Global Traffic Coordination Team.Traffic and Documentation

April. 2008Users’ GuidelinesPage 1

Traffic &

Documentation

User’s Guidelines
- Part I

General Guidelines for Traffic & Documentation Job

10th Edition

by HMM HQ Traffic & Documentation Part

in Global Traffic Coordination Team

Last Update: July.22, 2011

These guidelines are collected and updated ones for Traffic & Documentation job.

TRF & DOC Guidebook

CONTENTS

1. B/L Data Input

The Outline of HMM Bill of Lading- 6
Customer Info.- 7
POR, POL, POD, PVY- 10
Vessel/Voyage- 12
Reefer Temperature & Ventilation- 13
Description- 14
Others- 16
Special Clauses- 17
B/L Tag- 18
B/L Blank Form- 20

2. B/L Related

B/L Data Closing- 25
Standard procedure for cargo release - 26
Waybill Service- 28
Cargo Release without Original Bill of Lading- 29
Cargo Release Request(C.R.R.) - 31
Endorsement - 32
Tri-Party Service- 33
Location Code- 36
Correction Advice(C/A)- 37
Split, Combined B/L- 40
Switch B/L - 42
Received B/L- 43
Memo B/L - 44
Reissuing Original B/L- 45
HMM Internet B/L Service- 46

3. Traffic

Change of Destination (C.O.D.) - 48
ReturningCargo - 52
Delay in Transit (D.I.T.) - 53
Trans-Shipment Control - 55

4. Special Guideline

Weight Limitation- 58
U.S.A. Road Weight Limitation - 61
KOREA intensified restriction on weight limitation- 64
On deck clause for special CNTR(OT/FR) stowed on deck- 65
IN TRANSIT TO (A) BY (B)-Prohibition clause- 67
Dangerous Cargo Handling- 70
Steel Coil Shipment- 71
Pre-Alert- 72
Long Idling Containers- 73
Demurrage and Detention- 75
CFS Service Availability - 78
45’ CNTR Service Availability - 80
Amendment Penalty - 82
Prohibited Commodities to import - 84

5. Local Rule & Practice

U.S.A.

- Inland Live Reefer Service- 87

- Prorating- 89

- No “USSEA, CY” in PSW & PNW Service- 90

- POD of Florida Service points by APX- 91

- OCP (Overland Common Point)- 92

- Other Rules and Practices - 94

- US Import Wood Packing Material Regulation - 95

- US BNSF Policy Change In Toxic/Poison - 96

- Brazil - Laden On Board/Dated Match - 99

Europe

- U.K.,Secondhand Cars import into U.K.- 100

- Netherlands- 101

- Germany- 102

- Russia- 103

- Romania - 104

- Turkey - 105

- Ukraine - 106

Asia

- Australia- 107

- Bangladesh- 108

- Cambodia- 109

- China, Scrap Material Regulation- 110

- Shanghai, China- 111

- Other area, China- 113

- Dubai- 114

- Egypt- 115

- Hong Kong- 116

- India- 118

- Indonesia- 120

- Japan- 122

- Laos- 123

- Malaysia- 124

- Myanmar- 125

- Pakistan- 126

- Saudi Arabia- 127

- Taiwan- 129

- Thailand- 130

- Vietnam- 131

6. Form

Location Code Request- 133
DEM DET Reduction Request- 133
Long Idling Report- 133
C.O.D. Request- 134
O.C.P. Request - 134
D.I.T. Shipment- 135
Pre-alert for Live Reefer- 135
New L/I Format recommended by P&I Club- 136
Document Agreement for Internet B/L Service- 161
NVOCC contract for U.S.Customs Rule- 164
L/I form for C/A under U.S.Customs Rule- 165
L/I form for Carriage scrap materials to China- 167
L/I form for Overweight Cargo-on U.S.A. Road Weight Limitation- 170

7. Manual (# Appendix)

Shipping Document System User’s Manual
Detention / Demurrage System User’s Manual
Change of Destination Program Manual
Guide for Customer Code Unification (Manual included)
Internet B/L Service Manual
AMS System User’s Manual

B/L Data

Input

------

The Outline of HMM Bill of Lading

Customer Information

POR, POL, POD, PVY

Vessel/Voyage

Reefer Temperature & Ventilation

Description

Others

Special Clauses

B/L Tag

B/L Blank form

------

The Outline of HMM Bill of Lading

B/L Number Coding System

HMM B/L number consists of 15 letters, for example “HDMUBUHB1234567”.

“HDMU” is a registered code of HMM, whichis added to all Bill of Lading numbers as a sign of HMM B/L.

Following 4 alphabetical letters are made up of 2 prefix that indicate Place of Receipt and Place of Delivery. For example, “BU” is the prefix for Busan and “HB” is for Hamburg. HMM B/L system selects relevant prefix by itself if POR and PVY are fixed correctly.

The following 7 number is serial number which is attached consecutively regardless of vessel/voyage.

Example)

HDMUBUHB1234567

HMM PrefixPORPVYSerial number

B/L prefix ‘WB’/’MM’ are used to indicate waybill / Memo B/L each

Total Pages of Original Bill of Lading

In general, 3 copies of original Bill of Lading (which is a full set) are issued at HMM offices and agents.

The total number of original B/L issued must be inscribed on the “Number of Original B(s)/L” of B/L body, with alphabetical number such as “THREE (3)” or “Five (5)”.

Some exporters need more than 3 copies due to L/C requirements. In that case, more than 3 copies can be issued and less than 3 copies are also possible. There is no special limit on the number of copies as long as the total number of original B/L issued is printed on the face of original B/L.

Customer Info.

Customers’ information consists of two parts; code and description. Both of them should be filled in with correct data. Especially, this data is essential to contact the customers when sending Arrival Notice. Incorrect or disarranged input would cause confusion and delay of shipment.

* Example ------

Shipper: KRHYMC00HYUNDAI MOTOR COMPANY

231, YANGJAE-DONG SEOCHO-GU,

SEOUL, KOREA

2-1234-5678

Input Customer Code

-Fill in the customer code and press Enter, then the description appears by itself (as you can see in the above example). For Help option, put the cursor on the code field and press F1 key, then Help screen shows up. Search and select the customer code you are looking for.

- If you want to create code for the new customer, request to HQ through the system.

Correct the Description

-Input or modify the description field; put in the full address of the customer correctly. You can fill in and correct the description manually.

Make Sure of the Notify Address

-The description of Notify column is used at destination office to send Arrival Notice. Arrival Notice sending system takes data from Notify column’s description, so your input should be accurate. If it is not correct, then Arrival Notice will not arrive in time, and it will lead to customer’s complaint.

-“SAME AS ABOVE” or “SAME AS CONSIGNEE” must NOT be written on the Notify column even though the Notify Party is identical with the Consignee. Full address should be filled in. Notify description will be printed on the mail address as it is seen. If it is put in as “THE SAME AS ABOVE”, the same phrase will be printed on the Arrival Notice mail envelop.

-It is recommended that the telephone and fax number be added on the last line of Notify description column. It would prevent possible notifying failures.

-Recommended form of full address is as follows;

1st Line: Company Name

2nd Line: Street Name & Number

3rd Line: City Name, Country/State, Zip code

4th Line: Telephone Number, Attention

5th Line:

Booking Shipper Code

-Sometimes a shipper books to HMM personally, and sometimes a freight forwarder books on behalf of the actual shipper. In the former case, booking shipper is the same with the actual shipper. But in the latter case, booking shipper is just a forwarder, not an actual shipper. See the below chart.

-Usually, booking shipper, who books and pays the ocean freight to HMM, is the shipper for HMM. So booking shipper’s name is printed on the face of B/L. And booking shipper code, which is a new field and concurrent with shipper code, has the same code with shipper as a default value. See the example;

Shipper: KRLSC000HANWHA CORP

15FL HAN WHA BULD

JANGKYO DONG, JUNG GU

SEOUL, KOREA

Consignee: KRTOOR00To THE ORDER OF BANK

Bkg Shipper: KRLSC000HANWHA CORP

-But, sometimes, booking shipper wants an actual shipper to be printed on the B/L due to L/C agreement. In that case, you should filled in the shipper & booking shipper field according to following rule;

Actual
Shipper / Booking
Shipper / Shipper Filed
on the original B/L / Shipper
Code / Booking Shipper
Code / Job
A / A / A / A / A / No
Additional
Job
A / B / B / B / B / No
Additional
Job
A / B / A / A / B / Should
Modify Manually

Customer Code Creation.

-HMM’s customer code consists of 8 characters (Nation 2 letters + Master 4 letters + Sequence 2 numbers) which is paired with formal & full trade name.

CodeDescriptionNationAgent

KRHYCO00Hyundai Corporation. KRKOR

HKABXL01ABX Logistics(HK) Limited.HKHKG

USEXEC00Excel CorporationUSKAN

GBDANZ98Danzas (UK) Limited. GBGBR

-Only HQ has the authority to create Master code. Therefore, you should contact HQ TRF & DOC when user needs a new customer code.

-User has to check if the customer already has master code before requesting H.Q.

City, Nation, State (For only Canada Customs)

-These information are important factors Canada Customs asks carrier to show in the manifest. So, please enter F1 key to search right code then input them properly. In case of state, it is related to only Canada & U.S as other countries have nothing to do with state.

POR, POL, POD and PVY

Four location code is important in the HMM Bill of Lading; Place of Receipt (POR), Port of Loading (POL), Port of Discharge (POD) and Place of Delivery (PVY). Each information stipulates HMM’s responsible bound and shows transportation mode. In addition, they are used as the essential basis to transmit manifest data and fulfill transportation. These four pillars should be set up firmly so that we should build solid delivery system.

Definitions

POR (Place of Receipt)The place where HMM receives cargo from the shipper and HMM’s own responsibility starts. It might be a port or an inland point.

POL (Port of Loading)The first port where cargo is loaded on the ocean vessel (mother or feeder vessel).

POD (Port of Discharge)The last port where cargo is discharged from the ocean vessel (mother or feeder vessel) for inland transportation.

PVY (Place of Delivery)The place where HMM delivers cargo to the customer and HMM’s responsibility expires.

PORPOLPODPVY

Receive Cargo1stOceanPortLastOceanPortRelease Cargo

1st Vessel Leaves

POR may be the same with POL, and POD may be with PVY.

The section between POL and POD is the ocean route.

POD & T/SPort

T/S port is not a POD. POD means the FINAL OCEAN POINT. Therefore, you should not input T/S port on the POD field.

PODPVY PODPVY

SGSINMYPKG FalseMYPKGMYPKG Correct

SGSININMAA FalseINMAAINMAA Correct
LKCMBINTUT FalseINTUTINTUT Correct

TWKAOVNSGN FalseVNSGNVNSGN Correct

KRPUSCNTXG False CNTXGCNTXG Correct

POL & POD in Europe

However, in Europe, only main calling ports(M.VSL calling ports) were POL and POD exclusively.

PORPOLPODPVY

FIHELDEHAMDEHAMFIHEL

SEGOTNLRTMNLRTMSEGOT

HUBUDDEHAMDEHAMHUBUD

POD HKG Cases

Most of South China inland cargoes are going through Hong Kong. In this case, POD is HKG, NOT inland point. (It is similar to European areas.) Many offices fail to complete this. Be sure to pay attention to China inland shipment documentation.

PODPVY PODPVY

CNHUACNHUA FalseHKHKGCNHUA Correct

CNSZXCNSZX FalseHKHKGCNSZX Correct

CNFOCCNFOC FalseHKHKGCNFOC Correct

Exceptions.

-CNYTN(Yantian), CNXMN(Xiamen), CNCWM(Chiwan), CNSHK(Shekou), CNFOS(Foshan) and CNMAW(Mawei) are Mother Vessel Calling ports.

So CNYTN, CNXMN, CNCWM, CNSHK, CNFOS and CNMAWshould be POD.

PODPVY PODPVY

HKHKGCNYTN FalseCNYTNCNYTN Correct

HKHKGCNXMN FalseCNXMNCNXMN Correct

HKHKGCNCWM FalseCNCWMCNCWM Correct

HKHKGCNSHK FalseCNSHKCNSHK Correct

HKHKGCNFOS FalseCNFOSCNFOS Correct

HKHKGCNMAW FalseCNMAWCNMAW Correct

Vessel/Voyage

Vessel/Voyage

-Input correct Vessel/Voyage number which carries the cargo actually.

-In case of T/S, input Main Vessel/Voyage which carries the cargo principally excluding feeder Vessel/Voyage.

1st Leg2nd LegVessel/Voyage

Case 1) M. VesselM. vessel

Case 2) FeederFeeder

Case 3) M. VesselFeederM. vessel

Case 4) FeederM. VesselM. Vessel

When the Mother vessel used for connecting to / from Main vessel, such vessel will be regarded as feeder.

In case Feeder vessel should be entered instead of actual Mother vessel according to T/S prohibition term of L/C, the following clause must be stated in B/L description field for P&I Club’s recovery against any possible risk.

- “This cargo is loaded onto M/V [The Name of Mother Vessel] at [The Name of Port]

on [On Board Date].”

T/S Vessel/voyage

Example) Mother Vessel/Voyage : HHPS100S

T/S Data ...... :
POR POL VV1 TS1 VV2 TS2 VV3 TS3
VV4 TS4 VV5 POD PVY
------
CNTAO CNTAO HHPY567E KRPUS HHPS100S SGSIN FSGA545C MYPKG
______MYPKGMYPKG

a. Manual input

-T/S Vessel/Voyage number & T/S Port should be inputted successively until the Mother Vessel/voyage comes out. (Mandatory field)

-Once T/S Vessel/voyages connect to Mother Vessel/Voyage, there is no need to input further T/S information.

-Origin office should amend T/S information swiftly when the vessel is changed from one to another by any reasons such as COD, rollover, etc.

b. Auto creation.

-When Manual input is done, system will create successive T/S data automatically as per Equipment Movement history.

Reefer Temperature & Ventilation

Filling in reefer container temperature & ventilation is for internal purpose, to secure temperature & ventilation information and to prevent possible accidents. For this purpose, reefer temperature & ventilation data should be input as to what the customer wants it to be.

Booking Reference . . : -18.5

Type RF cntr information, press Enter

Cntr No.Type SizeReefer Dry(“Y”)TemparatureF/C

HDMU5930927 RF 4H _-18.50C

Reefer Dry

If such RF container is using for Dry container as a substitution (Reefer Dry), input “Y” tag on this field.

No need to input temperature. Leave temperature field blank without fail.

Input Temperature & Ventilation

Make sure of Input of correct temperature with minus sign and ventilation for RF cargo. Failure to enter those data, especially during the process of B/L creation, can bring about serious trouble with customers for cargo damage.

- Temperature “18.5 ” means PLUS 18.5.

- Ventilation is shown in percent.

Fahrenheit or Celsius

‘F/C’ field represents Fahrenheit or Celsius. One of them should be input to indicate temperature measuring scale.

Degrees 0 F/C

Degrees 0 inputting is possible, but it changes to “___.00” as below.

Booking Reference . . : -18.5 C

(___.00 = 0)

Cntr No.Type SizeReefer Dry(“Y”)TemparatureF/C

HDMU5930927 RF 4H _ ____.00C

RF clause in B/L description

For reefer Container you should input below clause in description.

“ CARGO IS STOWED IN REFRIGERATED CONTAINERS AT THE SHIPPER’S REQUESTED CARRYING TEMPERATURE OF -18 DEGREES “C” ”

Description

All the details of “Description” page are printed on the original B/L. And they are also necessary to fulfill manifest. So full cargo details should be itemized particularly and correctly. Details of packages and goods must be explicit.

“Shipper’s Load, Count and Weight, Said to Be:”

When receiving term is “CY” term, then “Shipper’s Load, Count and Weight, Said to Be:” should be inputted.

“Said to Be:”

When receiving term is “CFS” term, then “Said to Be:” should be inputted.

Cargo Details

Commodity and packages should be detailed after above phrase.

a. Describe the commodity in details.

Do not input the commodity obscurely as 'Electronical Goods', 'Part of T.V. / Audio, Speakers'

ex) Part of T.V. (X)Antenna (0)

Cathode Ray Tude.

Speakers

* Note

In relation to 24-hours rule of U.S & Canada Customs, cargo description should be perfect to avoid cargo hold. Especially blank, vague description or prohibited wording including freight all kinds (FAK), said to contain (STC), shipper’s load & count (SLC), general merchandise are not allowable. Also, B/L itself has this clause to protect HMM and only system automatically blocks unknown clause such as, said to contain (STC), shipper’s load & count (SLC) in EDI transmitting to Customs. For more information for cargo description, please refer to Traffic & Document guide book part II.

b. Specify the Package Count by each commodity (Mixed Cargo case)

Firstly input Total Package Count then list by commodity separately.

ex) Total QTY - 100 CTN

25 CARTONS RES CAR 82K

50 CARTONS SWITCH KEYBOARD

10 CARTONS CAP METALIZED

5 CARTONS ANTENNA

c. Packaging unit

Basically the smallest package unit is required to input B/L. Also, Please do not input 'Pallets/Skids' to B/L for cargo destined for U.S as U.S. Customs does not allow 'Pallets/Skids' as a unit of manifesting. So, cargo needs to be declared actually with the Carton, Bundle, Bag, PCS,etc. Manifest quantity must show the lower package size.

ex) If 12 pallets/skids containing 120 Cartons.

12 Pallets/Skids (x)120 Cartons. (0)

Payment Term

Payment term should be input as one of followings; “Freight Prepaid”, “Freight Collect” or “Freight Payable in the Third Country”.

“Copy Non-Negotiable B/L Release Procedures”

When it is a waybill service or full set of original Bills of Lading is surrendered at origin, the above clause should be put in.

Total Number of Container

The number of total containers should be input on the relevant field such as “One(1) Container Only”.

Reefer Container

Please check prior pages for your reference.

a. Please do not input the phrases of “TEMPERATURE TO BE MAINTAINED AT..” or “ CARRYING TEMPERATURE AT..”

Other information

a. You can insert more details when it is necessary; such information as customer’s special wording

required by L/C, Out Of Gauge information, Dangerous Cargo Data, etc.

b. Any clause which hasn’t been confirmed should not be input.

Others

S/C (Service Contract) Input

When the contracts are filed with HMM tariff vender, they are field as follows.

S/C Inputting in B/L / Example
TPS E/B / 6 Digits : Year(Last 2 Digits) + S/C Number(4 Digits) / 025002
TPS W/B / 4 Digits : Only S/C Number(4 Digits) / 5002
Global (TPS, TAS) / 6 Digits : Year(Last 2 Digits) + S/C Number(4 Digits) / 025002
TAS (E/B, W/B) / 5 Digits : 10(U.S.) or 20(Europe) + S/C Number(3 Digits) / 10502 or 20502

-Do not add letters (SC5002 or SC10502) or Dashes (10-502 or 02-5002)

-Only exception to above is for the GSA Global Contract 026131 wherein a letter is put after the contract number to distinguish which affiliates.

● Exception.

Empty Repositioning Shipments (All trades / Bounds) : “EMPTY”

Tariff Rate (TPS Trade & TAS E/B Trade)
TPS E/B Trade

-“Year(Last 2 Digits)-000” ex) 04-000, 05-000

TPS W/B Trade

-“FMC46” : Non-Exempt Commodities, Tariff rates (Governed by FMC)

-“FMC946” : Exempt Commodities including Canada/Mexico Shipment, Tariff rates (Not Governed by FMC)

TAS E/B Trade

-“FMC101” : All Tariff rates for Non-Exempt Commodities(Governed by FMC) & Exempt Commodities(Not Governed by FMC)

Keeping ‘Surrender B/L’

-Do not return Surrendered Original B/L to the customer after releasing cargo at any case.

-Keep ‘Surrender B/L’ with the stamp – ‘Accomplished’

B/L for Empty Container

Manifest is also required for empty positioning of containers in order to settle HMM agents’ expenses.

When creating B/L, shipper, consignee & notify party should be HMM’s organization of origin & discharging.

● Regarding manifest of empty containers for US & Canada, see page 35 & 49 in T&D User’s Guideline – Part II.

Special Clauses

1. Recommended clauses for RF Temperature in B/L Description.

“ (Cargo is) Stowed in R/F CNTR at the shipper’s requested carrying temperature of ( ) degrees F or C.”

-Do not use such phrases as “Temperature to be maintained at” nor “Carrying temperature at” anywhere in the B/L.

-Regarding RF booking without particular requirements on the description of setting temperature from shipper no L/C, above recommended wording shall be firstly used.

-In case particular clause presented by Shipping Request on the condition of L/C with respect to setting temperature, their language would be accepted as is.