Algorithm of the work of the manager of the multimodal department

  • Accept a request from a customer for transportation.
  • Think over the best route and send requests to agents, lines, forwarders, carriers to receive a rate. When placing requests for quotation of rates from the line, it is necessary to clarify the information on the terminal of arrival (free storage period), under the terms of demurrage/detention. Broadcast this information to the client in a commercial offer.
  • Analysis of received rates, selection of rates from several offers.
  • Compose a quotation for a client or send a bid in response to a client's letter. At the same time, it is MANDATORY to indicate the validity period of the rate, make a note that the rate is fixed at the time of the ship (train) departure. The client must be notified in advance of all price changes. When forming a commercial offer, it is necessary to take into account the % for the conversion, which will need to be added when invoicing for the transportation to the client. Usually it is 3% (by agreement).
  • It is necessary to discuss with the client in advance whether he is ready to pay 3% for the purchase of currency and conversion. If the client requires payment only for the Central Bank, then these costs must immediately be included in the freight.
  • When setting rates, take into account the Forwarder's Remuneration, since we work under a Feasibility Study contract for a fee. Usually, 3500 rubles per container for new customers. With a large volume of containers, a decrease is possible.
  • If the client agrees to transportation, it is necessary to check the existence of a valid agreement between the client and "Mobile-SPB" (in some cases, "Broker M"), as well as the existence of an agreement between Broker M and the service provider. In the absence of contracts, send a request to the legal department for their conclusion.
  • Request data from the client for placing an order (Contact data of the sender, e-mail, phone, Skype, etc., weight, volume, type of container, reference/invoice/order number to identify the cargo from the Sender, date of readiness of the cargo).
  • Place a booking, clarify the preliminary schedule.
  • Tell the client the agent's details, booking number, schedule.
  • After filling the container, request a draft bill of lading or railway waybill from the agent, send this draft to the FEA manager and the client for verification and approval.
  • Confirm the draft to the agent or inform about the correction, if the correction is paid, report the cost to the client.
  • If the client asks to insure the cargo, check with him the invoice value of the cargo, fill out an application to the insurance company based on the data of the transport document and send it to the insurance specialist and / or directly to the specialist of the Capital Policy insurance company.
  • When the container number appears, enter the order into the 1C program, where it is necessary to indicate the number of the counter, bill of lading, date of loading, date of arrival at the end point, date of the planned closing of the order (the last day of the month in which the cargo arrives), route, customer reference ( if it is customer requirement).
  • Enter the data on the new shipment into the EXCEL table of the multimodal department, regularly update the data in the table "Cargo".
  • Track the path of the container and inform the client about the arrival at the transshipment port, final destination (station, port).
  • Before the container arrives at the final destination, check with the agent in advance for the availability of a telex release (SWB), if they were issued. In the presence of originals of the bill of lading, inform the client of the address of our forwarder for shipment.
  • A week before the container arrives at the final destination, if the cargo is subject to Phyto Quarantine Control or CCM (this information is provided by the FEA manager who carries out this delivery), the manager of the multimodal department must inform the line or another forwarder that it is necessary to put the CFC / CCC stamp on the bill of lading! !!
  • Check receipt of this stamp on the bill of lading before the cargo arrives!
  • Send the client a form of power of attorney for forwarding and track the receipt of the originals of the power of attorney.
  • Request an invoice for freight, railway delivery from a service provider, enter in 1C.
  • Issue an invoice to the client for freight, railway transportation in advance.
  • Track the payment of the freight, Railway delivery from the client, if possible, receive a payment order from the client.
  • Prepare a package of documents in duplicate for payment of foreign currency invoices for freight (invoice, certificate of completion, bill of lading or railway waybill).
  • Fill out an application on the website of the line to receive bills of lading or request by e-mail bills of lading (rail waybills) for customs clearance.
  • Upon arrival of the container, check the DO, DO1 and send information about the unloading to the FEA manager and the client.
  • Check payment of line or railway station bills for local charges, if they are not included in the freight.
  • Clarify with the client the address of the delivery warehouse, contact person, contact phone number, opening hours, if necessary, clarify technical issues and requirements for the car (short platform, hitch, etc.)
  • Request an export release before or after the GTD is issued.
  • Request from our forwarder TTN for export, indicating the data received from the client.
  • After the container is delivered to the client at the warehouse, check the costs incurred while being at the port or at the railway station, enter all costs into the order in 1C and put the “Transport costs paid” marker. This will be the signal for the finance manager to issue the final invoice to the client.
  • Regularly ask the client about new shipments.
To find out about the possible ways of delivering your cargo, get information about the route and modes of transport, as well as calculate the cost of cargo delivery, please contact our specialists.
Made on