ECX Direct Inc.

Standard Operating
Procedure
SOP No. Version Written By Justin Katigbak
Change Date Effective Date Next Review
Title Collection Page 1 of 2

OBJECTIVE

1. The purpose of this standard operating procedure is to provide a generic instruction on how
to collect a shipment from Shipper location, including possible exception scenarios

2. To ensure the shipment is executed as per Shipper expectations and received in good and
acceptable order for uplift

3. Shipment collection is done within the schedule planned to ensure shortest transit time from
point of collection to lodgment with the airline / cargo terminal

SCOPE

4. This procedure covers the steps from the activation of the transporter and until Shipper
shipment has been checked in the cargo terminal / airline

REASON FOR UPDATE

5. Improvement from previous versions and member’s feedback

DEFINITIONS / RESPONSIBILITY

Shipper - A customer that exports the shipment

Consignee - A customer that imports the shipment

Air Operations - ECX air operations staff / Validated partner operations

PIC - Person-in-charge

Transporter - Transport vendor / ECX that delivers the shipment

PROCEDURE

Responsible Activity
Based on the Shipper requested shipment collection date and time :
 Log into BioTrack and print out the ECX Courier Document
 Contact local transporter and provide the ECX Courier Document to
the transporter prior to collection from Shipper
Six Sigma Recommendations
Origin Air  To avoid shipment mix-up / cross labelling it is recommended to issue
Operations MAWB/HAWB labels (all in one) and hand over to transporter for
labelling of the boxes upon collection
 However, this is subjective to local business environment and
associated challenges to instruct the transporter on how to apply the
 ECX Direct Inc. Standard Operating
Procedure
SOP No. Version Written By Justin Katigbak
Change Date Effective Date Next Review
Title Collection Page 1 of 2

MAWB/HAWB labels.
Collection

Driver to observe and comply:

 Arrive at Shipper location punctually within the pick-up time specified

Transporter  Take notice if restricted access conditions / venue for collection / lunch
hours are specified
 For collection of shipments which are packed and sealed by the
Shipper
o Validate the shipment profile reflected on the ECX Courier
Document the actual shipment by number of pieces / total
weight and purchase order or Shipper’s reference.
o Check that all boxes are intact, with no dents, scratches or
damages, not leaking, labelled with consignee address and
sealed properly.
o Collect all documentation relevant to the shipment, such as
shipment, invoice, packing list (if provided) and certificate of
analysis export permit / license (if required)
o Shipper to sign off the ECX Courier Document and a copy
provided.
 For collection of shipments which require packaging services provided
by ECX, adhere to the packaging instructions of the respective
packaging solution manufacturer
Shipment Deviation
 Should the physical shipment deviate greatly from what the ECX
Courier Document indicates, like extra pieces or a much higher gross
weight, recheck with the Shipper as well as origin ECX air operations
on whether an incomplete shipment profile have been processed.
 Recheck and reconfirm with destination ECX operations and
consignee if shipment is ok to proceed.
Shipment Not Ready
 If the shipment can be made ready within reasonable time, then wait
accordingly in case it will impact other collections
 If the waiting time exceeds 30 min, contact origin ECX air operations
and check if this has impact on the airline check-in deadline or other
factors, requiring a rescheduling of collection date / time.
Transporter Shipment Dents, Scratches or Damage
Exception  Should the shipment be received in standard in dented or scratched
conditions, then this should be reflected on the ECX Courier Document
with a counter sign off by the Shipper.
 If the shipment is severely dented or scratched and dented, contact
origin ECX air operations and either agree to a rejection (by ECX
standard or it will be rejected by airlines / cargo terminal) of the
shipment or to be marked clearly on the ECX Courier Document
 ECX Direct Inc. Standard Operating
Procedure
SOP No. Version Written By Justin Katigbak
Change Date Effective Date Next Review
Title Collection Page 1 of 2

including the number of boxes affected.

Reasonable Delay, 60 mins or less

 If the traffic situation or other reason prevents the transporter to collect
the shipment within the specified time range, origin ECX air operations
should be contacted with the revised time of arrival and this must be
updated to Shipper
Extreme Delay, beyond 60 min++
 Should the delay be extreme, origin ECX air operations are to be
contacted with an update of the situation and to arrange a back-up
driver for the collection
 If the delay jeopardizes the deadline for lodgment with the same
airline, the shipment booking should be deferred to the next available
flight, with notification to Shipper about the exact reason and request
for re-schedule of the collection

 Upon collection, proceed with other job assignments and deliver

Transporter Shipper’s shipment to ECX Transit Warehouse for consolidation or
directly to the airport as per agreement with the local ECX office.
Shipment Deviation

Exception  Contact the airline immediately in case the Shipper’s shipment profile
deviates significantly against what has been booked, check if this has
Origin Air any impact (due to space constraint / dry ice limitation / other) for the
Operation requested flight number / date.
 Update the new shipment profile into BioTrack (pieces, wt, dims,
volumes. Etc.)
 Inform destination ECX air operations.

Origin Air  Update BioTrack collection details

Operation

REFERENCES

6. NA

Prepared By

Justin Katigbak