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Fasah Container Tracking Process

The document outlines the inbound and outbound logistics processes for importing raw materials and delivering products, including detailed steps for pre-shipment activities, customs clearance, and transportation. It emphasizes compliance with Saudi regulations, documentation requirements, and quality checks for both local and export deliveries. Additionally, it highlights the importance of coordination between procurement, logistics, and customs to ensure efficient operations and customer satisfaction.

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maazasifali
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23 views8 pages

Fasah Container Tracking Process

The document outlines the inbound and outbound logistics processes for importing raw materials and delivering products, including detailed steps for pre-shipment activities, customs clearance, and transportation. It emphasizes compliance with Saudi regulations, documentation requirements, and quality checks for both local and export deliveries. Additionally, it highlights the importance of coordination between procurement, logistics, and customs to ensure efficient operations and customer satisfaction.

Uploaded by

maazasifali
Copyright
© All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd

1.

Inbound Logistics

4.1. Imports of Raw material from (Sea and Air Freight)


4.1.1. Pre-Shipment Activities

* Purchase Order (PO) Issuance: Procurement issues a PO with detailed


specifications, quantity, agreed price, and delivery timeline.

* Shipping Instructions: Logistics Coordinator (Inbound) provides clear shipping


instructions to the supplier and designated freight forwarder, including preferred
carrier, port of loading/discharge, airport of departure/arrival, and required
documentation.

* Regulatory Compliance (Pre-Import):

* Ensure all products comply with Saudi Food & Drug Authority (SFDA) regulations
for medical devices.

* Obtain necessary import permits and approvals from SFDA and other relevant
Saudi authorities prior to shipment.

* Verify supplier provides necessary certifications like Certificate of Origin, Free Sale
Certificate, etc., as required by Saudi regulations.

* Shipment Booking:

* Sea Freight: Logistics Coordinator (Inbound) liaises with the freight forwarder to
book container space (FCL/LCL) at least 2-4 weeks in advance, especially during
peak seasons.

* Air Freight: Logistics Coordinator (Inbound) books air freight with the forwarder,
considering urgency and cost. This is typically for urgent or high-value, low-volume
items.

* Insurance: Secure marine/air cargo insurance for the shipment value.

4.1.2. Documentation (Supplier to Provide)

* Commercial Invoice (detailing HS codes, value, quantity, country of origin)

* Packing List

* Bill of Lading (B/L) for sea freight or Air Waybill (AWB) for air freight

* Certificate of Origin (attested by Chamber of Commerce in the country of origin)

* Certificate of Analysis (COA) / Certificate of Conformity (COC) for specific


materials/products

* SFDA approvals/registrations for the imported medical supplies


* SASO Certificate of Conformity (CoC) if applicable.

* Other documents as required by Saudi Customs or SFDA.

4.1.3. Shipment Execution & Tracking

* Supplier Coordination: Procurement and Logistics Coordinator (Inbound) follow


up with the supplier to ensure timely production and readiness for shipment.

* Pre-Shipment Inspection (Optional but Recommended): Arrange for third-party


inspection at the supplier's facility if deemed necessary.

* Cargo Handover: Supplier hands over cargo to the freight forwarder.

* Shipment Tracking: Logistics Coordinator (Inbound) uses the forwarder's tracking


system and maintains regular communication for updates on Estimated Time of
Departure (ETD) and Estimated Time of Arrival (ETA).

* Pre-Alert: Freight forwarder sends pre-alert documents to the Logistics Coordinator


(Inbound) and the designated customs broker in Saudi Arabia.

4.1.4. Customs Clearance in Saudi Arabia

* Documentation Submission: Logistics Coordinator (Inbound) ensures all necessary


original documents (or legalized copies as required) are provided to the customs
broker in Saudi Arabia well in advance of shipment arrival. This includes the Saber
Certificate of Conformity for relevant products.

* Customs Declaration: The customs broker prepares and submits the customs
declaration (Bayan) through the Fasah electronic system.

* Duty & Tax Payment: Finance department arranges for payment of applicable
customs duties, VAT, and other taxes based on the customs assessment.

* SFDA Inspection/Release: Medical supplies are subject to SFDA inspection upon


arrival. The customs broker coordinates this. Ensure all labeling and packaging
requirements are met as per SFDA.

* Cargo Release: Upon successful customs clearance and SFDA release, the
customs broker arranges for the release of cargo from the port/airport.

4.1.5. Transportation from Port/Airport to Factory

* Logistics Coordinator (Inbound) arranges for transportation (trucks/trailers) from the


port/airport to the company’s factory.

* Ensure transporters have necessary permits and adhere to safety regulations.

4.1.6. Receiving and Inspection at Factory Warehouse


*

.2. Local Suppliers Delivering at Factory


4.2.1. Pre-Delivery Activities

* PO Issuance: Procurement issues a PO with specifications, quantity, price, and


delivery date.

* Delivery Scheduling: Logistics Coordinator (Inbound) or Procurement coordinates


with the local supplier to schedule the delivery at the factory gate.

4.2.2. Documentation (Supplier to Provide)

* Delivery Note

* Invoice

* Certificate of Analysis (COA) / Certificate of Conformity (COC) if applicable.

4.2.3. Receiving and Inspection at Factory Warehouse

* Vehicle Arrival & Check-in: Security personnel log vehicle details and direct them
to the unloading bay.

* Unloading Supervision: Warehouse Manager supervises unloading.

* Goods Receipt Note (GRN) Preparation: Warehouse staff verifies received goods
against the Delivery Note and PO. Discrepancies are noted.

* Documentation: GRN, inspection reports filed. Supplier’s delivery note is signed


and a copy returned.
5. Outbound Logistics
5.1. Local Customer Deliveries within Saudi Arabia (Van and Trucks)
5.1.1. Order Processing & Fulfillment

* Sales Order (SO) Receipt: Sales department receives customer orders and enters
them into the system.

* Order Confirmation & Credit Check: Order is confirmed with the customer, and
credit status is verified by Finance.

* Stock Availability Check: Warehouse Manager checks finished goods inventory for
availability.

* Picking List Generation: System generates a picking list for the warehouse.

5.1.2. Picking, Packing, and Labeling

* Picking: Dispatch Team picks finished goods from the warehouse based on the
picking list (FEFO - First Expiry First Out or FIFO - First In First Out, as applicable for
surgical supplies). Batch numbers must be recorded.

* Packing:

* Goods are packed securely in appropriate packaging (cartons, pallets) to prevent


damage during transit.

* Consider temperature-sensitive products and use appropriate packaging (e.g.,


insulated boxes with cool packs) if required, although surgical gowns, drapes, and
trays are generally not temperature-sensitive.

* Customized Procedure Trays require careful handling to maintain sterility and kit
integrity.

* Labeling: Each package/pallet is labeled clearly with:

* Customer Name and Address

* Delivery Address

* Order Number

* Number of Pieces

* Handling Instructions (e.g., "Fragile," "This Way Up")

* Batch Number(s)

* Expiry Date(s)

5.1.3. Pre-Dispatch QC Check


* QC Department conducts a final check of packed goods against the customer order
for accuracy (product, quantity, batch, expiry) and packaging integrity.

5.1.4. Dispatch Planning & Vehicle Allocation

* Route Planning: Logistics Coordinator (Outbound) plans delivery routes for optimal
efficiency, considering customer locations, delivery windows, and traffic conditions in
cities like Riyadh, Jeddah, Dammam, etc.

* Vehicle Allocation: Assign appropriate vehicles (vans for smaller, local deliveries;
trucks for larger or inter-city deliveries) based on load size and nature of goods.
Ensure vehicles are clean, well-maintained, and suitable for transporting medical
supplies.

* Driver Assignment: Assign licensed and trained drivers.

5.1.5. Documentation for Local Deliveries

* Delivery Note (DN) – multiple copies

* Invoice

* Copy of Customer PO (optional)

5.1.6. Loading and Dispatch

* Dispatch Team loads goods onto the vehicle under supervision, ensuring proper
arrangement to prevent damage.

* Driver verifies the loaded goods against the Delivery Note.

* Logistics Coordinator (Outbound) hands over delivery documents to the driver.

* Vehicle departs from the factory. Dispatch time is recorded.

5.1.7. Delivery & Proof of Delivery (POD)

* In-Transit Communication: Maintain communication with the driver for updates if


necessary.

* Delivery at Customer Site: Driver delivers goods to the customer.

* Customer Acknowledgment: Customer representative inspects goods (optional)


and signs the Delivery Note, noting any discrepancies or damages. This signed DN
serves as the Proof of Delivery (POD).

* Return of POD: Driver returns the signed POD to the Logistics Coordinator
(Outbound).
* Record Keeping: PODs are filed, and delivery status is updated in the system.
Invoices are processed for payment.

5.2. Exports to GCC Countries and Europe (Sea and Air Freight)
5.2.1. Order Processing & Export Compliance

* Export Order (EO) Receipt & Confirmation: Sales receives and confirms the export
order.

* Compliance Check:

* Verify product registration and compliance requirements in the destination GCC


country (e.g., UAE, Kuwait, Qatar, Bahrain, Oman) or European country (CE marking
for Europe is mandatory).

* Ensure all labeling and packaging meet the specific import regulations of the
destination country.

* Check for any trade restrictions or embargos.

* Incoterms Agreement: Finalize Incoterms with the international customer.

* Payment Terms: Ensure payment terms (e.g., Letter of Credit, Advance Payment)
are secured.

5.2.2. Documentation for Exports

* Commercial Invoice (in English, and Arabic if required for GCC)

* Packing List

* Certificate of Origin (attested by Saudi Chamber of Commerce and potentially the


embassy of the importing country)

* Bill of Lading (B/L) or Air Waybill (AWB)

* SASO Certificate of Conformity (if required by importing country from Saudi origin
goods)

* SFDA Export Permit/Certificate (if applicable)

* Health Certificate / Free Sale Certificate (as required by importing country)

* CE Declaration of Conformity (for exports to Europe)

* EUR.1 Movement Certificate (for preferential trade with some European countries,
if applicable).

* Other specific documents as per importing country's regulations.


5.2.3. Picking, Packing, Labeling for Export

* Similar to local deliveries (Section 5.1.2) but with additional considerations:

* Export-Worthy Packing: Use robust packaging suitable for long sea/air transit and
multiple handling. Consider palletization and shrink-wrapping/strapping.

* International Labeling: Labels must comply with destination country requirements


(language, symbols, information). Include country of origin.

* Marking: Shipping marks (consignee, port of discharge, package numbers, etc.)


must be clearly visible.

5.2.4. Pre-Shipment QC and Customs Inspection (Saudi Arabia)

* QC Department conducts a final inspection of packed export goods.

* Coordinate with Saudi Customs for any pre-shipment inspection or clearance


requirements if applicable.

5.2.5. Freight Forwarder Engagement & Shipment Booking

* Logistics Coordinator (Outbound) selects a freight forwarder specializing in exports


to GCC/Europe.

* Sea Freight: Book container (FCL/LCL) considering transit times and vessel
schedules.

* Air Freight: Book space on suitable flights for urgent or smaller consignments.

* Provide all necessary documents and shipping instructions to the forwarder.

5.2.6. Transportation to Port/Airport & Customs Clearance (Saudi Arabia)

* Logistics Coordinator (Outbound) arranges transport of packed goods from the


factory to the designated seaport (e.g., King Abdulaziz Port Dammam, Jeddah
Islamic Port) or airport (e.g., King Khalid International Airport Riyadh, King Abdulaziz
International Airport Jeddah).

* Freight forwarder or company’s customs broker handles Saudi export customs


declaration and clearance procedures.

5.2.7. Shipment Execution & Tracking

* Cargo Handover: Goods are handed over to the carrier at the port/airport.

* B/L or AWB Issuance: Forwarder provides the B/L or AWB.

* Shipment Tracking: Logistics Coordinator (Outbound) tracks the shipment and


keeps the customer informed of ETD and ETA.
* Shipping Documents to Customer: Scan and send copies of key shipping
documents to the customer for pre-clearance. Original documents are dispatched as
per agreed terms (e.g., via bank for L/C, or directly by courier).

5.2.8. Arrival and Customs Clearance at Destination

* The consignee (customer) or their designated agent is responsible for import


customs clearance in the destination country.

* [Hospital Supplies Company Name] provides support by ensuring all provided


documentation is accurate and complete.

5.2.9. Post-Shipment Activities

* Proof of Export: Retain all export documentation (e.g., exit manifest, customs-
stamped documents) as proof of export for VAT purposes and regulatory
compliance.

* Customer Feedback: Follow up with the customer regarding receipt and condition
of goods.

Common questions

Powered by AI

The Logistics Coordinator (Outbound) manages route planning for efficient delivery, vehicle allocation based on load size, and driver assignment. They handle pre-dispatch checks, ensuring packed goods meet order criteria and are properly documented. They maintain communication with drivers for in-transit updates and ensure that the delivery documents are handed over efficiently, coordinating the dispatch and record-keeping of proof of delivery .

Export documentation requires additional documents like a Commercial Invoice in English and possibly Arabic for GCC, a Certificate of Origin attested by the Saudi Chamber of Commerce, and possibly an embassy, a SASO Certificate of Conformity, and a CE Declaration for Europe. Export worthiness and international labeling standards are essential, while local deliveries primarily require a delivery note and invoice. GCC exports must respect specific import regulations and might also need a Health Certificate or Free Sale Certificate .

Dispatch planning involves route optimization, considering traffic conditions and delivery windows unique to cities like Riyadh and Jeddah. The Logistics Coordinator (Outbound) allocates appropriate vehicles and assigns trained drivers, aiming for flexible delivery schedules to accommodate peak traffic times and customer availability, coupling this with proactive in-transit communication for real-time adjustments .

After customs clearance, the Logistics Coordinator arranges transportation using trucks or trailers, ensuring transporters have the necessary permits. Safety regulations compliance is mandatory. The focus is on coordinating efficient scheduling and ensuring minimal transit damage to goods, considering the time-sensitive nature of certain medical supplies .

Surgical supplies follow a FEFO/FIFO picking principle to ensure quality. Packing considers the non-temperature-sensitive nature of most items, but requires careful handling to maintain sterility and kit integrity, particularly for customized trays. A final quality control check ensures product accuracy, quantity, batch numbers, expiry dates, and packing integrity before dispatch. This process upholds compliance with customer specifications and regulatory standards .

Challenges of pre-shipment inspections include coordination and logistic costs, potential delay in shipment timelines, and the need for third-party inspectors. It's recommended for high-value or complex orders where compliance with quality standards is critical. The solution involves carefully scheduling inspections and selecting reliable third-party agencies to minimize disruptions while ensuring the supplier meets contract obligations .

For sea freight, the key document is the Bill of Lading, while for air freight, an Air Waybill is used. Both require a Commercial Invoice, Packing List, and relevant certificates like the Certificate of Origin and Analysis. Insurance documentation may vary in detail depending on transit risk assessments tailored to the mode of freight chosen. Booking and space considerations differ, with sea freight requiring advance booking due to potentially higher volume .

Pre-shipment activities include issuing a Purchase Order with specifications, price, and delivery timelines. The Logistics Coordinator provides shipping instructions, and regulatory compliance with SFDA and other authorities is ensured. Import permits and certifications like the Certificate of Origin and Free Sale Certificate are verified. For sea freight, container space is booked in advance, whereas for air freight, bookings are made based on urgency and cost. Insurance for cargo is secured .

The customs clearance process involves submitting necessary documents to the customs broker, including the Saber Certificate of Conformity. The customs broker submits the customs declaration via the Fasah system. Duties and taxes are arranged by the finance department, followed by SFDA inspection for medical supplies. Compliance with SFDA's labeling and packaging requirements is verified before cargo release .

Outbound shipments are tracked using the freight forwarder's system. The Logistics Coordinator ensures real-time updates on ETD and ETA are communicated to customers. Copies of essential shipping documents are scanned and sent in advance for pre-clearance, with originals dispatched as per agreed methods. Continuous tracking and proactive communication build trust and enhance service reliability .

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