TRANSPORT INSTRUCTION VOLVO GROUP LOGISTICS SERVICES

Transcription

1 TRANSPORT INSTRUCTION VOLVO GROUP LOGISTICS SERVICES Page 1

2 AB Volvo Consignor name: Attn: User ID: First Consignor ID: Original Consignor ID: Date Telephone Telefax Our reference Dear Sir, dear Madam, Enclosed you will find our transport instruction which will be valid from. After reading the instruction, please return the signed confirmation form by fax or within three (3) working days. Booking: This instruction covers different ways of booking transports arranged by Volvo Group Logistics Services. Below it is marked how you should book. Please take this into account when reading this instruction. You must book via the ATLAS application on Volvo Group Logistics Services web portal. User instructions and your valid collection days can be found in the application. You must book manually with a template via or fax to your authorized party (see table below). Your valid collection day(s) are: Authorized party Carrier PARMA Carrier contact information Tel: Fax: Customer Unit: ATLAS CU Customer Name Carrier Collection Day(s) Delivery Type Place of Delivery / suffix You must always issue the Transport Booking Request before the deadline at on the workingday prior to the day of dispatch. Loading: Goods and documents have to be ready for collection at on the day of dispatch, unless a special agreement has been made between Volvo Group Logistics Services, your appointed Carrier and yourselves. If you have any questions, please do not hesitate to contact us. For contact information, see appendix 1. Yours faithfully, VOLVO GROUP LOGISTICS SERVICES

3 Table of content General information 4 Transport Booking Procedure 4 Loading Procedures 6 Document Procedures 7 Confirmation form 9 Appendix 1: Contacts 10 Appendix 2: Manual Transport Booking Request (TBR)/POC 11 Appendix 3: Example of label 13 Page 3

4 General information Dear Sir or Madam, The following instruction states the minimum requirements for structured transports arranged by Volvo Group Logistics Services. In case of an Air/Express shipment, please contact your Customer to agree on which actions need to be taken! After reading the instruction and verifying the address and contact information, you shall return the signed confirmation form (see page 9) by within three (3) working days. It is very important that you inform Volvo Group Logistics Services implementation team (see appendix 1) if contact information or opening hours change, in order not to endanger any collections. In case the collection address changes this information must immediately be given to your Customer, who will inform Volvo Group Logistics Services. Your goods reception must be available for at least six hours on the valid collection day of your shipments. No collections in time window will be accepted, unless there is a written agreement between the Consignor, Volvo Group Logistics Services and the Customer. It is very important that you, as receiver of this instruction, secure that all concerned persons within your company receive the information given in this instruction. Transport Booking Procedure For Consignors booking via manual template: You will create a manual Transport Booking Request (TBR), using enclosed template (appendix 2) and send it by or fax to the appointed Carrier. The Carrier will act as an authorized party on your behalf and enter the TBR in Volvo Group Logistics Services ATLAS application. You need to send the TBR before the booking deadline at 10h30. In case you need to delete a released TBR, you do this by contacting your appointed Carrier. For Consignors booking via ATLAS: You will create your transport booking request (TBR) via the ATLAS application on Volvo Group Logistics Services web portal. User instructions and your valid collection day(s) per Customer can be found in the ATLAS application. After releasing your TBR ( s) the ATLAS application will group one or more TBR(s) into one Transport Booking (TB) and distribute it to the appointed Carrier. In case you need to delete a released TBR, you can only do this before the booking deadline, by contacting ATLAS Helpdesk (see appendix 1 for contact information). Page 4

5 Backup procedure in case the ATLAS application is not accessible In case your password is not working, contact Volvo IT Support (see appendix 1). If the ATLAS application is not accessible for any other reason, always contact the ATLAS Helpdesk (see appendix 1). They will give you instructions on how to proceed. Only if the ATLAS Helpdesk is also not accessible, you should use the manual TBR template (see appendix 2). Fill out the manual TBR template and send it by or fax to your appointed Carrier, who shall create a TBR in the ATLAS application on your behalf. The deadline for this backup procedure is 10h30. General booking guidelines It is extremely important that your data input is of the highest quality, and corresponds to the physical loading, in order to ensure correct information along the supply chain. In case of incorrect booking, you might be held responsible for the resulting deviations along the supply chain. Your valid collection day(s) need(s) to follow the delivery schedule / call-off you have been given by the Customer/goods receiver. These days are also predefined in ATLAS and can only be changed upon request from the Customer In case you need to dispatch on a non-valid collection day, please contact your Customer (material controller)! If a scheduled collection day coincides with a holiday, the goods are to be dispatched on the last working day preceding the holiday, unless otherwise agreed with the Customer/ goods receiver. It is not allowed to create a TBR on national or regional public holidays. The TBR must be created before the deadline, on the working-day prior to the day of dispatch. The deadline defines the time up to which a structured TBR can be created or edited with no risk of impact on the cost of the associated transport. TBR s created after the stipulated deadline or TBR s containing incomplete information, will be rejected. Report back to your Customer if your TBR is rejected. Bookings in loading metres or bookings for non-stackable goods will be rejected, unless this has been specifically requested by your Customer. In case you need to dispatch non-stackable goods, please contact your Customer (material controller). In case the total booked quantity exceeds the legal limitations of the vehicle (in weight or volume), the Carrier will make a split proposal on individual Transport Handling Unit (THU) level in ATLAS. Volvo Group Logistics Services will send an via ATLAS to the Consignor and to the Carrier with the adjusted quantity for the original TB and an additional TB for the remaining quantity. In case your shipment is under customs regime (e.g. transit or export) this information must be given in the TBR by marking the checkbox Customs goods Y/N. In case of transit regime you must also clarify with the Carrier if the shipment will be reloaded before delivery. In that case the transit document must be destined to the first place of reloading. It is important that you release all your TBR s at once. You shall not release your TBR s more than once per collection day. Page 5

6 If you have 15 or more shipments per year and if you are unwilling or unable to comply with the standard method (ATLAS booking), the following process will apply. The first booking (TBR) outside ATLAS will be handled as a manual booking (Carrier will register on your behalf). If you issue a second TBR outside ATLAS within 30 days from the first booking done outside ATLAS, a gracing period of 28 days will start. During this period the Carrier will enter the TBR(s) into ATLAS on your behalf and Volvo Group Logistics Services will re-instruct you on how to book correctly in ATLAS. After the end of the gracing period you will be blacklisted for 3 months. This means that the Carrier will no longer accept booking(s) / TBR(s) from you if they are done outside ATLAS and, as a consequence, not collect any shipments that are not booked in ATLAS. After these 3 months, Volvo Group Logistics Services will check your booking performance. You will only be removed from the blacklist if you book correctly. Loading Procedures If the goods or the documents are not available in time on the agreed collection day, the Carrier is entitled to leave without the goods. In this case you must immediately inform your Customer. The loading shall be carried out in a clean and dry environment and in accordance with the Driver s instructions. The Driver shall be given access to the goods before loading to check their quality and shall also be able to monitor the loading. The goods shall be sorted by place of delivery (suffix/gate/gare). You may, when necessary, assist in moving other consignments in order to reach an optimum load. You are responsible for loading the goods in such a way (regarding weight and type of packaging) that all loads are safe, secure, and lawful in all respects. Every separate THU should have a goods identification label. This label must at least show the Consignor s name, address, Parma id and the Consignee s name, address and suffix (see appendix 3 for an example). The suffix must be in a large font, so it can be easily recognised by the forklift driver. In order to facilitate unloading, the goods identification labels have to be clearly visible from the left hand side of the vehicle. They also have to be well attached, but without staples through, or straps over, the barcodes. For specific questions concerning Packaging Material, please contact Volvo Group Logistics Services Packaging Support. Volvo Group Logistics Services, on behalf of the Customer, reserves the right to charge for booking deviations, waiting time and wasted journeys. All deviations will be monitored by Volvo Group Logistics Services. Page 6

7 Document Procedures The following documents need to accompany the goods. They shall be given to the Driver before departure: Proof of Collection document (POC), signed by Consignor and Driver CMR (where applicable) Other documents required by the Customer. These documents shall be put in separate envelopes for each individual place of delivery (suffix), with the suffix clearly marked on the envelope. This envelope will be handed to the driver. o Commercial invoice(s), including information about country of origin o Despatch note(s) o Customs documents, where applicable (e.g. transit or export declaration) o Legally required documents, where applicable (e.g. certificate of origin, dangerous goods documents) o PMR (Packaging Material Delivery note) when goods are delivered in Volvo standard packaging. (not applicable if outgoing packaging is reported via EDI data communication) It is the responsibility of the Consignor to secure that the documents are accurate and reflect all legal requirements. All fines or costs due to wrong or incomplete information in the documents will be forwarded to the Customer, who will forward them to the Consignor. Extra note on the export declaration: The export declaration shall be handed to the driver at loading, not later and not by anyone else than the Consignor. Any deviation from this has to be agreed in advance with Volvo Group Logistics Services. If this deviation changes the Consignor s reaction time to the Customer call-off, he has to address this to the Customer. In case of missing export declarations, the goods will be returned to the Consignor, at the Consignor s expense. There are flows where the goods destination is outside of the EU and where the goods are sold/ invoiced to a Volvo Group company within the EU. In this case an export declaration is not needed. Proof Of Collection document (POC) The Proof Of Collection document (POC) is used to capture all information on the collected shipments, e.g. number of THU s, types, weight and volume, collected for each place of delivery. In case you book via the manual template, you shall re-use the TBR/POC document (appendix 2) and fill out all details in the collected columns on the right hand side of the document. In case you are booking via ATLAS, you shall print the POC document from ATLAS on the day of collection. If you can not print the POC document from the ATLAS application because the application is not accessible, you should use the manual TBR/POC document (appendix 2). In case of split or merged TB s a new POC document shall be printed by the Consignor after the confirmation from Volvo Group Logistics Services. The Consignor shall give the completed POC document to the Driver. The collected column of the POC document shall always be filled out, and must correspond to what has actually been loaded. Both the Consignor and the Driver shall always verify and sign the POC document prior to departure from the Consignor. Page 7

8 When more goods than booked are ready for collection, the Carrier shall be contacted immediately. In this case the Carrier reserves the right to refuse the exceeding quantity. Extra goods for a suffix for which no TBR has been created will always be refused. In case your shipment is under customs regime (e.g. transit or export) you must indicate this on the POC document. Mark the checkbox Customs goods Y/N and mention the customs document ID s in the remark field. In case you are using AVIEXP/DESADV, the EDI numbers of the collected goods must be mentioned on the POC, in the remark field. Dangerous Goods When booking the transport, you shall specify whether or not the shipment contains dangerous goods (checkbox Yes or NO). Details shall be stipulated in the remarks field. Dangerous goods shall always be packed in suitable and safe packaging. Every separate package with dangerous goods shall have the correct dangerous goods label(s) attached to it. The Consignor shall also provide the correct labels for the driver. The Consignor shall hand over the MSDS (material safety data sheet)-documents and the dangerous goods declaration to the driver. It shall also be mentioned on the driver s CMR/ freight note / POC that the shipment contains dangerous goods. Pre-advice AVIEXP / DESADV transport reference Additional to the AVIEXP/DESADV-specification we want to emphasize the use of following transport information: AVIEXP/DESADV Transport references The Carrier Code is mandatory in following segment: AVIEXP: DTR 3296 DESADV: 9-NAD.3039 with party qualifier CA (=carrier) The Transport Document Number is mandatory in following segment: AVIEXP: DTR 1188 DESADV: 7-RFF.1153, reference qualifier AAS 7-RFF.1154, transport document nr = TBR ID* For further information, please contact the EDI-group of Volvo. *TBR ID: Transport booking request ID, the unique id of a shipment that is generated in ATLAS when a booking is requested. Page 8

9 Confirmation form This form confirms that you understand and accept Volvo Group Logistics Services Transport Instruction. Please return the form by within three (3) working days to the address below. Please note that confirmation without signature is acceptable. Signature Date Printed Name address In connection with the confirmation of the Transport Instruction, please verify that below information is correct. If not, please indicate correct information in the right hand column. First Consignor Loading address Opening hours at goods reception Please fill in the changes in this column! Contact person (transport booker) Telephone number Fax number Dangerous goods/adr Yes No Yes No Please use CAPITAL letters. It is very important that you, as receiver of this instruction, secure that all concerned persons within your company receive the information given in this instruction. Volvo Group Logistics Services Implementation Team Page 9

10 Appendix 1: Contacts Volvo Group Logistics Services Implementation Team Volvo Group Logistics Services ATLAS Helpdesk (ATLAS related issues) Tel: Fax: Volvo IT Support (password issues) (24h Support) EDI Support (e.g. Questions regarding the WebEDI system, etc.) Page 10

11 Appendix 2: Manual Transport Booking Request (TBR)/POC Mandatory fields: Addressee: Name of the authorized party to which this TBR template is addressed Collection date: Year, Month, Date of collection (+ collection time if agreed with Volvo Group Logistics Services) Delivery Type: Fill out valid delivery type if other than LTL (First) Consignor ID: Volvo Group Logistics Services ID for your collection address Consignor name: Your company name Collection Address: Street + No, postal code, city and gate (if applicable) Contact person: Issuer of the transport booking request Phone: Phone number of the issuer address of the issuer Fax: Fax number of the issuer (optional) Message to Carrier: Specific info for the Carrier Place of delivery: Receivers code from the call-off for place of delivery (usually the suffix) Booked No of THU s: Number of packages (pallets, racks etc) Booked THU type: Volvo s packaging type e.g. L4, K2 etc. Use OTHER if using non-standard Volvo packaging Booked Gross weight: Weight per THU Dimensions: In case you filled out package type 'Other' you will have to specify Length, Width, and Height of each THU type. Booked volume: Volume per THU LDM (Loading Metres): Only in case of shipping non-stackable goods and if you are allowed by Volvo Group Logistics Services to book loading metres, fill out value of loading metres. Hazardous material Y/N: Fill out if the specified THU contains Hazardous / Dangerous goods, Yes or No, details shall be filled out under remarks. Stackable Y/N: Only in case of using non-standard Volvo packaging, please specify whether the THU s are stackable or not, Yes or No. Temperature Control Y/N: Fill out if the specified THU contains Temperature Controlled goods, Yes or No, under remarks fill out max/min temperature. Customs Goods Y/N: Fill out if the specified THU contains Customs Goods, Yes or No. Collection info (shall always be filled out and reflect the collected shipments) o No of THU s : Number of transport handling units o Gross Weight per THU o Volume per THU Remark field: The following items need to be filled out in the remarks field, if applicable o Order number o When Hazardous material / Dangerous Goods, fill out UN-number, class, proper shipping name and packing group o If customs goods, you must specify your customs document ID o If you are using AVIEXP/DESADV, you shall specify the EDI numbers o Other remarks To be completed by driver o Date of Collection: Actual date of collection o Time of Arrival: Actual time of arrival at the Consignor premises o Time of Departure: Actual time of departure at the Consignor premises o Equipment ID: Trailer identification o Signature and printed name: Signature of driver and Consignor Page 11

12 TRANSPORT BOOKING REQUEST PROOF OF COLLECTION DOCUMENT Addressee : Collection Date: Year / Month / Date Collection Window (only for FTL) Delivery Type Consignor details 1st consignor ID: Consignor name: Collection address: Message to carrier : Contact: Phone: Fax: Shipment details Place of delivery (Suffix) No of THU's THU Type Gross Weight per THU Dimensions (LxWxH) 'Other' cm Booked Volume per THU Original Consignor Haz. Mat. Y/N Stackable Y/N Temp Contr Y/N Customs goods Y/N No of THU's Collected Gross Weight per THU Volume per THU Totals: Remarks: To Be Completed by driver Signatures Printed Name Date of Collection Driver Time of Arrival Consignor Time of Departure Consignee Equipment ID Remarks Page 12

13 Appendix 3: Example of label Page 13