How are tally and manifest discrepancies resolved? A guide to over and short landed cargo

A discrepancy does not always mean cargo is physically missing. Many differences stem from documents or recording errors while the cargo is in fact where it should be. Identifying the cause correctly is half the solution.

Start with your own records. The clerk reviews every shift sheet, running total and handover note. Addition errors, a sling entered twice or a line booked to the wrong parcel are often found at this stage.

Next, compare with the other side's figures. Comparing ship's and shore tallies shift by shift narrows down the shift and the hatch where the difference arose. Once the time and place are known, any physical search can be far more targeted.

If the difference persists after the records are verified, the cargo has to be searched for physically. The chances of success are far higher while the operation is running and the cargo is still accessible.

Cargo discharged in excess of the manifest is over landed; cargo missing against the manifest is short landed. Differences that remain after all searches are shown in an over and short landed report by parcel and bill of lading, setting out the manifested quantity, the tallied quantity, the difference and any damaged units separately.

If there is information on the likely cause, it should be stated objectively, for example that units of one parcel were found mixed with another. Unconfirmed causes should not be presented as fact. The report is one of the key documents the receiver, carrier and insurers will rely on in any claim.

Cargo loaded short against the loading list is a short shipment. Cargo that could not be loaded and was left behind, because it arrived late or the ship ran out of space, is described as shut out. Both situations should be reflected in the documents before the ship sails.

The quantity loaded is entered on the mate's receipt signed by the chief officer and carried from there onto the bill of lading. Getting the tally result right on these documents prevents a large share of disputes at the discharge port, which is why the load port tally matters as much as the discharge tally.

With containers, discrepancies are often about identity rather than numbers. Typical examples are a container number keyed wrongly on the list, a full or empty status that does not match the documents, a different seal number, or a box not found in the position shown on the bay plan.

In these cases the container number, seal number and stowage position are checked together. Boxes discharged at the wrong port or left on board can only be traced quickly if this information was recorded consistently during the tally. Seal discrepancies should also be photographed and reported to the parties concerned.

The most effective way to deal with discrepancies is to prevent them. A joint tally by ship and shore at the same point, signed comparisons of running totals at the end of each shift, and clear parcel separation during stowage are all effective.

Photographing doubtful situations and writing up all notes on the same day also make later reviews much easier. Karan Gözetim provides tally services from Gemlik; the scope of counting and reporting is agreed at the quotation stage.