In the world of logistics and shipping, the smooth movement of goods relies heavily on the various documentation that goes along with it. Among these documents is the shipping manifest. Although it may not be the most glamorous part of logistics, it plays a vital role in ensuring that shipments reach their intended destinations without any roadblocks. But what exactly is a shipping manifest, and why is it so important?
A shipping manifest is a document that is filled out by a delivery executive at the time of pickup.
In this blog, we’ll explore a shipping manifest further, discuss its purpose, and break down the key components it contains. Additionally, we will guide you through the steps to generate one, ensuring that your logistics operations are as efficient as possible.
What is a Shipping Manifest
A shipping manifest is a detailed document listing all the shipments being transported by a carrier from one location to another. It serves as a record of the items included in a shipment and is typically used by shipping companies and customs officials to verify the contents of a shipment.
It involves all the necessary information about the shipment, such as:
- Pickup Date and Time
- Delivery Executive Information
- Shipment Contents
- Seller Details, etc.
All this information is filled in to ensure proper documentation of the shipment. It also helps customs officers verify the contents of the shipment and other important details.
Purpose of Shipping Manifest
A shipping manifest is one of the most important documents that has been in place for decades, as it serves primarily as an overview of shipment contents. However, its role extends beyond mere documentation:
Customs Clearance
When goods cross international borders, customs officials require a detailed list of the cargo being imported or exported. The shipping manifest enables this process by providing the necessary information for customs officers and clearance.
Streamlined Handover Process
The shipping manifest plays a crucial role in ensuring a smooth handover of goods during pickup. It serves as a checklist for the carrier and shipper, verifying that the correct items are being transferred. By detailing the contents, quantities, and packaging, the manifest helps prevent errors, ensuring that the carrier collects the right shipment and reducing the risk of delays or disputes.
Liability and Accountability
In the event of disputes or claims regarding lost or damaged goods, the blame is always put on the other party. A shipping manifest serves as a key piece of evidence to avoid that clash. It helps determine the responsibility for the shipment and helps with insurance claims.
Efficient Unloading and Distribution
It can become difficult to unload and distribute shipments with a shipping manifest. The manifest allows the receiving party to efficiently unload and distribute the packages upon arrival, as it provides a clear reference for verifying the contents and ensuring that everything is accounted for.
Calculation of Import Duties and Taxes
The shipping manifest is essential for customs officers to accurately calculate import duties and taxes. By detailing the type, quantity, and value of goods, the manifest enables customs authorities to assess the correct amount of taxes and duties that need to be paid, preventing delays in the clearance process.
How to Generate a Shipping Manifest
To generate a shipping manifest, a seller has to follow these steps:
1. Sign into your OMS account and navigate to Shipments from the menu bar.
2. Look for the order for which you want to create a shipping manifest and click on Ship Now.
3. A rate card of available courier partners will appear on your screen. Select the one that best fits your requirements, and click on Assign.
4. Once that is done, your order will move to the Ready to Ship section. Select that order, and from the drop-down menu, select Schedule Pickup & Create Manifest.
5. Finally, the order will move to the Manifested tab. This is where you can download the manifest form.
At the time of pickup, ensure that the delivery executive fills in the required details in the shipping manifest and signs it.
Components in a Shipping Manifest
A shipping manifest includes several key components, each providing essential information about the shipment.
Seller and Consignee Information
Information about the seller and the consignee is crucial for identifying the parties involved in the transaction. The seller, who is sending the goods, and the consignee, who is receiving them, must have their names, addresses, and contact details clearly listed on a manifest. This information is important for ensuring that the goods are handed over to the correct person and that the parties can be contacted if any issues arise during transportation.
Carrier Information
These details identify the courier partner involved in transporting the goods. In this section of a shipping manifest, the carrier’s name, contact details, identification number, and the mode of transportation being used are mentioned. Having this information available is important for tracking the shipment and addressing any concerns that may arise during the delivery process.
Description of Shipment
This part includes the product’s name, model number, or SKU (Stock Keeping Unit), as well as any special handling instructions or hazardous material warnings. A precise description helps identify the shipment’s contents and ensure that they are handled appropriately throughout the shipping process.
Shipment Content
The quantity and weight of the goods must be accurately recorded. This includes the number of items being shipped and the weight and dimensions of each item, along with the total weight of the shipment. This information is crucial for calculating shipping costs, ensuring that the shipment complies with weight restrictions, and verifying that the correct amount of goods has been shipped and received.
Tracking Information
The tracking information provides references that allow for monitoring the shipment’s progress. This typically includes tracking numbers or barcodes that can be scanned to retrieve real-time updates on the shipment’s location. Accurate tracking information is essential for both the seller and consignee to monitor the shipment’s status and predict the estimated delivery.
Shipment Date and Time
The date and time of shipment are recorded to mark the exact moment the shipments were dispatched. This date is important for tracking delivery timelines and ensuring that the shipment arrives within the expected window.
Signatures and Authorisation
Finally, signatures and authentication are required to validate the shipping manifest. Signatures from the seller, carrier, and consignee, along with any required official seals or stamps, confirm that the document is accurate and legally binding. This step is crucial for maintaining the integrity of the shipping process and protecting all parties involved.
Shipping Manifest vs Bill of Lading (BOL)
A shipping manifest and a bill of lading are often mistaken to be the same. However, both are essential documents in the shipping process; they serve different purposes and contain distinct information.
Let’s understand the difference between a shipping manifest and a bill of lading.
The bill of lading is a legal document that acts as a contract between the shipper and the carrier. It outlines the terms and conditions of the shipment, including the responsibilities of both parties. The bill of lading serves as a receipt for the goods being shipped and provides proof that the carrier has received the cargo. It is used as a document of title, i.e., it can be used to transfer ownership of the goods from the shipper to the consignee. The bill of lading includes information such as the type of goods being shipped, their quantity, and the destination. However, it is generally less detailed than a shipping manifest and does not provide a complete shipment inventory.
In contrast, the shipping manifest is more focused on providing a detailed inventory of the goods being shipped. It includes specific information about each item, such as descriptions, quantities, weights, dimensions, and packaging details. The shipping manifest is used primarily for tracking and verifying the contents of a shipment, and customs officials typically require it for international shipments. Unlike the bill of lading, the shipping manifest is not a document of title and does not serve as a contract between the shipper and carrier. Instead, it is a document that supports the bill of lading by providing a more detailed breakdown of the cargo.
Conclusion
A shipping manifest is more than just a mere piece of paper. It includes details about not just the contents of a shipment but also information about the shipper and the consignee. It also works as a piece of evidence during disputes over damaged or lost shipments.
As similar as it may appear to a bill of lading, this is a more elaborate document providing a description of a package, including its weight, dimensions, number of items, and more. It is also useful for customs officers to verify each shipment’s details.
With so many important documents for each package that leaves a warehouse, handling them can be dreadful. With the help of a third-party logistics company, a seller can easily streamline the entire process. With tech-based logistics support, they can manage the documents, orders, and more all in one place.
