STD4172-2

STANDARD
Date Issue Info Class Page
2021-04-16 2 Internal 1(7)
Approved by Head of Corporate Standards
OISC Emma Lindgren YDRC Marina Kollberg
Area specialist Standardisation engineer
OISC Henrik Nilsson YDRC Michaela Bundschuh

Distribution: Scania, Supplier

Scania Logistics Manual – Transport Booking and Loading Instructions

Contents
Changes from previous issue .................................................................................................. 1
1 Scope ................................................................................................................................. 2
2 Terms and definitions ....................................................................................................... 2
3 Transport instructions ...................................................................................................... 2
3.1 General ............................................................................................................................... 3
3.2 Transport booking ............................................................................................................... 3
3.2.1 Bookings of packaging material ............................................................................... 3
3.2.2 Manual transport booking (exception) ...................................................................... 3
3.2.3 Transport booking for Organisations and Suppliers in Turkey .................................. 4
3.2.4 Labelling and packaging .......................................................................................... 4
3.2.5 Special labelling for Swedish Organisations and Suppliers (ax4.com) ..................... 4
3.3 Loading ............................................................................................................................... 4
3.3.1 Loading process for Latin American organisations................................................... 5
3.4 Unloading of goods (empty packaging, returns)................................................................... 5
3.5 Documents .......................................................................................................................... 5
3.5.1 Special documents for Swedish Organisations and Suppliers (ax4.com) ................. 5
3.6 Deviations ........................................................................................................................... 5
4 Referenced documents and IT-System ............................................................................ 6
4.1 Normative references ............................................................................................................ 6
4.2 Referenced IT-System......................................................................................................... 6
Annex A (informative) Change history ................................................................................ 7

Changes from previous issue

Addition of “Assignment list (optional)“ in list of documents in section 3.5.
Added Annex A Changes history.
Changes are shaded.

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© Scania CV AB
 STD4172-2
STANDARD
Date Issue Info Class Page
2021-04-16 2 Internal 2(7)

1 Scope
This standard is part of the STD4172-series “Scania Logistics manual” and explains how Scania
works with transports and contains information about bookings, pick-ups and transport documents.
It is valid for all Organisations and Suppliers delivering to Scania Units. More detailed information
regarding Scania transports can be found on the Scania Supplier Portal (SSP) under
Supplying to Scania - Logistics - Automotive products - Transport Information.
Following IATF16949 terminology the suppliers delivering to OEM (customer) are called
Organisations and tier 2- are defined as Suppliers.

2 Terms and definitions

The glossary contains words and abbreviations that are used within Scania.

Table 1 – Terms and abbreviations

Call-off An order for dispatch, defined by date and quantity

Consignee Sender of a shipment
A shipment of goods from one pick-up address to a destination address with one
Consignment
set of transport documents. Each consignment receives a transport order number
when the transport is booked.
Consignor Receiver of a shipment

DS Delivery schedules
Embasy Web-based application for ordering Scania packaging material in Europe.

Load number Number for identifying a load that can consist of multiple consignments.

Loading list List of consignments and goods that shall be loaded.

MP Material Planner
This system is used to book packaging in Latin America.
SIGEM
Pt.: Sistema de Gerenciamento de Embalagem
Eng.: Packaging Management System
Scania Supplier Portal. The SSP is an important tool for communication and
SSP
information sharing. It allows access to Scania’s standards and manuals and is the
link to Scania’s WEB-based applications. The purchaser will provide the necessary
information and access to be able to log onto the portal. http://supplier.scania.com/
T1 Customs documents for goods in transit
Web-based application for transport booking and follow up of transport:
Webstars
http://webstars.scania.com

3 Transport instructions
The pick-up of goods must be prepared according to the transport instructions to ensure a process
without disturbances.
For Swedish Organisations and Suppliers additional instructions apply. These can be found in
“Transport instruction for Swedish suppliers” and can be found on the SSP under
Supplying to Scania - Logistics - Automotive products - Transport Information.
The Organisation or Supplier shall be loading goods at the stated hours and, if necessary, assist
with the cargo securing.

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© Scania CV AB
 STD4172-2
STANDARD
Date Issue Info Class Page
2021-04-16 2 Internal 3(7)

The Organisation and Supplier are required to follow all national and international rules and
regulations regarding transport of goods.
The Organisation or Supplier shall store all goods under a roof until it is loaded on the transport.

3.1 General
The material planner (MP) is the first point of contact for any questions concerning a delivery.
All documents mentioned in this instruction can be found at Scania Supplier Portal
(http://supplier.scania.com) under the section Logistics - Automotive products.
Issues regarding questions concerning login and/or password for SSP, please contact your
representative at Scania purchasing or send e-mail to:
• supplier_portal.helpdesk@scania.com for Scania Europe
• supplierportal.sla@scania.com for Scania Latin America

3.2 Transport booking

Transports for all deliveries shall be booked in Webstars with the exception of deliveries to non-
Webstars units, which shall be booked by sending an e-mail to the MP (see 3.2.2).
Non-WebStars units:
• Scania Production Slupsk, Poland
More information can be found at http://webstars.scania.com. Please note that Webstars only
supports internet explorer. “Scania.com” may have to be added in “Settings for compatibility view” in
internet explorer to make the browser compatible with Webstars.
If the call-off orders in Webstars and DS are not matching, the MP must be contacted immediately.
The ordered quantity must be ready before confirming the booking in Webstars. A booking for the
displayed call-off(s) shall always be made, even if the Organisation does not intend to send goods.
In this case, the booking quantity shall be set to zero (0). The MP shall be informed if anything in the
booking is changed..
Backlogs are not displayed by Webstars since Organisations are responsible for this. Transport of
backlogs shall be aligned with the MP.
Transport bookings shall be done before 12:00 CET (Central European Time) at the working day
before loading. Exceptions are for Finland, the Baltic countries, Romania, Bulgaria and Turkey
where the deadline is at 11:00 CET. For Great Britain, Ireland and Portugal the deadline is at 13:00
CET.
Latin American Organisations shall confirm transport booking before 12:00 BRT (Brasilia Time
Zone).
Webstars booking menu is closed after the deadline. Late bookings are not accepted, due to short
lead times for transport planning. Immediately contact the MP if there are any issues with
completing a booking before the deadline. Scania always decides how to act in these cases.

3.2.1 Bookings of packaging material

For Organisations in Europe, the bookings of packaging material are done in Embasy. For Latin
American Organisations the bookings of packaging material are done in SIGEM.

3.2.2 Manual transport booking (exception)

A manual booking is only used if it is not possible to use Webstars. The manual booking form can
be found at Scania Supplier Portal.
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© Scania CV AB
 STD4172-2
STANDARD
Date Issue Info Class Page
2021-04-16 2 Internal 4(7)

The booking form shall be filled in completely with all requested information.
Separate booking forms shall be used for each Scania unit.
E-mail the filled in booking form to the MP.

3.2.3 Transport booking for Organisations and Suppliers in Turkey

Organisations from Turkey must book according to the normal procedure (see section 3.2). This
also applies if the transport orders (Konşimento talimatı) are made directly to the carrier.

3.2.4 Labelling and packaging

Instructions on how to pack, configure and label goods are included in STD4172-4 and STD4172-1.

3.2.5 Special labelling for Swedish Organisations and Suppliers (ax4.com)

All Swedish Organisations and Suppliers shall follow the Transportinstruktion Sverige, which can be
found at Scania Supplier Portal regarding special labelling.

3.3 Loading
Goods for dispatch shall be ready at 08:00 on the day of loading. Loading can be needed at any
time between 08:00 and 17:00 from Monday to Friday and shall be finished by 17:00. Loading shall
start within 30 minutes after the carrier has arrived and be completed without delays. The carrier
has the right to leave the Organisation or Supplier after waiting more than 45 minutes (see section
3.6).
The driver will report to the dispatch point upon arrival and ask for instructions to pick up the goods.
The driver reports and specifies the final destination and load number as stated on the booking to
secure loading of right goods. The Organisation or Supplier is responsible for loading the vehicle
with correct loading equipment. The driver is responsible for securing the goods.
The Organisation or Supplier shall load the goods that have been booked to Scania for collection on
the current day. The used packaging shall be undamaged and stable. A consignment shall be
loaded on the same vehicle and all goods in one consignment shall always be placed together.

Figure 1 – Illustration showing loading of consignments.

Multiple consignments to one receiver shall be placed together. The consignment shall be placed
according to a loading list or sequence if no other agreements have been made.
Goods have to be placed so it can be unloaded from the left side of the vehicle and labels can read
from the left side of the vehicle. If goods cannot be placed with labels facing to the left side of the
vehicle (e.g. in case with special packaging) labels shall be facing the back of the vehicle. Piles of
goods must have stable build-up to ensure safety and the possibility to unload it at once.
Heavy cargo shall be placed at the bottom of the piles and boxes shall be placed on the top. The
height of the piles shall be adjusted so it can be unloaded from the side in a safe way without
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© Scania CV AB
 STD4172-2
STANDARD
Date Issue Info Class Page
2021-04-16 2 Internal 5(7)

damaging the vehicle. The driver shall be able to check the number of loaded pallets. Scania TC
shall be informed about additional loading requirements, e.g. anti-slide mats, more than average
number of span sets etc. The Organisation or Supplier shall be able to load all kind of vehicles e.g.
mega trailers, containers and smaller distribution vehicles.

3.3.1 Loading process for Latin American organisations

SLA TC defines specific slot times and pick-up day for each organisation located in Latin America.
The organisation shall present a commercial invoice when the carrier arrives for loading. If the
commercial invoice is missing, it is not allowed to start loading the goods. The carrier has the right
to leave the organisation or supplier without following conditions:
• Waiting for invoice more than 15min
• Waiting for start of loading for more than 45min
Goods shall be ready for pick-up at the defined slot time and available in order for the driver to
perform a visual check.
The organisation or supplier has one hour to load the goods, for combined trailers other terms may
apply.
Organisations and suppliers shall be prepared to fulfil MAXLOAD document with loading instruction
sent from SLA TC or the Carrier.

3.4 Unloading of goods (empty packaging, returns)

The Organisation or Supplier shall be able to unload goods from the left-hand side of the trailer. The
carrier can arrive at any time between 08:00 and 17:00 from Monday to Friday. For further details
on handling of empty packaging, see STD4172-4.

3.5 Documents
The Organisation or Supplier shall provide the driver with the following paperwork:
CMR (Preferably printed from WebStars) or other equivalent freight document
Delivery note
T1 and invoice (for goods not customs cleared within EU)
Dangerous goods declaration (if applicable)
Pick-up sheet (optional) (available for WebStars Organisations)
Assignment list (optional) (available for iTMS Organisations)
These documents shall be handed over to the driver and thus not be attached to the goods. The
CMR shall be signed by the Organisation and the driver. One copy shall be kept by the
Organisation, one copy shall be sent along with the goods and the rest shall be kept by the carrier.

3.5.1 Special documents for Swedish Organisations and Suppliers (ax4.com)

All Swedish Organisations shall follow the “Transportinstruktion Sverige” located on Scania Supplier
Portal regarding freight documents.

3.6 Deviations
All transport deviations shall immediately be communicated to the MP and written on the CMR with
a signature by the Organisation and the driver.

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© Scania CV AB
 STD4172-2
STANDARD
Date Issue Info Class Page
2021-04-16 2 Internal 6(7)

4 Referenced documents and IT-System

4.1 Normative references

The following documents are referred to in the text in such a way that some or all of their content
constitutes the requirements of this document. For dated references, only the issue cited applies.
For undated references, the latest issue of the referenced document (including any amendments)
applies.

STD4172 Scania Logistics Manual

STD4171-1 Scania Logistics Manual – Scania EDI
STD4172-4 Scania Logistics Manual – Packaging
Transportinstruktion Sverige SSP > Supplying to Scania > Logistics > Automotive products > Transport
information

4.2 Referenced IT-System

This standard is linked to referenced IT-systems. Any changes in the standard shall be done in
adjustment to them.
Webstars.scania.com Webstars instruction for Suppliers
Embasy Application for ordering Scania packaging material
SIGEM

_____________________________________________________________________________________________________________________________
© Scania CV AB
 STD4172-2
STANDARD
Date Issue Info Class Page
2021-04-16 2 Internal 7(7)

Annex A (informative) Change history

Issue Issue date Changes from previous issue
2 2021-04-16 Addition of “Assignment list (optional)“ in list of documents in section 3.5. Added
Annex A Changes history.
1 2020-04-29 First issue.

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© Scania CV AB