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Shipping Art – Common terms and useful facts

September 13th, 2019


When you want to ship your item and you get bamboozled by ‘industry speak’ or just want to know what’s involved or required, this page offers you a place to come to get simple explanations. It’s also full of facts that you will find of interest. If what you need isn’t here contact us using the form below.

This is a growing repository, soon it will provide all you need to know.


 
 

A-Z

 

A

Active Stock
If you’re selling items online, this term refers to Goods in active pick locations and ready for order filling.
Air Ride
Forms part of a vehicle’s suspension system and it offers a smoother ride than the traditional metal spring type found on most vehicles. “Air ride” is quite literally a pneumatic air suspension solution made of strong rubber and bags that can be inflated or deflated for each type of road surface and load weight, allowing the vehicle to almost glide on a bumpy road.
Airport to Airport
A shipping method that only covers the transportation of goods from one airport to another. It does not include a collection or delivery service.

B

Bonded Warehouse
A warehouse that has been approved and under bond/guarantee for compliance to revenue laws. Used for storing goods until duty is paid or goods are released in some other proper manner.
Broker / Customs broker

A licensed professional who works with customs authorities to clear imported goods on behalf of the importer.

C

Certificate of Authenticity (CoA)
A CoA is a signed statement from an artist or their representative (for example a gallery or agent) that accompanies both original & editioned works providing provenance for the work rather like a log book / service history for a car. The CoA should contain specific details such as title of work, date of work, dimensions and medium and in the case of limited edition prints the edition number eg 5/50.
Certificate of Origin (CoO)
If you are shipping your artwork internationally to Saudi Arabia, Kuwait (and other Middle Eastern countries) and Brazil, a CoA is required by customs to identify the geographical origins of an item. It also accompanies Commercial Invoices to certify that the origin statement on the invoice is true and is signed by the exporter.
Commercial Invoice
A document used for consignments where the goods are being shipped in the context of a commercial transaction.  It includes the details of the: buyer, seller, goods, number, price of each product and reason for shipping. It provides a declaration of the goods to customs from which the amount of Duties and Taxes to be paid will be calculated.
Consignee
The individual or organisation receiving the consignment.
Consignment
Goods that are “consigned” to a carrier by the consignor for delivery to the consignee.
Consignor
The individual or organisation sending the consignment.

D

DAP & DDP
A country may impose tax or duty on goods at the time of entry, depending on its value. These duties and other charges need to be paid by either the sender or the receiver of the shipment. Delivery At Place (DAP) (commonly known as DDU), means the receiver/customer is responsible for paying the duties and extra charges. Delivery Duty Paid (DDP), means that the sender is responsible for the costs. DDP is soon going to be split into two separate terms which will be DTP (Delivered at Terminal Paid) and DPP (Delivered at Place Paid) and there’s going to be a new term – CNI (Cost and Insurance).
Declared Value
A term used to highlight the “insured value” of the consignment
Door to Door Delivery
A collection from the actual “door” of the sender, and delivery to the “door” of the recipient. Not all shipping solutions offer this.

 

E

EORI (Number/Registration)
Economic Operator Registration and Identification (EORI) – An EORI number is an EU registration and identification number that identifies individuals or organisations throughout the EU, for customs declarations when importing or exporting goods. In the UK this is assigned through HM Revenue & Customs. Individuals and organisations that are based in the EU and trading goods with countries outside the EU on a commercial basis. In January 2017 it became mandatory to be EORI registered in order to import goods into the EU from non-EU countries. It was already mandatory for exporting to non-EU countries. Conversely, if you’re shipping goods for non-commercial purposes, you shouldn’t need an EORI number.
ETA
Estimated time of arrival. This term is usually used to describe the time/date that the shipment will arrive at a destination.
Export
The process of a shipment leaving a country and therefore crossing its border.

F

FDA
The Food and Drug Administration is a federal agency based in US whose objective it is to protect the health of American citizens by regulating products such as food, tobacco, medicines etc. Individuals and organisations shipping goods to US need to be aware of these regulations.
Free Circulation
Goods that have been produced in the European Union (EU), or that have been imported into an EU country with duty paid, can be transported throughout the EU without being subject to customs formalities or duties.
Freight
A transport method for large shipments by either land, sea or air.
Fuel Surcharge
An added charge to a consignment to cover the fluctuating cost of fuel. Generally shown as a percentage of the base charge, the rate of the FSC is determined according to
published fuel prices, and will rise, fall in line with existing costs.

G

Goods
Items that make up the consignment being shipped.
Gross Weight

The total weight of the shipment including packing.
Groupage
When cargo is made up of multiple consignments from different shippers.

H

Harmonised Code
Every commodity that enters or crosses most international borders must be clearly identified by customs officials. Harmonised codes (or HS codes) provide accurate and official proof of identity. You can find HS codes here
Hazmat
An abbreviation for ‘hazardous materials’. These shipments require handling by companies that are regulated to do so.

I

Import
The process of a shipment entering a country and therefore crossing its border.
Import Duty
Applied by customs of a country that the consignment is destined for. Duties (and VAT) are calculated as a percentage of the “Customs value” of the items (item + insurance + shipping).
Invoices (Commercial and Pro-forma)
A Commercial invoice must be used for consignments where the goods are being shipped in the context of a commercial transaction. A Pro-Forma invoice accompanies consignments where the goods are being supplied free of charge to the Consignee.
ISPM15 (International Standards For Phytosanitary Measures No. 15)
Untreated wood presents a risk of carrying harmful pests. When shipping artwork between countries, any wood used for packaging that is thicker than 6mm (includes pallets) must comply with ISPM15 standards to enter the country. This means that the wood must be heat treated or fumigated then marked with the International Plant Protection Convention (IPCC) mark to prove its safety.

J

Jargon
Jargon is terminology commonly understood within certain professions or sectors, that can leave outsiders lost and confused. Hence the need for this article.

K

Kerbside Delivery
Kerbside delivery means that shipped goods will be left at a safe point as close to the recipients address as possible where they will be required to collect from. Generally used when the delivery driver is not insured to enter a particular property or unpack the order.

L

Letter of Indemnity
A document designed to assure the buyer that the seller will take all financial responsibilities if the goods do not arrive and in good condition.
Lift gate / Tail lift
Hydraulic platform on the back of a vehicle, used to aid loading or offloading multiple, large or heavy goods.

M

Marine Insurance Policy
An insurance policy protecting the insured against loss or damage to his goods occurred during transport.
Merchandise Processing Fee (MPF)
A fee paid to U.S. Customs and Border Protection (CBP) in order to process goods entering the U.S.
Miss-route
Logistics companies have a network of depots in order to deliver locally at different locations. A miss-route is when a consignment has been sent to the wrong depot accidently.

N

Net Weight
The weight of just the goods, excluding all packing.

O

Order Fulfilment
The process of receiving an order (generally as part of an online purchase), picking and packing the item/s, and getting ready for shipment.
Overnight

Overnight is a courier service where the parcel will arrive on the next business (Mon-Fri) day.
Oversized Cargo
A consignment that goes beyond the size or weight limits set for the type of delivery solution chosen. Carriers will charge extra in these cases.

P

Packing
A way to protect your goods in transit. Types of packing include: Tube, Tri-Wall case, Foam Lined Tri-Wall Case, Foam Lined Plywood Crate, Foam Lined Plywood Crate, Multipiece Plywood Crate, A-Frame Crate.
Packing List
A document that accompanies a shipment and provides a detailed itemised breakdown of the items contained within the consignment.
Pallet
This is a base, and in most cases is made of wood. It’s main job is to protect the goods that are stacked on them by keeping them off the floor and stacked together. It also makes it easier for forklift trucks to move heavy or large items around. There are different sizes depending on the requirement.
Pro-Forma invoice
A document that accompanies consignments where the goods are being supplied free of charge to the Consignee.

Q

Quarantine (Australian customs)
Australia’s quarantine regulations require certain incoming goods to be declared and within regulations. This includes plant material so if you send anything to Australia in wooden packaging, it must comply with the import conditions and carry a mark on the wood similar to the one shown below. The mark shows that the wood has been treated & therefore is to ISPM15 standards. If there are any irregularities, then it will enter quarantine.

 

R

Recipient
Otherwise known as the Consignee, the “Recipient” is the individual or organisation receiving the consignment.
Returns
When a shipment is rejected by the recipient (or non delivery has taken place for other reasons) and is returned to where it was sent from.

S

Shipper
Otherwise known as the Consignor, the “Shipper” is the individual or organisation sending the consignment.
Shipping Invoice
Please see “Invoices”
Shipping Quote
The cost of collecting/delivering items via any form of transport (road, sea or air). For guidance on what information will need to be supplied for an accurate quote, CLICK HERE to find and download the “Art & Fragile Consignment Data Card”.
Skids
Battens fitted underneath frames, boxes or packages to raise them off the floor and allow easy access for fork lift trucks, slings or other handling equipment.

T

Tariff Code
Please see “Harmonised Code” it’s the same thing.
Temporary Export/Carnet

When an individual or organisation temporarily exports goods on non-commercial terms (typically an exhibition/a loan) without being subject to customs duty. Using an ATA Carnet will reduce the amount of customs red tape.
Tracking
A system that allows all parties involved to see key where the consignment is on its journey between the Consignor (sender) and the Consignee (recipient).

U

Under Bond
If a shipment is under bond it means that goods shipped can be imported into a country and stored without having to pay duties, taxes or customs costs related to the import process. The goods must be stored in a bonded warehouse (a customs-controlled warehouse for the retention of imported goods until the duty owed is paid or shipped on) to comply with regulations.

V

Volumetric Weight
Volumetric weight is a calculation formula used by courier and freight companies to determine whether the actual space taken up by a shipment (i.e. the volume weight) is greater or less than the actual dead weight. Shipping charges are then calculated on the greater weight of the two. Use this Online Volumetric Weight Calculator to quickly find out what the volumetric weight will be.

W

Warehouse Management System (WMS)
Computer software providing a management solution for controlling the operation of a warehouse
Waybill (or Air Waybill)
A document prepared by the carrier. It shows the place of origin, destination, route, consignor, consignee, description of shipment and amount charged for the transportation service. It is usually forwarded with the shipment.
Weight Charge
The charge for carriage of goods based on their weight (air cargo).

X

X-ray Scanning
X-ray scanners are used at borders as it is the most effective way to control imported goods in boxes/containers without unloading it.

Y

Yes
A word Flight Logistics likes to use when asked if we can help ship your goods.

Z

Zone
A geographical region or area defined for transport and/or charge purposes.

 

As we build this lexicon we invite participation from you, so please send in your questions/phrases using the form below: