Employee identification badges
A well-designed identification badge should be color coded to identify employees from one department to another.  The badge should also include the employee¡¯s photo as well.
 
EX (Point Of Origin)
From the point where the shipment begins movement, e.g., "Ex Factory" "Ex Mine" or "Ex Warehouse." See "Terms of Sale."
 
EX-Dock
(From dock.) Seller owns goods until they are unloaded on dock at port of discharge; selling price includes all costs so far plus cost of unloading from vessel.
 
EX-Factory
Seller owns goods until they are picked up at his factory; selling price is the cost of the goods.
 
Facility and vehicle keys registers
This register monitors the movement of facility and vehicle keys.  It keeps track of to whom the facility keys or vehicle keys are issued, how many and what keys are issued, and when are the keys issued etc.
 
Free Alongside - F.A.S.
(Free alongside steamer.) Seller owns goods until they are delivered alongside vessel; selling price includes all costs so far plus cost of transportation to dock.  A pricing term indicating that the quoted price includes the cost of delivering the goods alongside a designated vessel, with other costs, such as loading the goods, freight, insurance, etc., to be payable by the buyer.
 
Free On Board - F.O.B.
A pricing term indicating that the quoted price includes the cost of loading the goods into transport vessels at the specified place. The seller is responsible for delivery of goods and the loading up of vessel or aircraft, at an agreed port or airport, in the country of origin. Therefore, the buyer is responsible for freight and insurance, and not the supplier (or seller).
The International Air Transport Association, regulates and supervises the international air transport industry.
At origin, the shipper pays all charges for moving a shipment from point B, as shown on the airway bill or on the bill of lading. The liability of ARAMEX is limited to a total of US$ 100.00 or US$ 9.07 per pound, whichever is higher, unless a specific value for carriage is declared at the time of tender of the airway bill to the airline. In this case, an additional charge or premium will be assessed and levied. Declared value for carriage must not exceed the amount of the declared value for customs.
The selling price or replacement cost of the contents of your shipment, even if not for re-sale. This amount must be equal to/or greater than the declared value for carriage.
When goods cross international borders, they are subject to custom duties or taxes based on local tariffs.
The seller agrees to make the goods available to the buyer at a specific location only, in the country of origin.
Free Alongside Ship
The allotment in advance of space or weight capacity for goods that need to be shipped.
The route to be adopted and indicated as originally specified in the airway bill or in the bill of lading.
Any information the shipper uses to reference the shipment, such as purchase order number, invoice number, etc.
F.O.B. Truck
(Free on board truck.) Seller owns goods until they are loaded on truck at his factory; selling price includes all costs so far plus cost of loading on truck.
 
F.O.B. Vessel
(Free on board vessel.) Seller owns goods until they are loaded on vessel; selling price includes all costs so far plus cost of loading on vessel.
 
F.O.B. Warehouse
(Free on board warehouse.) Seller owns goods until they are delivered to buyer's warehouse at final destination; selling price includes all costs so far plus transportation to final warehouse.
 
Freight Forwarder
An independent business which handles export shipments for compensation. At the request of the shipper, the forwarder makes the actual arrangements and provides the necessary services for expediting the shipment to its overseas destination. The forwarder takes care of all documentation needed to move the shipment from origin to destination, making up and assembling the necessary documentation for submission to the bank in the exporter's name.  Freight forwarders generally consolidate shipments for one or more shippers, and use the services of a motor carrier.  The forwarder arranges for cargo insurance, makes the necessary overseas communications, and advises the shipper on overseas requirements of marking and labeling. The forwarder operates on a fee basis paid by the exporter and often receives an additional percentage of the freight charge from the common carrier.  Forwarders assume liability for loss or damage in the same way as carriers.  In the freight forwarder relationship there are really two contracts of carriage: between the shipper and the forwarder, and between the forwarder and the carrier.  Thus, they are liable to the shipper for the loss or damage, and would have to file their own claim against the motor carrier.
 
Goods
Cargo shipped by sea or air.
 
Human Resources
Human resources manual / Hiring policy
This is a general document governs all of the facility¡¯s human resources activities.  A hiring policy is a specific document lists all the details about hiring like procedures, types of acceptable documents from applicants, reference verification, and background checks etc.
 
Employment verification record
H.R department should check out a job applicant¡¯s employment history; an employment verification record details the job applicant¡¯s past working experience, companies the person worked for before, duration of employments, and comments from previous employers etc.
 
Background check record
This record can be in the form of law enforcement or government record, credit report, or drug-testing report etc.
 
Driver credentials (types of vehicles driver can operate)
Drivers who operate a truck, tractor-trailer or other types of specialized vehicles must be trained and certified by both the training institutes and government agency (usually the department of motor vehicle).  Records from these organizations prove a particular driver is fit to operate a certain types of vehicles.
 
Employee training manual (related to security)
Can be in the form of a book, booklet, or loose sheets.
 
Training record
¡¨¬          Security meeting minutes (attendees list)
¡¨¬          Security training program/schedule (type of training)
¡¨¬          Other documents
 
Import License
A document required and issued by some national governments authorizing the importation of goods into their individual countries.
 
In Bond
A term applied to the status of merchandise admitted provisionally to a country without payment of duties -- either for storage in a bonded warehouse or for trans-shipment to another point, where duties will eventually be imposed.
 
Incident report
This report records details of irregularities found at loading / unloading area, at vehicle inspection or during the delivery trip.
 
Invoice, Packing List, etc. 
The invoice should detail the buyer and seller, a description of the goods, the quantity, the amount paid, the terms of sale and date. The packing list generally provides the weight, number of cartons and other relevant shipping information for the corresponding commercial invoice. Taken together, the commercial invoice and packing list evidence a contract of the sale of goods between a buyer and seller and provide the NVOCC / IAC or freight forwarder with information about the value of the shipment and other requirements of the parties to the trisection. For example, a shipment of frozen fish may require a special temperature setting. This may be recited on the SLI, commercial invoice, packing list, or all three.
 
I.T. security policy / computer usage policy
This is a general document details the company¡¯s policy on information system usage.  It illustrates who has the right to access the company¡¯s computer systems; it also defines the acceptable and unacceptable computer usage in the workplace.  Information system security is also included in the policy.
Lading = Loading
Letter of Credit ˇ§C L / C
A document, issued by a bank pursuant to instructions of a buyer of goods, authorizing the seller to draw a specified sum of money under specified terms, usually the receipt by the bank of certain documents within a given time. In effect, the bank substitutes its credit for that of its customer (the buyer).
 
Logistics
That part of the supply chain process that plans, implements, and controls the efficient, effective flow and storage of goods, services, and related information from the point of origin to the point of consumption in order to meet customers' requirements.
 
Loose Freight
Without packing. Sometimes used to refer to freight that has not been palletized or otherwise unitized, i.e., "loose cartons."
 
Manifest 
An itemized list by Bill of Lading number of the kind and quantity of all cargoes loaded aboard a vessel, prepared by the vessel's Master.
 
Motor carrier freight details & invoice (to customer)
The invoice issued to customer for payment.  The total amount usually includes the fuel surcharges (if applies) and special equipment used (if any).
 
*Motor carrier delivery order (for importing)
This is document issued by the trucking company to the port authority in order to retrieve cargo from the port.  This document only applies to land carriers in the US who goes the port to retrieve container for a customer.
 
 
Packing list (from shipper)
A shipping document lists the quantity, the content of goods in a particular shipment.  This document issues by the manufacturer to accompanied the export goods.
 
Proof of Delivery
A document issued by the land carrier to the customer to prove the cargo is delivered to its destination.  Customers usually request this document before payment is made to the land carrier.
 
Seal
A seal is a device (manual or electric) that is used to help ensure the ¡ˇăintegrity¡ˇŔ and Chain of Custody of the container.  Usually, a SEAL is placed on the container once the final loading has been completed and the container doors are closed.  A SEAL has a seal number, which is recorded on the shipping documents to track the containers as it moves along the supply chain.
 
Seal Control System
This is a document trail for container seal.  When a seal is broken for container inspection, a new seal will be installed after inspection by the authority and the new seal number will replace the old one.  The document may be issued to reflect such change or a notation will be added on the shipping document to reflect such change.
 
Seals usage instruction / procedures
A written document pertains to container seal usage, such as application, recording, and tracking of seals.  This written instruction / procedure should instruct employees how to apply container seal to container properly, what kind of seal information must appear on shipping documents, and how to establish trail to track container seals during transit.
 
Seal inventory monitoring register
A written document that monitors the inventory of container seals available.  Information include in the register include, date, number of seals at the beginning of the month, number of seals added during the month, number of seals used, seal numbers, date receipt of new seals, date issuance of seal, seal number, by whom the seal is issued, to whom the seal is issued to signatures of the issuance and receipt parties, current balance etc.  The register must be checked periodically to ensure accuracy.
 
Shipper's Letter of Instruction
This document provides ARAMEX with exact shipping instructions for your exports or imports. This letter should indicate the name and address, telephone and fax of the shipper and consignee, as well as information about the origin and nature of the goods, the destination, weight, dimensional volume and any special handling instructions that you may have.
 
Tractor or Truck Tractor
The noncargo carrying power unit that operates in combination with a semitrailer or trailer, except that a truck tractor and semitrailer engaged in the transportation of automobiles may transport motor vehicles on part of the power unit.
 
Truck-tractor Semitrailer-Semitrailer
In a truck-tractor semitrailer-semitrailer combination vehicle, the two trailing units are connected with a ``B-train'' assembly. The B-train assembly is a rigid frame extension attached to the rear frame of a first semitrailer which allows for a fifth wheel connection point for the second semitrailer.  This combination has one less articulation point than the conventional ``A dolly'' connected truck-tractor semitrailer-trailer combination.
 
Truck operator security manual / instruction
This is a document instructs delivery drivers what to do and what not to do when operating a delivery vehicle.  The document may contain information on vehicle security inspection before, during and after a trip, proper ways of cargo and container seal handling, where and when to stop for rest and meals, how to react during emergency situations, and what to do when irregularities are found during transit etc.
 
 Vehicle security inspection checklist
This checklist identifies areas of inspection a delivery driver should perform before leaving the truck depot.  The security checklist concentrates on vehicle security, which is differ from other checklists that pertain to vehicle mechanics or safety etc.  Nevertheless, it is OK to accept a mechanical and safety checklist that includes security elements if a stand-alone document is unavailable.
 
Vehicle log, Inbound and outbound
The inbound log records details of incoming vehicles (both visitors¡¯ and delivery vehicles).  The outbound log records facility vehicles leaving for the trip or outside vehicles coming in to pick up cargo and are now heading out.  The following information should be included:
Date Time in Time out
Name of driver Driver¡¯s license number Company the vehicle is from
Vehicle license plate number Purpose of visit (inbound) Shipping documents checked (outbound)
 
 
Visitor¡¯s log
This register is used to record details of outsiders who visit the facility.  The following information should be record:
 
Date Time in Time out
Name of visitor Company the visitor from Name of Person to be visited
Visitor Signature   

 

Supply Chain and Security Audi

Certificate of Inspection
A document certifying that merchandise (such as perishable goods) was in good condition immediately prior to its shipment.
 
Certificate Of Manufacture 
A statement sometimes notarized by a producer, usually also the seller, or merchandiser that indicates the goods have been manufactured and are at the disposal of the buyer.
 
The Certificate of Origin
This document certifies the country of origin or manufacturer of the goods being shipped. Most countries have customs and tariff regulations that restrict the import of certain goods from certain countries or regulations which limit the amount of a particular commodity imported. Thus the C.O. is demanded by most customs along with the invoice. Again, one signed original and two copies are required.
 
Commercial Invoice
A statement of transaction between a seller and buyer prepared by the seller, and a description of the merchandise, price, terms, etc.
Commercial Invoice
This document is an invoice of the commercial transaction between the seller and the buyer of the goods. Customs¡¯ authorities require it for clearance across international borders. A commercial invoice assists customs authorities in classifying merchandise for taxes and quota applications when necessary. One original invoice signed and/or stamped along with two copies is required at all times.
 
Company security policy
This document serves as the general guiding principles for facility security practices.  Aside from general statements, the document usually collects and details the existing company security measurements and practices.
      
Company Insurance policy for vehicle operation
It is a requirement for land carrier companies to have sufficient insurance to cover the liability of vehicles operation and customers¡¯ goods.
 
Confirmation document to shipper
It is a carrier-issued promise-of-service to the customer who requested the transportation service at a pervious occasion.  The booking confirmation can be a stand-alone document or in a form of a service contract.
 
Container pickup receipt / record
If the land carrier needs to go to a container yard / storage to pick up an empty container, the staff at the yard may issue a document to the driver stating the type of container issued and its condition.  The driver usually will sign for it.
 
Consolidation 
The Consolidation Endorsement may be added to an Open Cargo Policy at an agreed premium, to provide coverage on merchandise while in transit to, and while at, a common consolidation point for the purpose of preparing or consolidating the merchandise for export.
 
Containerization 
Shipping systems based on large cargo-carrying containers ranging up to 48 feet long that can be easily interchanged between trucks, trains and ships without re-handling the contents.
 
Container inspection report
This report registers the details of container inspection, the overall appearance of the container, the functionality of the doors, the container interior etc.  The container number should be recorded as well.  If this report is not available, ask the carrier company what kind of document they have that include the container inspection information. 
 
C & F - Cost and Freight
Seller owns goods until they are loaded on vessel; selling price includes all costs so far plus cost of freight. The buyer is responsible for insurance. A pricing term indicating that these costs, and only these costs, are included in the quoted price.
 
Crisis management plan
A document to help facility management deals with crisis situations.  The main purpose of the plan is to provide guidance during unforeseeable situations and to mitigate the extent of damages.  This document should include different reaction plans that address different crisis scenarios.  Company executives, department heads and regular employees should know their roles and responsibilities during a crisis. 
 
Customhouse Brokers
A person or firm, licensed by the Treasury Department, engaged in entering and clearing goods through customs. The duties of a broker include preparing the entry blank and filing it; advising the importer on duties to be paid; advancing duties and other costs; and, arranging for delivery to his client, his trucking firm, or other carrier.
 
Dock Receipt
It is a document issued by the freight forwarder to the land carrier to accompany the customer¡¯s goods to the port.  The delivery driver must furnish this document to the port authority. 
 
Documents
Papers customarily attached to foreign drafts, consisting of ocean bills of lading, marine insurance certificates, and commercial invoices, and where required, including certificates of origin and consular invoices.
 
Documentation of internal audits
This document proves the facility conducted internal audits.  Pay attention to the findings, both strengths and weakness should be recorded.
 
Driver logbook
It is a book that details the driver¡¯s activities during a trip.  It is the driver¡¯s ¡ˇădiary¡ˇŔ.   It records time and distance the driver traveled, stops the driver made, and activities he or she performed.  The logbook should be handed in for review by a member of the management when the driver returns from the trip.  The driver¡¯s log should include the following information:
 
Date Miles / Kilometer traveled Activities performed
Starting point Time traveled Comments
Ending point Stops made Signature
 
 
Discrepancy report for product shipping and receiving
This is a report filed by staff at loading / unloading area detailing the discrepancies (e.g. missing / excess of products received or identified before shipping, wrong types of items received, packaging difference etc) observed during the shift or the workday.