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Warehouse Procedures

1. Warehouse Procedures

Warehouse Clerical Procedures Minimum Requirements and Guidance:

  1. Warehouse Procedures (clerical)

 

  1. A comprehensive computerised stock control system, to be in place and in use with verifiable back-up.
  2. Each parcel or lot shall have a unique reference
  3. A Warehouse Management System (WMS) must be in place for all inbound and outbound movement and storage, including historical

 

  1. Warehouse storage confirmation

It is required that an MMTA approved warehouse should provide the following information in all confirmations of goods stored:

  1. Unique warehouse reference to be used for any storage confirmation issued
  2. A storage confirmation should conform to the following format:

 

  1. Name of title holder
  2. Details of whether goods are insured by warehouse on customer’s behalf or not

 

  • Warehouse location (name and/or address)
  1. Full description of goods, as advised upon delivery into warehouse
  2. Origin to be included upon request by the owner of the goods.
  3. Number and type of packing units. Markings to be provided upon request.
  • It shall be the responsibility of the first member company receiving material in warehouse from a non-association party, or when first placing material into warehouse for eventual onward release, to have the material gross weighed (STW) by the holding warehouse, prior to onward release. Cost of such gross weighing is for the account of the first member company.
  • Advised net weight by supplier (STW) or actual net weight established by the holding warehouse for the parcel upon request.
  1. Remarks – to include shortages such as damages, seals, repairs to packing etc
  2. Customs Status of the goods – customs cleared per the jurisdiction in which the goods are located.
  3. Warehouse rent is for the account of party which is storing the cargo (title holder), as from the date of storage unless as otherwise agreed
  1. Releases
    1. Name of selling principal
    2. Terms (for example EXW, FCA etc) whether insured or not, irrevocable or conditional release
    3. Warehouse reference, including warehouse location (name and/or address)
    4. Full description of goods based on available records
    5. Country of origin to be included upon request by the seller of the
    6. Number and type of packing units. Markings to be provided
    7. All releases must state either actual gross weight established by the holding warehouse for the parcel or STW
    8. All releases to state STW net weight for the parcel
    9. Remarks at the warehouses’ discretion in respect of damage to packing, missing seals or lids etc
    10. Customs Status of the goods – customs cleared per the jurisdiction in which the goods are
    11. Warehouse rent is for the account of receiver (title holder), as from the date of release unless as otherwise agreed
    12. Effective date of release

 

  1. Conditional Releases.

Where both parties agree at the time of contract to a conditional release, this shall take the form of

a holding confirmation prior to release by the Holding Warehouse to the Buyer to the following general format: Holding confirmation prior to release (updated 1st May 2014)

To: (Buyer’s details) Cc: (Seller’s details)

From: (Warehouse details)

On the request of Messrs. [ seller ] we confirm holding for their account the parcel(s) as detailed below:

  • basis: [ ] – (Incoterms 2010)
  • customs status: [ ]
  • neither insured nor weighed by us, unless otherwise stated. Our ref. Amount / Packing s.t.w. gross kilos / s.t.w. net kilos Product:

Marks:

Brand:

Shape:

Grade:

Stored in our warehouse: [ ] Port no.: [ ]

Applicable conditions: [ ]

which will, except in case for force majeure, be released to your order, irrevocably, only upon our receipt of either:

  1. A written confirmation sent DIRECTLY from the Buyer’s bank, confirming that payment in the amount of [currency and amount] has been unconditionally and irrevocably transferred for immediate value by SWIFT/Telegraphic transfer to:

(Seller’s Bank Details)

Bank:

Beneficiary:

Account Number:

Swift/Iban:

OR:

  1. An explicit written confirmation from the sellers (Seller’s confirmation) that [warehouse] may

effect the final irrevocable release to buyers

  1. Unconditional and irrevocable Releases.

Where both parties agree at the time of contract to an unconditional and irrevocable release, this shall take the form of a release by the Holding Warehouse to the Buyer to the following general format:

 

To: (Buyer’s details)

Cc: (Seller’s details)

From: (Warehouse details)

On the request of Messrs. [ seller ] we release to your order the following parcel(s) as detailed

below:

  • Irrevocably and unconditionally for account of
  • basis: [ ] – (Incoterms 2010)
  • customs status: [ ] (T1, EU )
  • neither insured nor weighed by us, unless otherwise stated, nor are we responsible for the contents of the packing in case this document covers packed
  • Effective:
  • Warehouse rent starting for your account as per: Our ref. Amount / Packing s.t.w. gross kilos / s.t.w. net kilos

 

Product:

 

Marks:

 

Brand:

 

Shape:

 

Grade:

 

Stored in our warehouse: [ ]

 

Port no.: [ ]

Applicable conditions: [ ]

 

General Terms and Conditions of: [ ] : in particular Art.: [ ]

 

The Warehouse may ask that rent and/or other charges are paid prior to release in respect of the released cargo. For collection the Warehouse may need to be informed by a working day prior to loading.

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