Poorly organised documentation can seriously impede the smooth movement of goods and significantly increase shipping risks, costs and penalties. That is why it is crucial that all parties ensure their documentation is well managed.
Typically, the large shippers have to deal with hundreds of documents needed to clear customs and take delivery of goods – from bill of lading, commercial invoice and certificate of origin, to cargo insurance certificate, export licence and packing list. They also need to deal with a wide range of contacts, from trading partners and shipping & logistics companies, to various national and international agencies & authorities. What is more, these documents are often subject to complex and sometimes arcane rules, regulations and procedures that need to be followed closely. Lost, incorrect or tardy documentation critically delays shipments and incur penalties and other direct costs. Or indirect financial impact associated with disgruntled clients and a damaged brand image and reputation if your shipments do not reach your stores on time.
Going digital
Dealing with all this documentation can be challenging and overwhelming. What is obviously needed is a way to ensure all the required documents are correct and easily accessible, and can be dispatched at a moment’s notice. Any efficient and effective solution will certainly involve the use of information and communication technology, where documents (and other shipping-related information) are digitised and subsequently processed and distributed electronically, automatically and in a split second. In this way documents can be validated and distributed speedily and securely, and (seamlessly) processed by computer systems at the receiving end. The reduction or elimination of manual handling and paper documents will not only lower costs, but also limit the risks of delays and resulting penalties.
One-stop shopping
Damco, an international freight forwarder, consolidator and logistics specialist, offers such a solution though the myDamco portal. This web-based toolbox provides customers with integrated supply-chain management services, offering them a complete overview of their supply chain activities, as well as access to the data they need to be able to place bookings, generate and manage documentation and extract reports. The document management function in myDamco addresses the complexity of global sourcing in multiple countries and of engaging with counterparts globally. It allows shipping documents, for instance, to be stored and shared electronically with suppliers, customers and brokers worldwide. Documents are easy to upload and access, thanks to the single interface that allows users to move seamlessly between receipt, display, validation and print functions, before finally forwarding the documents in an electronic pouch for customs clearance. In addition, users can deploy the track & trace tool to find, view, sort, save and extract shipping documents for any of their shipments.
The people behind the service
But myDamco is more than that. Our services and customizations are a direct result of us closely working with leading global companies over the past decades, which is why we can contractually commit to our customer’s KPIs. Document information can be exchanged directly between our own systems and the users’ in-house systems, using electronic data interchange (EDI), for example. This will eliminate, or at least reduce, the risk of documents getting lost, arriving late or being incorrect, and with the resulting benefits. For some of our customers we even (manually or automatically) collect, validate, prepare and process all these documents, ensuring they are received, checked and forwarded to the correct parties and destinations – on time and in the proper sequence.
Contact
Contact us for more information about our one-stop logistics portal. Or to view a short, live presentation of the myDamco features and benefits, please click here.
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