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Shipping Instructions


Supplier Mode-Specific Shipping Instructions

As the supplier/seller, you must obtain Supplier Mode-Specific Shipping
Instructions from your Kodak contact for each mode of transportation required
to support your business with Kodak.

  • The Kodak contact must work with the EAMER Shipping Instruction Specialist, found on the Contacts section of this site to obtain each set of unique shipping instructions.
  • Supply the following information to your Kodak contact:
    • Define potential transportation modes required to support your business transactions with Kodak, e.g. air freight, ocean, ground, etc. This should be a negotiated point between buyer/seller.
    • Country of export (seller's international factory, warehouse or 3rd Party Logistics location).
    • Include Terms of Sale (per Incoterms® 2010) as defined on the purchase contract, and must include:
      • 3-alpha character Incoterm acronym, e.g. FCA, FOB, etc.
      • Named place, (air) port or point of risk transfer between buyer and seller, and
      • Freight payment terms, e.g. freight collect, freight prepaid, or freight collect 3rd party bill.
       
    • Supplier/Vendor (order-from location): Include complete company name, address, contact, phone number and e-mail address.
    • Ship-from/Shipper (supply/shipping point) - May be the seller's warehouse, factory, or 3rd Party Logistics location: Include the complete company name, address, export or shipping office contact, phone number and e-mail address.
    • International departure port(s) for each mode: Include city, country and port name (if known). For airports, also include the 3-character official International Air Transportation Association (IATA) code, e.g. Shanghai International Airport, "SHA". 
     

Terms of Sale (Incoterms® 2010)

Kodak preferred Terms of Sale and Freight Payment Terms:

  • In the absence of Incoterms® 2010 elsewhere found on Kodak purchase orders, supply agreements or other contracts with Kodak, the Kodak preferred Incoterms® rules / Freight payment terms shall be applied. They are:
    • By Air - FCA, Intl departure port, freight collect or DAP consignee destination address, freight prepaid
    • By Ground - FCA shippers address, freight collect or DAP consignee destination address, freight prepaid
    • By Ocean - FCA Intl departure port, freight collect or DAP consignee destination address, freight prepaid
     
  • Incoterms, include freight payment terms and are defined in three parts:
    • The Incoterm, itself;
    • The named place, point or (air) port where risk transfer takes place between buyer and seller; and
    • The freight payment terms: freight prepaid, freight collect or freight collect 3rd Party Bill (see Third Party Shipments for details).
     
INCOTERMS 2010

Special Instructions when using Incoterms® 2010 for Kodak imports to EAMER:

  • DAP replaces DDU, DES, DAF.
  • DAT replaces DEQ.
  • EXW is not to be used for any shipment within EAMER or into/out of EAMER, with no exceptions. FCA is the preferred Incoterms® rule in this case
  • DDP is not to be used for any shipment into/out of the EU or other non-EU Customs administrative area. DAP is the preferred Incoterms® rule in this case. For any shipment within the EU or other non-EU Customs administrative area, DDP is acceptable.

Document Preparation

All documents must be prepared so all information is accurate and clearly visible, regardless of output type, e.g. scan to print, fax or hard copy.

Bill of lading / Air waybill / CMR
  • All transport documents must be prepared in English by default.
  • The supplier/seller/shipping point shall provide the forwarder/carrier with the information necessary to prepare the Bill of Lading (for ocean shipments) or the Air Waybill (for air freight and air courier shipments) or the CMR (for all ground shipments).
  • Information incorrectly submitted to the Customs department of import (for non intra-EU shipments) will cause a « no load » and penalties will be applied.
  • The supplier/shipping point should contact the carrier/forwarder, regarding deadline requirements for submission of shipment details, to avoid any delays resulting from non-compliance.
  • All transport documents must include the following:
    • ship-to/consignee destination address and importer of record's name and address if different than ship-to/consignee.
    • supplier/shipper's (seller's warehouse, factory or 3rd party Logistics provider) complete name & address notify party's complete name & address (where applicable).
    • Main carrier/forwarder 's complete name & address and where applicable subcontractor or second carrier's complete name and address.
    • incoterms and freight terms.
    • material numbers/marks or spare parts numbers/marks, etc.
    • number of parcels/cases and number and type of pallets.
    • Precise description of the products OR – Harmonized tariff code number for non intra-EU shipments.
    • gross weight (kilograms) and when known net weight (kilograms).
    • Reference field: Kodak Purchase order number.
    • IMO Internationalally – recognized hazardous material code (where applicable).
     
  • For air, the Air Waybill (air courier or air freight) must also include:
    • Master air waybill and House air waybill numbers,
    • Airlines and flight numbers.
    • departure and destination airports.
    • Kodak account number for air courier when transport charges are at the expense of Kodak.
     
  • For ground, the CMR must also include:
    • Truck number (plate number of the truck).
    • CMR number
    • Seal number (for FTL shipments only).
    • Signature, stamp and loading date of the shipper or his commisionnaire.
    Additional IMPORTANT requirements for ground transportation:
    • A CMR may cover multiple shipments in a truck but can't cover multiple trucks ( 1 CMR per truck)
     
  • For ocean, the Sea Waybill/BOL must also include:
    • Loading port at origin,
    • Port of discharge / unloading port at destination and transhipment port (where applicable),
    • Place of delivery by on-carrier
    • Vessel name
    • Sea waybill/BOL number,
    • Seal number (for FCL shipments only),
    • The acronym, "LCL" (Less than Container Load) or "FCL" (Full Container Load)
    • Container number
    Additional IMPORTANT requirements for ocean transportation:
    • The sea waybill may cover multiple containers (1 B/L per vessel is requested when multiple containers).
    • The ORIGINAL Bill of Lading must NEVER be requested!
      • To avoid delays resulting from non-compliance, the international supplier/seller should contact the carrier regarding deadline requirements for submission of shipment details.
       
     
Commercial Invoice
  • A Commercial invoice does not need to accompany the goods during transportation for intra-EU shipments.
  • Each commercial invoice must be prepared by the supplier/shipping point or their subcontractor e.g. 3rd Party Logistics Provider.
  • All items on a shipment must be declared on a commercial invoice.
  • Every commercial invoice must be in English by default.
  • Each commercial invoice must not exceed 75 part numbers.
  • Multiple commercial invoices are acceptable on each shipment.
  • A single commercial invoice is not acceptable for multiple shipments.
  • When a shipment is known not to be owned by Kodak at time of EU border crossing (for Purchase On Consignment shipments), clearly state on the commercial invoice the following statement:, "We certifiy the value indicated on this invoice to be the exact value to be paid by Eastman Kodak Sarl to the vendor at the time of transfer of title of ownership".
  • Every commercial invoice on a shipment must include:
    • Buyer's (sold-to) complete company name and address,
    • Seller's (supplier) complete company name and address, including contact name and long distance phone number,
    • Shipper's (ship-from) complete company name and address if different from the seller,.
    • Ship-to consignee delivery destination company name and address, including contact name and telephone number,
    • Incoterms including named port , point or place of risk transfer,
    • Freight payment terms,
    • Commercial invoice number and invoice date,
    • Invoice gross weight (kilograms) and when known net weight (kilograms),
    • ISPM 15 rules where applicable. The statement "No solid Wood Packing materials Used" shall be noted (if applicable), to meet Wood Packing Material (WPM) Regulations (ISPM#15). Paper certificates of treatment are not acceptable,
    • Each line item on the commercial invoice must include:
      • Precise descriptions of products, including Catalog, Material and/or Part numbers,
      • Kodak purchase order number (or applicable reference number, e.g. return authorization number),
      • Manufacturer name for each product if different from supplier,
      • Country of Origin (county of manufacture) for each product,
      • Harmonized Tariff Code (HTS) for each each product,
      • Item quantities and unit of measure for each product,
      • Value of the products with defined correct currency (unit price when multiple products per catalog number e.g chargers + batteries). No-charge values are not acceptable,

      Additional IMPORTANT requirements to consider when preparing a Commercial invoice:
      • When a shipment is known not to be owned by Kodak at time of EU border crossing (for Purchase On Consignment shipments), clearly state on the commercial invoice the following statement: "We certifiy the value indicated on this invoice to be the exact value to be paid by Eastman Kodak Sarl to the vendor at the time of transfer of title and ownership".
       
     
 
Example of an acceptable COMMERCIAL INVOICE

Packing List
  • Each packing list must be prepared by the supplier/shipping point or their subcontractor, e.g. 3rd Party Logistics Provider.
  • A packing list can be replaced by a delivery note for intra-EU shipments.
  • Every packing list must be in English by default.
  • Each packing list must include:
    • All items of a shipment must be declared on the packing list,
    • Buyer's (sold-to) complete company name and address,
    • Seller's (supplier) complete company name and address, including contact name and long distance phone number,
    • Shipper's (ship-from) complete company name and address if different from the seller,
    • Ship-to consignee delivery destination company name and address, including contact name and telephone number,
    • Commercial invoice number and invoice date,
    • Invoice gross weight (kilograms) and when known net weight (kilograms),
    • Country of origin (manufacture) for each product,
    • When a shipment is known to be owned by Kodak at time of EU border crossing (for Purchase on Consignment shipments), clearly state on the packing list the following statement: "We certify the value indicated on this packing list to be the exact value to be paid by Eastman Kodak Sarl to the vendor at the time of transfer of title of ownership".
    • Each line item on the packing list must include:
      • Precise descriptions of products, including Catalogue, Material or Part numbers,
      • Kodak purchase order number (or applicable reference number, e.g. return authorization)
      • Item quantities and unit of measure for each product,
      • Item case quantity,
      • Item gross and net weights (kilograms),
      • Package ID number,
      • Serial numbers where applicable

      Additional IMPORTANT requirements to consider when preparing a packing list:
      • When a shipment is known not to be owned by Kodak at time of EU border crossing (for Purchase On Consignment shipments), clearly state on the commercial invoice the following statement: "We certify the value indicated on this invoice to be the exact value to be paid by Eastman Kodak Sarl to the vendor at the time of transfer of title and ownership".
       
     

Certificate of Origin
Is often required by the customs authorities of a country in Europe as part of the entry process. For countries without preferential agreements with EU, the C/O must by signed by the local Chamber of Commerce. For countries having preferential agreements with EU, EUR1 or EUR-MED or FORM 1 are requested according to the Terms of the Agreement.

  • The freight supplier/seller is responsible for the preparation of the certificate of origin.
  • Every certificate of origin must be in English.
  • A certificate of origin must typically include:
    • Name and address of the exporter or the shipper or the vendor,
    • Name and address of the importer or the consignee or the buyer,
    • Country of origin of the goods,
    • The mode of transport used,
    • Where available, the PO#, the license# or documentary credit#, etc. in the "Observations" field,
    • The description of the goods,.
    • The quantity of the goods (in weight or volume, etc.),
    • The name, signature and/or stamp or seal of the certifying authority,
     
  • The original certificate of origin must accompany the goods.

Hazardous Product Documents
Are required for chemical shipments and include Material Safety Data Sheet (MSDS) and/or Dangerous Goods Declarations.

  • The foreign supplier/seller is responsible for the preparation of hazardous product documents.
  • For a hazardous material (transportation regulated), the supplier/seller shall provide proper information about the product on a Material Safety Data Sheet (MSDS) and appropriate mode specific Dangerous Goods Declarations as follows:
    • Proper Chemical Shipping name,
    • United Nations (UN) number,
    • Hazard Class,
    • Packing Group,
    • The tunnel restriction code for shipments that are submitted to the ADR regulation as of 07/01/2009.
    • Product Description (examples: part, vendor material, and/or SAP numbers),
    • Chemical Abstract Service (CAS) registration number,
    • KODAK Chemical Identification (CIN) number,
    • International supplier's/shipper's complete name and address.
     
  • For a material or substance that is non-hazardous, the supplier/seller shall provide the proper information about the product on a Material Safety Data Sheet (MSDS) as follows:
    • Chemical name,
    • Product Description (examples: part, vendor material, and/or SAP numbers),
    • Chemical Abstract Service (CAS) registration number,
    • KODAK Chemical Identification (CIN) number,
    • International supplier's/shipper's complete name and address.
     
  • The supplier/seller shall provide the hazardous product documents, as required, to the carrier/freight forwarder.
  • The hazardous product documents must also be included with the Pre-Advice / Pre-Alert.
  • All business partners (including sellers, shippers, freight forwarders and carriers) are responsible for making certain that all labeling, documentation and shipment configurations are in compliance with laws, standards and regulations governing the export and import countries Kodak does business with. Governing bodies may include but are not limited to each country's own Government, their internal Regulatory bodies, IATA (International Air Transport Association), ICAO (International Civil Aviation Organization), IMO (International Marine Organization), ADR (Agreement concerning the international carriage of dangerous goods by Road).
  • Go to the Contacts section of this site for further advice.

Document Distribution

The foreign seller/supplier or shipper is always required to provide the commercial invoice and packing list in the format requested by this Shipping / Routing guide.

  • In addition, if anything with a chemical content is being shipped, the seller's shipper (ship-from location) is expected to provide the appropriate Material Safety Data Sheets (MSDS), and Dangerous Goods Declaration statements to the carrier or forwarder agent responsible for main carriage transportation.
  • If a Certificate or Origin or NAFTA Certificate of Origin is requested, the seller's shipper (ship-from location) is required to prepare and surrender the certificate to the party making the request, in the format defined in this Shipping / Routing guide.
  • The forwarder/carrier is responsible for the completion of the House and Master bills of lading or waybills. For air courier shipments the shipper/ship-from is responsible for air waybill preparation.
  • The forwarder/carrier is responsible for the completion of the transport documents (HAWB/MHAW/BOL/Sea waybill, CMR, etc.). For air courier shipments the shipper/ship-from is responsible for air waybill preparation.
    • If the on-carriage delivery forwarder/carrier needs the EU Customs release documents (cargo release) they should provide contact names, complete telephone numbers and e-mail addresses with the Inbond or Arrival Notice documents.
     
  • Documents shall be distributed by e-mail per the Pre-Advice / Pre-Alert section of this document (unless otherwise requested) at the time of shipment preparation, but prior to flight, sailing or departure dates.
  • Post shipment documentation may need to be sent to a separate list of e-mail addresses or hard-copy distribution requirements may be necessary. Further direction will be provided on the Supplier Mode-Specific Shipping Instructions.

Shipment Preparation


Package/Carton and Piece/Pallet Preparation
  • The packing list (or delivery note) shall be folded such that no description of the product is visible from the outside.
  • A copy of the packing list (or delivery note) shall be inserted in a plastic sleeve and attached to each pallet or at least to one pallets of the total shipment.
  • As required by EU Customs, the following information must appear in English and include:
    • Every product of non-EU origin must be marked with the Country of Origin.
    • Outer containers must be marked with the Country of Origin (manufacture) of their contents.
    • Complete delivery address shall appear on the outside of each carton or at least on each pallet.
    • The Commercial Invoice, Packing List and original Certificate of Origin must accompany the shipment (except for intra-EU shipments where the commercial invoice does not need to accompany the shipment and can be sent separately). 
     
  • The foreign supplier/shipping point shall provide products in packaging suitable for export to the carrier/freight forwarder named on the Supplier Mode-Specific Shipping Instructions, available through your Kodak contact.
  • The freight should be wrapped.

Penalty

Shipping Instructions must be followed with no deviations. Failure to comply with all Shipping Instructions, unless specifically authorized by Kodak prior to the action, may result in costs or administrative fees being passed back to the offending party for each shipment not in compliance.