Road Freight Import

Guide information

Audience: Operations Staff, Documentation Officer
Time: ~15–20 minutes per incoming shipment
Outcome: Road import shipment tracked from border crossing through delivery, Delivery Note issued, customs clearance recorded, and charges reconciled with the trucker's invoice.

Required modules

Road import tracks a cross-border truck shipment from the origin country through the border gate into Vietnam, to the consignee's warehouse. The critical control points are the border crossing time, customs clearance, and delivery confirmation — without these records, disputes about delivery delays and border fees are difficult to resolve.

Scenario used throughout this guide: Hai Long Logistics handles road import shipment SHP/202506/00125 for an importer receiving goods from Laos via border gate Lao Bao (Quang Tri), carrier Savannh Transport, truck LA-1234, ETA 18/06/2025.

Xem thêm

Step 1: Set up the import shipment

Create the import shipment when the origin party (supplier or origin forwarder) sends the pre-advice or booking details. Early setup allows the team to track the ETA and alert the consignee in advance.

Go to Freight Forwarding ‣ Operations ‣ Road ‣ Road Shipments and click New.

  • Shipment Type: Road Cross-Border Import

  • Customer (Consignee): (the Vietnamese importer receiving the goods)

  • Origin: Savannakhet, Laos

  • Destination: Ha Noi, Vietnam

  • Border Gate: Lao Bao (Quang Tri)

  • ETD: 17/06/2025

  • ETA: 18/06/2025

Create a truck booking from the shipment:

  • Carrier: Savannh Transport

  • Truck Plate: LA-1234

  • Driver: (from Savannh Transport's dispatch)

Confirm the shipment and the truck booking.

Road import booking confirmed with carrier and border gate entry point for the team to proceed with cargo receipt.

Step 2: Record border crossing and customs clearance

When the truck crosses the Lao Bao border gate, record the event in the system.

In the Import Operations section of the shipment, fill in:

  • Border Crossing At: 18/06/2025 09:30 — the actual time the truck crossed.

  • Customs Cleared At: when Vietnamese customs issues clearance (may be same day or next day).

Post a Chatter note each time you receive an update from the driver or the border agent — this is the audit trail for any disputes about crossing time.

Cảnh báo

Customs clearance delays at Lao Bao can add 1–3 days to the ETA.

Lao Bao border crossing handles significant cross-border trade volume. During peak periods (end of month, before public holidays), customs queues can extend to 6–12 hours. If the truck arrives at Lao Bao on 17/06 but customs does not clear until 19/06, the delivery to Ha Noi shifts by 2 days. Notify the consignee of any crossing delays immediately — not retroactively.

Step 3: Issue the Delivery Note and confirm delivery

The Delivery Note is the forwarder's internal document confirming that the cargo was delivered to the consignee. It is the handover record between the trucker, the forwarder and the consignee.

From the shipment, go to: Action (gear icon) ‣ Print Delivery Note

Verify the Delivery Note before printing:

  • Consignee name and address.

  • Truck plate and driver.

  • Cargo description and weight.

  • Delivery address.

After the consignee signs the Delivery Note:

  • Record the Delivery At timestamp on the shipment.

  • Post a Chatter note: "Delivery confirmed — signed Delivery Note on file."

  • Attach the scanned signed Delivery Note to the shipment's Chatter or Documents.

Step 4: Reconcile trucking charges with Savannh Transport's invoice

After delivery, Savannh Transport sends their invoice. Reconcile it against the cost charges recorded on the shipment.

On the Charges tab:

  • Verify the Road Freight (Cost) line matches the invoiced amount.

  • Add any additional cost lines if the invoice includes border waiting fees, permit fees, or re-weighing fees not originally estimated.

  • Update the Cost Price on each charge if the actual differs from the estimate.

If the trucker's invoice is higher than estimated (e.g., due to 2-day border delay causing additional driver accommodation costs):

  1. Update the Cost Price on the Road Freight charge line.

  2. Assess whether to pass the cost increase to the consignee (if the contract allows).

  3. Post a Chatter note explaining the variance.

Troubleshooting

Truck delayed at the border — consignee is waiting

Symptom: The truck has been at Lao Bao for more than 12 hours; customs has not cleared.

Resolution:

  1. Contact the border agent to understand the reason for the hold (document issue, quota, inspection).

  2. If a document needs correction, coordinate with the exporting party in Laos.

  3. Update the ETA on the shipment and notify the consignee.

  4. Post all follow-up actions in the Chatter with timestamps.

Delivery refused by consignee — cargo discrepancy

Symptom: The consignee refuses to sign the Delivery Note because cargo quantity or condition does not match the booking.

Resolution:

  1. Have the driver and consignee jointly count and photograph the cargo.

  2. Record the discrepancy in a Note of Protest (external document).

  3. Post a Chatter note with the details of the discrepancy.

  4. If cargo is short: record a Short Shipment charge or deduction on the shipment.

  5. Coordinate with the origin party (supplier in Laos) on the discrepancy claim.

Xem thêm