How to handle international freight forwarding import and export documents ?

How to handle international freight forwarding import and export documents

1. Consignment note:

It is a document filled out by the shipper based on the terms of the trade contract and letter of credit, and processed by the carrier or its agent for the shipment of goods. The carrier, based on the contents of the consignment note and taking into account the vessel's route, port of call, shipping schedule, and cabin space, considers it appropriate and accepts the consignment.

 

Attention should be paid to the following when making a consignment note:

(1) Destination Port: The name must be clear and specific, and consistent with the description in the letter of credit. If there is a port with the same name, the country, region or state, and city must be indicated after the port name. If the letter of credit stipulates that the destination port is the chosen port, it should be the basic port of call on the same route and voyage.

 

(2) Transportation number, which is the number of the power of attorney. Each consignor with import and export rights has a consignment code (usually also a commercial FP number) for verification and financial settlement. The name of the goods should be filled in both Chinese and English according to the actual name of the goods, and more importantly, it should match the name of the goods listed in the letter of credit.

 

(3) Marking and numbering, also known as shipping mark, is used to facilitate the identification of goods and prevent misdelivery. It usually consists of model, graphic cargo receiving unit abbreviation, destination port, quantity or batch number, etc.

 

(4) Weight and size. The unit of weight is kilograms, and the size is cubic meters;

 

(5) Freight payment method. Generally, there are freight prepaid and freight collect options. Some transshipment goods require prepayment of the first leg transportation fee and payment upon arrival of the second leg transportation fee, which should be separately indicated.

 

(6) Whether it is possible to transfer the ship, in batches, as well as the loading date, validity period, etc., should be specified one by one according to the requirements of the letter of credit or contract.

 

(7) Notify the recipient and decide whether to fill in as needed.

 

(8) The relevant transportation terms, booking, and loading of goods under the letter of credit must also be listed one by one if the customer has special requirements.

 

2. Goods Declaration Form

In the process of import and export customs declaration, it is usually necessary to submit the import and export goods declaration form to the customs. Generally, two copies of the goods declaration form can be filled out. If it is processing trade goods or bonded goods, three copies of the common declaration form should be filled out. If international tax refund is required, an additional tax refund document needs to be filled out.

 

3. The receipt is the receipt of the goods received by the vessel and the proof that the goods have been loaded onto the ship. Due to the fact that the main items of the three documents mentioned above are basically the same, the practice in some major ports in China is to make them into joint documents and create them in one go, which can reduce workload and errors.

 

4. The loading list is a summary list compiled by the carrier based on the loading list, which classifies the goods to be loaded on the entire ship according to the destination port and the nature of the goods, and arranges them in order of voyage and port of call. It is the main basis for the first mate of the ship to prepare the loading plan, and also serves as a business document for on-site cargo handling personnel, port arrangements for barge transportation, entry and exit of the warehouse, and the carrier's understanding of the situation.

 

5. Ocean Bill of Lading:

A written certificate issued by the shipowner or its agent, certifying receipt of the goods, allowing them to be transported to the destination, and delivered to the shipper.

It is a contractual proof between the carrier and the shipper, and has the legal effect of a property certificate.

 

6. Export Collection Verification Form

When all goods are declared by the customs department, they should be submitted to the foreign exchange management department with an export receipt verification form stamped with the "Supervision Collection" seal, and the verification number should be filled in the upper right corner of each export declaration form.