Warehouse Registration and Procedures

Warehouses approved for minor metal storage are constantly monitored by the warehousing committee.  "MMTA Approved" warehouses are regularly inspected and must hold suitable insurance cover. Warehouses requiring MMTA approval should complete the application form here or email MMTA at 

MMTA Approved warehouses can be found here. 

 

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Section A

• 1. Procedure for Registration
  2. Criteria for Approval and Registration
  3. Period of Registration. Termination of Approval
  

Section B

• 1. Warehouse Procedures
  2. Conditional Releases

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Section A

1. Procedure for Registration

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  • i. Either a Warehouse Keeper or an MMTA Member may initiate an approach to the Warehouse sub-committee to seek an approval of a warehouse Keeper and the warehouse locations that the keeper will wish to have approved and registered.
  • ii. In either case an application form (see Section C) will have to be submitted and be supported by two member companies.
  • iii. Each Warehouse Keepers location to be approved will be visited by a member of the warehouse sub-committee whose findings will be reported to the full sub-committee.
  • iv. The MMTA committee will give their final approval, or otherwise, which shall be final.
  • v. The Warehouse Keeper shall, as a condition of registration, become and remain a paid up Associate Member whilst holding MMTA Registration and Approval.
  • vi. The Warehouse Keeper shall, by signing the Acceptance section of the Application form, undertake to comply at all times with the MMTA Warehousing Procedures in respect of intra-member transactions.

2. Criteria for Approval and Registration

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  • i. Registration shall cover a Warehouse Keeper and approval shall apply to specific storage locations for which approval is sought by the Warehouse Keeper.
  • ii. Freehold premises. The Warehouse Keeper shall either hold the freehold to the premises or be the first lessee on the premises for a reasonable period of time.
  • iii. Alarm Systems. The Warehouse Keeper should have satisfactory security systems in place which will be defined in the application questionnaire.
  • iv. Storage & Warrant Records. There should be adequate evidence that the warehouse location is employing a suitable system, or systems, in accordance with the MMTA Warehousing Procedures.

3. Period of Registration. Termination of Approval

Registration and Approval is on a continuing basis which may be reviewed at any time by the committee.

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  • i. Period or registration is for an initial period of two years.
  • ii. Every two years the Warehouse-keeper and the approved location/s will be reviewed.
  • iii. Continued registration and approval can be reviewed and terminated at any time.

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Section B

1. Warehouse Procedures
i. Storage & Release Records

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  • a. A comprehensive stock control system, whether manual or computerised, be in place and be in use.
  • b. Each parcel or lot shall have a unique reference number.
  • c. Storage cards (if used) must be numbered consecutively and these numbers must also be stated on warehouse warrants.
  • d. Stock cards (if used) must clearly show if warehouse warrants have been issued - e.g. by means of a red line.
  • e. The Specific location of the goods must be recorded.

ii. Warehouse Warrant Records 

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  • a. The warehouse warrant register should show issue and cancellation of warrants, and also locations, number of pieces, markings etc. detailed on the warrant, duly initialled by a competent person.
  • b. It must be possible to produce receipt notes in respect of the issued warehouse warrants.
  • c. Cancelled and spoilt warehouse warrants must be properly null and voided and must be retained for inspection.
  • d. Copies of warehouse warrants must be kept in a separate and fire proof storage system.
  • e. Blank warehouse warrants must be kept in a safe.
  • f. Warehouse warrants must be numbered consecutively.
  • g. The internal issue of blank warehouse warrant forms must be entered up in a notebook kept for this purpose.

iii. Fax and Telex Releases:

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  • a. Fax and/or telex releases should conform to the following format:
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        • i. Name of selling principal.
        • ii. Terms (in warehouse)whether insured or not, irrevocable or conditional release.
        • iii. Warehouse reference, including warehouse location.
        • iv. Full description of goods, as determined on receipt into warehouse.
        • v. Provenance of material which, on onward release, be declared to be the country in which the Warehouse release takes place.
        • vi. Number and type of packing units, together with markings.
        • vii. Actual gross weight established by the holding warehouse for the released parcel or confirmation that the parcel forms part of a larger 'Global' gross weight.
        • viii. Advised net weight.
        • ix. Remarks - to include shortages, damages, repairs to packing etc.
        • x. Customs Status of the goods - EU customs cleared etc.
  • b. Telex/Fax releases and warrants should be kept separately.

iv. Warehouse rent. Warehouse rent is for the account of receiver, as from the date of release.

v. Time of Delivery. See section H of the Consolidated Regulations.

vi. Weights.

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  • a. See section E of the Consolidated Regulations.
  • b. Gross weights on release to be those determined, or reconfirmed, by the holding warehouse. Gross weights, as advised to the Holding Warehouse by the Seller, may not be used by the warehouse in its release to an MMTA Member.

vii. Packing. See section F of the Consolidated Regulations.

2. Conditional Releases

Where both parties agree at the time of contract to a conditional release, this shall take the form of a release by the Holding Warehouse to the Buyer to the following general format:
Holding confirmation prior to release
To:                       [Buyer’s details]
CC:                      [Seller’s details]
From:                  [Warehouse’s details]

On the request of [Seller] we confirm holding for your account the parcel(s) as detailed below:
Delivery basis:
Customs status:
Storage reference:
Packing:
Gross weight:            - as ascertained by us
Net weight:                 - said to weigh or as ascertained if weighed
Material:
Marks and Numbers:
Stored in our warehouse:
Under .. conditions

Which will, except in case of force majeure, be released to your order irrevocably only upon our receiving a written confirmation directly sent from Buyer’s bank showing contract number / invoice number, confirming that payment in the amount of [currency and amount] has been unconditionally and irrevocably transferred for immediate value date by SWIFT / telegraphic transfer to:

[Seller’s bank details]

We confirm that the above parcel(s) is stored for account of the Seller and that we shall not accept any other release of delivery instructions until [date and time].

Please note that if the bank’s written confirmation is not received by us latest [date and time] (3 working days from the date of this release) then our undertaking as contained in this holding confirmation will automatically expire, without any notice being required, and shall be of no further force and effect.

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