Cover Image
close this bookCARE Food Manual (CARE , 1998, 355 p.)
close this folderChapter 6 - Port
close this folderVIII. Recordkeeping for Port Activities
View the document(introduction...)
View the documentA. Shipment Ledgers
View the documentB. Shipment File
View the documentC. Warehouse Inventory Accounting at the Port

B. Shipment File

An up-to-date shipment file must be maintained at the central office. The file contains all shipping documents and correspondence for each shipment and is the primary source material for the Master Shipping Ledger.

Required Documentation for Shipment File:

· Copy of signed AER or similar document from donors
· Call forward letter and/or donor approval
· All transmittal notices
· All signed customs authorizations and clearances
· Phyto-sanitary certificates
· Bill of Lading
· Independent discharge and delivery survey reports and invoices
· Ship and Port Out Turn Reports
· All correspondence related to the shipment
· Port dispatch summary
· Dispatch waybills from the port
· Health certifications.