Each shipment has a clear scope and point of contact

Key items to align in order to track work from information intake through delivery and document reconciliation.

Operations & coordination

Intake and shipment identification

The shipment code, product list and contact persons provide the basis for subsequent steps. Information from customers and suppliers needs to be reconciled to avoid using different versions of quantities, models or packaging.

Inputs: product list, collection and delivery locations, desired timeline, documentation requirements.

Outputs to be confirmed: scope of communication, missing data and the person responsible for providing it.

Control point: distinguish actual data from estimates before preparing a plan.

Assignment by workstream

The plan should clearly specify which parts TBS performs and which parts are handled by the customer, supplier or partner. One party should not be assumed to be responsible for everything simply because the quotation is sent from a single contact point.

Intake and consultation: consolidate requirements, questions and response milestones.

Technical review: reconcile product information and items requiring verification.

Collection and delivery: agree on packages, handover points, weighing and measuring arrangements, and condition.

Reconciliation: compile work results, documents and payments as agreed.

Maintain records for reconciliation

Product lists, condition photos within the agreed scope, handover records or delivery confirmations help parties communicate using the same data. When packages need to be opened, counted or additionally packed, the content and limits must be agreed in advance.

Counting only reflects the work that has been performed. Quality assessment, functional testing or product certification should be considered separate scopes.

Consolidation and counting scope

Update when conditions change

When the supplier changes the delivery date, quantity, specifications or location, the parties need to assess the impact on costs, documents and plans. Updates are sent to the authorized contact for confirmation before the affected work is carried out.

View the five coordination steps

Shipment-based intake

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Assign workstreams

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Reconciliation basis

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Change management

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