2. Quotation: The business department responds to the customer's inquiry in time to determine the product name, model, manufacturer, quantity, delivery date, payment method, packaging specifications and cabinet type, etc., and PerformaInvoice makes a formal quotation to the customer.
3. get the order: after negotiation, receive the customer's formal order purchaseOrder.
4. Place a production order: after the customer's order is confirmed, place an order with the factory and arrange the production plan.
5. business approval: after receiving the order, the business department first makes a business approval form. Fill in the items in the "Export Contract Audit Form" truthfully, and list all kinds of estimated expenses as far as possible. Contract approval should be accompanied by a fax of the customer's order and the purchase contract with the factory. The audit form should be signed by the salesman, examined and approved by the department manager, and then submitted to the management personnel for examination and approval before implementation. If the amount is large, or there are terms such as advance payment and commission, it must be approved by the general manager of the company. After the contract is approved, a sales order is made and handed over to the department process staff for follow-up.
6. Issuing production notice: after confirming the delivery date, the business department can issue a production notice to inform the factory to produce on time if the following conditions are met:
6.1: If the customer pays for the L/C, it is usually confirmed that the L/C has been received one month before the delivery date. After receiving the L/C, the salesman and the cashier should review the L/C separately to check whether there are any errors, whether the delivery date can be guaranteed and other possible problems, such as.
6.2: If it is a T/T payment customer, make sure that the deposit has been received. 6.3: If it is a lending customer, or if it receives foreign exchange through bank D/A, it needs the manager's confirmation.
7. Inspection
7.1: One week before the delivery date, the inspector of the company should be notified to inspect the goods.
7.2: if the guest wants to inspect the goods by himself or by a designated inspector, he should ask the customer to inspect the goods one week before the delivery date and inform the planning department of the inspection date.
7.3: if the guest designates a third-party inspection company or a fair company to inspect the goods, he should contact the inspection company two weeks before the delivery date to make an appointment for the inspection time, so as to ensure that the time is arranged before the delivery date. Notify the factory of the inspection time after confirmation.
8. Prepare basic documents. Packing information provided by the factory, making export contracts, export commercial invoices, packing lists and other documents (which should be made by the business merchandiser and handed over to the voucher clerk).
9. commodity inspection: if the products are legally inspected by the state, the requirements for commodity inspection should be stated when placing an order with the factory, and export contracts, invoices and other materials needed for commodity inspection should be provided. Moreover, it is necessary to tell the factory the export port of future products, so that the factory can handle commodity inspection. You should get the commodity inspection certificate/slip one week before delivery.
1. Booking a ship:
1.1. If the contract signed with the guest is FOBCHINA, the guest will usually designate a transportation agent or shipping company. You should contact the freight forwarder as soon as possible to inform the delivery intention, understand the export port to be arranged, the shipping schedule, etc., and q confirm whether the delivery of the factory can be earlier than at least one week before the sailing date, and whether the shipping schedule can meet the delivery date required by the guests. A written warehousing INGORDER should be sent to the freight company two weeks before the delivery date, and the warehousing paper can usually be obtained one week before the sailing.
1.2. If the freight is paid by the seller, it should consult the freight company or shipping company as soon as possible about the shipping schedule, freight rate, sailing port, etc. After comparison, we choose a shipping company with favorable price, good reputation and suitable sailing schedule, and tell the salesman to inform the guests. If the guest does not agree, choose another shipping company recognized by the guest. Book the warehouse in writing two weeks before sailing, and the procedure is the same as above.
1.3. If the goods are not enough for a small container and bulk cargo is needed, book the bulk cargo position with the freight forwarding company. When you get the warehousing paper, you should also know the customs clearance time, warehousing customs declaration requirements, and so on.
1.4. when booking a warehouse with a transportation company, be sure to fax a written warehouse booking paper, indicating the scheduled shipping date, container type and quantity, destination port, etc. to avoid mistakes.
11. Arrange to tow the container:
11.1. After the goods are ready and passed the inspection, entrust the trailer company to lift and load the container. Trailer companies should choose safe and reliable companies with reasonable prices to sign agreements for long-term cooperation to ensure safety and punctuality. Fax the following information to the trailer company: confirmation of warehouse reservation/container release paper, shipping company, warehouse reservation number, power of attorney for container towing, indicating the container loading time, container type and quantity, container loading address, customs broker, and loading port. If an inspection company looks at the container, it should specifically state that it cannot be late. It is also required to send back a cabinet loading information, listing the cabinet number, license plate number, driver and contact telephone number.
11.2. Fax a loading information to the factory, listing the cabinet loading time, cabinet type, warehouse reservation number, order number, license plate number and driver's contact telephone number.
11.3. The factory is required to fax a loading notice to the business department as soon as possible after the container leaves the factory, indicating the departure time of the container, the actual loading quantity, etc., and record the packing number and seal number as the information of the bill of lading. It is required that the factory must remember to put a seal on the cabinet after loading it.
12. entrusted customs declaration: at the same time, the documents required for customs declaration will be handed over to the cooperative customs broker, and the export customs declaration will be entrusted and the commodity inspection and customs clearance will be changed. Usually, two days are allowed for customs declaration (before the ship is cut off). When consigning for customs declaration, you should provide a container loading information, including the goods and quantity, port, shipping company, warehouse number, container number, ship opening and closing time, trailer company, container type and quantity, contact person and telephone number of our company, etc.
13. Obtain the transport documents:
13.1. Fax the supplementary contents of the bill of lading to the shipping company or freight forwarder within two days after sailing at the latest. Supplementary materials should be made according to the requirements of L/C or customers, and the correct quantity of goods and some special requirements should be given, including the ship certificate issued by the shipping company along with the bill of lading.
13.2. urge the shipping company to issue the sample bill of lading and freight bill as soon as possible. After carefully checking the samples, confirm the contents of the bill of lading in writing to the shipping company. If the bill of lading needs to be confirmed by the guest, you should fax the sample bill of lading to the guest first, and then ask the shipping company to issue the original after confirmation.
13.3. Pay the freight and miscellaneous fees in time, and notify the shipping company to obtain the transportation documents such as bill of lading in time after payment. Payment of freight should be registered.
14. Prepare other documents
14.1. Commercial invoice: among the documents required by L/C, the requirements for commercial invoice are the most stringent. The date of the invoice should be determined after the opening date and before the delivery date. The description of the goods in the invoice should be exactly the same as that on the L/C, and the figures and amount in words should be correct. The terms of the invoice on the L/C should be displayed, and the shipping mark should be displayed. If the invoice needs to be certified by the other embassy, it usually needs to be processed 2 days in advance.
14.2.FORMA certificate of origin: FORMA certificate of origin should be applied to the inspection and quarantine bureau before delivery. It should be noted that the transportation date should be before the delivery date and sailing date of L/C and after the invoice date. If it fails to be handled before delivery, it is necessary to provide customs declaration, bill of lading and other documents to handle the post-issuance certificate. For goods transshipped through Hong Kong, the FORMA certificate is usually signed by China Commodity Inspection Company in Hong Kong to prove that the goods have not been reprocessed in Hong Kong.
14.3. General certificate of origin: General certificate of origin can be handled in China Council for the Promotion of Trade with lower requirements. It can be reissued not too long after delivery. If the certificate of origin needs to be signed by the embassy, it must be processed 2 days in advance, just like the invoice.
14.4. shipping notice: generally speaking, it is required to inform the guests of the details of delivery within a few days after sailing, including the name of the ship, flight number, sailing date, estimated arrival date, goods and quantity, amount, number of packages, shipping marks, port of destination agent, etc. Sometimes L/C requires to provide proof of delivery, such as fax report, letter delivery form, etc., and pay attention to handling it within the time required by the guests.
14.5. packing list: the packing list should clearly indicate the packing situation of the goods. It should show the quantity contained in each box, gross weight, net weight and outer box size of each box. The total volume calculated according to the size of the outer box should be consistent with the total volume indicated. The shipping mark and container number should be displayed for the convenience of the guests. The weight and volume of the packing list should be consistent with the bill of lading.
15. presentation of documents:
15.1. if L/C is used to collect foreign exchange, all documents should be prepared within the specified presentation time, and the documents should be strictly examined to ensure that there are no mistakes before they are submitted to the bank for negotiation.
15.2. if T/T is used to collect foreign exchange, fax the bill of lading to the guest for payment immediately after obtaining it, and then send the original bill of lading and other documents to the guest after confirming the balance.
15.3. If T/T collects foreign exchange, it is required to collect the full amount to make the counter, and then arrange to tow the counter after the collection. You can send the original bill of lading to the guests immediately after you get it.
16. business registration: each export business should be registered in time after completion, including computer registration and written registration, so as to facilitate future inquiry and statistics.
17. Document archiving: All documents, L/C and negotiation documents must be kept in one set for future reference.
18. The voucher clerk should pay attention to collecting information such as freight rate changes, shipping dates, routes, etc. at ordinary times, so as to provide help for the salesman's quotation.