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Initiate the file

• Create the file in the business software after receiving instructions from the COM
• Check all documentation required (TO, B/L, commercial invoices…) and request missing documentation to the client only through the COM
• Launch the file printing and collection
• Place documentation in the file folder
• Update of the ship call date in the business software
• Creation of cash clients in the business software (before COM validation)

Process/Push the file through the different stages

• Must know at all-time what is the process status of each file within the scope
• Require actions from each file process protagonist following the SOPs in place:
• Request Verification/Tally operation to be done & follow the process
• Require declarant actions once the ship's arrival is known
• Push for customs invoicing and ensure correct dispatch (after COM validation)
• Organize/support customs payment procedure (customs clerk)
• Request & Get the customs delivery order from the customs clerk
• Issue transport delivery order and give it to the delivery clerk
• Collect proof of delivery
• Request services invoicing & control it & give it to dispatch after COM validation

Update the business software

• Update the business software every time a process step is achieved: customs duties & taxes amount, declaration number, transport delivery order, back from delivery…

Check gross margin & disbursements about quotation

• Check supplier’s invoices in terms of amount and purpose (consistency regarding reference quotation) and perform file allocation before COM validation
• Check the client invoices and corresponding attachments (announced in the quotation)
• Check the disbursements of each file (comparison with the quotation)
• Alert/Inform N+1 when significant discrepancy (debit or credit) between disbursements and initial estimation (quotation)

Check documentation

• Control at each step that all relevant/expected documentation is placed in the file folder (including emails)
• Check the attachments joined to the invoices to be sent to the client (must correspond to what is expected by the client and defined in the quotation)

Alert/Inform Management

• Alert management in case of operational issues (significant or not)
• Inform management of any information relevant to our business activity or environment
• Identify issues raised during operations processing whether in scope or not