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PALBON-SuitesComplete ERP Solution

Surveyor work orders

An independent surveyor inspects the cargo at the load port and issues the certificates the credit asks for. Each leg usually has its own surveyor: one agreed with the supplier for the purchase leg, one agreed with the buyer for the sale leg. A Surveyor Work Order appoints the surveyor of one leg, with the scope of the inspection, and is e-mailed to them.

To open the list: Documents › Surveys › Surveyor Work Order.

1. Prerequisites

  • The surveyor as a Supplier (with its e-mail address or a contact).
  • The trade, and the leg's credit if it already exists (its 47A tells which analysis parameters the certificate may show).
  • Role: Documentation Executive (or Trader to create).

2. Create the work order

  • Automatically with the rule Draft a surveyor work order for each leg when a trade is confirmed (one per leg, to the surveyor on each trade leg).

  • Manually: New:

    1. Title (for example Purchase leg inspection T.0101), Trade, Leg (Purchase or Sale), Surveyor, Surveyor Job No. (the surveyor's own job number, once given), Letter of Credit, Vessel, Load Port, Issued On.

    2. Scope: when left empty, the five load-port certificates a documentary credit usually asks of a surveyor are added, each with 1 original and 3 copies:

      Service Certificate
      Sampling and Analysis Certificate of Sampling and Analysis
      Weight by Draft Survey Certificate of Weight
      Draft Survey Report Draft Survey Report
      Hold Cleanliness Certificate of Hold Cleanliness
      Certificate of Origin Certificate of Origin

      Change the parameters, originals and copies, or add Other services.

    3. Analysis Parameters Allowed: filled from the credit's 47A rule Analysis Shows Listed Parameters Only (for example VM, FC, GCV (ARB), HGI, Size (0-50 mm), AFT-IDT). The certificate must show only these.
    4. Instructions: anything else the certificates must respect, for example Certificates must not show the consignee, the notify party, the LC number, the issuing bank or the price.
    5. Save.

3. Send it

  1. Print › Surveyor Work Order to preview.
  2. Actions › E-mail the work order to the surveyor. The PDF goes to the addresses in Sent To, or else to the surveyor's own address or contacts (Add the surveyor's e-mail address first if there is none). The mail is kept on the work order's activity.
  3. Click Send to Surveyor.

4. The work order workflow

Step Action Who
Draft Send to Surveyor Documentation Executive
Sent Record Acceptance (the surveyor confirmed; fill the job number) Documentation Executive
Accepted Complete (the certificates are issued) Documentation Executive
Draft / Sent Cancel Documentation Executive, Shipping Manager

5. Repeat for the other leg

Create the sale leg's work order with the surveyor agreed with the buyer. The two surveyors' results can differ (for example GCV 4,036 on the purchase leg and 4,190 on the sale leg); each leg's settlement uses its own surveyor's result.