In booking section there are two persons who book the parcels while booking process, staff use receipt book. That book involved five copies
Consignor copy. Consignee copy.
Proof of delivery copy (POD). Head office copy (HOP). Delivery sheet.
a) CONSIGNOR COPY:
In Consigner copy booking staffs write in consigner copy “who has booked the documents” and in another consignee section of the consignor copy write “who will receive the document or its destination and write amount, date signature, declarations” in consignor copy.
It contains consignor’s Name and address. Phone number
Amount
Value of consignments Charges
Weight of parcel or document
TERMS AND CONDITIONS OF CONSIGNER COPY:
The customers after entrustment of documents or cargo or goods to VRL LOGISTICS LTD Courier division for carriage or transportation shall be deemed to have accepted and agreed to the terms and conditions and specified as standards conditions of carriage.
1. All documents or covers or envelopes letters are accepted for transport by air, road, and railways.
2. Nature, contest, conditions and values of consignment are unknown to the company and carriers are packed by owners and are at OWNER’S RISK.
3. Consignor or consignee shall be responsible for any delay, detection, loss or forfeiture of goods by any government authorities due to wrong declaration to contest or improper documents etc.
4. The company will not carry explosive or prohibited coin or industrial diamond, currency (paper or coin) of any nationality, lottery ticket and contraband items.
5. The company is not liable for any loss or damage or leakage, or for late delivery due to break-down, accident, fire, riots, strike, theft, flood, rain, sun and other natural calamities which are its beyond its control.
6. The company shall not in any case be liable for consequential losses such as loss or profit,
interests, market and utility, VRL LOGISTICS LTD. Disclaims all warranties expressed or implied with respect to this consignment for any loss, shortage, damage or unfair seen delay, in the carriage.
7. No complaints or enquirer will be entertained after 15 days from the date of booking. 8. No agent, servant or representative of company has authority to after modify any provisions of consignment note.
9. The court in Hubli City alone shall have jurisdiction in respect to all disputes arising under this consignment note.
b) CONSIGNEE COPY (RECEIVER)
This copy gives to receiver of the parcel. That addresses mention in consignee’s copy.
THE CONSIGNEE COPY (RECEIVER) CONTAINS It contains consignor’s address.
Phone number. Amount.
Value of consignments. Charges.
Weight of parcel or document. Receiver’s signature.
c) PROOF OF DELIVERY COPY (POD)
This copy gives to receiver and takes his signature and that come back to booking office and will give to person or company who have booked the parcels (consignor)
It contains consignor’s address. Phone number.
Amount.
Value of consignments. Charges.
Weight of parcel or document.
d) HEAD OFFICE COPY (HOC). This copy is for head office reference
It contains consignor and consignee address. Phone number.
Amount.
Value of consignments. Charges.
Weight of parcel or document.
TRIP SHEET
This copy is prepared in triplicate. It contains courier LR number, receipt number, weight of consignment and content of consignment. Number of pieces, source of origin & source of destination. It is prepared in order to know the places from where the cover is sent & to which place it is to be sent.
DELIVERY SHEET
Delivery of articles is done by delivery post. Particulars of delivery of articles are written in delivery sheet. It contains the details of branch office, consignee name, original place, consignee note, time, date & signature. Also if the booking party is a company seal should be taken from the company.
ACCOUNTS
Booking statement is prepared for accounts purpose single entry system is maintained here. They have a book system as well as computerized system booking statements contains C/N number, weight destination & amount of consignment, branch and date.
DEBIT VOUCHER
It is a voucher where any expenditure made by the staff is maintained. It is attached to cash statement & sent to the head office to claim the amount.
CREDIT VOUCHER
This is the voucher which is given to the sub branches or agencies while submitting the accounts, the issue booking statements along with total amount to this branch
COMPLAINTS REGISTER
It is a book where entry of customer complaints such as late delivery, misplacement, improper courier is noted.
NON DELIVERY BOOK
It is a book where non-deliveries are noted is case of door locks, shifts, transfers; incomplete address or party refusal parcel is brought back. Entry is done in this book.
MODE OF PAYMENT OPTIONS FOR THE CUSTOMERS
The price charged by the Company for transporting parcels is determined on the basis of the weight or volume of the goods and the distance of the delivery point. They have three types of payment mechanisms in their parcel and courier business:
i. Paid:
Under this system, the consignor pays the charges to the Company at the time of booking the consignment. This is the most common mechanism of payment and this enables us to receive the revenues immediately.
ii. To Pay:
Under this system, the consignor does not pay the charges at the time of booking the consignment but the consignee is required to pay the same upon collecting the consignment from the office.
iii. Running Account:
Under this mechanism, the consignor does not pay the charges to company at the time of booking the consignment, nor is the consignee is required to pay the same upon collecting the consignment. Company provides its services on credit and keeps a running account of the charges the consignor / consignee is liable to pay, and the consignor / consignee is required to make payment against the running account on a weekly / monthly basis. This facility is only extended to selected high-volume regular customers.