[KNOWLEDGE] – EXPORT DOCUMENT PROCESS

Import and export documents are an indispensable part of import-export activities - logistics, playing a decisive role in all related matters of purchase, sale, transportation, payment, etc. So businesses need to understand the Regulations. submit import and export documents for implementation.

What is an export document?

Import and export documents are like passports for goods that can be identified and cleared through a border gate or port. This set of documents is the basis for payment and complaints about goods; help confirm you have delivered – receive goods, transport goods and clear customs.

Some common documents such as: Commercial Invoice (Commercial Invoice), Packing List (Package List), Customs declaration.

here are also some other documents: Certificate of product quality (Certificate of quality), Certificate of quantity (Certificate of quantity), Certificate of weight (Certificate of weight).

The process of making import and export documents and customs procedures

The Customs Law 2014 stipulates the import and export order as follows:

Step 1. Apply for a permit (if any)

The operation of applying for an import license is to perform export varieties. However, when importing goods, import permits will be more tightly managed.

Step 2. Payment Confirmation

There are 5 ways to pay money between the buyer and the seller:

• Payment by cash, check Payment by money transfer.
• The importer must perform operations in the process and set of documents for importing goods.
• Payment by wire transfer.
• Payment by collection method.
• Payment by letter of credit L/C.

Step 3: Urging the implementation of foreign trade contracts.

Step 4: Rent a boat (if any)

The importer is the person who deals with the shipping company or the shipping agent but is not the shipper, so he must have the profession of appointing the shipping line for the exporter. The ship designation service is performed according to the following steps:

• Stage 1: Select and prepare a notice of vessel designation including vessel name, number, trip name, schedule, nationality, co-travelling, co-arriving, expected date of departure and arrival. In particular, the name of the person in charge and the shipping company or agent with the telephone and fax contacts in the exporting country.
• Stage 2: Track and monitor the contact between the shipping company, the shipping agent and the exporter.
• Stage 3: Pay prepaid or postpaid freight as required and authorize the exporter to get the bill of lading.

Step 5: Buy insurance (if any).

Step 6: Accept payment for goods (if any).

Step 7: Do customs procedures to receive goods.

(Applicable to business goods, goods temporarily imported for re-export, imported goods in transit, imported processed goods).

Looking up goods codes and import tax rates requires importing companies to carefully follow the following steps:

Step 8: Receive goods.

When receiving goods by sea, enterprises must rely on the shipping method of the exporter.

Step 9: Check imported goods: The inspection of goods upon receipt of imported goods includes the following steps:

• Step 1: Contact and invite the inspection agency.
• Step 2: Organize inspection of goods as required, representative inspection or full inspection…
• Step 3: Make a record and sign for confirmation of the inspection record.
• Step 4: Pay the freight and get the certificate of inspection.

Step 10: Complaint in the process and set of import documents:

When there are problems about the lack of goods; damaged goods or goods that need to be replaced within the warranty period. Complaints will take place when the incident is discovered.

To complete the above documents, businesses will have to face a lot of difficulties as well as take a lot of time. Therefore, businesses need an export consulting unit to be able to receive support from the smallest steps.

Indochina Holdings is an experienced company in the field of trade promotion and export consulting. At the end of 2021, after consulting exports as well as giving the best orientations and strategies, Indochina Holdings and Ngon Nhat Rice Co., Ltd. will support to export rice to the US.

Cao Duy