Standard Operating
Procedure
Container Deposits Refund Process
Mr.Harichandran
17/11/2016
Standard Operating Procedure for Container Deposits
1. Purpose
containers are valuable assets, ship liners may demand container
deposit before releasing containers to consignors or freight forwarders in
some countries.
Container deposit covers damage, demurrage and detention of containers.
Repair:
Container should be returned in the same condition as when it was picked
up excluding the usual wear and tear. Damages can constitute structural
damages or aesthetical damages, e.g. scuff and scratches, paint and rust
degradation.
Demurrage:
Demurrage is levied if full containers are not collected by customers and
remains in terminals after specific free time.
Detention:
Detention is charged once customers have collected to empty the
containers but do not return them to the depots after specific free time.
Container Deposits with refund Process Flow:
2. Scope & Process flow
Process flow at a glance
1. Customer will send an email requesting for a refund
2. TSL agent office will create a deposit refund request and system will provide the
default refund date
3. Refund request program needs to populate the demurrage/repair charges if any
and should be able to create the invoice automatically
4. There should be a report for the users to check the deposits which needs to be
refund on a perticular date (based on the defalut refund date)
5. There should be a separate program for the user to recall the refund requests and
then proceed with the payment (if the balance is there to be paid) or the receipt
(if the recoveries are greater that deposits)
6. Deposit refund statement needs to be generated from the system
7. Some locations will not have the deposit procedure, but still needs to collect the
money from customer for the repair charges and therefore we need to provide
separate option to generate the repair invoices
3. Pre-requisites
For Container Deposits Refund Process then user should have below
prerequisites:
1. Container Deposits Tariff
2. Import bl details
3. Below mention config should maintain by location wise
a) Default Refund Days
4. Procedure
Based on the pre-requisition setup, user need to proceed the below process for Container
Deposits till refund process
Section 1
I. Container Deposit Charges Master
Path: User need to select the below highlighted path in AFSYS Menu
Step 1:
User Need to define details for container Deposits charges in the
below program.
Agent should maintain the container deposit with respective
port code wise.
Agent have the provision to maintain the tariff with respective
cargo type wise
Agent should select the calculation required for each
container type
After inputting the tariff user need to save the details
II. Container Deposit Invoice Generation
Path: User need to select the below highlighted path in AFSYS Menu
Step: 1
User Need to Generate the invoice for the container Deposits charges in the
below program.
1. Select the Voyage from the list of value
2. After selection voyage details the user need to select the Doc Type and click the
fetch button.
3. If users click the fetch button then system will display the import manifest
details.
4. User need to click the select option and press the process button.
5. User can able to check the b/l container details in Details button.
6. Once bl details selected then user needs to click the post button
III. Container Deposits Query
Path: User need to select the below highlighted path in AFSYS Menu
To search for a Container deposits,
1. Select the Container Deposits doc number.
2. Enter the detail you know of the Agent Doc details in the
respective field. You can use the % symbol.
3. Then click the Query button again.
IV. Container Deposits Invoice Generation
Path: User need to select the below highlighted path in AFSYS Menu
Step: 1
User Need to Generate the container deposits refund request in the below
program.
1. Invoice/Receipt : System will list down the invoice & receipt number
after the container deposits invoice matched with receipt number.
2. After selected invoice & receipt numbers then user need to click the fetch button
to proceed further.
3. After press the fetch button the system will display the container details along
with Repair & dem & det details.
4. If any dem/det outstanding for above given voyage bl then system should not
allow to proceed the refund process User allow to proceed the refund process
once its gets invoiced full.
5. If the container incurred the repair details then while proceeding the refund user
can need to complete the repair invoice before refund request.
a) System will display repair details once it’s ready for invoice.
b) User need to click the repair invoice.
c) Once the button pressed then system will display the repair details.
d) Once the outstanding details then user need to complete the invoice
process to proceed the refund request.
6. Once all the outstanding charges are invoiced then systems allow to proceed the
refund process in the refund request program.
V. Container Deposits Refund Completation
1. After the request completed then user need to complete the refund
process with above mention program.
2. If any invoice was outstanding then system will deduct the those
invoice amount from total deposits amount.
3. The user can allow complete the refund process through bank or cash
payment voucher.
a) For payment user can allow to select the two ways of
mode cash or cheque.
VI. Container Deposit/Refund Statement
VI. Container Deposit Refund Report
6. Reference
Refer the Ticket Number:
