This is a common challenge in international logistics. Goods sometimes travel thousands of kilometers, yet a single missing piece of information can cause them to be held up at the last minute. That is why it is becoming increasingly important to properly organize the flow of information related to transportation. Digitalization is offering more and more possibilities in this regard and is changing the way logistics partners collaborate.
The cargo travels, but the information must move ahead
International freight transport involves a considerable amount of information, especially when goods are imported from outside the European Union. Among other things, customs authorities must be able to determine what is being transported, where the goods come from, what they are worth, and which rules apply to them. This requires accurate documents and reliable data.
Take, for example, a commercial invoice on which goods are simply described as “parts.” While the supplier and recipient may know exactly what is meant by this, such a description is often not specific enough for customs. What kind of parts are they? What are they used for? And what materials are they made of? These details can determine the correct commodity code, import duties, and any additional requirements.
The interesting thing is that such problems often arise even before the freight is on its way. The necessary information is available somewhere in the supply chain, but does not always reach the party that needs to use it in time. The more parties involved there are, the more important it becomes to organise this exchange effectively.
Why enter the same information over and over again?
An international shipment passes through many hands. The supplier, freight forwarder, carrier, customs agent and consignee each have their own responsibilities. Moreover, they often work with different systems. This makes the effective exchange of information essential for the smooth running of the logistics process.
In practice, this still often involves sending emails, forwarding documents and manually copying data. Every extra step takes time and creates scope for errors. Why re-enter information if it’s already available digitally somewhere?
At Bos Logistics, digitalisation plays a key role in the way we organise our services. EDI links enable systems to exchange data directly with one another. This includes transport orders, order information, stock updates and documents. Links with ERP, TMS and WMS systems are also part of our digital capabilities.
In this way, we minimise manual data transfer and ensure that the various parts of the logistics process are better aligned. This provides a clearer overview for our staff, customers and partners, all of whom rely on up-to-date and reliable information.
Customs clearance is subject to specific requirements regarding the data and documents that are submitted. The parties involved must be able to determine which formalities are required and whether the information is complete and correct. A well-organised digital information system supports this preparation and makes it easier to identify missing data in good time.
Less paper, better overview
The way we handle documents is also changing. At Bos Logistics, we use, amongst other things, digital consignment notes via e-CMR, electronic signatures and automatic archiving. This means that information can be recorded, retrieved and exchanged digitally.
This brings practical benefits. Staff spend less time searching for, forwarding or requesting documents again. Furthermore, customers can access information about their consignments themselves via our digital portal, including transport statuses, expected delivery times and available documents.
Customs declarations are subject to their own procedures and document requirements. Nevertheless, the broader trend towards digital working is also relevant to this part of the logistics chain. The better data is recorded and made available, the easier it is for the parties involved to coordinate their activities.
We are therefore continuing to work on further integrating and digitising our information flows. Our aim is to reduce the number of manual handover points as much as possible and to make information available in a clear and organised manner to the people who work with it.
What role can AI play in this?
Digitalisation is making ever more information available. This offers opportunities to utilise data more effectively and to further improve processes. Artificial intelligence, or AI, plays an interesting role in this.
Within the logistics sector, for example, AI can be used to analyse large volumes of data, recognise recurring patterns and identify anomalies at an earlier stage. There are also opportunities in document processing and in estimating potential delays. The applicability of AI depends heavily on the quality of the available data and the design of the process.
At Bos Logistics, we are now also taking steps to explore AI through pilot projects. We are investigating where this technology can support our staff and which applications actually add value in practice. In doing so, we are carefully assessing the reliability of the data, the usability of the results and the role of human oversight.
The latter is certainly relevant to customs processes, where accurate declarations and compliance with laws and regulations are essential. New technology can assist with the preparation and assessment of information, whilst expert staff remain responsible for the correct application of procedures.
This development offers interesting prospects. When discrepancies are identified earlier and information can be assessed more quickly, there is greater scope to take timely action. Through our AI pilot projects, we are exploring how we can utilise such opportunities in a responsible manner.
Arrival does not necessarily mean clearance
No matter how digital the logistics chain becomes, customs regulations still apply. A container may already be in the Port of Rotterdam, or an air freight consignment may have already landed at Schiphol, without the goods being allowed to proceed directly to the customer.
For goods from outside the European Union, it must be clear under which customs procedure they will proceed. Sometimes, after the required formalities have been completed, goods are released for free circulation. In other situations, they are transported to another location under customs supervision or temporarily stored in a customs warehouse.
Which route is most suitable depends, amongst other things, on the destination, the schedule and what the customer intends to do with the goods. Even when all the information has been provided correctly, customs may decide to inspect a consignment. This is part and parcel of international trade and may affect the availability of the freight.
It is precisely at such times that effective coordination is crucial. When the parties involved are aware of a consignment’s status and information is shared in a timely manner, they can respond more quickly to changes. Digital systems support this overview, whilst staff use their knowledge and experience to determine the appropriate next steps.
You hardly even notice the best customs clearance
When everything runs smoothly, nobody really gives it a second thought. The necessary information is available, the correct customs procedure has been followed and the goods can proceed as planned. The lorry is on its way, the warehouse processes the consignment and the customer receives their goods. Behind this seemingly straightforward flow of goods lies a great deal of preparation, collaboration and, increasingly, technology.
At Bos Logistics, we bring all these elements together. We combine transport, warehousing and customs clearance with digital solutions that we are constantly developing further. Systems exchange information, documents are available digitally, and with new applications such as AI, we are exploring how we can further improve our processes.
In doing so, we build on the digital solutions already in use today. We continue to invest in ways to make information available more quickly, to better coordinate processes and to give our customers greater insight into and control over their goods flows.
Because the better the information is managed en route, the more smoothly the goods can reach their destination.