1. Making contract: 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/T3%, let it arrange to make a deposit. After the deposit is received, place the purchase contract to the factory. No matter when making an export contract or a purchase contract, we must pay special attention to the coordination of product description, quantity, price, total amount, payment method and delivery date with the factory to avoid late delivery in the future. After the purchase contract is delivered to the factory, the person in charge of the factory is required to sign it back and keep it on file. If possible, the factory can also be required to calculate the order volume 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 and invoices. About two or three days later, after applying to the local commodity inspection bureau for good commodity inspection, the factory will fax you the replacement slip and keep it for future customs declaration. The replacement slip only shows the first item of goods actually declared and the total amount of customs declaration, and the validity period is generally three months. The actual amount of customs declaration can be less than the amount on the replacement slip. However, a replacement slip can only be used once and cannot be reused.
3. handle C/O or Form A: handle C/O or Form A according to which country the customer belongs to or the specific requirements of the customer. Form A is a certificate of GSP origin. At present, 36 countries have granted GSP treatment to China and can enjoy tariff reduction or exemption. C/O is a general certificate of origin, which only proves that the goods are produced in China. Generally, the certificate of origin is handled by the Council for the Promotion of International Trade, but it can be handled by the Commodity Inspection Bureau under the general system. At least one week before the time of shipment. No matter whether you apply for a general certificate of origin or a GSP certificate of origin, the basic procedure is to make good information (including contracts, invoices, packing lists, etc.) on the Internet before sending it to you. After the machine passes the inspection, the personnel of the Council for the Promotion of International Trade or the Commodity Inspection Bureau will manually review the documents again. After passing the inspection, you can get the documents.
4. Inspection and booking of shipping space: always pay attention to the production progress of factory orders. More than ten days before the delivery date, ask whether the factory can deliver the goods on time. If so, prepare to book shipping space with the freight forwarder and arrange the inspectors to inspect the goods. After passing the inspection, book the shipping space with the freight forwarder. If the customer designates a freight forwarder, fill in the booking form directly to the personnel of the designated freight forwarder company. The shipper, consignee, notifier, port of shipment, port of destination, container type, number of containers, product name, gross weight and volume should be filled in the booking form, so that they can book the space on their behalf. Two or three days later, the freight forwarder will fax it to you in the warehouse receipt after booking the cabin. Pay attention to the time of cutting off the cabinet and cutting off the materials on the warehouse receipt and fax it to the factory, so that the factory can send the goods to the warehouse within the time indicated above. If you arrange the towing of the trailer by yourself, you need to fill out 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 let it arrange towing the cabinet.
5. customs declaration: fill in the customs declaration information and send it to the customs broker or ask the freight forwarder to help with customs declaration at least three days before the document replenishment time. Customs declaration materials include: export contract, packing list, invoice, customs declaration form, write-off form (note that the write-off 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 slip, C/O or Form A, etc.
6. take the bill: after the goods have been cleared and entered the warehouse, the bill of lading will be issued to the forwarder in time, and the bill of lading will be checked 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, the forwarder company does not send the bill of lading, and asks the company to send someone to pick it up. If the company has no manpower, it can also send a power of attorney to the forwarder to send it directly to the company. If the bill of lading is telex released, apply for telex release of the bill of lading, stamp the company seal and fax it to the freight forwarder. Remember to ask the freight forwarder to fax you a copy of the bill of lading for the company to keep for file.
7. Inform the customer: After the goods sail, send an email to inform the customer of the name of the ship, the sailing date, etc., so that they can buy insurance in time.
8. dunning and mailing: after getting the original bill of lading, scan a copy and email it to the customer to urge them to pay 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 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 customs declaration, the customs broker or freight forwarder will return the customs declaration bottom copy and the tax refund copy of the verification form to you, and you can apply for tax refund to the foreign exchange bureau with these documents and the verification memo sent by the bank.
Note:
1. Some products are more complicated, so the factory can be required to make pre-production samples before production, or to issue pre-shipment samples before shipment for quality control.
2. Documentary work requires great care and patience. Always pay attention to the production progress of the factory and arrange the shipping schedule in time. When making all kinds of documents, you must be very careful. All documents are very important. You must check them again. I will often make mistakes, but fortunately, I have not caused losses to the company and found them in time. I think if the documents are not urgent, you can prepare them yourself in advance and check them carefully before taking them out, so that many mistakes can be avoided. You can sum up your work every once in a while, which goods are to be delivered, which documents are to be prepared on which day, which samples are being proofed, and what things are to be returned to customers.
2. Working procedure of customer's sample:
When receiving the new product that the customer requires to sample, first take photos and file them, and label the samples, indicating which customer sent the samples on the date 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 a more important sample, the factory must also be required to return the sample after it is finished.
3. Working procedures for sending samples:
After the factory has made samples, it will keep a sample or take photos for archiving according to the actual situation, so as to discuss with customers in the future. When packing samples, pay special attention to the fact that the box is not too large. Measure the size and weight of the outer box and record it yourself (for convenience, check the monthly statement with the courier company). Fragile items should be labeled with fragile signs on the outer box, or in order to prevent the courier from making mistakes, you can use white paper to type the contact number of the sender and the recipient yourself, and the address should be posted on the outer box. I also need to keep a record of who I sent it to, the purpose of sending it, the items I sent, the express delivery number, etc., 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.
In these work details, the boss often says that you must check all the information you give to others and make sure it is correct before handing it over to others. Others have no obligation and will not have time to find faults for you. I have to be 1% responsible for my work. In dealing with work, you should have a certain degree of subjective initiative. You can't always wait for others to explain the work to you or wait for others to give you an answer. You can urge others or take the initiative to find something to do. When writing an email to others, be sure to explain everything clearly and write in detail at one time. Don't let others ask you the contents of this email repeatedly, so wasting other people's time is also wasting your own.