1. Contract formulation: After the customer places an order, check whether the product price is consistent with the previous order or the previously confirmed price, and whether the total amount is correct. If it is correct, input the information into the foreign trade expert software to make an export contract for the customer to confirm. If it is T/T30%, let it make a deposit. After receiving the deposit, place a purchase contract for the factory to produce. If it is 100, whether it is an export contract or a purchase contract, special attention should be paid to the coordination with the product description, quantity, price, total amount, payment method and delivery date of the factory to avoid missing the delivery date in the future. After the purchase contract is sent to the factory, the person in charge of the factory is required to sign it back and file it. If possible, you can also ask the factory to calculate the order quantity in advance to prepare for the arrangement of booking space and assembling containers in the future.
2. Commodity inspection: The goods that need to be inspected can be inspected one or two weeks before the delivery date. If the factory arranges commodity inspection, it will provide commodity inspection materials to the factory, including export contracts, packing lists, invoices, etc. About two or three days later, after applying to the local commodity inspection bureau for commodity inspection, the factory will fax you the replacement list for future customs declaration. The replacement certificate only shows the first goods actually declared and the total amount of customs declaration, and the validity period is generally three months. The actual amount of the customs declaration form may be less than the amount on the replacement form. However, the replacement card can only be used once and cannot be reused.
3. Handling C/O or Form A: Handling C/O or Form A according to the specific requirements of the customer's country or customer. Form A is the GSP certificate of origin. At present, 36 countries have granted China GSP treatment and enjoyed tariff reduction and exemption. C/O is a general certificate of origin, which only proves that the goods are produced in China. The certificate of origin is generally handled by the CCPIT, but it can also be handled by the commodity inspection bureau under the general system. At least one week before shipment. Whether applying for a common certificate of origin or a GSP certificate of origin, the basic procedure is to make good information (including contracts, invoices, packing lists, etc. ) put it on the internet and send it to you. After the machine passes the inspection, the personnel of CCPIT or Commodity Inspection Bureau will manually review the documents again. After passing the inspection, you can get your certificate.
4. Inspection and reservation: always pay attention to the production progress of factory orders. More than ten days before the delivery date, I asked the factory if it could deliver the goods on time. If so, prepare and book shipping space with freight forwarders and arrange inspectors to inspect the goods. After passing the inspection, book the shipping space with the freight forwarder. If the customer has designated a freight forwarder, please fill in the reservation form directly to the personnel of the designated freight forwarder company. The shipper, consignee, notifier, port of shipment, port of destination, container type, container quantity, product name, gross weight and volume should be filled in the booking form so that they can book the space on their behalf. After two or three days, the freight forwarder will fax it to you in the warehouse receipt after booking the space. Pay attention to the time of cutting cabinets and materials on the warehouse receipt and fax it to the factory so that the factory can deliver the goods to the warehouse within the time indicated above. If you arrange the towing of the trailer by yourself, you need to fill in the power of attorney for towing the cabinet, indicating the cabinet type, towing time, loading address, factory contact person, contact telephone number, etc. , and fax it to the trailer company together with the warehouse receipt to arrange the towing cabinet.
5. Customs declaration: After booking the shipping space, fill in the customs declaration materials at least three days before the replenishment time of the documents and send them to the customs broker or ask the freight forwarder to help with customs declaration. Customs declaration materials include: export contract, packing list, invoice, customs declaration form, verification form (note that the verification form must be filed with the commodity inspection bureau before being sent to the customs broker or freight forwarder), power of attorney for inspection, replacement form, C/O or A form, etc.
6. Receiving: After the goods are cleared, send the bill of lading to the freight forwarder in time and check the bill of lading with it. Within two or three days after the ship leaves, the freight forwarder will list the expenses, including document fees, AMS fees, customs clearance fees, operation fees and so on. Arrange factory payment and send the memo to the forwarder. After the money arrives, the forwarder can get the original bill of lading from him. Generally, freight forwarding companies don't issue bills of lading, so they send people to pick them up. If the company has no manpower, it can also send a power of attorney to the freight forwarder and send it directly to the company. If it is an electric bill of lading, apply for an electric bill of lading, affix the company seal and fax it to the forwarder. Remember to ask the freight forwarder to fax you a bill of lading for the company to file.
7. Inform the customer: After the goods sail, send an email to inform the customer of the ship name, sailing date, etc. So that they can buy insurance in time.
8. Payment reminder: After getting the original bill of lading, scan a copy and send an email to the customer to urge them to pay off the balance. After the customer's payment arrives, send the original bill of lading, packing list (the data should be consistent with the bill of lading) and invoice to the customer. Write down the counter number, seal number and invoice number on the invoice packing list. Although it is not very important, I think it is better to write it down.
9. Tax Refund: One month after the customs declaration, the customs broker or freight forwarder will return the bottom copy of the customs declaration form and the tax refund copy of the verification form to you. You can apply for tax refund to the foreign exchange bureau with these documents and the verification form sent by the bank.
note:
1. Some products have complex processes, so you can ask the factory to make pre-shipment samples before production, or issue pre-shipment samples before shipment for quality control.
2. Documentary work needs great care and patience. I always pay attention to the production progress of the factory and arrange the shipping schedule in time. I must be very careful when making all kinds of documents. All the documents are very important. I have to check it over and over again. I often make mistakes, but fortunately I didn't cause losses to the company, so I found them in time. I think if the document is not urgent, you can prepare it yourself in advance and take it out to check it carefully, which can avoid many mistakes. You can sum up your work every once in a while, which goods you want to send, which documents you want to prepare, which samples you are proofing and which things you want to return to your customers.
Second, the customer sample work procedures
When you receive a new product that the customer requests for proofing, you should first take photos and file them, and label the samples, indicating which customer sent the samples on which day of the month for future inquiry. Then fill in the proof sheet and proof requirements and send the samples to the factory for proof. If it is an important sample, the factory must also be required to return it after the sample is ready.
Three. Procedures for sending samples
After the factory makes the samples, according to the actual situation, keep the samples or take photos for archiving, so as to discuss with customers in the future. When packing samples, pay special attention to the fact that the box is not too big. Measure the size and weight of the outer box and record it yourself (for convenience, you can check the monthly statement with the courier company). Fragile goods should be marked with fragile goods on the outer box, or in order to prevent the courier from making mistakes, you can use white paper to call the contact number of the sender and the recipient yourself, and the address should be posted on the outer box. I also need to record who I sent it to, the purpose of sending it, the items I sent, the express delivery number and so on. , so that I can check it in the future. After the sample is sent, write an email to inform the guests of the items sent, express tracking number, etc.