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    Importing to US & Canada - 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 US 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 LCL. This should be a negotiated point between buyer/seller. See Routing Instructions
      • 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, DAP, etc.
        • Named place, port or point where carriage is paid to or paid from,
        • Freight payment terms if 3rd party bill (plus responsible party), and
        • Version of Incoterms® rules used in the transaction, e.g. Incoterms® 2010
         
      • Supplier/Seller (order-from location): Include complete company name, address, contact, phone number and e-mail address.
      • Ship-from/Shipper (supply 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".
      • For FCL ocean shipments ONLY, supplier/shipper also provides the following:
        • Container Stuffing Location complete address, including postal codes where applicable (physical location where shipment is loaded into the container).
        • Consolidator name and complete address, including postal codes where applicable (party that loads or arranges for the loading of the shipment into the container).
     

    Freight Payment Terms (Incoterms® 2010)

    Kodak preferred Terms of Sale and Freight Payment Terms:

    • In the absence of international Terms of Sale (Incoterms® 2010) elsewhere found on Kodak purchase orders, supply agreements or other contracts with Kodak, the Kodak preferred Incoterms®/Freight Payment terms shall be applied. They are:
      • By air – FCA, International Departure Port (named port) Incoterms® 2010
      • By ground (from Mexico or Canada) – FCA, Shipper's address (defined location) Incoterms® 2010
      • By ocean – FCA, International Departure Port (named port) Incoterms® 2010
       
    • Incoterms® rules, include freight payment terms and are defined in three parts:
      • The Incoterm® acronym, itself;
      • The named place, point or port where carriage is paid to or paid from and
      • Version of Incoterms® rules used in the shipping transaction, e.g. Incoterms® 2010.
      • In addition, if the shipment is to be billed to a third party, define region to be billed. (See Third Party Drop-Shipments for details).
       

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

    • CIF or CFR (port to port), CIP or CPT (usually door to door). Do not use in Kodak business unless defined by contract.  Use DAP as preferred alternative. If a rule starting with the letter "C" is required. CPT, consignee address (door to door) is the best alternative.
    • DAP or DDP (door to door)
      • The foreign supplier/seller shall arrange to deliver the shipment and export documentation to their main carriage carrier/freight forwarder.
      • The supplier/seller shall make all arrangements to deliver the shipment to the ship-to consignee delivery destination address, door to door.
      • Do not terminate shipment at 1st US port.
      • If DDP is applied, the international supplier/seller shall also arrange for their US broker to clear the shipment through US Customs upon entry into the US. Although Kodak is a US Customs self-filer, Kodak cannot clear the shipment on behalf of the supplier/seller or Importer of Record when this Incoterm® rule is used.
      • When DDP is used, the supplier or its agent (forwarder / broker) must report the delivery location, and the truck's Container and Seal numbers by e-mail to the following e-address: US-Import-Tracking@Kodak.com.
      • If goods are delivering to a US Foreign Trade Zone (FTZ), DDP must NEVER be applied.
      • If DAP is applied, the international supplier/seller shall also arrange for their forwarder/carrier to contact the primary Notify Party upon shipment arrival into the US so the Notify Party may arrange to clear the shipment through US Customs.
      • The seller's forwarder/carrier must provide the Notify Party with the name, address, phone, fax and e-mail address to where the US Custom's Release document (3461) should be delivered.
      • For DAP shipments, the Notify Party will arrange to deliver US Customs release documents to the seller's ground on-carriage provider or their agent.
      • The Notify Party is found on the Supplier Mode-Specific Shipping Instructions.
    • DAT (door to terminal) - No not use in Kodak business unless defined by contract. Use DAP as a preferred alternative (door to door).
    • EXW (door to door)
      • The foreign supplier/seller shall make all goods and documents export ready, and contact the buyer's carrier/freight forwarder to arrange for shipment pick-up at the site (place) named in the freight payment terms portion of the Purchase/Sales Order or Commodity Agreement..
      • The buyer's carrier/forwarder information is provided on the Supplier Mode-Specific Shipping Instructions.
    • FCA (port to door)
      • The foreign supplier/seller shall arrange to deliver the shipment to the buyer's carrier/freight forwarder.
      • The foreign supplier/seller shall book the shipment from port of departure to the ship-to/consignee delivery destination address.
      • The buyer's carrier/forwarder information is provided on the Supplier Mode-Specific Shipping Instructions.
    • FOB (port to door)Use ONLY if the shipment is moving by inland waterway or by ocean door- to-door. FCA, Intl departure port (port to door) as preferred alternative.
    • Special Notations:
      • DAF, DES, DEQ and DDU Incoterms® rules are not valid in Incoterms® 2010 and should not be used. Use DAP, consignee address, (door to door) as preferred alternative. Do not terminate shipments at US ports except where defined by contract.
      • FAS. Do not use in Kodak business. Use FCA, Intl departure port (port to door) as the preferred alternative.
      • EXW is less desirable and also highly discouraged from being used in Kodak US imports. It is advised to use FCA, shipper's address seller's foreign location, should door-to-door service at the expense of the buyer be required.
      • DDP is less desirable and highly discouraged from being used in Kodak US imports. It is advised to use DAP, consignee address, should door-to-door service at the expense of the seller be required.
       
     

    Document Preparation

    All documents must be prepared accurately in English and be clearly legible, regardless of output type, e.g. scan to print, fax or hard copy.

    Bill of Lading / Waybill
    • All Bills of Lading or Waybills must be prepared in English.
    • The supplier/seller shall provide the forwarder/carrier with the information necessary to prepare the Bill of Lading or Waybill for air freight and all ground and ocean shipments. The seller shall prepare the airway bill for air courier shipments.
    • All Bills of Lading or Waybills must include the following:
      • Forwarder's/carrier's name and address
      • Foreign supplier's/seller's complete name and address
      • Shipper's (seller's warehouse, factory or 3rd Party Logistics provider) complete name and address
      • Foreign supplier's commercial invoice number
      • Ship-to consignee/delivery destination complete name and address
      • Reference Field: Kodak purchase order or applicable reference number
      • Terms of Sale (Incoterms® rules) including Freight Payment Terms
      • Notify party
      • Importer of Record
      • Gross and net weight
       
    • For air, the Air Waybill (air courier or air freight) must also include:
      • Master air waybill and House air waybill numbers
      • Origin airport
      • Destination airport
       
    • For ground, the Bill of Lading must also include:
      • Ground Bill of Lading number
      • Seal number (for FTL shipments only)
      • Destination port
       
    • For ocean, the Sea Waybill must also include:
      • Foreign port of departure
      • Port of discharge / unlading
      • Destination port
      • Sea waybill of lading number
      • Seal number (for FCL shipments only)
      • The acronym, "LCL" (Less than Container Load) or "FCL" (Full Container Load)
      • Precise descriptions of products -OR- import US Harmonized Tariff Schedule (HTS) number
      • IMO Internationally-recognized hazardous material code (where applicable)
       
    • Additional IMPORTANT requirements for ocean transportation:
      • The sea waybill may cover multiple containers.
      • The ORIGINAL Bill of Lading must NEVER be requested!
      • The US Customs 24-Hour Manifest Rule requires the carrier to present specific shipping details to US Customs 24 hours prior to loading, or the container will not be loaded.
        • To avoid delays resulting from non-compliance, the international supplier/seller should contact the carrier regarding deadline requirements for submission of shipment details.
        • Information incorrectly submitted to US Customs will cause a "no load" and penalties will be applied.
         

    Commercial Invoice

    • The foreign supplier/seller must prepare each commercial invoice.
    • All items on a shipment must be declared on a commercial invoice.
    • Every commercial invoice must be in English.
    • 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.
    • Every commercial invoice on a shipment destined for the US must include:
      • Buyer's (sold-to/importer) 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 complete consignee delivery destination company name and address, including contact name and telephone number
      • Terms of Sale/Freight Payment terms as defined on the agreement between buyer/seller
      • Commercial invoice number and invoice date
      • Invoice package/carton and piece/pallet quantities
      • Invoice gross and net weights
      • ISPM 15 rules apply where applicable.
      • 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
        • US Harmonized Tariff Code (US-HTS) for each each product (obtained from the Kodak Import Services Classification team)
        • Item quantities and unit of measure for each product
        • Value of the products with defined correct currency
        • No charge invoices must accurately declare a value for US Customs Clearance.
         
      • For ocean shipments ONLY, supplier/shipper must also provide the following:
        • Container Stuffing Location complete address, including postal codes where applicable (physical location where shipment is loaded into the container).
        • Consolidator name and complete address, including postal codes where applicable (party that loads or arranges for the loading of the shipment into the container).
         
       
    • Things to consider when preparing a Commercial Invoice:
      • Specific to chemical shipments - Do NOT mix transportation regulated and unregulated chemicals on the same invoice.
      • Specific to "Delayed Title Inventory" shipments - They are often referred to as "Purchase on Consignment" - Inventory that is not owned by Eastman Kodak Company at time of US border crossing should include the following information:
        • The Reference field should contain the Kodak purchase order number, which is followed with a "K", e.g. 450000000K.
        • The sold-to and bill-to information must be the same as the supplier/seller.
         
       

    Packing List

    • The international supplier/seller must prepare a packing list.
    • Every packing list must be in English.
    • Each packing list must include:
      • Buyer's (sold-to/importer) 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 complete consignee delivery destination company name and address, including contact name and telephone number
      • Commercial invoice number and invoice date
      • Invoice package/carton and piece/pallet quantities
      • Invoice gross and net weights
      • Each line item on the packing list must include:
        • Precise descriptions of products, including Catalog, Material and/or Part numbers
        • Item quantities and unit of measure for each product
        • Item case quantity
        • Item gross and net weights
         
       

    Certificate of Origin (CofO) / Free Trade Agreement Certificate of Origin Certificates of Origin (CofO) are required when Special Programs are implemented.

    • Contact KODAK Purchasing to determine if the commodity you are selling qualifies for a Special Program. The Kodak contact will consult with a member of the KODAK US Imports Classification team.
    • If requested, they should be sent by you via express mail or courier to:
      Eastman Kodak Company
      US Import Services
      Building 205, Floor 3
      2400 Mount Read Boulevard
      Rochester, NY 14650-3088 US

    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
      • 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 and sent to US-ImportServices@Kodak.com.
    • 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), ETA (Environmental Transport Association), and ISO (International Standards Organization).
    • Go to Contacts and US Government Compliance 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 carrige 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 accurate and complete preparation and delivery of Inbond or arrival notification documents upon US arrival/border crossing. Specific direction may be provided on the Supplier Mode-Specific Shipping Instructions, which will be provided to the forwarder/carrier at the time they are distributed.
      • Documentation must be provided to US-ImportServices@Kodak.com.
      • If the on-carriage delivery forwarder/carrier needs the US 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

    Booking Shipments to the US

    • NOTE TO SHIPPERS and FREIGHT FORWARDERS / CARRIERS OR THEIR AGENTS: When booking shipments to the US where the Kodak purchaser is responsible for the freight transportation charge, e.g. use of FCA or EXW Incoterms® rules, the shipment should be booked to the destination address (port to door or door to door) depending on the Incoterms® rule, not to the first US port, e.g. New York. Failure to book shipments properly will result in serious delivery delays.

    Package/Carton and Piece/Pallet Preparation

    • The packing list shall be folded such that no description of the product is visible from the outside.
    • A copy of the packing list shall be inserted in a plastic sleeve and attached to each pallet.
    • As required by US Customs, the following information must appear in English and include:
      • Every product of non-US 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.
       
    • The seller's foreign shipper 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 supplier or his agent is required to properly block and brace all shipments to secure the load from moving within the container for the entire shipment, door to door, per International Maritime Standards. This is especially important for less than a container load (LCL or LTL) quantities shipping as a full container load (FCL or FTL). Failure to do so may result in carrier non-acceptance, or if additional safety preparation is required to move the cargo, costs will be passed back to the supplier or his agent.
    • All Kodak 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 international shipping and cargo standards, including but not limited to IATA (International Air Transport Association), ICAO (International Civil Aviation Organization), IMO (International Marine Organization), ETA (Environmental Transport Association), and ISO (International Standards Organization).
     

    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.