STANDARD OPERATING PROCEDURE FOR EXPORT
By Munif Hijjaz Marketing Sdn. Bhd.
1. PURCHASE ORDER
Received Purchase Orders (PO) from Importer.
2. QUOTATION & SHIPMENT DATE
Obtain Quotation & Shipment Schedule from Forwarding Agent and get an advice from Importer and warehouse for suitable date of shipment.
NOTE: Container booking at least 3 weeks prior to the shipment date.
3. BOOKING CONFIRMATION (BC)
Once shipment date selected, we will notify forwarding agent and they will send a booking confirmation via email. Export Admin will email Draft Packing List & BC to the warehouse.
- Our Export Admin will prepare draft of packing list to forwarding agent.
- Based on packing list, forwarding agent will do necessary checking on HS CODE and advice for any export permit required such as Maqis, Department of Veterinary, etc.
- Export Admin also will check on Tax Exemption from Custom Department.
4. CONTAINER CALCULATION
Export Admin will calculate container spacing based on PO received and will advice Importer if any extra or insufficient space.
5. ORDER CONFIRMATION
Export Admin will get an approval from Importer and our management to confirm on final quantity and stock availability.
6. PROFORMA INVOICE
Export Admin will email to Importer Proforma Invoice and request 50% deposit.
7. EMPTY CONTAINER ARRIVAL DATE
Export Admin will coordinate with Importer and our warehouse on date of arrival empty container.
8. UPDATE STATUS OF EMPTY CONTAINER ARRIVAL
Export Admin will notify forwarding company on the arrival of empty container at our warehouse and update container number and seal number.
9. LOADING OF PRODUCTS INTO CONTAINER
10. REVIEW AND REVISED PACKING LIST
Once container fully loaded, Export Admin will revise packing list based on actual quantity.
11. CONTAINER PICKUP ARRANGEMENTS
Export Admin will inform forwarding company to make arrangement on the pickup date once container fully loaded.
12. PACKING LIST & INVOICE
Export Admin will update latest packing list and invoice to forwarding company for preparing of Bill of Lading (BL) and K2 form.
13. FINAL INVOICE & PACKING LIST
Export Admin needs to verify the actual quantity from the warehouse to issue the Final Invoice & Packing List and email it to the importer.
14. DRAFT BL & K2 FORM
Forwarding company will prepare draft of BL for approval by Importer.
Export Admin needs to review the following information:
- Consignee's Name & Address
- Vessel Name
- Container Number
- Seal Number
- Quantity & Weight
- Other information
15. LETTER OF INTENTION (LOI) / TELEX RELEASE
Export Admin will prepare Letter of Intention (LOI) for BL release via Telex.
Export Admin needs to review the following informations:
- Date
- BL No.
- Container No.
- POL (Port of Loading)
- POD (Port of Departure)
- Vessel
- ETD PKG (Estimated Time of Departure from Port Klang)
16. ORIGINAL BILL OF LADING (BL)
17. FINAL INVOICE TO IMPORTER
Export Admin will email the Final Invoice to the Importer for balance payment purposes.
SAMPLE OF CERTIFICATE
