What is a shipping log?

A shipping log serves as a centralised record-keeping system for all import-related information. It encompasses detailed entries, each associated with a unique reference. Moreover, the record allows for creating folders where relevant documents, emails, and other resources can be conveniently organised. The actual value of a shipping log lies in its adaptability, as it can be tailored to meet the specific needs of your business, ensuring a personalised and efficient approach to managing import operations.

Benefits of Having a Shipping Log

1. Efficient Data Recording: A shipping log offers a convenient and efficient way to record essential data related to exports and imports. It lets you quickly capture and store relevant information, ensuring accurate and organised documentation.
   
   
2. Customisable Data Filtering: With a shipping log, you can easily filter data according to your specific needs. This flexibility enables you to extract and view information in the most relevant and useful way for your business operations.
   
   
3. Streamlined Communication with Service Providers: The information recorded in the shipping log can be utilised to provide necessary details to freight forwarders, customs intermediaries, and other relevant parties involved in the clearance process. This seamless transfer of information helps ensure goods' smooth and accurate handling.
   
   
4. Compliance Check: Having a shipping log can assist in ensuring compliance with regulatory requirements. Cross-referencing MSS Data (HMRC’s Management Support Service) with the log lets you quickly verify that each import is compliant, minimising the risk of non-compliance issues.
   
   
5. Robust Record-Keeping: A shipping log helps maintain comprehensive and up-to-date records of your export and import activities. This organised record-keeping system facilitates easy reference and supports accountability and transparency.
   
   
6. Quick Access to Information: The shipping log provides easy access to crucial information whenever needed. This instant availability of data empowers you to make informed decisions promptly and respond efficiently to inquiries or operational needs.
   
   
7. Supporting the Accounts Team: Each entry in the shipping log can be referenced, supporting the work of the accounts team. It provides a clear trail of information, simplifying financial management and reconciliation processes.
   
   
8. Audit Preparation: With a well-maintained shipping log, you are better prepared for audits. The log is a reliable source of information and evidence, demonstrating compliance, accuracy, and proper documentation practices.
   
   
9. Facilitating Compliance: A shipping log is vital to compliance with import regulations and requirements. It helps ensure that the necessary data is captured and monitored, reducing the risk of penalties or delays caused by non-compliance.

By utilising a shipping log, you can streamline operations, improve compliance, enhance record-keeping, and strengthen overall import management processes to benefit your business.

What items should be included in a Shipping Log?

The contents of your log may vary based on the specific needs of your business. While the following elements are generally helpful to include, it's important to customise and adapt the log to align with your business requirements by adding additional columns to suit your business operations.

1. Sequential Reference (e.g., IMP0001, IMP0002) - Each folder can be assigned a unique reference, facilitating easy organisation and storage of related paperwork.
   
   
2. Airway Bill Number/Bill of Lading Number - Record the specific identifiers associated with the transportation of goods.
   
   
3. Company Reference - Internal reference or identifier for your business's use.
   
   
4. Overseas Supplier/Receiver Name and Location - Capture the name and location of the overseas party involved in the export or import.
   
   
5. Part Number - Log the specific part number or product code related to the items.
   
   
6. Quantity of Items - Record the quantity of goods being exported or imported.
   
   
7. Description of Goods - Provide a brief description or details about the goods.
   
   
8. Commodity Code - Include the applicable commodity code(s) associated with the goods for customs classification purposes.
   
   
9. Country of Origin - Indicate the country where the goods originate.
   
   
10. Invoice Value - Record the value of the invoice related to the goods.
    
    
11. Invoice Currency - Specify the currency used in the invoice.
    
    
12. Number of Pieces - Capture the number of individual pieces or units in the shipment.
    
    
13. Gross Weight - Log the total weight of the shipment, including packaging and containers.
    
    
14. Net Weight - Record the goods' weight, excluding packaging and containers.
    
    
15. Charges (Freight, Admin, Packing, etc.) - Include any additional charges, such as freight costs or administrative fees.
    
    
16. Purchase/Sales Order - Reference the order number associated with the export or import.
    
    
17. Incoterm® 2020 Rule - Indicate the agreed-upon Incoterm® rule that defines the responsibilities and obligations of the buyer and seller in the transaction.
    
    
18. Carrier/Customs Broker - Record the name of the carrier or customs broker involved in the transportation and clearance of goods.
    
    
19. Type of Movement (e.g., FCG, IP, RGR) - Specify the reason for export or import, such as Free Circulation Goods (FCG), Inward Processing (IP), or Returned Goods Relief (RGR).
    
    
20. Procedure Code (e.g., 4000 000, 5171000) - Include the relevant procedure code associated with the import.
    
    
21. Preference - Note whether a preference applies to the movement.
    
    
22. Customs Entry Number and Date - Record the customs entry number and date of submission.
    
    
23. Customs Entry Values - Log the values associated with the customs entry, such as duty and VAT amounts.

Remember, this list is not exhaustive and can be customised further based on your business requirements.

Strong & Herd Shipping Office

We have a wealth of experience to ensure your company remains compliant with UK laws relating to international trade, as well as the expertise to help you benefit from improved compliance in all areas of Customs procedures.

We specialise in export control legislation and customs compliance. We can support clients through our Shipping Office Service with licence applications and special procedures such as IP/OP and assist with periodic reporting to HMRC.

Our Shipping Office Service also includes access to our international trade helpline, which gives full support in all areas of international trade, not just limited to shipping office activities. It is ideal for busy export and import staff who can obtain good practical advice when required from experienced, independent practitioners.

Our shipping office offers both short-term and long-term solutions to meet your needs. Whether you require immediate assistance or are looking for a more extended partnership, we have options available for you. Contact us today to outsource your shipping requirements and discover how we can assist you.