Chemicals (Egypt) S.A.E.

Plot # 9, Block M,
The Public Free Zone,
Attaqa, Suez Egypt
Phone No:3230321
Fax No:3230329

MANUAL OF PROCEDURE FOR

- LOGISTICS MANAGEMENT

According to ISO 9001: 2008

CONFIDENTIAL
Galaxy Surfactants Ltd
C-49/2,TTC Industrial Area, Pawne, Navi Mumbai - 400703
PH: +91-22- 65134444/27616666
FAX: +91-22- 27615883/27615886

Manual of Procedures for Logistics Management

Copy No. : LM

Galaxy Chemicals

Revision No : 0.0

Section No : 1.1

(Egypt) S.A.E.

Date : 01/07/2012

Page No

: 1

CONTENTS
Section

Clause No. ISO9001 - 2008

Description

No of Pages

No.
-

--

Cover page of Manual of Procedures for Logistics

1.1

--

Contents

1.2

4.2.3

Distribution List

1.3

4.2.3

Record of Revisions

1.4

---

Glossary

1.5

--

Flow diagrams

1.6

5.3

Logistics Policy

1.7

5.3

Logistics objectives

2.1

6.1

Procedure for local incoming materials.

2.2

6.1

Procedures for import materials.

2.3

6.1

Procedures for local outgoing materials.

2.4

6.1

Procedures for export materials.

OWNED BY

APPROVED BY

ISSUED BY

Logistics In charge

Leader Commercial

Management Representative

Manual of Procedures for Logistics Management

Copy No. : LM

Galaxy Chemicals

Revision No : 0.0

Section No : 1.2

(Egypt) S.A.E.

Date : 01/07/2012

Page No

: 1

DISTRIBUTION LIST
Manual Copy
Copy No.

Issued To

Location

LM - 01

Management Representative- Mr. R.K.Singh

Egypt

LM - 02

Logistics Mr. Muhammad Diab

Egypt

LM - 03

Warehouse Mr. Adel Saleh

Egypt

Access Through Electronic Media

Sr. No.

Access To

Location

01

Chairman - Mr. Uday Kamat

Egypt

02

Managing Director Mr. Vaijanath Kulkarni

Egypt

03

Leader -Conversion Process Mr. Mahesh Malkar

Egypt

04

Leader Quality Assurance- R.K. Singh

Egypt

05

Leader Commercial Mr. Prashant Khandalkar

Egypt

OWNED BY

APPROVED BY

ISSUED BY

Logistics In charge

Leader Commercial

Management Representative

Manual of Procedures for Logistics Management

Copy No. : LM

Galaxy Chemicals

Revision No : 0.0

Section No : 1.3

(Egypt) S.A.E.

Date : 01/07/2012

Page No

: 1

RECORD OF REVISIONS

DATE

SECTION

PAGE.

TITLE

NATURE OF CHANGE

Rev.
No.

Amend

NO.

01.07.2012

ALL

ALL

-ment No.

ALL

Original Issue.

OWNED BY

APPROVED BY

ISSUED BY

Logistics In charge

Leader Commercial

Management Representative

Manual of Procedures for Logistics Management

Copy No. : LM

Galaxy Chemicals

Revision No : 0.0

Section No : 1.4

(Egypt) S.A.E.

Date : 01/07/2012

Page No

: 1

GLOSSARY
COMPLETE NAME
ABBREVIATIONS
#
A.R.
Asst.
BC
BVQI
Contd.
CS
BL
DMS
DLE
F.G.
F-I
F-II
F.G.D.S.
G.M.
GCD
HOD
IT
ILE
ISO
IBC
M.R.
MIS
NCP
O.C.
PE
Sr.
SQC
TPM
w.e.f
W.I

Batch No.
Analytical Report
Assistant
Business Creation
Bureau Veritas Quality International
Continued
Customer Support
Bill of lading
Dispatch Management System
Domestic Logistics Excellence
Finished Goods
Formulation I
Formulation II
Finished Goods Dispatch Stores
General Manager
Global Customer Delight
Head of the Department
Information Technology
International Logistics Excellence
International Organisation for Standardisation
Industrial Bulk container
Management Representative
Management Information Services
Non Conforming Product
Order Confirmation
People Energizing
Senior
Statistical Quality Control
Total Preventive Maintenance
With effect from
Work Instruction

OWNED BY

APPROVED BY

ISSUED BY

Logistics In charge

Manager - commercial

Management Representative

Manual of Procedures for Logistics Management

Copy No. : LM

Galaxy Chemicals

Revision No : 0.0

Section No : 1.5

(Egypt) S.A.E.

Date : 01/07/2012

Page No

: 1

Commercial Manager

Logistics section chief

Import Officer

Local incoming

Export Officer

Logistics accountant

Overseas incoming
Local dispatch

Overseas dispatch

OWNED BY

APPROVED BY

ISSUED BY

Logistics In charge

Manager - Commercial

Management Representative

Manual of Procedures for Logistics Management

Copy No. : LM

Galaxy Chemicals

Revision No : 0.0

Section No : 1.6

(Egypt) S.A.E.

Date : 01/07/2012

Page No

: 1

LOGISTICS MANAGEMENT POLICY

We shall ensure optimum on time delivery.

We shall ensure cost saving in all transaction.
We shall ensure zero detentions.
We shall ensure zero demurrage.
We shall ensure zero logistics customers complaints.
We shall provide outstanding logistics service to our customers.

Prepared by: Logistics team members.

Note:
It was decided that it shall be reviewed any time before every Surveillance or recertification audit
No review records are maintained.

OWNED BY

APPROVED BY

ISSUED BY

Logistics In charge

Manager - Commercial

Management Representative

Manual of Procedures for Logistics Management

Copy No. : LM

Galaxy Chemicals

Revision No : 0.0

Section No : 1.7

(Egypt) S.A.E.

Date : 01/07/2012

Page No

: 1

Logistics Objectives
Scope:
Logistics, Export and Import operations.

Purpose:
Delivering the right material to the right customer at the right time with the right
cost achieving customer delight.
o
o
o
o
o

Right delivery
Right customer
Right time
Right cost
Customer delight

Objectives:
Objectives

Current status

Target

Time

Safety

Unstable

Zero Accident

One year

Cost (detentions)

1000-5000 USD/month

Zero USD

6 months

Customer complaints

2 -3 per month

Zero complaints (logistics)

6 months

OWNED BY

APPROVED BY

ISSUED BY

Logistics In charge

Manager - Commercial

Management Representative

Manual of Procedures for Logistics Management

Copy No. : LM-

Galaxy Chemicals

Revision No : 0.0

Section No : 2.1

(Egypt) S.A.E.

Date : 01/07/2012

Page No

: 1

Logistics; SOP; local Incoming materials

1. Receiving original invoice from purchasing department
2. Deliver original invoice to legal fair people
3. Legal fair people sign on original receipt
4. Taking copies of all signed invoices and keeping in local incoming file
5. Legal fair to make local import permission and open customs certificate
6. Legal fair inform logistics about readiness date
7. Logistics arrange with purchasing about date of receipt
8. Logistics sends daily intimation for local incoming
9. On materials arrival at GAFI gate, logistics coordinate with legal fair to get truck
inside
10.Logistics coordinates with QA to take samples
11.If materials are approved, Logistics coordinates with warehouse for unloading
12.If materials are approved, Logistics ensure receipt of materials at WH stock
13.If materials are rejected, logistics coordinate with purchasing to inform supplier
accordingly
14.If materials are rejected, logistics coordinates with legal fair to start rejection
procedures
15. After finalizing rejection procedures, truck to be sent back to supplier due to

improper quality

OWNED BY

APPROVED BY

ISSUED BY

Logistics In charge

Leader Commercial

Management Representative

Manual of Procedures for Logistics Management

Copy No. : LM-

Galaxy Chemicals

Revision No : 0.0

Section No : 2.2

(Egypt) S.A.E.

Date : 01/07/2012

Page No

: 1

Logistics; SOP; Imported Incoming materials

1. Receiving scanned copy of imported materials documents from

purchasing/sourcing
2. Tracking actual ETA with service provider
3. Fair clearance to make GAFI permission against copy of invoice and BL. (1
day)
4. Receiving original documents from purchasing directly / or through bank
5. Provide original documents with import permission to CC agent
6. CC agent start procedure upon vessel arrival.
7. Shipment is released after3-4 days from vessel arrival.
8. Containers/ISO tank reported at plant 10 AM.
9. Send daily incoming material report to all concerned parties.
10.Arrange with warehouse for unloading materials in receiving bins.
11.Arrange with QA to take samples/ ISO tanks sample taken before
unloading.
12.If materials approved, assure materials removal from receiving to WH bins
OWNED BY

APPROVED BY

ISSUED BY

Logistics In charge

Leader Commercial

Management Representative

Manual of Procedures for Logistics Management

Copy No. : LM-

Galaxy Chemicals

Revision No : 0.0

Section No : 2.2

(Egypt) S.A.E.

Date : 01/07/2012

Page No

: 2

13.If materials rejected, inform purchasing to inform supplier accordingly

14.To receive a rejection note from QA.
15.If materials rejected, arrange with Fair clearance for rejection procedures
16.If materials rejected, arrange with FF to re-export rejected materials
17.Container is to be sent back to supplier

OWNED BY

APPROVED BY

ISSUED BY

Logistics In charge

Leader Commercial

Management Representative

Manual of Procedures for Logistics Management

Copy No. : LM-

Galaxy Chemicals

Revision No : 0.0

Section No : 2.3

(Egypt) S.A.E.

Date : 01/07/2012

Page No

: 1

Logistics; SOP; local Export materials

1. Within receipt of order from Sales (planning), to check with our service provider
availability of trucks on time.
2. Forward this knowledge to Sales (planning), to inform customer accordingly.
3. After receiving order intimation note from Sales (planning), to send booking
Service provider.
4. To coordinate with legal fair to get local export permission
5. To assure passing of proforma invoice (final) and local export permission to
customs clearance agent to start procedures.
6. To follow customs clearance agent work and assured to be fulfilled as planned
and ensure committee finish work at same day
7. To receive final release letter from customs clearance.
8. To send dispatch plan to warehouse staff, additional requirements as well if
required.
9. To arrange trucks at site at the planned date.
10.To confirm with warehouse staff the eligibility of trucks (according to company
standards).
11.To confirm with warehouse adhering Loading instructions and procedures.
12.To confirm the issuing of stuffing invoice and packing list immediately after
loading. And delivery note
13.To hand delivery note to transporter to get customer sign and stamp on
materials receipt.
14. To deliver all documents to customer support people.
In case of ex-work, trucking and clearance done by customer

OWNED BY

APPROVED BY

ISSUED BY

Logistics In charge

Leader Commercial

Management Representative

Manual of Procedures for Logistics Management

Copy No. : LM-

Galaxy Chemicals

Revision No : 0.0

Section No : 2.4

(Egypt) S.A.E.

Date : 01/07/2012

Page No

: 1

Logistics; SOP; International Export materials

1. Within receipt of order from Sales (planning), to check with our service provider
about the suitable ETA and ETD which will best matches customer requirement.
2. Forward this knowledge to Sales (planning), to inform customer accordingly.
3. After receiving order intimation note from Sales (planning), to send booking
confirmation to Service provider.
4. To coordinate with legal fair to get export permission
5. To assure passing of proforma invoice and export permission to customs
clearance agent to start procedures.
6. To send dispatch plan to warehouse staff, additional requirements as well
(shipping marks) if required.
7. To arrange container at site at the planned date.
8. To confirm with warehouse staff the eligibility of the container (according to
company standards).
9. To confirm with warehouse adhering Loading instructions and procedures.
10.To confirm the issuing of stuffing invoice and packing list immediately after
loading.
11.To follow customs clearance agent work and assured to be fulfilled as planned
and ensure committee finish work at same day
12.To receive certificate of origin from CC next day maximum
13.To send BL instructions to Service Provider.
14.On receipt of BL draft, to revise drafts with all shipment documents.
15.To collect MBL and all shipping documents from Service Provider as planned
date.
16.To deliver all documents to customer support people.

OWNED BY

APPROVED BY

ISSUED BY

Logistics In charge

Leader Commercial

Management Representative

Manual of Procedures for Logistics Management

Copy No. : LM

Galaxy Chemicals

Revision No : 0.0

Section No : 2.3

(Egypt) S.A.E.

Date : 01/07/2012

Page No

Receive
purchase
requisition

: 1

Issue purchase
Order

Receive PO
confirmation,
ETD & ETA

Follow up
shipment on
board

Purchasing

Purchasing

Purchasing

Shipment
confirmed on
board

Receive scanned
documents copy

Purchasing

Immediately after sail

Purchasing

Receiving
original
documents
At once (bank)
Purchasing

Container report
at gate

Container
release

CC start import
procedures

CC gets import
permission

Deliver documents
to CC

Forward
documents to
logistics

9 AM

At once

5 days

At once

At once

At once

Service provider

Service provider

Service provider

Service provider

Logistics

Purchasing

Container
unloading

Taking samples

30 minutes

After unloading

WH

Before unloading (local)

Materials
approved

Receiving
materials at
stock

At once

Same day

QA

QA

Materials
rejected

Materials re-export

At once

Nearest VSL/same day

QA

Logistics

OWNED BY

APPROVED BY

ISSUED BY

Logistics In charge

Leader Commercial

Management Representative

Or Send truck back

WH

Export flow chart

Customer

Place a purchase
request

CS create sales
order

To receive GAFI
Invoice from CS

Customer

Customer services

Customer services

Create GAFI permission and

open customs certificate

To deliver GAFI, component & value

certificates to Fair clearance

To make Component
and value certificates

Fair clearance (2 days)

Logistics

Costing

Container
reported at site

WH 5 mint

Container
inspected

9 AM morning
NO

YES

Arrange
container at site
5 days before VSL
Logistics

Service provider

To make shipment
booking according
required ETA by
customer

Receive booking
confirmation
from 3PL

At once

24 hrs

Logistics

Logistics

WH & Logistics
receive intimation
note from CS

Send confirmation
to CS about ETD &
updating loading
plan

Customer services

At once
Logistics

Send container
back to port

Container
stuffed

Same day

30 minutes

Logistics

WH
Issuing stuffing invoice
and packing list & post
the shipment on NAV

Deliver documents
(delivery note) to CC

10 minutes

At once

WH

WH

Send BL
instruction to FF

CC release
shipment

Receive certificate
of origin

Same day

Next day morn.

Service provider

Service provider

Receive BL draft,
revise & confirm

Shipment confirmed
on board

Receive original MBL

Same day

Same day

5 days

24 hrs after sail

Logistics

Logistics

Service provider

Service provider

Commercial invoice.
Packing list
Certificate of origin
Bill of lading
Certificate of analysis
Insurance policy

Deliver dos to CS

Bank

Customer