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📝 Editable Word Templates
The same core documents as blank, editable .docx working templates — use your company's compliant format where one is required.
Commercial Invoice — working template (.docx)
Packing List — working template (.docx)
CMR Consignment Note — working template (.docx)
Bill of Lading Review — working template (.docx)
Sea Freight Booking Request — working template (.docx)
Shipping Instruction — working template (.docx)
Supplier Evaluation Scorecard — working template (.docx)
Dangerous Goods Declaration — working template (.docx)
🚢
Sea Transport
Ocean freight documents and practical shipping controls.
Sea Transport
Bill of Lading
Main parties, cargo details, ports, voyage information and release concepts.
Open guide
Sea Transport
Sea Waybill
How it differs from a negotiable Bill of Lading and what to check.
Open guide🚛
Road Transport
Road freight documents, delivery evidence and shipment controls.
Road Transport
CMR Consignment Note
Core road-carriage information and delivery reservations.
Open guide
Delivery
Proof of Delivery
Delivery evidence, signatures, shortages, damage and reservations.
Open guide
Operations
Shipment Booking Checklist
A simple pre-booking checklist for transport teams.
Open guide✈️
Air Transport
Air-cargo documents and the information needed to move freight.
🚆
Rail Transport
Core rail freight documentation and operational information.
Rail
Rail Consignment Note (CIM)
Basic rail freight document structure and key information.
Open guide🧾
Customs & Trade
Commercial, customs and origin documents used across international shipments.
Trade / Customs
Commercial Invoice
Seller, buyer, goods, value, origin and other key commercial information.
Open guide
Origin
Certificate of Origin
What proof of origin does and when a specific document may be required.
Open guide
Preferential Origin
EUR.1 / Origin Declaration
Preferential proof of origin and why the exact trade arrangement matters.
Open guide
Customs
Customs Declaration
The basic information flow behind an import or export declaration.
Open guide
International Trade
Incoterms®
Transport, cost and risk responsibilities between seller and buyer.
Open guide⚠️
Dangerous Goods
Practical ADR, IMDG, SDS and dangerous-goods documentation.
Dangerous Goods
ADR / IMDG Basics
UN number, PSN, class, packing group, packaging and documentation.
Open guide
Dangerous Goods
Dangerous Goods Declaration
What information must be controlled before a DG shipment moves.
Open guide
Product Information
SDS — How to Read It
Find transport-relevant information in a Safety Data Sheet.
Open guide📋
Procurement
Tools for requesting quotes, comparing suppliers and placing orders.
Procurement
RFQ Comparison Sheet
Compare price, lead time, Incoterms, accessorials and assumptions.
Open guide
Procurement
Supplier Evaluation
Compare service, quality, cost, compliance and delivery performance.
Open guide📦
Warehouse & Claims
Receiving, inventory discrepancies and cargo-damage controls.
Warehouse
Goods Receiving Checklist
Practical checks for quantity, condition, references and system receipt.
Open guide
Warehouse
Inventory Discrepancy
How to investigate a stock difference before adjusting the system.
Open guidePractical guides
Detailed explanations, illustrative document layouts, checks and common mistakes.
Sea Transport
Bill of Lading
A key sea-transport document. Depending on the form and transaction, it can evidence the contract of carriage, receipt of goods and, in certain cases, function as a document of title.
Fillable template: type directly into the PDF fields and save your completed copy.
What to check
- Shipper, consignee and notify party
- Ports of loading and discharge
- Vessel/voyage
- Goods description, packages and weight
- Freight/payment terms
- Release arrangement
Common mistakes
- Names or quantities do not match other documents.
- Incorrect port, weight or cargo description.
- Release instructions are unclear.
Illustrative B/L layout
ILLUSTRATIVEBILL OF LADING
Bill of Lading
ShipperABC Export Ltd.
ConsigneeXYZ Import GmbH
Port of LoadingExample Port
Port of DischargeExample Port
Vessel / VoyageExample Vessel / 001
B/L No.SUP-000123
DescriptionExample cargo · 20 packages
Gross Weight10,000 kg
Packages20
Illustration only — not an official form.
Official terminology: ICC trade terminology.
Sea Transport
Sea Waybill
A sea transport document recording the carriage and cargo details. Unlike a negotiable original Bill of Lading, it is generally used without transferring title through endorsement.
What to check
- Shipper and consignee
- Ports and vessel/voyage
- Cargo details
- Freight/payment information
- Delivery/release instructions
Common mistakes
- Assuming it works exactly like an original negotiable B/L.
- Incorrect consignee or release instructions.
Illustrative sea waybill
ILLUSTRATIVESEA WAYBILL
Sea Waybill
ShipperABC Export Ltd.
ConsigneeXYZ Import GmbH
Port of LoadingExample Port
Port of DischargeExample Port
CargoExample cargo
Packages / Weight20 / 10,000 kg
Illustration only — not an official form.
Road Transport
CMR Consignment Note
The CMR consignment note is used for international road carriage within the scope of the CMR Convention. It records key information about the carriage and parties involved.
What to check
- Consignor, consignee and carrier
- Taking-over and delivery places
- Goods and packaging
- Packages, marks and weight
- Instructions and reservations
- Delivery signatures/evidence
Common mistakes
- Damage or shortage is not recorded at delivery.
- Names, quantities or references do not match.
- Missing or unclear delivery evidence.
Illustrative CMR
ILLUSTRATIVECMR CONSIGNMENT NOTE
CMR Consignment Note
ConsignorABC Export Ltd.
ConsigneeXYZ Import GmbH
CarrierExample Transport
Delivery PlaceExample City
GoodsExample cargo · 20 packages
Gross Weight10,000 kg
Delivery EvidenceSignature / e-confirmation
Illustration only — not an official form.
Official reference: UNECE Executive Guide on e-CMR.
Delivery
Proof of Delivery (POD)
Proof of delivery is evidence that a shipment was delivered. It can be a signed document, electronic record or another agreed form.
At delivery, check
- Shipment reference
- Date/time
- Receiver identity/evidence
- Package count
- Visible damage/shortage
- Reservations or remarks
Common mistakes
- Damage is not recorded before carrier leaves.
- Shortage is not noted.
- Delivery evidence cannot be linked to shipment.
Illustrative POD
ILLUSTRATIVEPROOF OF DELIVERY (POD)
Proof of Delivery (POD)
Shipment Ref.SUP-00123
DateExample date
Packages20
ConditionExample / remarks
ReceiverName / signature / e-confirmation
Illustration only — not an official form.
Operations
Shipment Booking Checklist
A simple pre-booking checklist to reduce avoidable errors before a transport order is confirmed.
Before booking
☐ Origin / destination
☐ Pickup/delivery dates
☐ Packages / weight / dimensions
☐ Goods description
☐ DG status
☐ Incoterms® / scope
☐ Special requirements
☐ Rate/accessorials
Common mistakes
- Booking before cargo data is confirmed.
- Special handling is mentioned too late.
- Rate excludes accessorials.
Illustrative booking request
ILLUSTRATIVESHIPMENT BOOKING CHECKLIST
Shipment Booking Checklist
PickupExample date/time
DeliveryExample date/window
CargoExample cargo
Packages20 pallets
Weight10,000 kg
SpecialDG / temperature / equipment
Illustration only — not an official form.
Air Transport
Air Waybill (AWB)
The AWB is a key air-cargo document and forms the contract of carriage between shipper and carrier. IATA also supports electronic air waybills.
What to check
- Shipper and consignee
- Origin and destination airports
- Pieces and gross weight
- Commodity description
- Chargeable weight
- Handling information
Common mistakes
- Weight or pieces do not match.
- Incorrect airport or handling information.
Illustrative AWB
ILLUSTRATIVEAIR WAYBILL (AWB)
Air Waybill (AWB)
ShipperABC Export Ltd.
ConsigneeXYZ Import GmbH
OriginExample Airport
DestinationExample Airport
Pieces10
Gross Weight250 kg
GoodsExample cargo
Illustration only — not an official form.
Official reference: IATA e-freight / e-AWB.
Rail
Rail Consignment Note (CIM)
A rail consignment note is used for rail carriage under applicable rail transport rules. The exact document and requirements depend on route and contract.
What to check
- Consignor and consignee
- Taking-over and delivery points
- Goods description
- Packages and weight
- Wagon/intermodal unit information
- Instructions and references
Illustrative CIM
ILLUSTRATIVERAIL CONSIGNMENT NOTE (CIM)
Rail Consignment Note (CIM)
ConsignorABC Export Ltd.
ConsigneeXYZ Import GmbH
From / ToExample / Example
GoodsExample cargo
Packages20
Gross Mass10,000 kg
Illustration only — not an official form.
Trade / Customs
Commercial Invoice
A commercial document describing the sale and goods being shipped. Customs authorities use its information as part of import processing and valuation.
Typical information
- Seller/exporter and buyer/importer
- Invoice number/date
- Goods description
- Quantity, unit price and total value
- Currency
- Origin and HS code where required
- Incoterms® rule where relevant
- Payment terms
Common mistakes
- Values do not add up.
- Vague product description.
- Names or currency do not match.
Illustrative invoice
ILLUSTRATIVECOMMERCIAL INVOICE
Commercial Invoice
SellerABC Export Ltd.
BuyerXYZ Import GmbH
Invoice No.INV-00125
DateExample date
GoodsExample product · 100 units
Unit Price€100
Total€10,000
Origin / HSExample / Example
Illustration only — not an official form.
Check the relevant official customs authority for destination-specific requirements.
Trade / Customs
Packing List
A physical packing document showing how the shipment is packaged. It helps warehouses, carriers and customs teams reconcile packages and quantities.
Typical information
- Package numbers
- Product description
- Quantity per package
- Net/gross weight
- Dimensions
- Marks and numbers
Simple rule: make it easy to understand what is physically inside each package.
Common mistakes
- Package count differs from physical cargo.
- Gross weight does not match transport documents.
Illustrative packing list
ILLUSTRATIVEPACKING LIST
Packing List
Package1–20
ProductExample cargo
Quantity100 units
Packages20 cartons
Net Weight900 kg
Gross Weight1,000 kg
DimensionsExample dimensions
Illustration only — not an official form.
Origin
Certificate of Origin
Proof of origin establishes where goods originate. The required proof depends on the trade arrangement and destination.
What to check
- Applicable origin rule
- Required proof type
- Issuing/authenticating authority
- Goods and origin match supporting records
- Buyer/customs requirement
Illustrative origin certificate
ILLUSTRATIVECERTIFICATE OF ORIGIN
Certificate of Origin
ExporterABC Export Ltd.
ConsigneeXYZ Import GmbH
GoodsExample products
Country of OriginExample Country
CertificationExample authority
Illustration only — not an official form.
Official reference: European Commission — Proof of origin.
Preferential Origin
EUR.1 / Origin Declaration
Preferential proof of origin can allow qualifying goods to receive reduced or zero tariff treatment under a trade arrangement. The exact proof accepted depends on that arrangement.
What to check
- Exact trade agreement
- Product-specific origin rule
- Accepted proof of origin
- Exporter status/conditions where applicable
- Supporting origin evidence
Common mistakes
- Assuming EUR.1 is required for every shipment.
- Confusing dispatch country with preferential origin.
- Using the wrong arrangement's origin rules.
Illustrative preferential proof
ILLUSTRATIVEEUR.1 / ORIGIN DECLARATION
EUR.1 / Origin Declaration
ExporterExample Exporter
ImporterExample Importer
GoodsExample goods
OriginExample origin
ProofEUR.1 / origin declaration
Illustration only — not an official form.
Official reference: European Commission.
Customs
HS Code
HS classification is the system used to classify goods for customs and trade purposes. Correct classification can affect duties, controls, statistics and other requirements.
Practical workflow
- Describe the product precisely.
- Identify material, function and composition as relevant.
- Check the applicable tariff nomenclature.
- Review legal notes and exclusions.
- Use official classification tools/rulings where available.
- Escalate uncertain cases rather than guessing.
Common mistakes
- Choosing code based only on product name.
- Copying supplier code without checking.
- Ignoring destination tariff detail.
Illustrative classification record
ILLUSTRATIVEHS CODE
HS Code
ProductExample product
DescriptionSpecific technical description
HS HeadingExample only
Country TariffCheck current tariff
EvidenceSpecification / ruling
Illustration only — not an official form.
Customs
Customs Declaration
A customs declaration provides authorities with information needed to place goods under a customs procedure. Exact fields and systems vary by country and procedure.
Core data to understand
- Importer/exporter
- Commodity classification
- Customs value
- Origin
- Quantity and packages
- Procedure
- Supporting documents
- Transport/shipment references
Illustrative declaration data
ILLUSTRATIVECUSTOMS DECLARATION
Customs Declaration
DeclarantExample company
ProcedureExample procedure
CommodityExample HS code
OriginExample country
ValueExample value
PackagesExample quantity
Supporting DocsInvoice / packing list / proof
Illustration only — not an official form.
EU customs starting point: European Commission Taxation and Customs Union.
International Trade
Incoterms®
Incoterms® rules define key responsibilities, costs and risks between seller and buyer in a sale of goods. They do not replace the sales contract.
Three questions to ask
- Who arranges transport?
- Who pays which costs?
- When does risk transfer?
Always state the exact rule and named place/point used in the contract.
Illustrative responsibility map
ILLUSTRATIVEINCOTERMS®
Incoterms®
TransportWho arranges?
CostsWho pays?
RiskWhere does it transfer?
InsuranceWho arranges it?
Named PlaceSpecific point must be clear
Illustration only — not an official form.
Official rules: ICC Incoterms®.
Dangerous Goods
ADR / IMDG Basics
ADR and the IMDG Code govern dangerous-goods transport by different modes. Classification, packaging, marks/labels and transport documents must be checked against current applicable rules.
Start with product information
- UN/ID number
- Proper Shipping Name
- Class/division
- Packing group where applicable
- Special provisions/quantities
- Packaging instruction
- Marks, labels and placards
- Transport document requirements
Common mistakes
- Guessing classification.
- Using an old rule edition.
- Mixing modal requirements without checking.
Illustrative DG information flow
ILLUSTRATIVEADR / IMDG BASICS
ADR / IMDG Basics
UN / ID No.Example
Proper Shipping NameExample
ClassExample
Packing GroupExample / N.A.
Packaging / LabelsCheck current rules
Transport DocumentComplete for applicable mode
Illustration only — not an official form.
Dangerous Goods
Dangerous Goods Declaration
A dangerous-goods declaration communicates required transport information for a DG consignment. The exact format and data depend on the mode and applicable rules.
Before signing/submitting
- Correct UN/ID number
- Proper Shipping Name
- Class/division
- Packing group where applicable
- Quantity and packaging
- Additional required information
- Mode-specific requirements
Common mistakes
- Wrong PSN or UN number.
- Quantity/packaging does not match physical cargo.
- Incorrect modal declaration.
Illustrative DG declaration
ILLUSTRATIVEDANGEROUS GOODS DECLARATION
Dangerous Goods Declaration
UN / IDExample
PSNExample
ClassExample
PGExample / N.A.
Quantity / PackagesExample
Additional infoAs required
Illustration only — not an official form.
Product Information
SDS — How to Read It
A Safety Data Sheet provides structured information about a chemical/product. For transport work, particular sections can provide important classification and handling information, but transport classification must be checked against applicable rules.
Sections logistics teams often use
- Section 1: identification
- Section 2: hazards
- Section 7: handling/storage
- Section 9: physical properties
- Section 14: transport information
- Check revision date and product identity
Common mistakes
- Using an SDS for the wrong product/revision.
- Assuming Section 14 alone determines every transport requirement.
Illustrative SDS navigation
ILLUSTRATIVESDS — HOW TO READ IT
SDS — How to Read It
ProductExample chemical
RevisionExample date
Section 2Hazards
Section 14Transport information
UN / PSNCheck applicable data
Class / PGCheck applicable data
Illustration only — not an official form.
Procurement
RFQ — Request for Quotation
An RFQ asks suppliers or logistics providers to quote against defined requirements so offers can be compared on a like-for-like basis.
Include the basics
- Origin and destination
- Goods and quantity
- Frequency/volume
- Required delivery date
- Packaging
- Incoterms® where relevant
- Service scope
- Quote validity
- Accessorials and assumptions
Common mistakes
- Suppliers quote different assumptions.
- Accessorials are undefined.
- Lead time or service level is unclear.
Illustrative RFQ
ILLUSTRATIVERFQ — REQUEST FOR QUOTATION
RFQ — Request for Quotation
OriginExample City
DestinationExample City
GoodsExample cargo
Quantity20 pallets
Required DateExample date
IncotermExample rule
Quote RequestFreight + accessorials + validity
Illustration only — not an official form.
Procurement
RFQ Comparison Sheet
A comparison sheet turns supplier responses into a structured, like-for-like decision.
Compare more than price
Cost — total quote
Transit — lead time
Accessorials — included/excluded
Validity — quote period
Service — scope/capacity
Assumptions — exceptions
Illustrative comparison
ILLUSTRATIVERFQ COMPARISON SHEET
RFQ Comparison Sheet
Supplier A€1,000
Supplier B€1,080
Transit2–3 days
Validity30 days
AccessorialsCompare
DecisionTotal cost + service
Illustration only — not an official form.
Procurement
Purchase Order
A purchase order communicates the buyer's requirements and commercial terms. Its legal effect depends on the contract and applicable law.
Typical information
- Buyer and supplier
- PO number/date
- Item/service description
- Quantity and price
- Delivery location/date
- Payment terms
- Incoterms® where relevant
- Contract/specification references
Common mistakes
- PO does not match quotation/contract.
- Delivery location/date is unclear.
- Incorrect item or quantity.
Illustrative PO
ILLUSTRATIVEPURCHASE ORDER
Purchase Order
BuyerExample Company
SupplierExample Supplier
PO NumberPO-001234
DateExample date
Item / ServiceExample product/service
Quantity100
Price€100 / unit
Illustration only — not an official form.
Procurement
Supplier Evaluation
A structured supplier review can compare more than price: service, quality, delivery, compliance and commercial performance.
Suggested scorecard
Cost — total cost
Delivery — OTIF / lead time
Quality — defects/claims
Service — responsiveness
Compliance — documents
Capacity — demand support
Common mistakes
- Comparing suppliers on price alone.
- Inconsistent scoring criteria.
- Ignoring operational incidents.
Illustrative supplier scorecard
ILLUSTRATIVESUPPLIER EVALUATION
Supplier Evaluation
SupplierExample Supplier A
Cost Score8 / 10
Delivery9 / 10
Quality8 / 10
Service7 / 10
Compliance10 / 10
Overall8.4 / 10
Illustration only — not an official form.
Warehouse
Goods Receiving Checklist
A practical receiving checklist for verifying quantity, condition and references before goods enter stock.
At the dock
☐ PO / ASN / shipment reference
☐ Package count
☐ Visible damage
☐ Labels / SKU
☐ Quantity
☐ Special conditions
☐ System receipt
☐ Quarantine exceptions
Common mistakes
- Receiving into stock before count is complete.
- Damaged goods are not segregated.
- Reference mismatch is ignored.
Illustrative receiving record
ILLUSTRATIVEGOODS RECEIVING CHECKLIST
Goods Receiving Checklist
POPO-001234
ShipmentSUP-00123
SKUExample SKU
Expected Qty100
Received98
Condition2 damaged / 96 good
Illustration only — not an official form.
Warehouse
Inventory Discrepancy
A controlled process for investigating differences between physical stock and the warehouse management system.
Investigate before adjusting
- Freeze the affected SKU/location if necessary.
- Recount physically.
- Check recent receipts, picks, transfers and adjustments.
- Check damaged/quarantine stock.
- Identify the transaction causing the difference.
- Document and approve any adjustment.
Common mistakes
- Adjusting stock without investigating.
- Counting while transactions are still moving.
- Ignoring quarantine or damaged stock.
Illustrative discrepancy record
ILLUSTRATIVEINVENTORY DISCREPANCY
Inventory Discrepancy
SKUEX-001
System Qty500
Physical Qty492
Difference-8
LocationA-01-02
InvestigationReceiving / picking / transfer check
Illustration only — not an official form.
Claims
Cargo Damage Report
A structured damage report preserves evidence when cargo arrives damaged. Follow the applicable carrier, contract and insurance procedure.
Collect evidence
- Shipment reference
- Date/time/location
- Photos of packaging and goods
- Package numbers/marks
- Visible damage description
- Delivery reservations
- Names of people present
- Supporting transport documents
Common mistakes
- Photos show only the product, not packaging.
- Damage description is vague.
- Claim notice is delayed beyond contractual limits.
Illustrative damage report
ILLUSTRATIVECARGO DAMAGE REPORT
Cargo Damage Report
ShipmentSUP-00123
Date / LocationExample
PackageNo. / mark
DamageShort factual description
PhotosAttached / referenced
ReservationRecorded on delivery document
Illustration only — not an official form.
Customs
EORI Number
The EU Economic Operators Registration and Identification number used by customs authorities to identify economic operators.
What to check
- Check the legal entity and EORI before the declaration; make sure the entity used in the customs process is the correct one.
- Confirm the current contract, country-specific rule or carrier requirement before operational use.
- Keep the supporting shipment evidence with the transaction record.
Common mistakes
- Wrong legal entity, using a VAT number instead, or assuming a broker's EORI can be used as the importer's.
- Using an old template or rule without checking the current requirement.
Official starting point: current guidance
SUPPLY quick reference
SUPPLYQUICK CHECK
EORI Number
PurposeThe EU Economic Operators Registration and Identification number used by customs authorities to identify economic operators.
First checkCheck the legal entity and EORI before the declaration; make sure the entity used in the customs process is the correct one.
EvidenceShipment / contract / official source
Escalate whenThe requirement is unclear, country-specific, contractual or regulatory.
SUPPLY reference — verify current official requirements before use.
Customs
TARIC — EU Customs Tariff
A practical starting point for checking EU tariff measures, trade-policy measures and other import requirements.
What to check
- Check CN classification, origin country and the date of import; review duty, quotas, restrictions and additional measures.
- Confirm the current contract, country-specific rule or carrier requirement before operational use.
- Keep the supporting shipment evidence with the transaction record.
Common mistakes
- Looking only at the base duty rate or using an outdated tariff result.
- Using an old template or rule without checking the current requirement.
Official starting point: current guidance
SUPPLY quick reference
SUPPLYQUICK CHECK
TARIC — EU Customs Tariff
PurposeA practical starting point for checking EU tariff measures, trade-policy measures and other import requirements.
First checkCheck CN classification, origin country and the date of import; review duty, quotas, restrictions and additional measures.
EvidenceShipment / contract / official source
Escalate whenThe requirement is unclear, country-specific, contractual or regulatory.
SUPPLY reference — verify current official requirements before use.
Customs & Trade
Supplier's Declaration
A supplier declaration can provide supporting evidence for preferential origin claims when the applicable arrangement requires it.
What to check
- Confirm the goods, period and origin statement; retain the supporting evidence and use the required wording.
- Confirm the current contract, country-specific rule or carrier requirement before operational use.
- Keep the supporting shipment evidence with the transaction record.
Common mistakes
- Using a generic statement without checking the trade arrangement or coverage period.
- Using an old template or rule without checking the current requirement.
Official starting point: current guidance
SUPPLY quick reference
SUPPLYQUICK CHECK
Supplier's Declaration
PurposeA supplier declaration can provide supporting evidence for preferential origin claims when the applicable arrangement requires it.
First checkConfirm the goods, period and origin statement; retain the supporting evidence and use the required wording.
EvidenceShipment / contract / official source
Escalate whenThe requirement is unclear, country-specific, contractual or regulatory.
SUPPLY reference — verify current official requirements before use.
Customs
Customs Transit
How goods can move under a customs transit procedure so customs formalities can be completed at destination.
What to check
- Confirm departure/destination offices, procedure, guarantee requirements and discharge of the movement.
- Confirm the current contract, country-specific rule or carrier requirement before operational use.
- Keep the supporting shipment evidence with the transaction record.
Common mistakes
- Assuming transit means no customs obligations or forgetting the discharge step.
- Using an old template or rule without checking the current requirement.
Official starting point: current guidance
SUPPLY quick reference
SUPPLYQUICK CHECK
Customs Transit
PurposeHow goods can move under a customs transit procedure so customs formalities can be completed at destination.
First checkConfirm departure/destination offices, procedure, guarantee requirements and discharge of the movement.
EvidenceShipment / contract / official source
Escalate whenThe requirement is unclear, country-specific, contractual or regulatory.
SUPPLY reference — verify current official requirements before use.
Customs
ICS2 / Entry Summary Declaration
Advance cargo information requirements are designed to support EU customs security and risk analysis.
What to check
- Identify the filing responsibility, transport mode and required data; use precise goods descriptions and correct party identifiers.
- Confirm the current contract, country-specific rule or carrier requirement before operational use.
- Keep the supporting shipment evidence with the transaction record.
Common mistakes
- Vague cargo descriptions, wrong party data or assuming the carrier/forwarder automatically owns every filing responsibility.
- Using an old template or rule without checking the current requirement.
Official starting point: current guidance
SUPPLY quick reference
SUPPLYQUICK CHECK
ICS2 / Entry Summary Declaration
PurposeAdvance cargo information requirements are designed to support EU customs security and risk analysis.
First checkIdentify the filing responsibility, transport mode and required data; use precise goods descriptions and correct party identifiers.
EvidenceShipment / contract / official source
Escalate whenThe requirement is unclear, country-specific, contractual or regulatory.
SUPPLY reference — verify current official requirements before use.
Customs
Customs Valuation
A practical introduction to the information used to establish customs value for imported goods.
What to check
- Start with the transaction and applicable valuation method; check additions, assists, royalties, freight and other relevant elements with the customs specialist.
- Confirm the current contract, country-specific rule or carrier requirement before operational use.
- Keep the supporting shipment evidence with the transaction record.
Common mistakes
- Assuming invoice price always equals customs value or adding costs without checking the applicable method.
- Using an old template or rule without checking the current requirement.
Official starting point: current guidance
SUPPLY quick reference
SUPPLYQUICK CHECK
Customs Valuation
PurposeA practical introduction to the information used to establish customs value for imported goods.
First checkStart with the transaction and applicable valuation method; check additions, assists, royalties, freight and other relevant elements with the customs specialist.
EvidenceShipment / contract / official source
Escalate whenThe requirement is unclear, country-specific, contractual or regulatory.
SUPPLY reference — verify current official requirements before use.
Sea Transport
Verified Gross Mass (VGM)
Why packed containers require a verified gross mass and how to keep the container, weighing record and submission aligned.
What to check
- Check container number, weighing method, verified mass and carrier/terminal submission deadline.
- Confirm the current contract, country-specific rule or carrier requirement before operational use.
- Keep the supporting shipment evidence with the transaction record.
Common mistakes
- Confusing cargo net weight with VGM or submitting VGM against the wrong container.
- Using an old template or rule without checking the current requirement.
Official starting point: current guidance
SUPPLY quick reference
SUPPLYQUICK CHECK
Verified Gross Mass (VGM)
PurposeWhy packed containers require a verified gross mass and how to keep the container, weighing record and submission aligned.
First checkCheck container number, weighing method, verified mass and carrier/terminal submission deadline.
EvidenceShipment / contract / official source
Escalate whenThe requirement is unclear, country-specific, contractual or regulatory.
SUPPLY reference — verify current official requirements before use.
Sea Transport
Demurrage — How to Investigate a Charge
A shipment timeline makes demurrage disputes much easier to analyse.
What to check
- Record discharge, free-time start/end, release, customs and pickup events; compare them with the applicable tariff.
- Confirm the current contract, country-specific rule or carrier requirement before operational use.
- Keep the supporting shipment evidence with the transaction record.
Common mistakes
- Arguing from memory instead of building a dated event timeline.
- Using an old template or rule without checking the current requirement.
Official starting point: current guidance
SUPPLY quick reference
SUPPLYQUICK CHECK
Demurrage — How to Investigate a Charge
PurposeA shipment timeline makes demurrage disputes much easier to analyse.
First checkRecord discharge, free-time start/end, release, customs and pickup events; compare them with the applicable tariff.
EvidenceShipment / contract / official source
Escalate whenThe requirement is unclear, country-specific, contractual or regulatory.
SUPPLY reference — verify current official requirements before use.
Sea Transport
Detention — How to Check a Charge
Detention relates to equipment use outside the terminal and should be checked against the carrier's free-time terms.
What to check
- Record equipment release, pickup, return and empty-return dates; compare them with free time.
- Confirm the current contract, country-specific rule or carrier requirement before operational use.
- Keep the supporting shipment evidence with the transaction record.
Common mistakes
- Mixing detention with terminal storage or demurrage.
- Using an old template or rule without checking the current requirement.
Official starting point: current guidance
SUPPLY quick reference
SUPPLYQUICK CHECK
Detention — How to Check a Charge
PurposeDetention relates to equipment use outside the terminal and should be checked against the carrier's free-time terms.
First checkRecord equipment release, pickup, return and empty-return dates; compare them with free time.
EvidenceShipment / contract / official source
Escalate whenThe requirement is unclear, country-specific, contractual or regulatory.
SUPPLY reference — verify current official requirements before use.
Air Transport
Air Freight Chargeable Weight
Air freight can be rated on volumetric/chargeable weight rather than gross weight alone.
What to check
- Measure dimensions accurately, calculate volumetric weight using the applicable tariff and compare it with gross weight.
- Confirm the current contract, country-specific rule or carrier requirement before operational use.
- Keep the supporting shipment evidence with the transaction record.
Common mistakes
- Using the wrong volumetric factor or rounding dimensions incorrectly.
- Using an old template or rule without checking the current requirement.
Official starting point: current guidance
SUPPLY quick reference
SUPPLYQUICK CHECK
Air Freight Chargeable Weight
PurposeAir freight can be rated on volumetric/chargeable weight rather than gross weight alone.
First checkMeasure dimensions accurately, calculate volumetric weight using the applicable tariff and compare it with gross weight.
EvidenceShipment / contract / official source
Escalate whenThe requirement is unclear, country-specific, contractual or regulatory.
SUPPLY reference — verify current official requirements before use.
Procurement
OTIF — On-Time In-Full
A practical KPI for measuring whether suppliers or carriers deliver when promised and in the correct quantity.
What to check
- Define the promised date/window and quantity basis before calculating performance; use consistent exclusions.
- Confirm the current contract, country-specific rule or carrier requirement before operational use.
- Keep the supporting shipment evidence with the transaction record.
Common mistakes
- Changing the definition between suppliers or counting partial deliveries as full deliveries.
- Using an old template or rule without checking the current requirement.
Official starting point: current guidance
SUPPLY quick reference
SUPPLYQUICK CHECK
OTIF — On-Time In-Full
PurposeA practical KPI for measuring whether suppliers or carriers deliver when promised and in the correct quantity.
First checkDefine the promised date/window and quantity basis before calculating performance; use consistent exclusions.
EvidenceShipment / contract / official source
Escalate whenThe requirement is unclear, country-specific, contractual or regulatory.
SUPPLY reference — verify current official requirements before use.
Procurement
Landed Cost Checklist
A structured way to compare the real cost of an imported product rather than comparing supplier price alone.
What to check
- Consider purchase price, freight, insurance where relevant, duty/tax treatment, brokerage, handling and other agreed costs.
- Confirm the current contract, country-specific rule or carrier requirement before operational use.
- Keep the supporting shipment evidence with the transaction record.
Common mistakes
- Comparing supplier prices on different Incoterms or ignoring accessorials.
- Using an old template or rule without checking the current requirement.
Official starting point: current guidance
SUPPLY quick reference
SUPPLYQUICK CHECK
Landed Cost Checklist
PurposeA structured way to compare the real cost of an imported product rather than comparing supplier price alone.
First checkConsider purchase price, freight, insurance where relevant, duty/tax treatment, brokerage, handling and other agreed costs.
EvidenceShipment / contract / official source
Escalate whenThe requirement is unclear, country-specific, contractual or regulatory.
SUPPLY reference — verify current official requirements before use.
Warehouse
Inventory KPIs
Core warehouse and inventory measures that help identify service, accuracy and working-capital problems.
What to check
- Track inventory accuracy, stockouts, ageing, turns, receiving performance and order fulfilment consistently.
- Confirm the current contract, country-specific rule or carrier requirement before operational use.
- Keep the supporting shipment evidence with the transaction record.
Common mistakes
- Using a KPI without defining its calculation or mixing different time periods.
- Using an old template or rule without checking the current requirement.
Official starting point: current guidance
SUPPLY quick reference
SUPPLYQUICK CHECK
Inventory KPIs
PurposeCore warehouse and inventory measures that help identify service, accuracy and working-capital problems.
First checkTrack inventory accuracy, stockouts, ageing, turns, receiving performance and order fulfilment consistently.
EvidenceShipment / contract / official source
Escalate whenThe requirement is unclear, country-specific, contractual or regulatory.
SUPPLY reference — verify current official requirements before use.
Warehouse
Cycle Counting
A practical alternative to relying only on a single annual stock count.
What to check
- Set a frequency by SKU/value/risk, investigate differences and document approved adjustments.
- Confirm the current contract, country-specific rule or carrier requirement before operational use.
- Keep the supporting shipment evidence with the transaction record.
Common mistakes
- Counting while transactions are still moving or adjusting stock without root-cause analysis.
- Using an old template or rule without checking the current requirement.
Official starting point: current guidance
SUPPLY quick reference
SUPPLYQUICK CHECK
Cycle Counting
PurposeA practical alternative to relying only on a single annual stock count.
First checkSet a frequency by SKU/value/risk, investigate differences and document approved adjustments.
EvidenceShipment / contract / official source
Escalate whenThe requirement is unclear, country-specific, contractual or regulatory.
SUPPLY reference — verify current official requirements before use.
Important: These visual forms are SUPPLY illustrations, not official carrier, customs, regulatory or contractual forms. Before using a document operationally, check the applicable current rules, contract, carrier requirements and official authority guidance.
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