MANTRACO LTD

Subject :Control of Non-Conformance - Import Service	Ref : QD22

1.0	Purpose
	This is to establish and maintain a system of control to ensure that shall non-conforming cargoes are prevented from inadvertent shipping.
2.0	Scope
	Applicable to all import shipments handled by the company.
3.0	Attachment
	Attachment MA/QD22/001 - Disposition Notice (Import)
4.0	Procedure
		System Flow	Responsibilities & Authorities	Related Docs & Forms	Notes
4.1		Identify Non-Conformance .	---	---	1
4.2		Discuss/Obtain Instruction .	CS Import	---	2
4.3		Decide/Issue disposition Notice .	CS Import	Disposition Notice (Import)	3
4.4		Distribute disposition Notice .	CS Import	Disposition Notice (Import)	4
4.5		Obtain Instruction/ Approval .	CS Import	---	5
4.6		Detach Disposition Notice .	Warehouse	Delivery Order/ Delivery Manifest	6

Highlights/Explanation
Note 1:	Shipment with or having discrepancies shall be defined as a non-conformance. Some non-conformances are listed as follow: Withheld due to non-payment of charges by customer. Pending delivery/re-export instruction from customer. Incomplete shipment i.e., partial, shortlanded, unlocated. Rejected by customer. Requiring bank endorsement from customer prior to delivery. Withheld due to cross-labelling by overseas agent. Note: Any other non-conformances i.e., damaged shipment pending investigation/instruction, shipment pending from overseas agent, etc shall be recorded in the "Others" column of the Disposition Notice (Attachment MA/QD22/001) .
Note 2:	CS Import upon obtaining the said information/details to any of the non-conformances, shall contact the customer/overseas agent (if applicable) and discuss/co-ordinate/obtain further instruction on the shipment. .
Note 3:	CS Import shall liaise with internal sections such as Import, Breakbulk, Warehouse and shall issue the disposition Notice (Import) in triplicate copies, indicating clearly the disposition status of the non-conformance shipment. .
Note 4:	CS Import shall arrange to have the Notice distributed to the respective sections for action: 1st copy (original) To the Warehouse Officer for his awareness and action (attest Notice to shipment). 2nd copy CS Import to retain and attach to yellow copy of Import Clearance/Delivery Instruction (pertaining to non-conformance shipment) for reference and follow-up. 3rd copy To the Import Executive/Senior Import Supervisor for reference and attachment to the original copy of the Import Clearance/Delivery Instruction. Note: Upon affixing the Notice, Warehouse shall place the non-conformance shipment in a segregated area of the Import warehouse with other pending cargoes (having disposition Notice). .
Note 5	Upon obtaining the advice/instruction/approval for release/delivery from the customer/overseas agent (verbally or by letter/telex/telefax), CS Import shall inform the internal sections (Import, Warehouse) concerned. .
Note 6:	Import shall hand over the Delivery Order (together with Airwaybill/Housewaybill, approved Inward Permit, Invoice, Packing List) to Traffic for delivery. Warehouse on receiving the Delivery Order (Attachment MA/QD16/002) or Delivery Manifest (Attachment MA/QD18/001) for release/delivery, shall detach the Disposition Notice (Import) from the shipment. Note: Instructions/approval from the customer/overseas agent shall be recorded onto the Import Clearance/Delivery Instruction by CS Import. Issue/handover of the Delivery Order/Delivery Manifest shall supercede the Disposition Notice issue. All correspondences pertaining to the non-conformance shipment shall be attached to the Import Clearance/Delivery Instruction and these shall be filed and kept by CS Import for reference purposes.
General Remarks/Comments
The above import procedures can also be initiated/co-ordinated by Import, Sales, Project & Development and Sea-Air. For shipments to consignees handled by other airfreight agents, Breadbulk shall assume the responsibilities and authorities instead of the CS Import. Any non-conformance which constitutes a service failure, an Irregularity Report shall be issued Guidelines as per QD24 (Corrective Action). 48 hours (excluding Sunday & Public Holiday) upon cargo receipt in the warehouse.

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