this system covers the documentary cycle for three types of logistics activities , and divided into
this system covers the documentary cycle for three types of logistics activities , and divided into
Customs clearance companies
Shipping agencies and services
Shipping and unloading companies
Customs clearance companies
When the customer purchases goods or assets from abroad and imports them into the country, and that is through sea containers or air parcels.
In the case of exporting goods abroad, the company shall terminate all procedures inside the port since the goods arrive at the port and ship them on the vessel or plane.
Where clearance companies perform all procedures to release the goods when they arrive at the port and pay the related expenses
Documentary Cycle
1- Once agreed with the client, a commission order will be issued, explaining all the details of the shipment.
Type of shipment (incoming or outgoing), (sea or air),
- (Date of arrival, date of receipt of documents, date of release, date of customs procedures),
- Shipping port and arrival port,
- Country of origin, release system, certificate number,
- Attachments, items, gross weight ..... etc.
2- The company estimates the initial cost to complete the procedures for a specific shipment.
3- The customer pays (advance payments) from under the account, where they are recorded with (cash receipt - checks - or bank transfers)
4- The amounts are paid in more than one currency (Egyptian pounds - dollars - euros), taking into account the knowledge of the balance of the payments made by clients for each currency separately at any time.
5- These amounts are disbursed as a pledge to the company's employees, through (cash receipt - checks - bank transfers), where each of them ends the procedures assigned by the company inside the port to pay the expenses with official or other receipts and finish the procedures for clearing the goods.
6- Expenses are divided into (formal - informal expenses).
• Official expenses: - These are the expenses that the employee pays on behalf of the customer who owns the shipment, whether to the Ports Authority or other entities, with official receipts, such as: floors are paid to the Ports Authority or checks are done with official receipts in order to provide it to the customer to prove expenses
• Unofficial expenses: - As perishes or otherwise, unofficial expenses and an agreed percentage of official expenses
- The financial accountant settles the custody of each of the owners of the Covenant by recording the expenses through (custody settlement document), and records every expense of the recovered expenses with the receipt number and records with all the expense of the shipment that was disbursed as a cost center called (statistical codes)
After completing all procedures of customer, the customer's bill is submitted and consists of two parts
1- All the different expenses paid in different currencies
2- Fees for the shipping company (service provider)
Sometimes the customer requests some other services, such as the process of transporting goods from the port to the customer’s place, where the shipping company has an agreement with the cargo transport company and an invoice is provided to the customer with the value of the transportation and fees related to the shipping company
The results are extracted from the system
1. The company's financial position list at any time
2. Income statement
3. Profits for each shipment .
4. Inquiring about official or non-official expenses, you have a mandate order at any time
Shipping agencies
The shipping agencies provide their services to the owners of ships and boats passing through the regional waters of the country, as well as during the ships' commercial trips.
There may be a boat or ship that passes through the Suez Canal or from the port of one of the country's private ports such as (Dekheila - Abu Qir - Alexandria - Damietta), where communication takes place between some foreign companies that represent the owners of ships and ships and between Egyptian companies specialized in shipping agencies
She informs her of the deadline of the dockyard of ships and the port of arrival, and asks her to provide some services and equipment, such as:
- Meals, water,
- Reservation of a hotel for the captain of the ship for overnight stay
- maintenance and cleaning operations for the vehicle
- pay some fees ... etc.
Documentary Cycle
1. The customer sends a (assignment order) to the shipping agency company explaining all the details of the shipment.
- Port of arrival and date of arrival
- Required services
Once the company agrees , advance payments are sent from the client to the company to executeall services that the customer desires ,through bank transfers.
2. The company disburses funds to the company’s employees to implement all necessary procedures to provide services for the ship or its crew through the payment of expenses (cash payment receipts)
3. Each extract performs the tasks required of it and a custody settlement is made through (custody settlement document) each extract is at the expense of each of its ships.
4. At the end of the cruise journey, an account statement is sent to the customer for each ship that arrived at the port, indicating all expenses that have been paid on behalf of the customer and for each individual boat and the company’s fees and are in foreign currencies (dollars - euros)
The results are extracted from the system
1. The company's financial position list at any time
2. Income statement
3. Profits for each shipment or flight for each customer
Shipping and unloading companies
When a company needs to import or export some products, such as wheat, grains, coal, or other products via ships, it needs to deal with
Shipping and clearing companies which in turn are responsible for
- Shipments of goods issued from the port to ships or commercial boats
- Unloading those ships through a group of specialized equipment that help in doing this, such as belts, hoists, shakers, excavators, cranes, etc.
- Provides some services, such as storing goods inside the port, whether in the company’s stores inside the port or outside yards that are responsible for preserving the goods until they are shipped in the outgoing condition or leaving the port in the incoming state
Documentary Cycle
1- Once agreed with the customer, a (commission order) with all the details is issued,
- Type of shipment (incoming or outgoing),
- Date of arrival, date of departure
- Shipping port and the arrival port
- Country of origin, release system
- Certificate number, attachments, classes, gross weight .. etc.
2- Providing the appropriate equipment for the required discharging or shipping operations, according to the type of vessel and its capacity, and a shipping-discharging order (work sheet) is issued.
3- rentingequipmentesfrom External contractors like cranes - excavators - loaders and other equipment that the company needs to implement what is required of it.
4- The operating hours for each equipment are recorded, whether the company equipment or the contractors (work - waiting - sleep - breakdowns and the cause of every malfunction) through (Sarki equipment)
5- The price lists of each contractor and the price of each equipment are recorded
6- Issuing claims for contractors ’accounts in which all equipment and working hours are explained on each vehicle and its faults.
7- The loading rates for each equipment are measured from the company’s equipment
8- Calculating stock retention periods in the company's own stores
9- Issuing freight and discharge bills for customers at the ton price of each item on each of its ships
10- Issue bills in storage, whether in yards or stores, according to the period in which the stock remains
11- Recording all expenses related to equipment (winches - loaders - excavators)
The results are extracted from the system
1. The company's financial position list at any time
2. Income statement
3. Profits for each boat or flight for each customer