Air Operation

Handling Air Imports to the U.S. by Freight Forwarders

1. Prealert:

   • Notifies receiving forwarding office about the impending shipment, including the airline, customs brokers, flight details and destination.

   • Obtain detailed shipment information if needed such as the expected arrival date and contents.

   • This early notification helps in preparing the necessary documentation and arrangements.

   • It allows receiving office to anticipate the shipment and prepare for its processing.

   • Effective prealerting reduces the risk of delays and ensures coordinated handling.

2. Validate Information:

   • Verify the firm's code to ensure accurate billing for services and charges.

   • Confirm the pick-up location with the ground handling facility to ensure proper handling.

   • Validate the payment method for Terminal Handling Charges (THC) to ensure accurate payment details.

   • This step involves checking all financial and logistical details before the shipment arrives.

   • Accurate validation prevents billing errors and logistical mishaps.

3. Send Arrival Notices:

   • Send arrival notices to customs to initiate the clearance process.

   • Include essential details like shipment contents, value, and origin.

   • Timely submission helps in avoiding delays at the customs clearance stage.

   • It provides customs officials with necessary information for assessing duties.

   • Proper documentation speeds up the clearance process and prevents issues.

4. Send Delivery Orders:

   • Issue delivery orders to truckers based on validated shipment information.

   • Specify details like pick-up location and delivery address.

   • Coordinating with truckers ensures preparedness for pick-up and delivery.

   • Effective communication prevents miscommunication and delays.

   • Proper handling of delivery orders ensures timely delivery.

5. Receive Customs Release Confirmation:

   • Obtain confirmation from customs that the shipment has been cleared.

   • This confirmation is crucial for moving forward with ground handling.

   • It provides assurance that all duties or taxes have been paid.

   • Timely receipt helps in preventing delays in the shipment process.

   • Confirmation verifies that there are no outstanding customs issues.

6. Relay Confirmation:

   • Send the customs release confirmation and THC payment receipt to the ground handling facility, copy carrier to email conversation with GH facility.

   • Confirm that the shipment is ready for pick-up and establish the Last Free Day (LFD).

   • Effective communication with the ground handling facility helps in coordinating pick-up.

   • Ensure that all required documentation is provided for smooth handling.

   • Proper relay of confirmation facilitates a seamless transition to ground handling.

7. Arrange Pick-up and Delivery:

   • Coordinate the pick-up of the shipment with the ground handling facility.

   • Arrange delivery to the final destination based on the shipment’s requirements.

   • Coordination with truckers ensures efficient handling and timely delivery.

   • Proper scheduling prevents delays and maintains the shipment’s integrity.

   • Effective management of pick-up and delivery ensures adherence to deadlines.

8. Dispatch Confirmation:

   • Obtain confirmation from the carrier regarding the shipment’s status.

   • Dispatch this confirmation to relevant parties to keep them informed.

   • It provides a record of the shipment’s status for tracking and management.

   • Proper dispatch confirmation helps in addressing any transit issues.

   • Coordination with the carrier ensures smooth progress through transit.

9. Obtain Pick-up Confirmation:

   • Obtain pick-up confirmation from the carrier to verify that the shipment is in transit.

   • This confirmation serves as proof that the carrier has taken responsibility.

   • It helps in tracking the shipment and verifying the pick-up process.

   • Ensuring proper pick-up confirmation provides assurance of handling as planned.

   • It helps in managing the shipment’s progress through the supply chain.

10. Proof of Delivery (POD) and Invoice:

    • Obtain proof of delivery (POD) from the carrier to confirm successful delivery.

    • Secure an invoice from the carrier for detailed charges related to the shipment.

    • The POD serves as evidence of delivery, and the invoice provides a record of costs.

    • Ensuring these documents are obtained helps in completing the shipment process.

    • Proper review of POD and invoice addresses potential issues and verifies delivery.

11. Billing and Completion:

    • Prepare and send invoices for the services provided, including transportation and handling.

    • Review and confirm all costs, ensuring accurate financial transactions.

    • Once billing is complete, finalize the shipment process and complete administrative tasks.

    • Proper billing ensures that all parties are paid and the shipment is fully accounted for.

    • Effective billing and completion maintain financial accuracy and conclude the shipment.

Air Shipment Tracking Report Guide

Welcome to the air shipment tracking report! This guide will help you understand how to navigate the table and interpret the data it contains.

    Automatic Retrieval of Shipment Information

When the Master Bill of Lading (MBL) number is pasted into the tracking report, the system automatically retrieves and populates the following details(if sold by Northeast) :

• Shipper, Cnee Name, HAWB#, Departure (Airport), Destination (Airport), Airline, Notes, Number of Pallets, Width (CM), Length (CM), Height (CM), Gross Weight (KG), Chargeable Weight (KG), Door Delivery (City, State, Zip Code), Payment Term, Sales Rep.

    Automatic Retrieval of Revenue and Cost Estimates

The following financial information is also automatically retrieved(if sold by Northeast):

• Air Freight Revenue, Inland Revenue, Customs Clearance Revenue, Air Freight Cost, Inland Cost, Customs Clearance Cost, Terminal Handling Cost, Total Revenue, AF Rate Per KG, Air Freight, AWB Fee, T1 Cost, Origin Inland Cost, Destination Inland Cost, THC, Origin Profit, Total Cost, Profit.

    Color-Coding Based on Shipment Status

In the shipment tracking table, rows are color-coded to represent the status of each shipment, making it easy to track progress. The color-coding typically includes:

• Completed: All tasks related to the shipment are finalized.

• Invoiced: The invoice for the shipment has been issued.

• Delivered: The shipment has reached its destination.

• Out for Delivery: The shipment is in the process of being delivered.

• Ready for Pick-up: The shipment is ready to be picked up.

• Customs Released: Customs clearance has been completed.

• Arrived at Destination: The shipment has arrived but is not yet delivered.

• In Flight: The shipment is in transit by air.

• Booking Confirmed: The booking has been confirmed.

This color-coding system helps to quickly identify the status of each shipment at a glance.

    Table Columns and Their Purposes

1. LINK: A URL or hyperlink to detailed shipment information or documents.

2. C. REP: Customer Representative - The person responsible for handling the customer’s account.

3. STATUS: Current status of the shipment (e.g., "In Flight", "Delivered").

4. BGL File No: Bill of Lading (BGL) file number, used for tracking and reference.

5. Shipper: The company or individual sending the shipment.

6. Cnee Name: Consignee's name - the recipient of the shipment.

7. MAWB: Master Air Waybill - The primary document for air cargo.

8. HAWB: House Air Waybill - Document detailing individual shipments under a MAWB.

9. DEPARTURE: Location from where the shipment is departing.

10. DESTINATION: Final location where the shipment is headed.

11. ETD: Estimated Time of Departure - When the shipment is expected to leave.

12. ETA: Estimated Time of Arrival - When the shipment is expected to arrive.

13. AIRLINE: Airline responsible for transporting the shipment.

14. FLIGHT #: Flight number used for tracking the shipment.

15. NOTES: Any additional notes or comments related to the shipment.

16. Number of Pallets: The total number of pallets in the shipment.

17. WIDTH (CM): Width of the shipment in centimeters.

18. LENGTH (CM): Length of the shipment in centimeters.

19. HEIGHT (CM): Height of the shipment in centimeters.

20. GROSS WEIGHT (KG): Total weight of the shipment including packaging, in kilograms.

21. CHARGABLE WEIGHT (KG): Weight used for billing purposes, in kilograms.

22. DOOR DELIVERY: Indicates whether door-to-door delivery is included.

23. PAYMENT TERM: The payment terms agreed upon for the shipment.

24. SALES REP.: Sales Representative managing the shipment.

25. AN SENT: Indicates whether an Advance Notice has been sent.

26. DO SENT: Indicates whether a Delivery Order has been sent.

27. THC PAID: Terminal Handling Charges paid for the shipment.

28. CUSTOMS: Status of customs clearance (e.g., "Cleared", "Pending").

29. FREIGHT: The cost of transporting the shipment.

30. FIRMS CODE: Code for the firms involved in handling the shipment.

31. Ground Handling Facility: Facility responsible for ground handling of the shipment.

32. TRUCKER: Company or individual responsible for trucking.

33. BREAKDOWN DATE: Date when the shipment details are broken down or updated.

34. LFD: Latest Free Date - The last date when the shipment can be collected or processed.

35. PICK UP: Date when the shipment was picked up.

36. DELIVERY DATE: Actual date when the shipment was delivered.

    Task-Based Columns

1. AN SENT: Indicates whether an Arrival Notice has been sent. (Y for sent, N for not sent)

2. DO SENT: Indicates whether a Delivery Order has been sent. (Y for sent, N for not sent)

3. THC PAID: Indicates whether Terminal Handling Charges have been paid. (Y for paid, blaNnk for not paid)

4. CUSTOMS: Indicates whether customs clearance has been completed. (Y for completed, N for pending)

5. INVOICED: Indicates whether the invoice has been sent. (Y for sent, Nfor not sent)

6. DONE: Indicates whether all tasks related to the shipment have been completed. (Y for completed, N for not completed)

    Revenue and Cost Columns

1. Air Freight Revenue: Indicates whether revenue from air freight has been entered. (Y, or N)

2. Inland Revenue: Indicates whether revenue from inland transport has been entered. (Y, or N)

3. Customs Clearance Revenue: Indicates whether revenue from customs clearance has been entered. (Y, or N)

4. Air Freight Cost: Indicates whether the cost for air freight has been entered. (Y, or N)

5. Inland Cost: Indicates whether the cost for inland transport has been entered. (Y, or N)

6. Customs Clearance Cost: Indicates whether the cost for customs clearance has been entered. (Y, or N)

7. Terminal Handling Cost: Indicates whether the cost for handling the shipment at the terminal has been entered. (Y, or N)
   
   Revenue and Cost Calculations & Estimates

1. TOTAL REVENUE: Total revenue generated from the shipment.

2. AF RATE PER KG: Air Freight rate charged per kilogram.

3. AIR FREIGHT: Total cost incurred for air freight.

4. AWB FEE: Fee for Air Waybill documentation.

5. T1 COST: Cost for T1 transit document, used for customs and transit control.

6. ORIGIN INLAND COST: Cost of inland transport at the origin.

7. DESTINATION INLAND COST: Cost of inland transport at the destination.

8. THC: Terminal Handling Charges for processing the shipment at the terminal.

9. ORIGIN PROFIT: Profit earned from the shipment at the origin office, reflecting the profit by the overseas office.

10. TOTAL COST: Total expenses for the shipment, including air freight, handling, and other related costs.

11. PROFIT: Net profit from the shipment, calculated as total revenue minus total costs.