Tally terminology covers the count itself, the documents used in counting, quantity discrepancies and the condition of cargo. The terms used most often are tally, tally sheet, cargo manifest, mate's receipt, over landed, short shipped and damaged cargo report. Using them correctly keeps correspondence and reports between the parties consistent and unambiguous.
What are the basic counting and recording terms?
These are the terms a tally clerk uses every day; they describe how the count is carried out.
- Tally: counting and recording cargo units during loading or discharge
- Tally clerk: the person who carries out the count and keeps the records
- Tally sheet: the form recording units per sling and any observations
- Sling or hook: a set of cargo lifted by the crane in one go
- Ship's tally and shore tally: separate counts kept by the ship and by the shore side
- Joint tally: a count carried out and compared by both sides at the same point
- Checker: used in some ports for the person checking cargo in and out at a terminal or warehouse
Which documents does tallying refer to?
A tally record means little on its own; it is always compared with a reference document. The documents below are both the starting point of the count and where its results end up.
- Loading list: the list of parcels and quantities to be loaded
- Cargo manifest: the list of all cargo on board by bill of lading
- Stowage plan: the plan showing where cargo is stowed on board
- Mate's receipt: the receipt for cargo taken on board, signed by the chief officer
- Bill of lading: the document evidencing the contract of carriage and receipt of the cargo
- Outturn report: a report comparing the quantity and condition discharged with the manifest
Which terms describe quantity discrepancies?
Specific terms are used when the count does not match the documents. Confusing them can lead to misunderstandings in reports, so it is particularly important to know which stage of the voyage each one refers to.
- Over landed: cargo discharged in excess of the manifest
- Short landed: cargo discharged short of the manifest
- Short shipped (short shipment): less cargo loaded at the load port than listed
- Shut out: cargo left behind at the load port for lack of space, time or capacity
- Overcarried: cargo not discharged at its destination and carried on to another port
- Discrepancy: any mismatch between the count and the documents
Which terms relate to damage and cargo condition?
The condition of the cargo matters as much as the count. These terms are used when damage is recorded and reflected in the documents.
- Damaged cargo report: a report listing damaged units found during tally
- Exceptions or remarks: notes of damage or shortage entered on a document
- Clean bill of lading: a bill with no remarks of damage or shortage
- Claused or foul bill of lading: a bill carrying remarks of damage or shortage
- Sweepings: cargo collected after spillage
- Re-bagging or re-coopering: replacing or repairing damaged packaging
- Illegible marks: cargo marks that cannot be read
Which handling and stowage terms come up?
While counting, the clerk is in constant contact with stevedores and ship's officers, and handling and stowage terms come up all the time.
- Stevedore: the port worker or company physically loading and discharging the ship
- Hatch: the opening through which cargo enters and leaves the hold; tallies are often kept per hatch
- Tier: each layer of cargo stowed one on top of another
- Overstowed: cargo lying beneath other cargo and hard to reach
- Parcel or lot: a group of cargo under one bill of lading or for one receiver
- Break bulk: general cargo handled piece by piece rather than in containers
- Unitised cargo: cargo combined into units such as pallets or pre-slung bundles
Why does it matter to use these terms correctly?
A single shipment involves many parties, including shipper, carrier, receiver, agent, terminal and insurers, and many of them are in different countries. Using shared terms correctly means tally records and reports are understood the same way by everyone.
Mixing up short shipped and short landed, for example, can lead to a shortage being attributed to the wrong port or the wrong party. Vague wording in a remark can spark a dispute over whether a bill of lading is clean or claused. A clerk who is fluent in the terminology keeps records clear enough to leave no room for such misunderstandings.
For a new tally clerk, the most effective way to learn these terms is on the quay, working with real documents. Karan Gözetim provides tally services from Gemlik; the scope of the service is agreed at the quotation stage.
Frequently asked questions
Is an outturn report the same as a damaged cargo report?
No. An outturn report compares the total quantity discharged and its general condition with the manifest. A damaged cargo report focuses only on damaged units. In practice they may be issued together or one may be attached to the other.
What is the difference between shut out and short shipped?
Both mean less cargo was loaded than listed. Shut out usually describes cargo deliberately left behind for lack of space, time or capacity, whereas short shipped is a more general term for cargo loaded short.
What happens to overcarried cargo?
Cargo that stays on board past its destination is normally discharged at the next suitable port once the situation is identified, and then forwarded back to the correct port. The process is handled by the agent and the carrier.
Topics
- tally terms glossary
- cargo tally terminology
- what is a mate's receipt
- what is an outturn report
- shut out cargo meaning
- over landed short landed meaning