Shipping Functions

There are different functions in shipping business which are executive by the personal, who are specialized in it. The Major functions of shipping   business are as follows.

Operations

Engaging suitable workmen and equipment, and supervising, loading and unloading of bulk cargo and containers at port. To interact with the Port labour and the private labour to optimize the rate of loading or unloading of the cargo. Transporting the cargo to and from Port in time. And also responsible for the expenses incurred from time to time. Hence the personnel who are in charge of operation should be able to handle Men, Machine, Material and Money and also be able to work round the clock.

The qualities that are expected from the Operations personnel are good Ineter personnel relationship with the Port Labours, Ship’s Crew and private labour, Timely decisions in case of any brake down to the equipment or any mishap. And good planning to do the assigned job promptly and safely.

Documentations

Preparation and collection of documents in regard to Export or Import cargo which are to submitted or presented to the Port and Customs authorities. The documents that are required are

For Imports

COMMERICAL INVOICE

PACKING LIST

BILL OF LADING                   

CONTRACT CERTIFICATE

COUNTRY OF ORIGIN

COMMERICAL INVOICE

IMPORT APPLICATION

IMPORT GENERAL MANIFEST (IGM)

CUSTOM DUTY RECEIPT

For Exports

SHIPPING BILL

BILL OF LADING

INVOICE

PACKING LIST

SALES CONTRACT

Customs and Port Formalities

Customs and Port formalities are to be adhered by the agents and Clearing and Forwarding Departments to clear the import cargo from the Port through customs forwarding the same to the importers destination as well as vessels entry and Outward Clearance. The customs and Port formalities are to produce the different documents. The main important documents are as follows.

·         PORT TRUST CARGO HANDLING SHORE DATA SHEET

·         IMPORT / EXPORT TALLY SHEET

·         FILLING OF EGM (EXPORT GENERAL MANAGER

·         GENERAL PRINTOUT SHEET

·         HATCH CLEANLINESS CERTIFICATE

·         DRAFT SURVEY REPORT

·         SHIPS STORES DECLARATION

·         BONDED STORE DECLARATION

·         SHIP MOVEMENT CERTIFICATE

·         CUSTOMES REPORT

·         CREW EFFECTS DECLARATION FORM

·         FOREIGN CURRENCY DECLARATION FORM

·         SHIPS PARTICULARS FORM

·         SAILING CLEARENCE CERTIFICATE

·         MAIL LIST

·         DISPATCH ADVICE

·         CHECK LIST

·         GENERAL DECLARATION FORM

·         MARTIME DECLARATION OF HEALTH

·         IMO GENERAL DECLARATION

·         INTERNATIONAL OIL PREVENTION CERTIFICATE

·         INTERNATIONAL TONNAGE CERTIFICATE

·         INTERNATIONAL LOADLINE CERTIFICATE

·         CARGO SHIP SAFETY RADIO CERTIFICATE

·         CARGO SHIP SAFETY CONSTRUCTION CERTIFICATE

·         CARGO SHIP SAFETY EQUIPMENT CERTIFICATE

·         CUSTOM HOUSE PORT CLEARENCE CERTIFICATE

·         SAILING REPORT DRAFT SURVEY REPORT

·         REQUEST FOR VESSEL CODE ALLOTMENT

·         ADVANCE PORT CLEARENCE REQUESTED LETTER

                                                                                                                                

Accounts

The two major differences between Agents / Stevedoring / Chartering and Clearing and Forwarding are as follows.

In Agency, Stevedoring and Chartering activities vessel wise / Voyage wise accounting is being maintained. And the payments will be received prior to the vessel’s arrival or before executing the work. In Clearing and Forwarding activity, Customer wise accounting is being maintained and the payment will be effected by the customers after executing the work assigned by them.

The usual record keeping likes Creditor’s and Debtor's Accounts, General Ledger, Bank Book, Cash Book, Trial Balance, Profit and Loss Account are being maintained. Bills/Invoices are raised for the services rendered on the agreed rates, Regular payment follow up, with the Debtors. Making payments to the creditors are the activities.

Marketing and Customer Service

  

The best Marketing technique in shipping industry is by rendering a prompt and cost effective service to the clients. An effective customer care to the existing clients will generate new customers to our fold. And prompt feedback to the clients about their cargo movements

To develop Agency, Stevedoring, and Chartering business, the marketing person should have close contact with the Vessel Owners, Vessel Managers, Large Scale Exporters and Importers and C&F Agents  

In case of Clearing and Forwarding business, marketing should be concentrated on all the exporters and importers and Liner Agents.