Loading Procedure & Controlling   

ASHORE - Loading organization (Long Therm):

a)  Check the loading day (perhaps is there a celebrations day);

b)  Inform the Agency about the loading and the begin of the loading;

c)  Ask for Union requirements;

d)  Check the situation of the port and the mooring of the vessel;

e)  Arrange a forklift or crane if necessary;

f)   Arrange stevedores if necessary;

ONBOARD - Loading organization (Short Therm):

a)  Loading Crew must be early enough (3 until 4 days before) informed

     about the coming loading job. The company is paying per person per loading fee of ……

b)  The names of the loading crew must be placed already by the Chief

     Accountant concerning the payment of the job;

c)  Prepare big tongue for cracking the container seal;

d)  Prepare loading belts for the crew;

e)  Prepare all loading cats which are available on board;

f)   Prepare all equipment which must be disembark the vessel before

     the loading starts in the port, like palettes or empty beer barrels,

     inform early enough the Head Office concerning that actions.  

     Operations Mgr. must arrange the transportation of the barrels for Example;

g)  Prepare the list with all the goods which you ordered and give a copy to the man who controls the palettes;

h)  Prepare a digital camera for products which are not good or for other insurance reasons;

i)   Prepare a scales balance for weight spot checks during the Loading;

Loading:

    a)       Controller must be the first man ashore which say´s hello to the business partner (ship chandler).

         The Controller should be located during the loading on the pier to check as good as possible all the   

         ordered products and mark them in the delivery note   as missed if you can´t see some of them.

b)  Ask for the temperature sheet of the truck and put this document to the end of cruise close down.

c)  Open the truck and take the seal with you. (The seal must be stored in your office)

d)  Controller has do give order that palette by palette is checked and the Stevedores have to move it on board.

          He has to check with the DELIVERY NOTE from the chandler.

e)  Inside the vessel is the responsibility of the Provision Master to check the expire dates / the qualities of the  

     goods and again a comparison with the DELIVERY NOTE from the chandler.

f)   The Provision Ass. has to store all the goods in a perfect USPH style

F&B MGR

a)  The original order must be in the F&B Mgrs hands.

b)  The Invoice should be come together with the delivery note.

c)  During the loading the F&B has to stamp and sign the invoices.

d)  One stamped invoice is for the supplier - one for the customs - one for our head office.

e)  In the night after the loading the Controller team must start to give all the loading data in the stock controlling   

     computer system (like Fidelio or iiSii).

f)   After the loading the Provision Master has to do in cooperation with the Controller a physical inventory.

g)  The FIRST Discrepancy Report MUST be in the head office after 72 hours. The discrepancy report should be as  

     small as possible about the direct controlling during the loading

h)  The FINAL Discrepancy Report must be as soon as possible after the first one in the Head Office.

A physical inventory has do be done each end of cruise (before the next loading begins).

Executive Chef “must” be there several times during the loading operation. He has do decide about the quality of the products

The F&B Mgr. must inform the Chef (should be in written form) concerning the coming loadings.