CS Export/ Sea-Air/Shipper Project & Development
.

---

Export Verbal Instruction

Export Control Form

Export Control From

The customer (shipper) shall make the initial contact/shipment arrangement with CS Export/Project & Development/Sea-Air and at the same time, advice on the collection/self-delivery of cargo(es) for exportation.
.

CS Export/Project & Development/Sea-Air on receiving the call, shall record all information/handling details i.e., shipper's name, number of cartons, commodity, destination, etc onto the Export Verbal Instruction (refer to QC1 of QD08) Information/details of collection shall then be disseminated to Traffic by telephone or telefax (EVI).
.

Traffic on receiving the inforamtion/details, shall record these i.e., shipper, address, number of cartons, etc onto the computer. Traffic shall then assign the collection to the Transportation Supplier who in turn, shall record the details onto the Collection Checklist (Attachment MA/QD08/003) for reference, awareness and action (refer QC2 of Qd08).

* Should the collection details differ from the records in the computer, 
   Traffic shall highlight and seek verification from CS Export/Project & 
   Development/Sea-Air.
.

The Transportation Supplier shall then proceed to the cargo(es) assigned. Prior to acceptance of cargo(es) from the shipper, the Transportation supplier shall inspect the condition of the cargo(es) for discrepancies i.e., carton torn, wet, crush, etc. (refer to QC3 of QD08).

Note: On the number of cartons for shipper, this can still be accepted by Mantraco as there can be last minute reduction/addition of cartons by the shipper.

* For Dangerous Goods (flammable, liquids, etc)
  The cargo(es) must be segregated from other general cargo(es) in the 
  truck and if required, to be shrink-wrapped.

* For Live Tropical Fishes
  The boxes must be stacked onto the truck in accordance to its marking 
  and secured by means of masking tape or shrink wrap (if applicable).

1. Should the cargo(es) be found in good order and condition, the Transportation Supplier shall stamp/sign on the shipper's cargo receipt copy or issue a Collection Note (Attachment MA/QD08/002) of which a copy shall given to the shipper. The Transportation Supplier shall then arrange to return the cargo(es) to Mantraco warehouse.
2. Should the cargo(es) be found not to be in good order or condition i.e., number of cartons incomplete, cartons torn/crush/wet, etc, the Transportation Supplier shall contact Traffic to inform of the discrepancies found and to seek advice on Export/Project 7 Development/Sea-Air of the irregularity for their awareness and follow-up action with the supplier.

CS Export/Project & Development/Sea-Air on informing the shipper of the discrepancies, shall then seek advise from the shipper as to when the discrepancies can be rectified and cargo(es) be ready for re-rollection. Upon rectification of the discrepancies by shipper, Traffic shall arrange with the Transportation Supplier on the re-collection of the cargo(es) for return to Mantraco warehouse.
.

Upon return to Mantraco warehouse, the Transportation Supplier shall consolidate all Cargo(es) and hand the completed Collection Checklist to Warehouse affirming the acceptance cargo condition. The Transportation Supplier shall then handover the cargo(es) to Warehouse, who will inspect the cargo(es) condition (refer to QC4 of QD08) prior to acceptance.

1. Should the cargo(es) be found to be in good order and condition, Warehouse shall counter-sign on the collection Note and Collection Checklist. Warehouse shall then weigh and take the required measurements (length, breadth, width) of the cargo(es) and record these onto the collection Note. A carbon copy of the Collection Note shall be affixed to the cargo(es) for identification by Warehouse or Export. the remaining copies of the completed Collection Note shall be attached to the shipper's documents (invoice, packing list, shipper's instruction form - if applicable) and handed over to Export for processing.
2. Should the cargo(es) be found not to be in good order or condition i.e., cartons torn, crushed, wet, etc, Warehouse on taking note of the discrepancies shall inform CS Export/Project & Development/Sea-Air or Export and seek further instructions/advise for the cargo(es).

* Disposition Notice (Export) shall be issued by Warehouse and affixed 
   to the cargo. The cargo shall then be placed in an area of the Export 
   warehouse with other pending cargoes (having Disposition Notice).

* The Transportation Supplier in turn, shall issue the Irregularity Report 
   (Attachment MA/QD19/001) indicating the discrepancy found prior to 
   release of shipment to Warehouse.

Mantraco shall assess the extent of damage and contact the shipper to inform on the discrepancies and at the same time, seek instructions on the next step of action i.e., return to shipper, re-pack at Mantraco warehouse and arrange exportation, re-packed at Mantraco warehouse for survey by appointed representative/surveyor.

Shipper upon reviewing the details given by Mantraco, shall then decide and instruct mantraco on the next step of action. As to whether the cargo(es) is to be forwarded/canceled, this shall also instructed by the shipper.

* The Collection Note shall be issued by Warehouse if the shipper 
   instructs cargo(es) to be re-packed and arranged for exportation (refer 
   to Qd25 on guidelines for packing) The new details i.e., weight, 
   dimensions of the re-packed cargo(es) shall be recorded onto the 
   collection Note.
.

Export on receiving the relevant documents e.g., Collection Note, shipper's invoice, packing list, etc, from Warehouse shall verify and match these documents against the Export Verbal Instruction issued by CS Export/Project & Development/Sea-air (refer to QC5 of QD08)

Export shall check verify the following before executing the Airwaybill/Housewaybill:

1. Destination
2. Flight number/date
3. Commodity
4. Special instructions
5. Documents complete and in order

(a) Should everything be in order, Export shall proceed to execute the Airwaybill/Housewaybill and process/issue the Export Control From (Attachment MA/QD08/004)

Note: Affixing the AWB/HAWB labels on the cargo(es) shall either be done by Export or Warehouse.
.

The Transfer/Palletising Supplier shall verify (quantity) and inspect (physical condition) the cargo(es) prior to acceptance from Warehouse (refer to QC6 of QD08).

1. Should the cargo(es) be in good order and condition, Warehouse and the Control Form, confirming release/acceptance. The Transfer/Palletising Supplier shall then arrange to transfer/lodge-in the cargo(es) to the airline terminal(s).
2. Should the cargo(es) be found not to be in good order or condition, the Transfer/Palletising Supplier shall inform Warehouse of the discrepancy noted who shall in turn, shall verify the discrepancy (through documentary evidence of the shipment i.e., instructed by shipper to forward).

Upon confirmation of shipment status between both parties, Warehouse and the Transfer/Palletising Supplier shall sign on the respective columns of the Export Control Form. The Transfer/palletising Supplier shall then arrange to transfer/lodge-in the cargo(es) to the airline terminals.
.