendor to AdvaCare, HBL, customs clearance documents, COO from Vendor to AdvaCare, COA from Vendor, etc. The second set of the documents are the documents from AdvaCare to the Customer (Consignee): CI&PL for the Customer, Draft BL and final MBL (with AdvaCare as Shipper), ECTN draft with AdvaCare as Shipper and Customer as consignee (when required), COO with AdvaCare as Shipper and Customer as Consignee, etc.
Two sets are not to be mixed up. Customer information and documents for the Customer cannot be shared with Vendors. Likewise, Vendor documents in most of the cases are not to be shared with Customer. Freight Forwarder plays a role of a middle agent, and receives documents from both sides. Freight Forwarder must be clear on the confidentiality of the documents received, and not share documents containing Customer information with any party except the Shipping Line.
The overall process of arranging the shipment is the following:
Find out from all the Vendors how long it takes for them to deliver the goods to Mumbai port.
Get the delivery address and contact information from the Freight Forwarder.
Give the address and contact information from the Freight Forwarder to each Vendor.
Inform them to dispatch the goods, and that goods need to arrive to Mumbai port by X date.
Push the Vendors to make sure they dispatch the goods on time.
Inform the Freight Forwarder to send the information about entering warehouse as soon as possible - warehouse receipt slip with quantity of shippers received per Vendor.
Double check the quantities in warehouse receipt, compare with CI&PL received from Vendors upon production completion.
If all the quantities are correct, proceed to the next step. If quantities are not correct, find the reason of discrepancy and take necessary measures to correct the documents. If quantity in PO is wrong, inform Salesperson, Accounting. All Odoo documents MUST be revised. If final payment was made based on the wrong quantity, the difference must be allocated to the next order with the Vendor and recorded - task to Accounting MUST be sent with the difference and correct amount.
If any other mistake is discovered, such as different shipper sizes, different CBM information, etc. - all the changes must be reflected in Odoo documents and CBM file. There should be no discrepancies between Odoo and real data. EVER.
Ask Logistics Person (China) to add shipment details in Odoo and provide the BL Draft with the correct product information, consignee information, shipper information. Check the Draft BL to make sure everything is correct.
If BL Draft is correct, send it to Freight Forwarder and inform this is the draft for Switch BL (in case of the need to issue Switch BL).
Once the goods from any Vendor enter warehouse, it also indicates the start of customs clearance process. Customs clearance usually takes 1-2 days. Customs clearance will happen between Freight Forwarder and Vendor if the terms with the Vendor are FOB.
Once all the goods have successfully gone through customs clearance process, Freight Forwarder will arrange booking for the earliest possible vessel. Sometimes, Freight Forwarder will arrange booking in advance if it is required.
Inform Freight Forwarder that pictures of loading the container will be required. Loading pictures need to be made during the loading process, usually loading pictures contain: an image of the empty container with container number visible; an image of 10% loaded container, an image of 50% loaded container; an image of 80% loaded container; an image of fully loaded container before sealing; an image of the sealed container; an image of the seal with the number visible.
Provide any other documents required by Freight Forwarder for the shipment.
Any documents of AdvaCare/Customer set shared by the Freight Forwarder for confirmation - BL drafts, ECTN draft, etc. must be shared with Salesperson via task and confirmed with the Customer before issuing.