Finnish-Russian railway bill

A consignment note in accordance with these instructions shall be used for the transports of VR Transpoint until further notice. A consignment note in accordance with the convention that entered into force on 22 December 2016 and the instructions for filling it in will be introduced six months after the entry into force of the convention.

Goods are consigned from Finland to Russia, other CIS countries, or to countries further away by means of the Finnish-Russian railway bill.
In rail transports via Russia to other countries, consigners should note when filling in the railway bill that the railway bill is replaced by a SMGS waybill at the Russian border station (Buslovskaja, Värtsilä or Kivijärvi).
We provide an electronic document service to assist in filling out railway bills. More information is available from our sales staff or web page(link to Asiakirjat application).
The railway bill number is indicated in accordance with the dispatching railway's internal regulations. VR's document service will number the bill, or the customer may save the desired number in this field.

 

Information about the wagon used in the transport should be entered in the fields. The information about the wagon should be entered by either the consignor or the station of dispatch, depending on which one carries out the loading.

When dispatching goods, which are transported under one railway note in a block train or wagon group, the consignor must enter the number of wagons and write: "..... wagons. See the attached wagon listing."

 

 

1

Consignor, postal address

The consignor must indicate his own name and provide a complete address (street name, house and apartment number, postal code, city, country). The consignor may only be one natural person or legal person.
If the goods are dispatched by a natural person, state his/her first and last name and full address.
Enter the consignor's customer number in the code box.

2

Delivery contract

In this field, enter the number of the delivery contract between seller and buyer (exporter and importer).

3

Station and railway of dispatch

The consignor should enter the name of the actual point/station of dispatch. In the first box, enter the letter code of the original country of origin in transports between Finland and Russia: e.g. FI, and in the second part of the box enter VR Transpoint's five-digit numerical code for the station, e.g. 00557.

4

Consignor's declarations

In this field, the consignor may enter declarations for the conditions of carriage, e.g.:

  • Information on the forwarder representing the consignor and/or the consignee;
  • Corrections to the railway bill;
  • Information for fulfilling customs; plant health protection; veterinary, health or other regulations, such as export declaration related information, e.g. Company X date; and customs office or information related to the consignee's import license, e.g. import license number and date;
  • Instructions in the event of obstacles to transport or handover of goods;
  • Terms of delivery for perishable goods;
  • Name and address of the final consignee in the destination country, in transports to other countries from Finland via Russia when the Finnish railway bill is changed to an SMGS waybill on the Russian border;
  • Final consignee and postal address for the goods at the final destination when the transport includes other modes of transportation;
  • If the transport permit data does not fit in box 44, the information can be continued in this field
The note "Declaration of value not stated" should be used when transporting items for personal use, use at home or for other purposes. The notation is confirmed with the consignor's signature.

 

5

Consignee, postal address

The consignor enters the consignee's name, postal address (street, building and apartment number, postal code, postal office, country) and, if possible, the consignee's phone number and other contact information.
The consignee may only be one natural person or legal person.

If the consignor of the goods is a natural person, state his/her first and last name and full address.

The consignee must not enter the destination station or its manager or an address without the consignee's name, e.g. "under orders from..." or "The holder of the duplicate of the railway bill." An exception are those cases in which a Finnish-Russian railway bill is changed to an SMGS waybill at the Russian frontier station.

Enter the consignee's OKPO code in the box if the consignor has the code.

If the destination station is in Russia, enter the consignee's name and exact postal address and required consignee's codes in field 5.
In addition, please pay attention to different methods of notation in the following cases:

a) Combined railway and waterway transports to Russia: In transports to Sakhalin Island, the consignee located on the island is stated as the consignee.
In transports to Russian sea and river ports from where the transport continues by waterway, enter as consignee the forwarder operating at the sea or river port who accepts the goods from the railway and forwards it as a waterway transport. Enter the final consignee in field 4.

b) In transports via a Russian port to a third country (e.g. Japan or South Korea), enter as consignee the port forwarder (and its postal address) who will accept the goods from the railway and forward them as a waterway transport. In field 4, enter the actual consignee of the consignment in the destination country as well as the consignee's postal address. In these transports, the railway transport destination station is in Russia.

c) If the destination station is in Kaliningrad, enter the "Station manager" as the consignee, referring to the Russian border station's (Buslovskaja) manager Enter the final consignee in field 4. The railway bill is changed to an SMGS waybill, which is used to transport the goods via Russia and other countries to Kaliningrad's destination station.

If the destination station of the railway transport is in another country than Russia, enter as consignee the "Station manager", referring to the Russian frontier station's (Buslovskaja) manager. Enter the actual consignee and postal address in the final destination country in field 4.

 

6

Remarks (non-binding for the railways)

In this field, enter notations meant as notes for the consignee and which do not set any obligations or liabilities for the railway.
This field can be used to state the declarant, i.e. the party making the customs clearance declaration at the Russian frontier station.

7

Border crossing stations

The consignor enters the frontier station of the country of dispatch through which the goods will be transported.
When transporting goods from Finland through RZD to a third country, the consignor also enters all railway frontier stations via which the goods will be transported as well as the official letter codes of the railways, e.g. Ozinki (exp.), RZD.
In the first part of the box enter the code of the final destination country, e.g. RU, and in the second part the number code of VR's frontier station 00493 (Vainikkala), 00445 (Niirala) or 00949 (Vartius).

8

Destination station (and railway)

The consignor enters the full official name of the destination station and the code of the destination railway, which in transports ending in Russia is RZD.

The consignor may state that the goods must be transferred on the consignee's track.

When transporting goods to Sakhalin Island the consignor must, in addition to the destination station and railway, enter the name of the port station and train ferry port through which the goods will be transported in this field. Wwhen transporting goods to Russian sea and river ports for further transport by waterway, the name of the port station, railway and sea or river port.

When transporting goods via Russian ports to third countries (the destination station of the railway transport is in Russia), the consignor enters "To be further transported by waterway to... (enter the final destination and country)" in this field, in addition to RZD's port station.

When transporting goods via Russia to third countries (the destination of the railway transport is in a country other than Russia), the consignor enters the Russian border station and the "RZD" letter code of the railway (Buslovskaja RZD, Värtsilä RZD or Kivijärvi RZD) in this field. In the same field on the following line, the consignor enters "To be further transported to … station" (enter the final destination station and railway in the final destination country), e.g. "Buslovskaja RZD to be further transported to Alma Ata II, KZH."

In the first part of the box, enter the numerical code of the destination railway – e.g. 20 (Russia), 21 (Belarus), 27 (Kazakhstan), 22 (Ukraine) – and in the second part, the destination station's five-digit numerical code, e.g. 03350.

9

Marks and numbers (of the package/container)

The consignor must enter the marks and numbers on the packages in accordance with Article 14 of the Conditions of Carriage in Rail Traffic Between Finland and Russia.

When transporting loaded or empty containers, enter the number of the container, composed of four Roman characters and seven numbers, e.g. RZDU2605829.

10

Package number and size

Enter the number of parcels in the consignment. In container transports, enter the number of containers, e.g. 1, and below enter the number of parcels in the container.

If the goods are transported in flat wagons and the number of packages is over 100, enter the notation "bulk" instead of the number of parcels.

When transporting small unpackaged goods which have been accepted for transport on the basis of the total weight only, without counting the number of parcels, enter the notation "bulk" instead of the number of parcels.

When transporting goods on pallets, enter the number of pallets.

For bundled items, state the number of bundles.

11

Packaging or container type

The consignor enters the type of wrapping or packaging of the goods – e.g. paper sack or wooden box. In the Asiakirjat application there is a code menu that corresponds with Customs codes (e.g. cs, ct). For container transports, enter the four-character container size and type code found below the container number as well as the gross weight marked on the container in tonnes, e.g. 22T6(30).

When transporting goods on pallets, write "Pallet" and the corresponding code px.

12

Goods description and codes

Enter the goods' designated name and the eight-number CN code from the CN nomenclature in the railway bill.

When transporting dangerous goods, the goods' designated name must be entered in accordance with the regulations on the transport of dangerous goods by rail between Finland and Russia.

If the above nomenclature does not contain the designated name and code of the goods, select a code which is comparable to the transported goods on the basis of its production as well as intended purpose and material.

Below the CN code, the consignor may also enter the GNG code (Russian Railways' HS nomenclature) and/or TN VED code (Russian Customs nomenclature), if the designated names are different within the first 6 characters.

Make the following markings below the designated name of the goods: When shipping goods for which the loading and transport are governed by the regulations on the transport of dangerous goods by rail between Finland and Russia, the consignor must enter markings conforming to the above regulations.

When shipping long goods loaded in two or more wagons coupled together, enter the marking: "Do not detach coupled wagons". If other transport devices than pallets are used, enter the name of the device and their quantity.

When transporting goods which are accompanied by the consignor's or consignee's escort, write the notation "Consignment accompanied by an escort" under the designated name of the goods and state the escort's first and last name. In addition, write down the document number proving the escort's identity for RZD. In addition, the consignor should write the name of the frontier station if required from where the goods will be transported, accompanied by the escort to the destination station. If the consignor and consignee have agreed on changing escorts in accordance with Section 1 of Article 6 of the Conditions of Carriage in Rail Traffic Between Finland and Russia, the consignor shall state the name of the border or intermediate station where the escorts will be changed.

13

Volume

When transporting timber or light goods, the consignor must enter the cubic volume of the goods.

14

Weight in kg - according to consignor

The consignor enters the gross weight of the goods in kilos. When transporting goods in containers, on pallets or when using other transport devices, enter the gross weight of the goods (incl. packaging), the tare weight of the container, pallets or other transport device and the total gross weight.

For bundled items, state the total weight of the bundles.

15

Consignor's signature

The consignor should confirm the information entered in the railway bill with his/her signature which may be entered by hand or with a stamp.

16

Packages altogether (in written letters)

Enter the number of parcels or containers stated in field 10 in written letters or write down the notation "bulk". For container transports, enter “one” and the numbers of parcels in the containers separated by the slash sign.

17

Total weight (in written letters)

Enter the total gross weight of the goods stated in field 14 in letters.

20

Carriage charges paid by

When transporting goods by rail between Finland and Russia, the consignor enters the name of the party paying the carriage charges on VR's and RZD's network in field 20. If the forwarder, freight agent or other party paying for the freight remits the carriage charges, enter their code in addition to the name of the forwarder, freight agent or other payer.

In transports to Sakhalin Island, enter the name and code of the forwarder, freight agent or other party paying the carriage charges on RZD's rail network until the train ferry port. In transports to other sea and river ports, enter the name and code of the forwarder, freight agent or other party paying the carriage charges on RZD's rail network until the port.

If transit country railways participate in the transport (incl. RZD in transports to third countries), the consignor should enter the letter code of each transit railway as well as the name of the forwarder, freight agent or other payer and its code, e.g.

RZD OAO "Ekspeditor" kod 1234567
KZH OAO "Ekspeditor" kod 7654321.

When transporting goods from Finland, enter "for the railway of departure" the name and customer number of the payer of freight for the section of the route transported by VR in the field.

21

Type of consignment

The consignor should tick the appropriate box for the consignment type: single, wagon or container consignment.

22

Loaded by

The consignor should tick the correct alternative. In single, wagon or container consignments write down the party which loaded the goods or container in the wagon.

23

Documents attached by the consignor

The consignor must list all documents attached to the railway bill (e.g. export permit, customs, veterinary, plant protection, health and other documents, certificates, lists and additional sheets for the railway bill required in official regulations) and state their number.

A maximum of five document sheets meant exclusively for the consignee may be attached to the railway bill. If the number of the above documents surpasses five sheets, the consignor shall place them in the wagon, container or a parcel located in them, and enter a notation on the subject in railway bill fields 9 -13.

24

Declaration of value

The consignor enters the declaration of value of the goods in letters in the currency of the country of dispatch (EUR or RUR) in accordance with Section 2 of Article 9 of the Conditions of Carriage in Rail Traffic Between Finland and Russia.
When sending goods from RZD stations, the station of dispatch enters the declaration of value for the goods separated by dashes in euros.

If the consignor does not declare the value of goods meant for personal use, for use at home or for some other purpose, enter the notation "Declaration of value is not made" in field 4.

A separate charge is collected for the Declaration of value.

25

Railway bill

The railway bill number is indicated in accordance with the dispatching railway's internal regulations. VR's document service will number the bill, or the customer may save the desired number in this field.
All sheets of the railway bill, including the wagon list and additional copies of the waybill must have the same number.

26

Customs notes

Field 26 is for notes made by Customs officials.

The MRN reference is entered in this field.

27

Wagon

Fields 27-31:
Information about the wagon used in the transport should be entered in the fields. The information about the wagon should be entered by the consignor, if the consignor carries out the loading, or VR Group’s Rail Logistics Service Center, if VR carries out the loading.

When dispatching goods, which are transported under one railway note in a block train or wagon group, the consignor must enter the number of wagons and write: "..... wagons. See the attached wagon listing."

Enter the wagon number and the number code (separated by a slash) of the railway which has registered the wagon, e.g. 24538745/20, 56789101/20.

When shipping long goods loaded in two or more wagons coupled together, enter the number of each wagon. A buffer wagon is entered as follows, e.g. 40000234buffer wagon. If the field does not have enough space to list all wagons, they can be listed in fields 9-13. In field 27 write "see fields 9-13".

28

Load-carrying capacity

Enter the capacity stated on the wagon in tonnes.

29

Number of axles

Enter the number of axles in the wagon.

30

Tare weight

State the tare weight in tonnes marked on the wagon as accurately as it is stated on the wagon.

 

31

Checked tare weight

Enter the tare weight in tonnes determined by weighing the empty wagon to one decimal place degree of accuracy.

The consignor may state the tare determined by weighing the wagon on a weighbridge to a two decimal place degree of accuracy.

32

Weight in kg - determined by railway

Enter the weight of the goods in kilos determined by the railway.

Fields 34 to 35 are reserved for VR's use, and fields 36-38 for RZD use.

34

Reserved for use by VR

One of the following notes should be entered in field 34 by the consignor for the Finnish area customs procedure for the goods: Export, EX, T1, VRT1, T2L or other brief description.
Note T1 means that the consignor is responsible for customs transit, whereas VRT1 means that VR is responsible for customs transit.

35

Reserved for use by VR

36

Reserved for use by VR

37

Reserved for use by VR

38

 

Reserved for use by RZD

39

Seals. Quantity. Markings and numbers

Enter the number of seals, markings and control numbers of the seals placed on the wagon or container. Tick the right alternative to indicate which party – the consignor or the railway – sealed the wagon or container.

The seals of a car, tractor or other vehicle are noted in a separate declaration (Conditions of Carriage, Appendix 13).

40

Date stamp (station of departure)

After accepting the goods for transport together with the railway bill the station of departure legibly stamps as proof of the conclusion of the transport agreement all sheets of the railway bill as well as all additional sheets of the waybill and additional sheets of the railway bill with the date stamp of the departure station.

The stamp is created in the Asiakirjat application.

41

Date stamp (station of destination)

After the goods arrive at the destination station, sheets 1 and 2 of the railway bill and the additional sheets will be stamped with the date stamp of the destination station.

42

Means of weight determination

State the means of determination for the weight of the goods, e.g.: "Weighbridge", "Weight marked on parcel", "Weighed".

43

Stamp of weighing station, signature

The weight stated in field 32 (weight determined by the railway) must be confirmed with the signature of the official of the weighing station and the station stamp.

44

Transport permit

Enter the numbers of the transport permits conforming to the Conditions of Carriage in Rail Traffic Between Finland and Russia.

46

Agreement number in export transports

Enter the number of the transport agreement/special transport concluded between the consignor and VR Transpoint. If the consignor's representative pays the freight in this field, enter the number of the representative's agreement. Enter the consignee's four-digit code the consignee received from RZD. If the consignee does not have the code, enter "9999" as the code.

 

The consignor must indicate his own name and provide a complete address (street name, house and apartment number, postal code, city, country). The consignor may only be one natural person or legal person.If the goods are dispatched by a natural person, state his/her first and last name and full address.

Enter the consignor's customer number in the code box.

Remarks (non-binding for the railways)

In this field, enter notations meant as notes for the consignee and which do not set any obligations or liabilities for the railway.
This field can be used to state the declarant, i.e. the party making the customs clearance declaration at the Russian frontier station.

Frontier stations

The consignor enters the frontier station of the country of dispatch through which the goods will be transported.
When transporting goods from Finland through RZD to a third country, the consignor also enters all the railway frontier stations via which the goods will be transported, together with the official letter codes of the railways, e.g. Ozinki, RZD.
In the first part of the box, enter the code of the final destination country, e.g. RU, and in the second part the number code of VR's frontier station 00493 (Vainikkala), 00445 (Niirala) or 00949 (Vartius).

Tare weight

State the tare weight in tonnes marked on the wagon as accurately as that stated on the wagon.