All over the world there is a reliable and well-established security regime for the transport of goods and mail, in which they must be physically checked. The goal is to ensure that there are no items that are listed as prohibited for transport on specific vehicles or for entry into/export from specific countries. In the supply chain, individual participants monitor security and protect goods from illegal interference throughout their entire journey. These obligations are assumed by logistics companies that draw up a “cargo acceptance and transfer” act.
Basic documents when transferring cargo
Physical inspection may only be performed by an authorized agent. A secure supply chain provides a high degree of security while facilitating trade, avoiding duplication of controls and avoiding concentration of controls at airports and terminals. Many waybills are provided to the driver. To draw up an act of “acceptance of cargo transfer” you will need to provide:
- Invoice.
Arranging payment for goods and customs duties involves the provision of this document. The one who owns it is essentially a recipient (possibly an intermediate one). Filing an application for opening licenses also requires the presentation of this document. It contains details and terms of delivery. For example, there is information about the consignee, sender, place of delivery, and cost of the goods.
- Packing list.
The logistics company uses this sheet to correctly arrange goods in the back of the car. It is also transferred to the driver, or other carriers (if air or train delivery is carried out). The total weight is written there, as well as other measures of measurement. Labeling and special instructions for handling goods are indicated. It is very important to follow the instructions to avoid harm.
- Certificates of origin.
Many countries and their governments prohibit the entry of goods without a certificate of production. This is due to the mission of ensuring the safety of citizens, as well as to supply only quality goods to store shelves. Certificates are issued at consulates or chambers of commerce.
- Country specific certificates.
In addition to the standard form of certificate of origin, a specific document may be required for the country into which the import is taking place. Often these documents are issued directly at the country’s customs office.
- Bills of lading.
There are three common bills of lading: land, sea and air. It can be prepared by a logistics company or you can arrange it yourself. This is a delivery agreement between the carrier and the sender. It also contains information about the recipient, sender, price and payment terms. Often the document serves as a receipt for the goods.
- Dangerous goods forms.
If goods are considered dangerous goods, you must include a form with your shipment. Transporting dangerous goods or materials can be challenging.
How to draw up a certificate of acceptance and transfer of goods?
The goods acceptance and transfer form must include the following data:
- The name of the contract (agreement) is “acceptance and transfer of cargo.”
- Date.
- Journal entry number in the logistics company.
- Buyer’s name.
- FIO of the seller.
- Name of product.
- Unit of measurement (quantity, weight, etc.).
- Price per unit and amount for the entire product.
- Agreement to pay VAT.
Personal data of companies (bank numbers, telephone numbers, email) are also indicated. The seal and signature of the person who drew up the act is affixed.