Customer: US DoS / INL  |  Standard Operating Procedure Sign in →
ViewTrack

Cargo logistics workflow

The end-to-end Standard Operating Procedure the tracking system mirrors — from material receiving at the warehouse through export and final delivery. Each stage maps to a system module, a responsible role, and a tracking status visible to clients.

Orientation

How the workflow maps to the system

Workflow stageSystem modulePrimary responsibleClient tracking status
1. Material receiving & inspectionArchives (data intake)WH Agent / Goldbelt's MgrReceived
2. Package validationArchivesGoldbelt's MgrReceived
3. Data entry & storageArchives / ConfigurationGoldbelt's MgrIn Warehouse
↳ Discrepancy sub-processConfiguration (exceptions)Goldbelt's Mgr / WH AgentIn Warehouse
↳ Hazmat sub-processConfiguration (exceptions)WH Agent / DG SpecialistIn Warehouse
4. Consolidation preparationClients / Archives (reports)Goldbelt's MgrConsolidated
5. Loading guide & delivery requestClients (reports)Goldbelt's Mgr / FFAConsolidated
6. Export documentation & tenderClients (reports)Goldbelt's Mgr / Census BureauIn Transit
7. Customs, delivery & close-outClients (reports)Goldbelt's Mgr / FOSDelivered
Process Flow

Stage-by-stage flowchart

Digitized from the operational SOP. Decision points are shown in amber; sub-processes are entered via the numbered connectors.

Start / End Process step Decision Exception path Connector
1

Material Receiving & Inspection

ArchivesWH Agent / MgrReceived
Begin
→
Material Receiving
→
PCS Count & Delivery Ticket Validation
→
Visual inspection OK?
No→
Discrepancy Process (7)
Yes ↓
Hazmat material?
Yes→
Hazmat Process (8)
No→
Assign Cargo by Project
→
QA?
→
1
Key checks: Verify US Embassy is the consignee (else refuse); fill receiving checklist per shipment; forklift & hazmat certification (valid 2 yrs); PCS count, weight and external Q&A per TSA. Records: Shipping form, BOL/AWB, discrepancy notification.
2

Package Validation

ArchivesGoldbelt's MgrReceived
1
→
Open Package
→
Validate content vs invoice / packing list
No→
Discrepancy Process (7)
Yes ↓
Sign Invoice
→
Reseal Package
→
Data entry in database
→
2
Validate items: Quality, condition (FN, OH, RP, Cal, NS, BER), quantity vs count/weight, internal damage, PN/SN, hazmat. Close package, keep original Dock Receipt, include copy of certification (traceability). Records: Original Cert → Box, copy of EA Doc, entry register.
3

Data Entry & Storage

Archives / ConfigGoldbelt's MgrIn Warehouse
2
→
Data Entry
→
Place label showing DR number
→
Info complete?
No→
Discrepancy Process (7)
Yes ↓
Is it urgent?
Yes→
Document Process (4)
No→
Storage Process (3)
Storage: Store by last digit of DR in designated locations (litigation, returned/repaired items, spares, hazmat — per AOG / digit rules). Place docs in appropriate tray (spare, DG, repairs, holds). Verify priority for consolidated shipment & storage type; AOG doc preparation procedure.
7

Discrepancy Sub-process

ConfigurationMgr / WH AgentException
7
→
Discrepancy discovered (QA, DE, Damage & Receiving)
→
Verify preset-conditions checklist
→
Can it be managed?
Yes→
Put on hold cargo & docs
No→
Reject / Return
↓
Solved?
No→
Create ROD → Follow-up ROD
Yes→
Discrepancy Closed
→
3
Notification: If reject, notify INL via email with copy of available doc/pics; if accept, verify no internal damage. Separate cargo to litigation; place docs on discrepancy tray; FF notifies INL/vendor as required. Records: Record, Email, DB, ROD.
8

Hazmat Sub-process

ConfigurationWH Agent / DG SpecialistException
Visual identification
→
Damage?
Yes→
Q.A. process
No→
Storage in designated area
↓
DG specialist needed?
Yes→
SDS, Purge, Drain letter
→
Coordinate appointment
→
Inspection with DG specialist
→
QA process & attach SDS / purge letters
→
Data entry revision
→
3
Documentation: Obtain SDS (Material Safety Data Sheet), Purge &/or Drained Doc when applicable. Goldbelt's Mgr accompanies specialist during inspection; classify, mark, repack if necessary; issue DGD (Dangerous Goods Declaration) — some items exempt. Records: SDS/Purge/Drained Doc, DG Declaration.
4

Consolidation Preparation

Clients / ReportsGoldbelt's MgrConsolidated
4
→
Determine airline (assign by doc / consolidation)
→
Collect documents for shipment
→
Create a file folder
→
Data entry DB
→
Print draft Comm. Invoice
→
Organize DR & initiate consol check list
→
Verify Comm. Invc. vs DR
→
5
Checks: Airline selected per criteria; FF secures AWB number. Create one folder per shipment (AWB) with collected docs; select DR to create consolidated commercial invoice; download from DB (CI) and convert to Excel. OC checks CI vs DR, SN, domestic/foreign, PN, Qty, price & condition. Records: Consol check list, commercial invoice, DE registry.
5

Loading Guide & Delivery Request

Clients / ReportsGoldbelt's Mgr / FFAConsolidated
5
→
Print & review LG
→
Stage Cargo
→
Consolidate Cargo
→
LG validation (LG vs DR)
→
Tender docs to WH Agent
→
Request Delivery (submit PICS)
→
Generate dummy AWB, IAC
→
A
Staging: Receive fixed DR, review/correct in DB; Goldbelt's Mgr provides LG (email + physical copy with AWB number) to WH Agent. Stage packages per LG; maximize space; restricted/heat-treated items tendered loose. Fill OC with PICS, dims & weight; make reservation with selected airline; coordinate pickup & delivery. Records: FF CK list, LG, PICS, dummy AWB/IAC.
6

Export Documentation & Tender

Clients / ReportsMgr / Census BureauIn Transit
A
→
Submit complete documentation to warehouse
→
Pick up cargo, deliver to airline
→
AES Filing
→
Confirmation AES (ITN received)
→
Create original AWB
→
Create GBL
→
Create document package
→
Tender Docs to US
→
B
Filing: Carrier pickup arranged; driver signs dummy AWB or delivery ticket; obtain USPPI/FPPI letter authorization (FTSR 15 CFR 30). AES submission returns ITN (Census Bureau). Fill GBL form, attach to AWB (126.4(a)); ITAR/DG statements as applicable. Assemble AWB, GBL, CI & DR; tender before 16:00 (M–F). Records: USPPI letter, ITN, AWB, GBL/TSD file.
7

Customs, Delivery & Close-out

Clients / ReportsGoldbelt's Mgr / FOSDelivered
B
→
Pick up docs from US Customs
→
Deliver validated docs to airline
→
Confirm with airline (pre-alert) & file
→
Notify interested parties
→
File documents
→
End
Close-out: Next business day pick up validated docs from US Customs (10:00–12:00), sign out AWB at log book. Deliver approved AWB; confirm airline departure details; notify customer via email; attach scan of AWB, commercial invoice, PICS & LG. File all export-controlled docs in designated area 5–7 yrs (DR, DGD, SDS, consolidated invoice, GBL, ITN record, flight confirmation, IAC). Records: Email, GBL, TSD file, shipment file (hardcopy / digital).
Source Documents

Original SOP pages

The flowchart above is digitized from these operational SOP pages. Click any page to view full size.

Receiving
1 · Material Receiving & Inspection
 Validation
2 · Package Validation
 Storage
3 · Data Entry & Storage
 Discrepancy
7 · Discrepancy Sub-process
 Hazmat
8 · Hazmat Sub-process
 Consolidation
4 · Consolidation Preparation
 Loading guide
5 · Loading Guide & Delivery
 Export
6 · Export Documentation
 Customs
7 · Customs, Delivery & Close-out

Follow a shipment through this workflow

Every status a client sees in the Reports portal corresponds to a stage above.

Track a Shipment Sign In