Dispatch and Tracking Operations Chapter 8

Shipping Documentation

  • Documentation is an important part of shipping operations, ensuring accuracy in records so that correct products are placed in the right vehicles for delivery.

Dispatch List / Shipping Schedule

  • Dispatching: Act of prioritizing jobs related to shipping goods.

  • Dispatch List: List of jobs in priority sequence, updated at least daily or at shift changes, usually includes:

    • Trailer loading schedule, which denotes trailer arrivals at specific doors.

    • Orders for each trailer along with necessary paperwork.

    • Special shipments that deviate from norms (e.g., shipping equipment to another warehouse).

    • Express package pickups (e.g., FedEx, UPS).

Shipping Manifests

  • Manifest: A list of items in a vehicle's cargo, ensuring correct packages are loaded on the right trailer.

  • Information included in the manifest:

    • Customer addresses

    • Invoice numbers

    • Package weights

  • Types of Manifesting:

    • Manual Manifests: Handwritten lists where an employee documents package information. This is now rare.

    • Two-part Label Manifests: Computer-printed labels attached to package exteriors; one part is retained by the driver for delivery record.

    • Hand-held Bar Code Manifesting: Uses bar code labels and scanners to record containers; commonly used by express package deliveries like FedEx and UPS.

Overview of Chapter 8

  • Purpose: Explain dispatch and tracking of products throughout the supply chain, focusing on intermodal shipments and international transportation.

Chapter Objectives

  • After completing the chapter:

    1. Explain shipping documentation.

    2. Describe main factors related to vehicle routing.

    3. List ways to track cargo within the yard.

    4. List methods to track cargo en route.

    5. Describe key features of intermodal transportation.

    6. Describe basic customs terminology and documentation.

Carrier Freight Bill

  • An invoice from the carrier to the shipper or consignee requesting payment for services.

  • Minimum contents include:

    • Carrier’s name

    • Pro number

    • Shipper’s name and address

    • Consignee’s name and address

    • Description of goods

    • Rate charged

    • Freight terms and total due.

Delivery Receipt (D/R)

  • Issued by the carrier and signed by the customer as proof of delivery (POD).

  • Contents must match Billing of Lading or freight bill; any damages noted here should be recorded.

Bills of Lading

  • Document issued by a carrier or shipping department acknowledging receipt of goods for shipment.

  • A through bill of lading is for shipments using at least two different transport modes.

Routing

  • Routes can be chosen manually or aided by advanced computer systems.

    • Factors Affecting Routing:

    • Vehicle restrictions based on state regulations.

    • Highway conditions including construction and closures.

    • Logistics of making multiple calls per trip or multiple day trips.

    • Simultaneous delivery and collection options.

Regulations

  • Most federal regulations relate to hazardous materials transport. State regulations may dictate roadways used by freight carriers (e.g., the National Network of federally-maintained highways).

  • Time restrictions for deliveries may also apply in populated areas.

Hazmat Routing

  • Carriers must comply with established routes for non-radioactive hazardous materials, avoiding populated areas, tunnels, and crowded settings.

Tracking Cargo Movement

Yard Management Systems

  • Keeping track of containers and trailers is essential to reduce costs associated with lost or detained containers.

  • Goals of a good yard management system include:

    • Monitoring and controlling traffic flow during arrival, loading, unloading, and departure.

Certificate of Origin

  • A document confirming the origin of a shipment's goods.

Duty (Trade)

  • Tax imposed by the government on imports, exports, or use of goods.

Export

  • Products produced in one country and sold internationally.

Free Trade Agreements

  • Agreements that eliminate tariffs, import quotas, and preferences on traded goods.

Import

  • Products purchased domestically but produced overseas.

Import Quota

  • Limit on the quantity of a good that can be imported during specific periods.

Intermodal Transport

  • Movement of goods using multiple transport modes within the same loading unit without handling the goods.

  • Standardized containers facilitate quick mode transfers.

Intermodal Containers

  • ISO Containers: Standard-sized containers for extensive global use, built for various transport modes (ship, rail, truck).

    • Sizes: 20 feet, 40 feet, and 53 feet.

    • Container capacity often referenced in TEU (Twenty-foot Equivalent Unit) and FEU (Forty-foot Equivalent Unit).

    • Example: A capacity of 3,000 FEU means it can carry either 3,000 40-foot or 6,000 20-foot containers.

Yard Management System Functions

  • Functions include scheduling traffic flow, documenting shipment activities, coordinating vehicle arrivals, enhancing security, and minimizing detention costs.

Tracking Systems

  • Shipments need tracking during transport to ensure timely and accurate delivery.

  • Upon shipment acceptance by the carrier, a tracking number is generated for the shipper and customer.

  • Tracking methods may include manual documentation or automated processes using bar codes or RFID tags.

RFID & Satellite Technology

  • Real-time tracking of packages through RFID technology and satellite connections.

On-board Communications

  • Vehicles equipped for real-time driver reporting on status, route changes, or delays via communication technologies.

Intermodal Handling Equipment

Gantry Crane

  • Also known as straddle carriers, used for lifting containers and swapping bodies.

Grappler Lift

  • Similar to gantry cranes but fitted specifically for handling swap bodies.

Reach Stacker

  • Heavy-duty vehicle used for transferring and stacking containers.

Transtainers

  • Used for moving containers between sea vessels and road/rail vehicles.

Swap-body

  • Container used for road and rail transport, transferred by overhead cranes.

Unaccompanied Trailers

  • Semi-trailers that can be transported via ferries without accompanying personnel.

Roadrailers

  • Semi-trailers designed for rail transport with retractable wheels.

Shipping Manifest

  • Document listing all items in a shipment, specifying piece counts, weights, and destinations.

Tariff

  • Official schedule of taxes/fees imposed on international trade.

Intermodal Transportation in Regulations

  • Overview of responsibilities for compliance with goods movement across national borders, including regulation by:

    • U.S. Customs and Border Protection

    • The State Department

    • Drug Enforcement Agency (DEA)

    • Food and Drug Administration (FDA)

    • World Trade Organization (WTO)

Trade Regulations

  • Governing trade to ensure safety and competition, including:^ - Specific regulations (e.g., ITAR) related to military items

    • Duties, tariffs, and quotas to protect domestic industries.

U.S. Export and Import Figures

  • In 2021:

    • U.S. was the second-largest exporter with over $2.1 trillion in exports.

    • The largest importer, with over $2.9 trillion in imports, reflecting a 22% increase since 2017.

    • Per capita import value exceeded $8,900 annually.

Certificate of Origin Complexity

  • A form ensuring goods originated from a specific country; complexities arise with items made from various sourced materials.

    • Generalized System of Preferences (GSP): Sets standards for determining the country of origin.

Customs Documentation Requirements

  • Various special documents required for international shipping, including:

    • Commercial Invoice: Must include various details such as port of entry, currency, and more for international shipments.

    • Import/Export License: Export licenses are required for exporting most goods, while importing is generally unrestricted (few exceptions).

Free Trade Agreements

  • Agreements aimed at phasing out trade barriers; an example is the North American Free Trade Agreement (NAFTA).