Standard Operating Procedure (SOP)

Transport Planning Team

Objective

To ensure seamless handling, processing, and dispatch of air cargo shipments from China to
designated destinations while adhering to client-specific Service Level Agreements (SLAs) and
minimizing costs.

Inbound Process

1. Air Freight Shipments

We primarily handle inbound air cargo from China, arriving at the following airports:

• Amsterdam Schiphol (AMS) – Primary handling location.

• Liège (LGG) and Frankfurt (FRA) – For specific large clients who arrange trucking to our
warehouse.
2. Schiphol Operations

Upon arrival, shipments are processed by ground handlers at Schiphol. The following handlers
manage our cargo:

• Dnata (Pelikaanweg 1, 1118DT Schiphol)

• KLM (Anchoragelaan 36, 1118DT Schiphol)

• WFS (Anchoragelaan 50, 1118LE Schiphol)

• Menzies (Anchoragelaan 50, 1118LE Schiphol)

• Swissport T9 (Anchoragelaan 36, 1118LD Schiphol)

• Swissport T11 (Anchoragelaan 36, 1118LD Schiphol)

• Swissport T7 (Maraboeweg 1, 1118 EA Schiphol)

Ground handlers send an Notification of Arrival (NOA) to our Customs department via email.
These NOAs are also automatically routed through the SPS system to the designated carriers for
pickup.

3. Carrier Assignments

We work with two carriers for ground handler pickups:

• Tjief Logistics: WFS, Menzies, Swissport T9, T11, and T7.

• ATS: Dnata and KLM.

4. Service Level Agreement (SLA)

Carriers are required to collect shipments within 12 hours of NOA issuance. Weekly SLA
performance reviews ensure compliance. Our real target is around 7 hours.

• Critical: Delays exceeding 18 hours result in warehouse storage fees, which must be
avoided due to high costs.

Carriers log each pickup in their overview, which must be entered into our Mendrix TMS system
per trip. Further training on Mendrix will follow.
Shipment Types

Shipments arrive in two forms:

1. PMC Plates: Large stacked units tracked with unique IDs in the SPS system. PMCs must
be returned to ground handlers within 72 hours of pickup to avoid fines.

2. Pallets: Must be returned directly to the ground handlers.

PMC Management

All PMC movements are logged and tracked in the SPS system. Late returns incur daily fines,
and lost PMCs result in penalties of approximately €1500, which must be prevented.

Warehouse will prepare the stacks outside and inform us when the stacks per GHA are ready.
Warehouse Processing

1. Inbound Scanning and Checking

All incoming shipments are manually counted by ops employee, and each box is scanned to
verify the completeness of the pre-notified shipment.

2. Customs Clearance

After inbound scanning, the warehouse team notifies the Customs department via WhatsApp.
Using the SPS system, Customs verifies the scanned data and processes clearance.

• FYCOs: If Customs flags shipments for inspection, these packages will be held for
physical checks in the warehouse.

• Post-clearance, shipments are moved from the Clearance Area to the Processing
Area.

3. Sorting and Palletization

• Shipments are sorted by destination and consolidated onto pallets.

• Each pallet is assigned a unique Pallet ID for tracking and weighed to ensure accurate
data for the CMR (Cargo Movement Report).
Outbound Process

1. Sorting Codes and Loading

Shipments are sorted by sorting code specific to each destination. Outbound pallets are
scanned to track the loading process.

2. Truck Reservations

Truck reservations are managed in the SPS system:

1. Receive truck details and loading time from the carrier.

2. Create a reservation in SPS, visible to the OPS Support Unit.

3. Driver Check-In

Drivers must provide a valid license plate number and loading reference upon arrival. OPS
Support will verify shipment readiness before granting access. If shipments are incomplete, the
Transport team will decide whether to proceed or delay the truck.
Client SLAs

Client requirements vary, but the general SLA is as follows:

• Shipments must be loaded onto outbound trucks within 24 hours of receiving the NOA.

Linehauls: SKNL and SKBE

Responsibility for Linehaul Bookings

• Self-Booked Linehauls: Managed and recorded in Mendrix, will switch to SPS soon.

• Client-Arranged Linehauls.

• China-Colleague Arranged Linehauls.

Self-Booked Linehauls

1. Mendrix Administration:

o Record all details accurately for billing and monitoring.

o Ensure proper documentation, including Proof of Delivery (POD).

2. Carrier Communication via WhatsApp:

o Daily Bookings: Confirm routine and ad hoc trips.

o Rate Requests: Obtain quotes for existing and potential new routes. Fixed rates
apply for scheduled routes; ad hoc trips may incur higher costs.

o Load References: Share references for double-checking by the warehouse and

truck drivers.

o Shipment Status: Regular updates to ensure all shipments are progressing

smoothly.

Client-Specific Operations

Shein

• Communication Platform: Microsoft Teams.

• Daily Forecast:

o Sent twice daily: at 09:00 (start of the Netherlands office day) and 15:00 (for the
following day).

o Timely forecasts allow Shein to adjust truck bookings as needed.

 • Loading References:

o Created and shared by Shein.

o References are mandatory for loading; truck license plates are not provided.

• Volume Monitoring:

o Report any increased volumes or cancellations promptly in Teams.

• Overall Communication:

o On teams and by mail.

TEMU (via Whalek App)

• Communication Platform: Whalek (Official TEMU App).

• Shipment Registration:

o TEMU registers trucks in a shared online spreadsheet with load references and
delivery locations.

o Transport team updates the SPS system with this data.

• SLA Monitoring:

o Adherence to the 24-hour SLA (from NOA to outbound) is critical.

o Delays may result in penalties from our client.

Final Mile Carriers

Communication via Email

• Primary Destination: DHL Germany.

• Forecast and Coordination:

o Forecasts are sent by China colleagues every Wednesday for the upcoming
week.

o DHL Germany confirms bookings and provides a weekly schedule with load
references and times.

o Both the Netherlands and China teams monitor volumes daily to ensure
adequate truck bookings.

o If insufficient bookings occur, additional transport is requested immediately.

SPS System Management

The SPS system is critical for managing all transport-related registrations and ensuring accurate
shipment handling.

Registration Steps

1. Carrier and Load Location: Register both details accurately.

2. Cut-off Times:

o Enter times agreed upon with carriers or provided through spreadsheets/emails.

3. Load References:

o Self-Booked Linehauls: Create internally.

o Shein, TEMU, DHL Germany: Use the client-provided references as primary

identifiers.

4. Sorting Codes:

o Enter the correct sorting code for each shipment.

o Ensure the corresponding delivery address is added.

o Include the load reference for proper CMR documentation.

Error Prevention:

• Errors in the SPS system may result in incorrect shipments, delays, or lost cargo.

• Mistakes are logged and analyzed to avoid recurrence, and internal costs are applied to
rectify issues.

CMR Documentation:

• Generated from SPS data after loading is complete.

• Available to colleagues in China for real-time monitoring and early client updates due to
time zone differences.
Key Points to Monitor

• NOA Tracking: Ensure all NOAs are processed promptly.

• SLA Compliance: Avoid delays to prevent storage fees and client SLA breaches.

• PMC Management: Adhere strictly to return deadlines.

• Customs and FYCO Processing: Prioritize flagged shipments for timely clearance.

• Accurate TMS Data Entry: Ensure all movements are logged in Mendrix.

• SPS System: All required information will be here, eventually will also be our TMS
system

This SOP provides a comprehensive guide to the inbound, warehouse, and outbound processes,
ensuring consistency, SLA adherence, and cost efficiency. Further updates, including new TMS
system, will follow.