Introduction Of The Whole Process Of Foreign Trade Documents

1. customer enquiry:

Generally, there will be related Order Inquiry to the business department for details before the perchase Order.

2. offer:

The business department promptly answers the guest's inquiries and determines the name, type, manufacturer, quantity, delivery time, payment method, packing specification and cabinet type. Peroforma Invoice makes the official quotation to the customer.

3. get orders:

After negotiation, we received a formal order perchase Order from customers.

4. production orders:

After receiving the order confirmation, order the factory and arrange the production plan.

5. business approval:

After receiving the order, the business department first makes the business audit form.

According to the "export contract examination form" items, fill in all the estimated costs as far as possible.

Contract approval must be accompanied by guest order fax and purchase contract with the factory.

The audit form must be signed by the salesperson, the Department Manager shall examine and approve it, and then submit it to the management department for approval before it can be implemented.

If the amount is large, or the terms such as advance payment and commission should be approved by the general manager of the company.

After the contract is examined and approved, the sales order is made and sent to the Department's process officer to follow up.

6. issue of production notification:

After determining the delivery date, the business department can give the production notice and notify the factory to produce on time when meeting the following conditions:

(1) if it is a L/C payment customer, it is usually confirmed that L/C has been received within 1 months before the delivery date. After receipt of L/C, the salesperson and the document clerk shall examine the letter of credit separately, check whether there is any mistake, whether the delivery date can be guaranteed, and other possible problems. If there are any problems, the customer should immediately be corrected.

(2) if you are a T/T paying customer, you must confirm that the deposit has arrived.

(3): if it is a loan customer, or through bank D/A, and so on, it needs the manager to confirm.

7. inspection:

(1) one week before the time of delivery, notify the inspector of the company to inspect the goods.

(2) if the guest wants to inspect the goods by himself or the designated inspector, the customer should check the goods and inform the planning department about the date of delivery a week before the delivery date.

(3) if the guest is appointed by the third party inspection company or the fair line inspection, it is necessary to contact the inspection company two weeks before the delivery date, make an appointment inspection time, and ensure that the time is scheduled before delivery.

After confirmation, the factory will be informed of the inspection time.

8. preparation of basic documents:

The packing information provided by the factory, making export contracts, exporting commercial invoices, packing lists, etc., should be made by merchandiser to the document clerk.

9. commodity inspection:

If it is a national statutory commodity inspection product, it is necessary to explain the requirements of commodity inspection when placing orders for the factory, and provide the information needed for commodity inspection, such as export contracts, invoices and so on.

Moreover, it is necessary to tell the factory the future export ports of the products so as to facilitate the factory to conduct commodity inspection.

It is necessary to get the voucher / slip of the commodity inspection certificate a week before delivery.

10. charter party booking:

(1) if a contract signed with a guest is a FOB CHINA clause, usually the customer will designate a pport agent or a shipping company.

It is necessary to contact the forwarder as early as possible, inform the shipping intention, understand the export port, shipping date and so on. Q confirm that the delivery date of the factory can be earlier than at least a week before the sailing date, and whether the shipping date can meet the delivery time required by the guests.

A written ING ORDER should be issued to the shipping company two weeks before the delivery date. Usually, a fixed warehouse paper can be obtained a week before sailing.

(2) if the freight is paid by the seller, the shipping company or the shipping company should be consulted as soon as possible, such as the sailing date, the freight rate and the port of departure.

By comparison, choose the shipping company with favorable price, good reputation and suitable shipping date, and tell the salesperson to inform the guest.

If a guest disagrees, another ship company should be selected by the guest.

Two weeks before sailing, the warehouse will be fixed in writing.

(3) if the goods are not enough for a small cabinet, the bulk cargo will be placed at the freight forwarding company when the bulk cargo is needed.

When you get the paper, you also need to know about the time of customs clearance, the requirement of entering the warehouse, and so on.

(4) when placing a warehouse with a pport company, it is necessary to fax the paper in writing, indicating the scheduled shipping date, cabinet type and quantity, and destination port, so as to avoid errors.

11. arranging towing cabinets:

(1) after the goods are completed and checked, they are entrusted to the Towing Co to pick up cabinets and install cabinets.

Towing Co should choose safe, reliable and reasonably priced companies to sign long-term cooperation agreements to ensure safety and punctuality.

The following information is required to be sent to Towing Co: fixed warehouse confirmation / cabinet paper, shipping company, fixed warehouse number, towing cabinet letter of attorney, indicating the loading time, cabinet type and quantity, cabinets address, customs broker, and port of shipment.

If the inspection company looks at the cabinet, it has to declare that it can not be late.

It is also required to send back a cabinet information to show the cabinet number, license plate number, driver and telephone number.

(2) fax a loading data to the factory, including the time of the cabinet, the cabinet type, the order number, the order number, the license plate number and the driver's contact number.

(3) require the factory to fax a shipment notification to the sales department as soon as possible after the container leaves the factory, indicating the departure time, the actual loading quantity, and the packing number and seal number as the information of the bill of lading.

It is required that the upper seal should be remembered after the factory is installed.

12. customs declaration:

At the same time, we will hand over the required information to the cooperative customs broker at the same time.

Usually, two days are required for customs clearance.

When entrusting the customs declaration, you should provide a loading information, including the contents and quantity of the goods, the port, the shipping company, the warehouse number, the cabinet number, the opening time of the ship, the Towing Co, the cabinet type and quantity, the company's contacts and telephone, etc.

13. obtain pport documents:

(1) the contents of bill of lading should be faxed to the shipping company or freight forwarder within two days after the date of shipment.

The filling should be done according to the requirements of L/C or guests, and the correct quantity of the goods and some special requirements, including the requirement of the shipping company to accompany the bill of lading, and so on.

(2) urge the shipping company to issue the bill of lading model and freight bill as soon as possible.

After careful checking of the samples, the contents of the bill of lading should be confirmed in writing to the shipping company.

If the bill of lading needs to be confirmed by the guest, fax the bill of lading to the guest first, and then confirm the request and ask the shipping company to make the original copy.

(3) pay the incidental charges in time, and notify the shipping company to obtain the pport documents such as Bill of lading in time.

Payment of freight should be registered.

14. prepare other documents:

(1) commercial invoice: in the documents required by L/C, the requirements for commercial invoice are the most stringent.

The date of invoice must be determined after the date of issue, before the time of delivery.

The description of the goods in the invoice is exactly the same as that on the L/C, and the amount in the lowercase and the capitalization must be correct.

The terms of the invoice should be displayed on L/C and the shipping marks should be displayed.

If the invoice needs to be authenticated by the Embassy of the other side, it usually takes 20 days in advance.

(2).FORMA certificate of origin: FORM A certificate of origin must be submitted to the inspection and Quarantine Bureau before shipment.

It should be noted that the date of shipment should be before the date of delivery and sailing date of L/C, after the date of invoice.

Failing to deal with the goods before shipment, the certificate must be processed, and the customs declaration, bill of lading and other documents should be provided.

FORM A certificates usually pass to Hongkong China Commodity Inspection Company for endorsement and prove that goods are not re processed in Hongkong.

(3) General Certificate of origin: the general certificate of origin can be processed at the China Council for trade promotion.

It can be reprocessed within a short time after shipment.

If the certificate of origin is to be processed by the embassy, it will also be processed 20 days in advance.

(4) shipping notice: it is generally required to notify the guests of the details of shipment within a few days after sailing, including the name of the vessel, flight number, sailing date, expected arrival date, goods and quantity, amount, package number, shipping mark, destination agent, etc.

Sometimes L/C requests to provide the sending certificate, such as fax report, sending the letter, and so on.

(5) packing list: packing list should clearly indicate the condition of cargo packing.

The quantity of each box should be shown, gross weight, net weight and outer box size per carton.

The total volume calculated according to the outer box size is consistent with the total volume indicated.

The shipping marks and package numbers should be displayed for guests to find.

The weight and volume of the packing list should be consistent with that of the bill of lading.

15. documents:

(1) when collecting foreign exchange by L/C, all documents should be prepared within the stipulated time of presentation, and the documents must be strictly examined to ensure that there is no mistake before negotiating with the bank.

(2) when using T/T to collect foreign currency, fax the bill of lading to the customer immediately after obtaining the bill of lading, confirm that the original bill of lading and other documents will be sent to the guest after the balance is paid.

(3) if T/T receives the foreign currency, it is required to collect the full amount to make the cabinet.

After you get the bill of lading, you can send the original bill of lading to the guest immediately.

16. business registration:

Every single export business should be registered in time after completion, including computer registration and written registration, which is convenient for future inquiries and statistics.

17. file archiving:

All documents, L/C and negotiation documents must be kept in a complete set for future reference.

18. the document clerk should pay attention to collecting information in peacetime.

Changes in freight rates, shipping dates, routes and other information will help the salesmen quote.