Enterprise Cargo Management System (ECMS)
User Requirements
Specification
Project By – SE18S07
Author
:
SE18 Team7S
Document Version
:
1.2(Revised)
Document Dated
:
23 July 2011
Document Reference
:
ISS/ECMS/Tech/Spec/URS/ECM
S_URS_V1.2
Approved By
:
Zhang Shudong
Approval Date
:
Authorized By
:
Authorization Date
:
ECMS
Issue: 1.2
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Issue Date: 23 Jul 2011
ISS/ECMS/Tech/Spec/URS/ECMS_URS_V1.2
Table of Contents
Revision History ............................................................................................... 4
Distribution List................................................................................................ 4
1
2
3
4
INTRODUCTION ....................................................................................... 5
1.1
Purposes ........................................................................................... 5
1.2
Intended Audience.............................................................................. 5
1.3
Organization ...................................................................................... 6
1.4
Scope ............................................................................................... 6
1.5
Document Conventions ....................................................................... 6
1.6
References ........................................................................................ 6
OVERVIEW OF REQUIREMENTS .................................................................. 7
2.1
Introduction ...................................................................................... 7
2.2
System Perspective ............................................................................ 7
2.3
System Functions ............................................................................. 10
2.4
User Characteristics .......................................................................... 10
2.5
General Constraints .......................................................................... 10
2.6
Assumptions and Dependencies .......................................................... 10
FUNCTIONAL REQUIREMENTS .................................................................. 12
3.1
User Authentication/Authorisation Requirements ................................... 13
3.2
Administration Requirements ............................................................. 13
3.3
Customer Profile Management ............................................................ 13
3.4
Agent Profile Management ................................................................. 15
3.5
Shipment Tracking Management ......................................................... 17
3.6
Air Import Document Processing ......................................................... 20
3.7
Sea Import Document Processing ....................................................... 26
3.8
Business Reporting ........................................................................... 43
OPERATIONAL AND QUALITY REQUIREMENTS ............................................ 44
4.1
Operating Environment ..................................................................... 44
4.2
Development Constraints................................................................... 44
4.3
Usability.......................................................................................... 44
4.4
Performance .................................................................................... 45
4.5
Reliability ........................................................................................ 45
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4.6
Availability ...................................................................................... 45
4.7
Security .......................................................................................... 45
4.8
Others ............................................................................................ 45
5
APPENDIX A: GLOSSARY ........................................................................ 47
6
APPENDIX B: IMPORT BUSINESS FLOW .................................................... 53
7
APPENDIX C: WWW Cargo Current Business Flow ...................................... 54
8
APPENDIX D: EXISTING ITALY SEA FREIGHT TRACKING LIST ...................... 59
9
APPENDIX E: EXISTING ITALY AIR FREIGHT TRACKING LIST ....................... 60
10
APPENDIX F: EXISTING OTHER COUNTRY TRACKING LIST ....................... 61
11
APPENDIX G: AIR IMPORT DOCUMENTS ................................................ 62
11.1
Air Import Job Sheet ...................................................................... 62
11.2
Air Import Costing Sheet ................................................................ 64
11.3
Air Import Delivery Note ................................................................. 65
12
APPENDIX H: SEA IMPORT DOCUMENTS ................................................ 66
12.1
Sea Import Job Sheet .................................................................... 66
12.2
Sea Import Costing Sheet ............................................................... 67
12.3
Sea Import Notice of Arrival ............................................................ 68
12.4
Sea Import Transhipment Cover Note ............................................... 69
12.5
Sea Import Console Manifest ........................................................... 70
12.6
Sea Import Trucking Instruction ...................................................... 71
12.7
Sea Import Delivery Note ............................................................... 72
12.8
Shipping Note ............................................................................... 73
12.9
House Bill of Lading ....................................................................... 74
12.10
Master Bill of Lading....................................................................... 75
13
APPENDIX I: INCOTERMS CODE AND MEANING ...................................... 76
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Revision History
Date
Issue
Description
Author
02/21/11
0.1
Finalization of the first draft version to be NG SIEW LENG
sent to the users
03/26/11
0.2
First review
NG SIEW LENG
03/28/11
1.0
Release
NG SIEW LENG
06/12/11
1.1
Revision to add implicit requirements
NG SIEW LENG
07/23/11
1.2
Revised
NG SIEW LENG
Distribution List
Name
Department / Company
AYE THET MON
NUS / ISS
PRAGATI
NUS / ISS
TIN LAI WAI
NUS / ISS
VARUN TAK
NUS / ISS
ZHANG SHUDONG
NUS / ISS
PILA SOYTIP
WWW CARGO PTE LTD
ISS Audit Team
ISS
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1 INTRODUCTION
WWW Cargo Pte Ltd (Project Sponsor) is a privately owned company offering a onestop total logistics package. Since started in the year 2000, the company has grown
progressively
from
just
freight
forwarding
operations
to
providing
customs
brokerage, transportation & 3rd party warehousing/distribution needs.
Following Singapore government’s economic strategy to pursue productivity-led
growth for the future growth, the company management feels the urgency to bring
the company operational efficiency to a next high level relying on enterprise IT
system.
The Institute of Systems Science (ISS) MTech Team, SE18 Team S07 has taken up
the opportunity to understand the company’s current business flow, propose and
implement the Enterprise Cargo Management System (ECMS) for WWW Cargo Pte
Ltd to assist and automate its daily business operations.
The aim of this document is to present the user requirement specification for the
ECMS system.
1.1 Purposes
The purposes of this document are to:

Define the functional requirements for the ECMS system;

Define the non-functional (i.e. operational and quality) requirements that
would be necessary to support the functional requirements;

Provide the basis for the development of the system.
1.2 Intended Audience
The intended readers of this User Requirement Specification are:

Project Team (SE18 TeamS07)

WWW Cargo Pte Ltd (Project Sponsor)
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
ISS Audit Team
1.3 Organization
Section 1 gives an introduction to this document. Section 2 presents an overview of
requirements for the system. The functional requirements are presented in Section
3, and section 4 describes the operational and quality requirements.
1.4 Scope
This user requirement specification is solely concerned with the development of the
ECMS system.
1.5 Document Conventions
The following terms have special meanings within this document:

The word shall implies a mandatory requirement.

The word should implies a desirable requirement.

The word will implies a mandatory requirement outside the scope of this
document.

The word may implies a desirable requirement outside the scope of this
document.
1.6 References
The reader could refer to the following documents for more information about the
project:
Document
Filing Reference
ECMS Project Plan
ISS/ECMS/MGMT/Plans/Project/ECMS_ProjectPlan_V1.0
ECMS Quality Plan
ISS/ECMS/MGMT/Quality/Plan/ECMS_QualityPlan_V1.0
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2 OVERVIEW OF REQUIREMENTS
2.1 Introduction
At the moment, the daily business operation of WWW Cargo Pte Ltd heavily relies on
MS Excel, where company staff will operate on the same set of excel files at the
shared network drives. This prevent staffs concurrently access the same set of files.
Also staffs need to manually navigate inside the file folders and excel worksheets in
order to find the data.
It is decided that a new system with web platform support is required to change this
situation.
2.2 System Perspective
One of WWW Cargo primary and major source of revenue comes from its freight
forwarding business for Import and Transhipment (definition refer to Appendix A)
lines. Therefore ECMS shall be scoped to place more emphasis on the current
business flow for its lifeline, Import and Transhipment lines.
This flow, which cuts across multiple business functions in WWW Cargo Pte Ltd, is
expected to be automated to a large extent by ECMS application. And it has been
decided that the following business functions, namely Marketing, Customer Service,
and Operation shall be targeted by ECMS to achieve much automation of their daily
work.
Marketing business function kicks start the business by sourcing for new customers.
They will update new customers’ (also known as consignee) details and their
suppliers’ details onto existing customer database.
Customer will request for quotation from these marketing personnel when need of
import or transhipment services arises. The marketing personnel will transfer the
customer to customer service. Customer service will take charge of the customer
from now. They respond to customer request for quotation by first identifying the
most suitable (in terms of speed, cost and reliability) agent for transporting the good
from its place of origin to designated country. They will check with this agent for
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quotation. After factoring in various costs plus agent’s quotation, they will have
worked out the quotation for this customer and send to him.
If customer confirms the quotation and informs customer service of their decision to
take up their service, customer service will create record in tracking list. This kick
starts series of activities to be carried out by customer service. First, customer
service will inform agent of the confirmed consignment. Next, he will check with
agent if the goods are ready for delivery, who will in turn get updates from supplier.
When the agent updates that goods are ready for delivery, he will update tracking
list and inform customer. Upon confirmation of the freight details, agent will get
back to customer service with the details such as freight number, estimated date of
arrival etc. Customer service will update these details to tracking list.
The next notification from agent is when goods are on board. This is also known as
pre-alert warning, which notifies customer service not only the status of good but
also send export documents (House bill of lading, Master bill of lading etc) to
customer service to arrange necessary clearing at destination. Customer service,
upon receipt of pre-alert warning, will update again tracking list. Operation
personnel will next take over the task to track the goods status.
The carrier will send notice of arrival when goods arrived at port of discharge. This,
together with update of tracking list after receipt of pre-alert warning, will trigger
the operation personnel to create a new job record. The operation personnel will also
generate notice of arrival, issued by WWW Cargo itself, and send to customer. This
is next followed by printing of documents, such as costing sheet cover note and
delivery note for import job order, or transhipment cover note and shipping note for
transhipment job order. Costing sheet cover note / transhipment cover note is to be
generated for each job order and serve as document to complete the job order.
Whereas delivery note / shipping note are used by driver / shipper for delivering
goods to customer.
Upon receipt of container, warehouse will proceed to un-stuff the container.
Depending on customer request, the goods might next be delivered to customer or
to be stored in warehouse. When goods delivered, the operation personnel will
proceed to close record in tracking list.
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Please refer to Appendix B and Appendix C to understand the current business flow
of WWW Cargo Pte Ltd.
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2.3 System Functions
System functions to be implemented are:






Customer Profile Management
Agent Profile Management
Shipment Tracking Management
Air Import Document Processing
Sea Import Document Processing
Business Reporting
2.4 User Characteristics
The users of the system are all computer literate. The users will play one or more of
the following roles:

Acting as the primary user of the system to perform the daily business
operation

Acting as the administrative user of the system
There will be multiple users of the ECMS system who may access the system
concurrently.
2.5 General Constraints
Open software should be used for the development of ECMS system. The ECMS
system should be designed and implemented so as to facilitate future enhancement.
2.6 Assumptions and Dependencies
The following assumptions and dependencies apply for the ECMS system:

The project is considered as academic project and with only one planned
release.

Ms PILA SOYTIP from WWW CARGO Pte Ltd shall act as the project sponsor
for the ECMS system. She shall provide the user requirements and other
feedback; and is responsible for performing user acceptance tests (UAT) and
formally accepting the ECMS system.

In return, SE18-Team7S agrees to grant non-exclusive and non-transferrable
rights to WWW CARGO Pte Ltd to use the ECMS system. However, this does
not include any future support, enhancements or releases of the software.

Every team member is able to complete the assigned tasks on time in order
to successfully deliver the project.
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
The ECMS system shall be enterprise J2EE system with no interfaces to any
existing legacy systems.

Anything not explicitly mentioned in this document should implicitly be
considered as out of the scope of this project.
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3 FUNCTIONAL REQUIREMENTS
This section describes the functional requirements of the ECMS system in details.
Figure 1 below presents an overview of the system functional requirements.
Customer Profile Management
Marketing
Agent Profile Management
Customer Service
Shipment Tracking Management
Air Import Job Processing
Operation
Sea Import Job Processing
Business Reporting
User Administration
Administration
Account Management
Figure 1 System Function Overview
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3.1 User Authentication/Authorisation Requirements
Any user access to the system must be properly authenticated and authorised. Each
user is associated with one more multiple system functions, which are as follows:
marketing, customer service, operation, warehouse, and user administration.
Upon login, the system is required to determine the user’s access right to the
system functions and show warning message when they access system functions
without access right.
The user will be automatically logged out by the system after timeout.
3.2 Administration Requirements
All the logged in users should be able to modify his or her password. The minimum
length of password is 6.
The system administrator is allowed to view all the user accounts in the system. The
system administrator is also allowed to search user account in the system.
Only the system administrator is allowed to create new user or remove existing user
from the system. On user account creation, the user’s accessible system functions
should be specified by the system administrator.
The system administrator is also allowed to reset the user’s password. On new user
creation or password reset, the user’s new password will be sent to the user’s email.
3.3 Customer Profile Management
The system is required to keep track of WWW Cargo customers’ profiles with their
supplier information. As a result, the system is required to enable user to retrieve
the customer’s detailed information for reference purpose.
The following are required to perform customer profile management tasks:
(1) After user chooses customer profile management menu, the customer profile
management page should be shown, which will show all existing customer
profile records sorted by customer name. The system is required to enable
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user to select specific customer profile to view its details in customer
profile detail page.
(2) At the customer profile management page, the system is required to enable
user to create new customer profile record.
(3) At the customer profile management page, the system is required to enable
user to search customer profile record by customer company name
(4) At the customer profile detail page, the system is required to enable user to
update or delete the customer profile record.
(5) At the customer profile detail page, the system is required to enable user to
add, update, and remove customer’s supplier information.
(6) The last modification time and user id for each customer profile record should
be shown at customer profile detail page.
For each customer profile record, the following data elements are required:
Data Name
Description
Company name
e.g.
ESSENTIAL
ENGINEERING
CONSTRUCTION P/L
Company Unique
(UEN) number
Entity
Number
&
e.g. 199002210W
Company address
e.g. Blk 10, Lobby C, Ubi Crescent #0736/37 Ubi Techpark Singapore 408564
Company telephone number
e.g. 6295 2952
Company fax number
e.g. 6295 2952
Company contact email
e.g. emphasis@singnet.com.sg
Company contact person
e.g. Ms. Haslinda
Credit term
Freeform text, e.g. 30 days/ quite
prompt payment….but must chase!!
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Delivery instruction
Freeform text, e.g. Need to call Freddy 1
day in advance to inform him on the
delivery
Remarks
Freeform text, e.g. Sat – off
Sale Person from WWW Cargo
e.g. Ling
List
of
information
Refer to Customer’s Supplier Record
Table
customer
supplier
Table 1: Customer Record Table
Data Name
Description
Company name
e.g. EUROSTAR SRL
Company address
e.g. REGIONE LEISO, 86 14050 SAN
MARZANO OLIVETO (AT) ITALY
Company telephone number
e.g. 390141 856 032
Company fax number
e.g. 390141 856 996
Company contact person
e.g. MILENA CUGNASCO
Remarks
Freeform text
Table 2: Customer’s Supplier Record Table
3.4 Agent Profile Management
WWW Cargo may use other local or overseas forwarder company’s services in order
to deliver the cargo. Typically, the local forwarder company is referred as local
supplier while overseas forwarder company is referred as agent. However, they are
all referred as agent in this document. The system is required to keep track of all the
agents’ profiles with all branch details.
The following are required to perform agent profile management tasks:
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(1) After user chooses agent profile management menu, the agent profile
management page should be shown, which will show all the existing agent
profiles sorted by company name. The system is required to enable user
to select specific agent profile to view its details in agent profile detail
page.
(2) At agent profile management page, the system is required to enable the user
to create new agent profile record.
(3) At agent profile management page, the system is required to enable user to
search agent profile record by its company name.
(4) At the agent profile detail page, the system is required to enable user to
update or delete the agent profile record.
(5) At the agent profile detail page, the system is required to enable user to add,
update, and remove agent’s branch information.
(6) The last modification time and user id for each agent profile record should be
shown at the agent profile detail page.
For each agent profile record, the following data elements are required:
Data Name
Description
Company name
e.g. Alisped S.P.A.
Company address
e.g. Via Zara, 7 20096 Pioltello (Milano)
Company telephone number
e.g. 02 92161685
Company fax number
e.g. 02 92161686
Company contact email
e.g. alispmil@alisped.it
Company contact person
e.g. Mr Luca
Credit term
Freeform text, e.g. 3 months
Bank account detail
e.g. 9888888888
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Remarks
Freeform text
List of branch information
Refer to Agent’s Branch Record Table
Table 3: Agent Profile Record Table
Data Name
Description
Branch name
e.g. SANTA CROCE
Branch address
e.g. Via cavour, 19/b 56029 S.Croce
sull'arno (Pisa)
Branch telephone number
e.g. 0571 1932000
Branch fax number
e.g. 0571 1932001
Branch contact person
e.g. Mr Jason
Branch email
e.g. santacroce@alisped.it
Remarks
Freeform text
Table 4: Agent’s Branch Record Table
3.5 Shipment Tracking Management
When customer confirms the shipment via email or phone, the customer service
staff will arrange the shipment for the customer by contacting overseas agent. The
engaged agent for the shipment will update customer service staff via email or
phone whenever there is status update for the shipment, such as when the cargo is
ready for shipment, when the cargo is on board etc. As a result, the customer
service staff needs to inform customer of the latest status of the shipment. After the
cargo gets on board, the engaged agent will send the confirmation of boarding and
required documents via email. This email is called pre-alert. At this stage, the cargo
is pending for arrival and the customer service staff has finished his or her part
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processing of the job. After the cargo arrives, the operation staff will continue to
update the shipment tracking record until the cargo is finally delivered.
The company’s major shipments are from Italy, while there are other shipments
from other countries. As a result, three different format of shipment tracking are
adopted: Italy Sea Freight Tracking, Italy Air Freight Tracking and Other Country
Freight Tracking. The existing Italy Sea Freight Tracking, Italy Air Freight Tracking
and Other Country Freight Tracking are maintained via excel file with sample shown
in Appendix C, Appendix D and Appendix E respectively. However, with the new
system, they will be all tracked under shipment tracking module.
The following are required to perform shipment tracking management tasks:
(1) After user chooses shipment tracking management menu, all the shipment
records will be shown chronologically at shipment tracking page.
(2) At shipment tracking page, the system is required to enable the user to
create new shipment tracking record. Once selected, the new shipment
tracking record page will be shown for user to enter shipment details. For
the shipment tracking record, user is allowed to add new customer cargo
records. There will be an email notification list for each customer cargo
record. The customer’s default contact email should be automatically
populated from customer profile. However, user can choose to add more
emails in the email notification list.
(3) At shipment tracking page, after selecting the specific shipment tracking
record, the shipment tracking record detail page will be shown. The
system is required to enable user to add, update and remove shipment
tracking record. The system should display confirmation page for user to
confirm the action.
(4) The system is required to provide function to send email to all the contacts in
the email notification list to with the latest status of the shipment.
(5) After the cargo is delivered to customer or stored in the warehouse, the
operation staff will update the status of the shipment tracking record to
delivered or stored. After that the shipment tracking record will still be
shown on the shipment tracking page for another two days.
(6) The system should allow user to search shipment tracking records.
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For each shipment tracking record, the following data elements are required:
Data Name
Description
Vessel/MAWB
e.g. GW Bridge for sea freight or 160
36985214 for air freight
Voyage/Flight No.
e.g. CX375
Stuffing date (dd.mm.yy)
e.g. 01.03.11
ETD (dd.mm.yy)
e.g. 05.03.11
ETA (dd.mm.yy)
e.g. 28.03.11
Status
The shipment status, e.g. on board,
delivered, stored etc.
Remarks
Freeform text, e.g. Vessel delay
List of shipment record
Refer to customer cargo record table
Table 5: Shipment record table
Data Name
Description
Customer
e.g. Nilfisk Advance Pte Ltd
Customer Supplier
e.g. Roberto Tarchi
Reference No
e.g. PO no. 2547
Port of Loading
e.g. NGB
Port of Destination
e.g. SIN
Number of packages
e.g. 1
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Type of packages
e.g. Pat (Pallet)
Weight
e.g. 700.00 kgs
Measurements
e.g. 1.25 cbm
Notification Emails
Email list to be notified.
Table 6: Customer Cargo Record Table
3.6 Air Import Document Processing
When the pre-alert is received from overseas agent for air freight, the operation
staff needs to create new job record for the air freight which may contain cargos for
one customer only or for multiple customers. The air freight with multiple customers’
cargo is referred as Air Console Import; while air freight with only one customer
cargo is referred as Air Non-Console Import.
For each customer, the following two documents: Air Import Costing Sheet, Air
Import Delivery Note need to be produced. The existing air import job sheet, air
import costing sheet and air import delivery note are maintained in excel format and
shown in APPENDIX G: AIR IMPORT DOCUMENTS.
The following are required to perform air import document processing tasks:
(1) After user chooses Import Document Processing menu, the system will show
two sub-menus: Air Import Document Processing, Sea Import Document
Processing. After Air Import Document Processing is selected, the air
import document processing home page will be shown.
(2) In order to create new job record, from air import document processing home
page, user can choose to select ‘Add Job’ option. Then user is allowed to
choose either New Record or From Tracking option. If From Tracking is
selected, user should select ‘Port of Origin’, ‘Vessel’ and ‘ETA’. Then the
system will automatically populate the data from air freight tracking
record. The system is required to enable user to further edit all the data
fields in the air import job record entry page. Once completed, a new air
import job record is created in the system.
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(3) The system is also required to enable user to create new job record without
the air freight tracking record. From the air import document processing
home page, user can choose to select ‘Add Job’ option. Then user is
allowed to choose either New Record or From Tracking option. When New
Record option is selected, the new air import job record entry page should
be shown. The user needs to enter all the necessary data fields manually.
Once completed, a new air import job record is created in the system.
(4) At the air import document processing home page, all the opening air import
job record will be shown according to the job record number. User could
view job record details at the air import job record detail page. User is
also allowed to search existing job records.
(5) At air import job record detail page, if it is air non-console import job, the
system is required to enable user to choose option to view air import
costing sheet or view air import delivery note for the air import job record.
(6) At air import job record detail page, if it is air-console import job, the system
is required to show the list of subs-job for each customer. The system is
required to enable user to add new sub-job in the new sub-job for air
import job record page. After completed, one new sub-job is created for
the air import job record. The system should also allow user to choose the
existing sub-job and view its details in sub-job for air import job record
detail page.
(7) At sub-job for air import job record detail page, the details of the sub job will
be shown. The system is also required to enable user to choose option to
view air import costing sheet or view air import delivery note for the subjob.
(8) When user chooses to view air import costing sheet, the air import costing
sheet detail page will be shown. The system is required to enable user to
update the air import costing sheet or print the air import costing sheet to
printer.
(9) When user chooses to view air import delivery note, the air import delivery
note detail page will be shown. The system is required to enable user to
update the air import delivery note or print the air import delivery note to
printer.
(10)
At air import job record detail page, the system is required to enable user
to close the job sheet or cancel the job sheet.
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The air import job record contains the summary information for the air shipment.
For each air import job record, the following data elements are required:
Data Name
Description
Month and Year of Job Sheet*
e.g. Febuary-2011
Job number*
e.g. A/IM/11-02050
ETA* (dd.mm.yy)
e.g. 28.02.11
MAWB number*
e.g. 160 36985214
HAWB number*
e.g. 090104702
Port of Loading*
e.g. MIL (Milan)
Flight number*
e.g. CX375
Number of packages*
e.g. 10
Type of packages*
e.g. Pkgs (Packages)
Weight*
e.g. 700.00 kgs
Measurements
e.g. 1.00 cbm
Shipper*
e.g. Levosil S.P.A.
Consignee*
e.g. Dou Yee Enterprise Pte Ltd
Invoice number
e.g. A110001
Total amount of invoice (SGD)
e.g. 1456.00
Cost 1 (SGD)
e.g. 1015.00
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Cost 2 (SGD)
e.g. 25.00
Cost 3 (SGD)
e.g. 60.00
Cost 4 (SGD)
e.g. 00.00
Profit / Loss (SGD)
e.g. 356.00
Table 7: Air Import Job Record Table
Costing Sheet is a document that operation staffs use as shipment identification and
to summary shipment cost, profit and loss. It may be used as paper note to guide
on how to arrange shipment by printing the job procedure on the costing sheet. It
also helps to differentiate the file and lastly it is use as a book cover of each
shipment for auditor work out on their auditing. For import costing sheet, the
following data elements are required:
Data Name
Description
Agent*
e.g. 3L-SHA
Invoice Number
e.g. S110005
Vessel name or MAWB number*
e.g. Hanjin Taipei
HBL number or HAWB number*
e.g. 3LSHA11002233
Port of loading*
e.g. Shanghai
Port of destination*
e.g. Singapore
Incoterms*
e.g. EXW
Exchange rate
e.g. 1.29 : USD
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Contact person name
e.g. Mr Gilbert / Mr Ong
Job number*
e.g. S/IM/11-02080
Voyage or Flight number*
e.g. 006E
ETA*
e.g. 28.02.11
Shipper*
e.g. China Machine
Number of package and type*
e.g. 5 pallets
Weight*
e.g. 3000.00 kgs
Measurement*
e.g. 7.85 cbm
Consignee*
e.g. Nilfisk Advance Pte Ltd
Telephone number
e.g.
Fax number
e.g.
Procedures of shipment
e.g.
Details of charges
e.g.
Total Cost
e.g.
Total Profit or Loss
e.g.
Table 8: Costing Sheet Table
For Air Import Delivery Note, the following data elements are required:
Data Name
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Shipper*
e.g. Zenit Italia S.R.L.
Consignee*
e.g. Zenit Asia Pacific Pte Ltd
Collection address*
e.g. AGI Freight (S) Pte Ltd 101 ALPS
Avenue #01-01 Singapore 498793
Job number*
e.g. A/IM/11-02050
Delivery address*
e.g. Zenit Asia Pacific Pte Ltd 17 Link rd.
Singapore 619034 CTC : Ms Grace Tel.:
62681006
Flight details*
e.g. CV7306
ETA* (dd.mm.yy)
e.g. 28.02.11
MAWB number*
e.g. 172 68003191
HAWB number*
e.g. 09150112
Port of loading *
e.g. MIL (Milan)
Final destination*
e.g. SIN (Singapore)
Freight term*
e.g. EXW
Mark and number
e.g.
Number of package and type*
e.g. 1 pkg (Package)
Description of goods*
e.g. Pump
Weight*
e.g. 148.00kgs
Measurement*
e.g. 1.02cbm
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Total number of package in word*
e.g. One package only
Table 9: Air Import Delivery Note Table
3.7 Sea Import Document Processing
When the pre-alert is received from overseas agent for sea freight, no new job
record is created immediately. Typically, only when the arrival notice from sea
carrier is received, the operation staff needs to create new job record for the sea
shipment.
There are three types of sea shipments: LCL shipment, FCL shipment, Sea console
shipment. LCL shipment refers to sea shipment with less than full container load for
only one customer. FCL shipment refers to sea shipment with full container load for
only one customer. Sea console shipment refers to sea shipment with full container
load for multiple customers with or without transhipments.
The following documents need to be produced for LCL shipment:

Sea Import costing sheet

Sea Import Notice of Arrival with charges or without charges

Sea Import delivery note
The following documents need to be produced for FCL shipment:

Sea Import costing sheet

Sea Import Notice of Arrival with charges or without charges

Sea Import trucking instruction
The following documents need to be produced for Sea console shipment:

Sea Import trucking instruction

Sea Console manifest

For each non-transhipment sub-job
o
Sea Import costing sheet
o
Sea Import Notice of Arrival with or without charges
o
Sea Import Delivery Note
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
For each transhipment sub-job
o
Transhipment cover note
o
Shipping note
o
House Bill of Lading (HBL)
o
Master Bill of Lading (MBL)
The following are required to perform sea import document processing tasks:
(1) After user chooses Import Document Processing menu, the system will show
two sub-menus: Air Import Document Processing, Sea Import Document
Processing. After Sea Import Document Processing is selected, the sea
import document processing home page will be shown.
(2) In order to create new job record, from sea import document processing
home page, user can choose to select ‘Add Job’ option. Then user is
allowed to choose either New Record or From Tracking option. If From
Tracking is selected, user should select ‘Port of Origin’, ‘Vessel’ and ‘ETA’.
Then the system will automatically populate the data from sea freight
tracking record. The system is required to enable user to further edit all
the data fields in the sea import job record entry page. Once completed, a
new sea import job record is created in the system.
(3) The system is also required to enable user to create new sea import job
record without the sea freight tracking record. From the sea import
document processing home page, user can choose to select ‘Add Job’
option. Then user is allowed to choose either New Record or From
Tracking option. When New Record option is selected, the new sea import
job record entry page should be shown. The user needs to enter all the
necessary data fields manually. Once completed, a new sea import job
record is created in the system.
(4) At the sea import document processing home page, all the opening sea
import job records will be shown according to the job record number. The
user should be able to view sea import job record details at the sea import
job record detail page. User is also allowed to search existing job records.
(5) At sea import job record detail page, if it is LCL shipment, the system is
required to enable user to choose option to view sea import costing sheet,
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Notice of Arrival with/without charge, or sea import delivery note for the
sea import job record.
(6) At sea import job record detail page, if it is FCL shipment, the system is
required to enable user to choose option to view sea import costing sheet,
Notice of Arrival with/without charge, or Sea Import trucking instruction
for the sea import job sheet.
(7) At sea import job record detail page, if it is sea-console import job, the
system is required to show the list of subs-job for each customer. The
system is required to enable user to add new sub-job in the new sub-job
for sea import job record page. The user needs to specify whether the
sub-job is transhipment sub-job or not. After completed, one new sub-job
is created for the sea import job record. The system is required to enable
user to choose option to view Sea Import trucking instruction and Sea
Console manifest in detail page. The system should also allow user to
choose the existing sub-job and maintain its details in sub-job for sea
import job record detail page.
(8) At sub-job for sea import job record detail page, the details of the sub job will
be shown. The system is also required to enable user to choose option to
view sea import costing sheet, Notice of Arrival with/without charge, or
sea import delivery note if the sub-job is non- transhipment sub-job. The
system is also required to enable user to choose option to view
Transhipment cover note, Shipping note, House Bill of Lading (HBL), or
Master Bill of Lading (MBL) if the sub-job is transhipment sub-job.
(9) When user chooses to view sea import costing sheet, the sea import costing
sheet detail page will be shown. The system is required to enable user to
update the sea import costing sheet or print the sea import costing sheet
to printer.
(10)
When user chooses to view sea import Notice of Arrival with charges, the
sea import Notice of Arrival with charges detail page will be shown. The
system is required to enable user to update the sea import Notice of
Arrival with charges or print the sea import Notice of Arrival with charges
to printer.
(11)
When user chooses to view sea import Notice of Arrival without charges,
the sea import Notice of Arrival without charges detail page will be shown.
The system is required to enable user to update the sea import Notice of
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Arrival without charges or print the sea import Notice of Arrival without
charges to printer.
(12)
When user chooses to view sea import delivery note, the sea import
delivery note detail page will be shown. The system is required to enable
user to update the sea import delivery note or print the sea import
delivery note to printer.
(13)
When user chooses to view sea import Trucking Instruction, the sea
import Trucking Instruction detail page will be shown. The system is
required to enable user to update the sea import Trucking Instruction or
print the sea import Trucking Instruction to printer.
(14)
When user chooses to view sea import Console manifest, the sea import
Console manifest detail page will be shown. The system is required to
enable user to update the sea import Console manifest or print the sea
import Console manifest to printer.
(15)
When user chooses to view Transhipment cover note, the Transhipment
cover note detail page will be shown. The system is required to enable
user to update the Transhipment cover note or print the Transhipment
cover note to printer.
(16)
When user chooses to view Shipping note, the Shipping note detail page
will be shown. The system is required to enable user to update the
Shipping note or print the Shipping note to printer.
(17)
When user chooses to view House Bill of Lading (HBL), the House Bill of
Lading (HBL) detail page will be shown. The system is required to enable
user to update the House Bill of Lading (HBL) or print the House Bill of
Lading (HBL) to printer.
(18)
When user chooses to view House Master Bill of Lading (MBL), the Master
Bill of Lading (MBL) detail page will be shown. The system is required to
enable user to update the Master Bill of Lading (MBL) or print the Master
Bill of Lading (MBL) to printer.
(19)
At sea import job record detail page, the system is required to enable user
to close the job sheet or cancel the job sheet.
The sea import job record contains the summary information for the sea shipment.
For each sea import job record, the following data elements are required:
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Data Name
Description
Month and Year of Job Sheet*
e.g. Febuary-2011
Job number*
e.g. S/IM/11-02080
ETA* (dd.mm.yy)
e.g. 28.02.11
Container number*
e.g. TRLU1234567
Vessel name and voyage number*
e.g. Hanjin Taipei 0062E
HBL number*
e.g. 3LSHA11002233
Number of packages*
e.g. 5
Type of packages*
e.g. Pats (Pallets)
Weight*
e.g. 3000.00 kgs
Measurements*
e.g. 7.85.00 cbm
Shipper*
e.g. China Machine
Consignee*
e.g. Nilfisk Advance Pte Ltd
NVOCC or Carrier name*
e.g. Penanshin Shipping (S) Pte Ltd
Agent*
e.g. 3L-SHA
Invoice number
e.g. S110005
Total amount of invoice
e.g. 2850.00
Cost 1 (SGD)
e.g. 680.00
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Cost 2 (SGD)
e.g. 380.00
Cost 3 (SGD)
e.g. 450.00
Cost 4 (SGD)
e.g. 00.00
Profit / Loss (SGD)
e.g. 1340.00
Table 10: Sea Import Job Record Table
For sea import costing sheet, it is the same format as the air import costing sheet.
For sea import Notice of Arrival without charges, the following data elements are
required:
Data Name
Description
Date of issue* (dd.mm.yy)
e.g. 28.02.11
To* (Consignee)
e.g. Nilfisk Advance Pte Ltd
Job number*
e.g. S/IM/11-02080
Attention*
e.g. Mr Ong, Mr Gilbert
Telephone number*
e.g. 6759 9100
Fax number*
e.g. 6542 0452
Vessel name and voyage number*
e.g. Hanjin Taipei 0062E
ETA* (dd.mm.yy)
e.g. 28.02.11
Port of Loading*
e.g. Shanghai
Number of package and type *
e.g. 5 pats (pallets)
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Weight*
e.g. 3000.00 kgs
Measurement*
e.g. 7.85.00 cbm
Un-stuffing warehouse address*
e.g. FPS Global Logistics Pte Ltd
BLK 515 Kampong Bahru Rd. #02-113
KD Singapore Tel.: 6276 8010
Telephone of warehouse
e.g. 6270 5525
Container number*
e.g. TRLU1234567
MBL number*
e.g. HJCU912002259
HBL number*
e.g. 3LSHA11002233
Shipper*
e.g. China Machine
Carrier* (Shipping line)
e.g. Hanjin Shipping (S) Pte Ltd
Description of goods*
e.g. Machines
Remark
e.g.
Table 11: Sea Import Notice of Arrival without Charges Table
For sea import Notice of Arrival with charges, the following data elements are
required:
Data Name
Description
Status of HBL*
e.g. Surrendered
Shipper*
e.g. China Machine
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Consignee*
e.g. Nilfisk Advance Pte Ltd
Warehouse with telephone and fax*
e.g. FPS Global Logistics Pte Ltd
BLK 515 Kampong Bahru Rd. #02-113
KD Singapore Tel.: 6276 8010
Status of D/O* (Delivery Order)
e.g. Not Ready
Job number*
e.g. S/IM/11-02080
HBL number*
e.g. 3LSHA11002233
MBL number*
e.g. HJCU912002259
Port of Loading*
e.g. Shanghai
ETA * (dd.mm.yy)
e.g. 28.02.11
Vessel name and Voyage number*
e.g. Hanjin Taipei 0062E
Carrier* (Shipping line)
e.g. Hanjin Shipping (S) Pte Ltd
Description of goods*
e.g. Machines
Weight*
e.g. 3000.00kgs
Measurement*
e.g. 7.85cbm
Number of package and type*
e.g. 5 pats (pallets)
Container and seal number*
e.g. TRLU1234567/123556
LCL (SGD)
e.g. 25.25/cbm
THC (SGD)
e.g. 10.00/cbm
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PSA (SGD)
e.g. 1.75/cbm
Agency fee (SGD)
e.g. 45/shipment
D/O fee (SGD)
e.g. 70/set
Freight (if any)
e.g. 5/cbm
Total Charges
e.g. 157.00
Table 12: Sea Import Notice of Arrival with Charges Table
For sea import delivery note, the following data elements are required:
Data Name
Description
Collection address*
e.g. FPS Global Logistics Pte Ltd
BLK 515 Kampong Bahru Rd. #02-113
KD Singapore Tel.: 6276 8010
Delivery address*
e.g. Target Roda Malaysia Pte Ltd
12 Woodlands loop, Singapore 738283
CTC MR Deen Tel.: 68541145
Consignee*
e.g. Precision Magnetics Tuas Pte Ltd
Shipper*
e.g. Beijing Zhung Ke San Huan HighTech
Job number*
e.g. S/IM/11-02005
Remark*
e.g. Forklift SGD235 / Last day 05 Feb
before 12.00 hours
Vessel name and Voyage number*
e.g. APL Argentina 066W
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Port of Loading*
e.g. Ningbo
ETA* (dd.mm.yy)
e.g. 03.02.11
HBL number*
e.g. APLU065314108K
Port of discharge*
e.g. Singapore
Final destination*
e.g. Singapore
Container number*
e.g. TTNU3595873
Mark and number
e.g. Magsound Singapore C/NOl1-20
Number of package and type*
e.g. 20 W/Cases (wooden cases)
Description of goods*
e.g. Magnets
Weight*
e.g. 9915.00kgs
Measurement*
e.g. 14.40cbm
Total number of package in word*
e.g. Twenty wooden cases only
Table 13: Sea Import Delivery Note Table
For sea import trucking instruction, the following data elements are required:
Data Name
Description
Job number*
e.g. S/IM/11-010095
Date of issue dd.mm.yy*
e.g. 01.02.11
Contractor company name*
e.g. Gimguan Transport Pte Ltd
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Contact person*
e.g. Tang
Telephone number*
e.g. 67447886
Fax number*
e.g. 67417712
Vessel name and voyage number*
e.g. APL Tennessee V.012W
ETA *
e.g. 31.01.11
Total Packages*
e.g. 1x40’GP
Gross weight*
e.g. 19084.00kgs
Measurement
e.g. 65.623cbm
Container number*
e.g. APHU6812939
MBL number*
e.g. 077040568
Permit number*
e.g. ME0E452849C
Delivery address*
e.g. Schenker Pte Ltd (Lite On)
46 Penjuru Lane #03-03 Singapore
609206-A Contact person: Ms Angie Tel.:
6267 5080
Remarks
Please truck container on 2 Feb 11
Before noon
Table 14: Sea Import Trucking Instruction Table
Console manifest is the document that summarise cargos of the whole container.
This document will be used by warehouse staff to classify the cargo owner during
they are un-stuffing the container at the warehouse. For sea import Console
manifest, the following data elements are required:
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Data Name
Description
Vessel name and Voyage number*
e.g. George Washington Bridge 006E
Port of loading*
e.g. Genoa
ETA* (dd.mm.yy)
e.g. 28.02.11
Container number*
e.g. TRLU1122334
Shipment record detail
Refer to Sea Import Console Manifest –
Cargo Detail Table
Table 15: Sea Import Console Manifest Table
Data Name
Description
HBL number*
e.g. 091500223
Cargo marking*
e.g. PURE INTERIOR
Description of goods*
e.g. Furniture
Final destination*
e.g. Singapore
Weight*
e.g. 800.00kgs
Measurement*
e.g. 2.30cbm
Table 16: Sea Import Console Manifest – Cargo Detail Table
Transhipment cover note is the cover note for transhipment cargo. The purpose of
document is the same as import costing sheet. For transhipment cover note, the
following data elements are required:
Data Name
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Exchange rate*
e.g. 1.29 : USD
Consignee *
e.g. LG (Thailand) Co Ltd.
Vessel name and Voyage number*
e.g. YM Great 075W
HBL number*
e.g. 091500123
Description of goods*
e.g. Motors
Number of package and type*
e.g. 1 Cas (Case)
Weight*
e.g. 1500.00kgs
Measurement*
e.g. 3.80cbm
Job number*
e.g. S/IM/11-02080 A16
Freight term*
e.g. CIF
ETA*
e.g. 28.02.11
Port of loading*
e.g. GOA (Genoa)
Port of destination*
e.g. BKK (Bangkok)
Booking reference number
e.g. AGSBKK12345678
ETD Singapore (dd.mm.yy)
e.g.05.03.11
Table 17: Transhipment Cover Note Table
Shipping note is the document used in shipping goods by sea. The shipping note is
the receiving note address by the shipper to the chief officer of the vessel (which
usually representative by NVOCC), requesting him to receive on board, and a receipt
for the NVOCC or Carrier to sign. For shipping note, the following data elements are
required:
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Data Name
Description
Collection address*
e.g. WWW Cargo Pte Ltd
Shipper*
e.g. WWW Cargo Pte Ltd
Consignee*
e.g. To order
Notify party*
e.g. To order
Job Number*
e.g. S/IM/11-02080 A16
HBL number*
e.g. 091500123
Booking Reference number*
e.g. AGSBKK12345678
Delivery address*
e.g. Asean Groupage Services Pte Ltd
BLK515 #02-114B KD Singapore 099453
Vessel name and Voyage number*
e.g. KMTC Singapore 0908N
Port of Loading*
e.g. Singapore
ETA* (dd.mm.yy)
e.g. 05.03.11
Number of Original Bill of Lading*
e.g. 0 (Zero)
Port of discharge*
e.g. BKK (Bangkok)
Final destination*
e.g. BKK (Bangkok)
Place of delivery
e.g.
Freight payable *
e.g. Singapore
Mark and number*
e.g. LG THAILAND
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Number of package and type*
e.g. 1 Cas (Case)
Description of goods*
e.g. Motors
Weight*
e.g. 1500.00kgs
Measurement*
e.g. 3.80cbm
Total number of package (in word)*
e.g. One case only
Table 18: Shipping Note Table
House Bill of Lading is the document issued to shipper as a contract of carriage of
goods. It is also a receipt for cargo accepted for transportation and must be
presented for taking delivery at the destination. For House Bill of Lading, the
following data elements are required:
Data Name
Description
HBL number*
e.g. 2011 0080
Shipper and address*
e.g. Football Thai Factory Sporting Goods
Consignee and address*
e.g. Hanh Phuc Duc Sport Co Ltd
Notify party and address*
e.g. Same as consignee
Pre-carriage
e.g.
Ocean vessel*
e.g. Sinar Bontang V.117W
Place of receipt*
e.g. Singapore
Port of loading*
e.g. Singapore
Port of discharge*
e.g. Ho Chi Minh City, Vietnam
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Place of delivery*
e.g. Ho Chi Minh City, Vietnam
Container and seal number*
e.g. CLHU8160413
Mark and number
e.g. Hanh Phu Duc Sport Co Ltd
Number of package*
e.g. 50 Cartons
Description of goods*
e.g. Basketball
Gross weight*
e.g. 11750.00kgs
Measurement*
e.g. 6.912cbm
Final destination forwarder agent
e.g FDI Co. Ltd.
With address & Telephone number*
9TH Fl., Hai Au BLDG 39B Truong Son,
Ward4 Tan Binh Dist. Ho Chi Minh City,
Vietnam
Place of issue*
e.g. Singapore 28.02.11
Freight payable at *
e.g. Origin
Number of Original Bill of Lading*
e.g. 0 (Zero)
On board date* (dd.mm.yy)
e.g. 28.02.11
Table 19: House Bill of Lading Table
Master Bill of Lading is the document issued by the carrier or it’s agent to the
Forwarder’s shipper as a contract of carriage of goods. It is also a receipt for cargo
accepted for transportation and must be presented for taking delivery at the
destination. For Master Bill of Lading, the following data elements are required:
Data Name
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MBL number
e.g. AGSBKK12345678
Shipper and address*
e.g. WWW CARGO Pte Ltd
No. 39 Tampines Street 92 #01-02
Singapore 528883
Consignee and address*
e.g. FDI Co. Ltd.
9TH Fl., Hai Au BLDG 39B Truong Son,
Ward4 Tan Binh Dist. Ho Chi Minh City,
Vietnam
Notify party and address*
e.g. Same as consignee
Pre-carriage
e.g.
Ocean vessel*
e.g. Sinar Bontang V.117W
Place of receipt*
e.g. Singapore
Port of loading*
e.g. Singapore
Port of discharge*
e.g. Ho Chi Minh City, Vietnam
Place of delivery*
e.g. Ho Chi Minh City, Vietnam
Container and seal number*
e.g. CLHU8160413
Mark and number
e.g. Hanh Phu Duc Sport Co Ltd
Number of package*
e.g. 50 Ctns (Cartons)
Description of goods*
e.g. Basketball
Gross weight*
e.g. 11750.00kgs
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Measurement*
e.g. 6.912cbm
Final destination forwarder agent
e.g .Asian Groupage Services Co Ltd
With address & Telephone number*
12TH
Place of issue*
e.g. Singapore 28.02.11
Freight payable at *
e.g. Origin
Number of Original Bill of Lading*
e.g. 0 (Zero)
On board date (dd.mm.yy)*
e.g. 28.02.11
Fl., Hai Au BLDG 39B Truong Son,
Ward7 Tan Binh Dist. Ho Chi Minh City,
Vietnam
Table 20: Master Bill of Lading Table
3.8 Business Reporting
The system is required to generate monthly business report which will include
number of jobs for the month, profit and loss, customer information etc.
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4 OPERATIONAL AND QUALITY REQUIREMENTS
4.1 Operating Environment
Due to budget constraint, the ECMS should be able to run on a standard Pentium PC
under the Windows operating system without need of purchasing powerful enterprise
server machine and any commercial software.
4.2 Development Constraints
The ECMS system shall be developed using open-source software and/or software or
hardware provided by ISS. ISS workstations and facilities may be used.
Rational Unified Process (RUP) methodology shall be adopted as the development
approach. The system should be built using object-oriented technologies and
techniques.
4.3 Usability
The user could access the ECMS system from standalone PC with Internet Explorer
or Firefox browser. No additional system setup is requirement for client PC.
The system should provide ‘bread crumbs’ for ease of navigation.
The system should perform data validation and auto-complete feature where
necessary to minimize user data entry and improve efficiency.
Internalization should be supported for future enhancement, while only English
language should be supported for the initial release of the system.
Relevant user documentation (e.g. user manuals) shall be created for both training
and system support/maintenance purposes.
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4.4 Performance
The system must respond in real time to frequent updates in items stored/items
removed. The system should support at least 10 concurrent users at any point of
time.
4.5 Reliability
There is no stated requirement concerning the reliability of the system. However,
the system should be thoroughly tested during the project development phase
before delivering to the user.
4.6 Availability
The system should be available for use from 6am to 10pm from Monday to
Saturday. Any maintenance work that is necessary should be performed on Sunday
only.
4.7 Security
Access to the system should be protected by user id and password. Each logged in
user could only access the functions available to his/her user roles.
4.8 Others
The system should maintain system trace logs for at least 30 days. After that the
trace logs should be automatically removed from the system.
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5 APPENDIX A: GLOSSARY
Words
Definition
Agent
An overseas freight forwarder company
Air freight
A transportation of goods by airplane
Carrier
A person or company that transports goods or people for any
person or company and that is responsible for any possible
loss of the goods during transport.[2] A common carrier
offers its services to the general public under license or
authority provided by a regulatory body. The regulatory body
has usually been granted “ministerial authority” by the
legislation which created it. The regulatory body may create,
interpret, and enforce its regulations upon the common
carrier (subject to judicial review) with independence and
finality, as long as it acts within the bounds of the enabling
legislation.
Collection address
An address for picking up goods
Consignee
Person to whom goods are to be delivered at a particular
destination by a carrier.
Console
A combination of cargos from many shippers to many
consignees in one container.
Container
A uniform, sealed, reusable metal “Box” in which
merchandise is shipped by vessel, truck or rail. Standard
lengths include 10, 20, 30 and 40 feet. Containers of 45 and
48 feet are also used, as well as containers for shipment by
air.
Container Number
A number of the container that affixed on the door of
container.
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Delivery Note
A document that operation staffs issue to driver to instruct
them where to collect the cargo, where to deliver the cargo,
who to contact and what is the cargo, how many package,
how heavy and how big of the cargo. This document is very
important as it can be used as the evidence that the cargo
had been delivered to the customer safely and completely. If
there is something wrong with the cargo the customer who
receives the cargo can write those damages conditions of the
cargo on it and use it for claiming against the insurance
company or the delivery company.
Delivery Order
A document which use for collecting the goods from the
carrier or forwarder who ship the goods from exporter. On
this document will be indicated the owner company or person
name and will order the carrier or forwarder to release the
goods to them.
ETA
Estimate arrival date.
ETD
Estimate departure date.
Exchange rate
The rate of currency conversion between countries. For
example, one American dollar can be hypothetically
exchanged for six French Frances.
Export
To send goods to another country for sale.
FCL
Full container load
Flight Number
A route number of airplane.
Forwarder Agent
An independent business which handles export shipments for
compensation. At the request of the shipper, the forwarder
makes the actual arrangements and provides the necessary
services for expediting the shipment to its overseas
destination. The forwarder takes care of all documentation
needed to move the shipment from origin to destination,
making up and assembling the necessary documentation for
submission to the bank in the exporter’s name. The forwarder
arranges for cargo insurance, makes the necessary overseas
communications, and advises the shipper on overseas
requirements of marking and labelling. The forwarder
operates on the fee basis paid by the exporter and often
receives and additional percentage of the freight charge from
the common carrier. An export freight forwarder must be
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licensed by the federal maritime commission to handle ocean
freight and by the international air transport association
(IATA) to handle air freight. An ocean freight forwarder
dispatches shipments from the united States via common
carriers, books or arranges space for the shipments, and
handles the shipping documentation.
Freight
Goods that are carried from one place to another, by ship,
aircraft, train or truck, or the system of transporting these
goods.
Freight terms
An agreement between shipper and consignee to pay the
transportation of moving cargos from shipper factory to
consignee’s warehouse.
House Air Way Bill
A signed receipt and a contract to deliver gods by air. Such
bills are non-negotiable and do not convey title to the goods
as do “To Orders” bill of lading used by ocean and land
carriers. The title passes to the party to whom the goods are
consigned. Issued by freight forwarder to shipper (exporter).
House Bill of Lading
The document issued on behalf of the carrier describing the
kind and quantity of goods being shipped, the shipper, the
consignee, the ports of loading and discharge and the
carrying vessel. It serves as a document of title, a contract of
carriage, and a receipt for goods. Issued by freight forwarder
to shipper (exporter).
Import
To buy or bring in products from other country.
Incoterms
Maintained by the international Chamber of Commerce (ICC),
this codification of terms is used in foreign trade contracts to
define which parties incur the costs and at what specific point
the costs are incurred. See more detail in Appendix M.
LCL
Less than full container load
Manifest
An itemized list by Bill of Lading number of the kind and
quantity of all cargoes loaded aboard a vessel, prepared by
the vessel’s Master.
Marking
A mark which make a possible to remember the goods.
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Master Air Way Bill
A signed receipt and a contract to deliver gods by air. Such
bills are non-negotiable and do not convey title to the goods
as do “To Orders” bill of lading used by ocean and land
carriers. The title passes to the party to whom the goods are
consigned. Issued by Airline to freight forwarder.
Master Bill of Lading
The document issued from carrier describing the kind and
quantity of goods being shipped, the shipper, the consignee,
the ports of loading and discharge and the carrying vessel. It
serves as a document of title, a contract of carriage, and a
receipt for goods. Issued by Airline to freight forwarder.
Notice of Arrival
Notice sent by a carrier or agent to the consignee (and to the
notify party, if any) to inform about the arrival of the
shipment and number of packages, description of goods, their
weight, and collection charges (if any). Also called arrival
notice.
Notify Party
Usually the buyer or the importer (who is not the consignee
of the shipment because it is consigned to a bank) named in
the shipping documents as the party to whom a notice of
arrival must also be sent.
Ocean Vessel
A vessel which carry goods or container from the Ocean port
to the other Ocean port. The size and capacity of this vessel
is much bigger than pre carriage vessel and the route of this
vessel is usually in the deep ocean move between continents
to another continent.
On Board
Common but non-standard term used on bills of lading and
other such documents. It usually means 'received for
carriage' but may or may not mean loaded or taken up on a
vessel.
Original
Lading
Bill
Place of Delivery
of
Bill of lading indicating that the exporter consigns a shipment
to an international carrier for transportation to a specified
foreign market. Unlike an inland B/L, the ocean B/L also
serves as a collection. If it is a straight B/L, the foreign buyer
can obtain the shipment from the carrier by simply showing
proof of identity. If a negotiable B/L is used, the buyer must
first pay for the goods, post a bond, or meet other conditions
agreeable to the seller.
Place where the goods need to be delivered to.
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Place of Issue
Place where issue the particular document for example Bill of
Lading etc.
Place of Receipt
The next place where receive goods from the shipper
(exporter). Usually the city name or the port of exporter.
Port of Discharges
Port where vessel is off loaded and cargo discharges.
Port of Loading
Port where cargo is loaded aboard the vessel lashed and
stowed.
Pre Alert
An email or fax from the agent sending to the destination
forwarder to confirm of boarding of goods and for sending the
export documents to destination forwarder to arrange
necessary clearing at destination.
Pre Carriage
A vessel which carry goods or container from the mainland
port to the Ocean port. The size and capacity of this vessel is
usually smaller than ocean vessel and the route of this vessel
not too far from the port of loading just from country to
another country in the same continent.
Sea freight
A transportation of goods by vessel.
Shipment
Delivery of merchandise from an exporter to an agent under
agreement that the agent sell the merchandise for the
account of the exporter. The consignor retains title to the
goods until sold. The consignee sells the goods for
commission and remits the net proceeds to the consignor.
Shipper
Someone who prepares goods for shipment, by packaging,
labelling, and arranging for transit, or who coordinates the
transport of goods
Shipping
The process of transporting an item, usually through the mail.
Shipping is a very basic, common way of getting an item from
one place to another, or from one person to another.
Shipping Line
A large shipping or aircraft company which carries cargo.
Shipping Note
A note which gives details of goods being shipped
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Stuffing
An action to move cargos by forklift or by manpower into the
container.
THC
Terminal handling surcharges
Tracking
An action for checking status and location of cargoes.
Transhipment
Transfer of a shipment from one carrier, or more commonly,
from one vessel to another whereas in transit. Transhipments
are usually made (1) where there is no direct air, land, or sea
link between the consignor's and consignee's countries, (2)
where the intended port of entry is blocked, or (3) to hide the
identity of the port or country of origin. Because
transhipment exposes the shipment to a higher probability of
damage or loss, some purchase orders or letters of credit
specifically prohibit it. Also spelled as transhipment.
Un-Stuffing
An action to move cargos by forklift or by manpower out from
the container.
Vessel
Every description of watercraft or other artificial contrivance
used, or capable of being used, as a means of transportation
on water.
Voyage Number
A route number o vessel.
Warehouse
A place where used for storing goods.
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6 APPENDIX B: IMPORT BUSINESS FLOW
Overseas
Singapore
Goods shipped to consignee
By Overseas agent
Local Suppliers
Agent
(Forwarder)
WWW
(Forwarder)
Suppliers
(Shipper)
Customer
(Consignee)
Consignee orders the goods and
makes payment to shipper
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7 APPENDIX C: WWW Cargo Current Business Flow
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WWW Cargo Current Business Flow (Air Shipment)
Upon receipt of
customer request for
quotation
Update
customer
database
with new
customers
and their
suppliers
Update
agent profile
Check with
agent for
quotation
Send
quotation to
customer
Customer
Service
Personnel
Marketing
Personnel
Customer
Time Scale
Upon confirmation of
job order from
customer
Transfer
customer to
customer
service
Inform agent
of the
shipment
order
Check goods
availability
with agent
Update
tracking list
and inform
customer
Update
tracking list
and inform
customer
Update
tracking list
and inform
customer
Operation
Personnel
Create
record in
tracking list
Warehouse
Personnel
Create job
record
Send
HAWB,
MAWB to
airport
supplier
Close record
in tracking list
when goods
delivered
Print costing
sheet,
delivery note
Deliver
goods to
customer
with dellivery
note or store
goods in
warehouse
Transfer
record to
warehouse
tracking list if
goods to be
stored
Customer
Supplier
Agent
Airline
Collect cargo
from airport
supplier
Agent reply with
quotation
Agent reply
goods
availability after
checking with
customer
supplier
Upon receipt of
agent update
on shipment
details (flight
no, MAWB no,
estimated
arrival and
departure date)
Upon receipt of
agent
notification that
goods are on
board (prealert)
Customer
supplier reply
agent on goods
availability
Task in ECMS scope
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Task out of ECMS scope
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WWW Cargo Current Business Flow (Sea LCL)
Upon receipt of
customer request for
quotation
Update
customer
database
with new
customers
and their
suppliers
Update
agent profile
Check with
agent for
quotation
Send
quotation to
customer
Customer
Service
Personnel
Marketing
Personnel
Customer
Time Scale
Upon confirmation of
job order from
customer
Transfer
customer to
customer
service
Inform agent
of the
shipment
order
Check goods
availability
with agent
Update
tracking list
and inform
customer
Update
tracking list
and inform
customer
Update
tracking list
and inform
customer
Operation
Personnel
Create
record in
tracking list
Warehouse
Personnel
Create job
record
Deliver
goods to
customer
with dellivery
note or store
goods in
warehouse
Transfer
record to
warehouse
tracking list if
goods to be
stored
Upon receipt of
notice of arrival
from NVOCC
(goods arrived)
Agent reply with
quotation
Agent reply
goods
availability after
checking with
customer
supplier
Upon receipt of
agent update
on shipment
details (vessel,
estimated
arrival and
departure date)
Upon receipt of
agent
notification that
goods are on
board (prealert)
Customer
supplier reply
agent on goods
availability
Task in ECMS scope
SE18S07, Institute of Systems Science
Close record
in tracking list
when goods
delivered
Print costing
sheet,
delivery note
Collect cargo
from
NVOCC
NVOCC
Agent
Customer
Supplier
Print NOA
and dispatch
to customer
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Task out of ECMS scope
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Issue Date: 23 Jul 2011
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WWW Cargo Current Business Flow (Sea FCL)
Upon receipt of
customer request for
quotation
Update
customer
database
with new
customers
and their
suppliers
Update
agent profile
Check with
agent for
quotation
Send
quotation to
customer
Customer
Service
Personnel
Marketing
Personnel
Customer
Time Scale
Upon confirmation of
job order from
customer
Transfer
customer to
customer
service
Inform agent
of the
shipment
order
Check goods
availability
with agent
Update
tracking list
and inform
customer
Update
tracking list
and inform
customer
Update
tracking list
and inform
customer
Operation
Personnel
Create
record in
tracking list
Local Supplier
Create job
record
Print trucking
instruction,
costing
sheet
Collect
container
from carrier
Agent reply with
quotation
Agent reply
goods
availability after
checking with
customer
supplier
Upon receipt of
agent update
on shipment
details (vessel,
estimated
arrival and
departure date)
Deliver
container to
customer
Upon receipt of
agent
notification that
goods are on
board (prealert)
Customer
supplier reply
agent on goods
availability
Task in ECMS scope
SE18S07, Institute of Systems Science
Close record
in tracking list
when goods
delivered
Upon receipt of
notice of arrival
from carrier
(goods arrived)
Carrier
Agent
Customer
Supplier
Print NOA
and dispatch
to customer
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Task out of ECMS scope
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WWW Cargo Current Business Flow (Sea Console)
Upon receipt of
customer request for
quotation
Update
customer
database
with new
customers
and their
suppliers
Update
agent profile
Check with
agent for
quotation
Send
quotation to
customer
Customer
Service
Personnel
Marketing
Personnel
Customer
Time Scale
Upon confirmation of
job order from
customer
Transfer
customer to
customer
service
Inform agent
of the
shipment
order
Check goods
availability
with agent
Update
tracking list
and inform
customer
Update
tracking list
and inform
customer
Update
tracking list
and inform
customer
Operation
Personnel
Create
record in
tracking list
Warehouse
Personnel
Create job
record
Print trucking
instruction,
console
manifest
Print costing
sheet, delivery
note,
transhipment
cover note,
shipping note
Unstuff
container
Upon receipt of
notice of arrival
from carrier
(goods arrived)
Carrier
Agent
Customer
Supplier
Print NOA
and dispatch
to customer
Agent reply with
quotation
Agent reply
goods
availability after
checking with
customer
supplier
Upon receipt of
agent update
on shipment
details (vessel,
estimated
arrival and
departure date)
Deliver
goods to
customer
with dellivery
note or store
goods in
warehouse
Transfer
record to
warehouse
tracking list if
goods to be
stored
Upon receipt of
container
Upon receipt of
agent
notification that
goods are on
board (prealert)
Customer
supplier reply
agent on goods
availability
Task in ECMS scope
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Close record
in tracking list
when goods
delivered
Page 58
Task out of ECMS scope
LUMEN
CANCLINI
MAZZA
CITYLINE
Vessel Name
GW Bridge
Alisped Milano
ADR
1005/7459
PO. 10/0004
ADR
buy insurance
6903 + 6914 + 6924
1030148 + 1003180002
8176
PO No.
100924 + 100759
ALISPED PRATO
ALISPED MILANO
ALISPED MILANO
Onforwarding
Mie Lighting
Guan Yiac
Garbarino
Inko brothers
Air-Division
Pro Freight
Nuance
Data-Sphere
DOU YEE
Mareco
Motovario
Pompe Garbarino
Starline
Pedrali
Pandora
Euroitalia
Newave
LEVOSIL
ITF
BBB
SILIC
CONSIGNEE
Nilfisk
SHIPPER
Udor
sailed on june 13
KEE
NGB
AMD
SIN
SIN
SIN
SIN
SIN
SIN
SIN
SIN
SIN
SIN
SIN
PLTS
PLTS
CASE
PLTS
PCKS
PLTS
CRTS
CASE
CRTS
11 CRTS
5 CRTS
1 CASE
1 PLTS
1
6
2
3
24
1
104
4
12
176.00
165.60
475.00
350
50
2381
710
1388
370
280
1032
1444
201
0.9
0.8
1.9
0.8
4.4
1.8
1.1
6.5
0.3
8.2
7.0
0.6
17.0
2.2
90500954
90500997
90500999
90500977
90500963
90500965
90500979
90500978
90500982
90500983
90501000
90500995
0607 Pick up on 0609
0610 90500996
Stuffing
ETD
ETA
09/06/10 12/06/10 05/07/10 Update Remarks
DEST.
PKGS
(KGS)
M3
SIN
1 PLTS 415
1
90500964
Y
y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Update sched. sailed
advise
8 APPENDIX D: EXISTING ITALY SEA FREIGHT TRACKING LIST
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9 APPENDIX E: EXISTING ITALY AIR FREIGHT TRACKING LIST
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10 APPENDIX F: EXISTING OTHER COUNTRY TRACKING LIST
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11 APPENDIX G: AIR IMPORT DOCUMENTS
11.1 Air Import Job Sheet
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11.2 Air Import Costing Sheet
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11.3 Air Import Delivery Note
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12 APPENDIX H: SEA IMPORT DOCUMENTS
12.1 Sea Import Job Sheet
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12.2 Sea Import Costing Sheet
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12.3 Sea Import Notice of Arrival
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12.4 Sea Import Transhipment Cover Note
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12.5 Sea Import Console Manifest
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12.6 Sea Import Trucking Instruction
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12.7 Sea Import Delivery Note
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12.8 Shipping Note
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12.9 House Bill of Lading
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12.10 Master Bill of Lading
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13 APPENDIX I: INCOTERMS CODE AND MEANING
Incoterms 2000 is International Commercial Terms. Incoterms rules are an
internationally recognized standard and are used worldwide in international and
domestic contracts for the sale of goods. First published in 1936, Incoterms rules
provide internationally accepted definitions and rules of interpretation for most
common commercial terms.
The rules have been developed and maintained by experts and practitioners brought
together by ICC and have become the standard in international business rules
setting. They help traders avoid costly misunderstandings by clarifying the tasks,
costs and risks involved in the delivery of goods from sellers to buyers. Incoterms
rules are recognized by UNCITRAL as the global standard for the interpretation of
the most common terms in foreign trade.
INCOTERM code and definition
INCOTERMS Code
Definition
EXW
Ex works: Seller delivers goods at his
premises. Buyer takes delivery of the
goods at the seller’s premises and make
all arrangements at his own cost and risk
to bring the goods to the destination
FCA
Free carrier: Seller delivers goods at the
named point into the custody of the
carrier named by the buyer and provides
export clearance and evidence of delivery
of the goods to carrier. Buyer will
nominate the carrier to arrange the
shipment and contact the carrier to pay
the freight cost.
FAS
Free alongside ship: Seller delivers the
goods alongside the ship and provides
and alongside ship receipt with export
clearance document. Buyer will nominate
the carrier to arrange the shipment and
contact the carrier to pay the freight
cost.
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FOB
Free on board: Seller delivers the goods
on the board and provides export
clearance with a clean on board receipt.
Buyer will nominate the carrier to
arrange the shipment and contact carrier
to pay the freight cost.
CFR
Cost and Freight: seller contracts for the
carriage and pay the freight to the
named port of destination. Delivery of
the goods until on board, provide the
export
clearance
and
transport
document, pay the loading cost and
unloading cost and freight. Buyer will
accept the delivery of the goods when
they are delivered to the first carrier and
when the required documents are
tendered to him and receive goods from
the carrier at the named place of
destination.
CIF
Cost Insurance and Freight: Seller will
contract for the carriage and pay the
freight to the named place of destination.
Delivery of the goods until on board,
provide export clearance, transportation
document and payment of the loading,
unloading, insurance and freight will be
paid by the seller. Buyer will accept the
delivery of the goods upon shipment
when the required documents are
tendered to him and receive goods from
the carrier at the name place of
destination.
CPT
Carriage paid to: Seller will contract for
the carriage, pay the freight to the
named place of destination, deliver the
goods into the custody of the first carrier
and provide export clearance with invoice
and usual transport documents. Buyer
will accept delivery of the goods when
they are delivered to the first carrier and
when the required documents are
tendered to him.
CIP
Carriage and Insurance paid to: Seller
will contract for the carriage and pay the
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freight to the named place of destination,
deliver the goods into the custody of the
first carrier, provide export clearance,
contract for the insurance of the goods
during the carriage and pay the
insurance premium with provide the
buyer all transportation documents and
insurance policy. Buyer will accept
delivery of the goods when they are
delivered to the first carrier and when
the required documents are tendered to
him and receive goods from the carrier
at the named place of destination.
DAF
Delivered at frontier: Seller will deliver
the goods cleared for export at the
named frontier (border), provide the
documents to enable the buyer to take
delivery at the frontier (document of
transportation or warehouse warrant)
and assist the buyer to obtain any
through transport document. Buyer will
take delivery of the goods at the named
frontier (or the named place in that
frontier), pay for on-carriage and provide
import clearance (import license + pay
import duties + taxes and fees if
required)
DES
Delivered ex ship: Seller will deliver the
goods on board the ship at the port of
destination
and
will
provide
the
documents to enable the buyer to take
delivery from the ship (delivery order or
bill of lading). Buyer will take delivery of
the goods from the ship at the port of
destination, pay for the unloading costs
and
provide
import
clearance
by
themselves.
DEQ
Delivered ex quay: Seller will deliver the
goods on the quay at the port of
destination, provide the documents to
enable the buyer to take delivery from
the quay (delivery order or bill of lading),
pay the unloading costs and provide the
import
clearance
including
import
license, duties, taxes and fees. Buyer will
take delivery of the goods from the quay
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at the port of destination.
DDU
Delivery duty unpaid: Seller will deliver
the goods at the named place of
destination and provide the documents
to enable the buyer to take the delivery
at the named place. Buyer will take
delivery of the goods at the named place
of destination and provide import
clearance (import license, import duties,
taxes and fees).
DDP
Delivery duty paid: Seller will do
everything for the buyer from his
warehouse (or factory) up to the place as
agreed with buyer (may be buyer’s
warehouse or buyer’s customer address).
Moreover the seller will pay every charge
that occurred during arrange shipment
including import license, import duties,
taxes and fees.
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