Generally speaking, before the customer places a formal Purchase Order, there will be a relevant OrderInquiry to the Business Department, to do some details on the understanding.
II. Quotation:
The quotation for export products mainly includes: the quality level of the product, product specifications, whether the product has special packaging requirements, the number of products purchased, the requirements of the delivery period, the mode of transportation of the product, the product material and other content.
The more commonly used quotation methods are: FOB "free on board", CFR "cost plus freight", CIF "cost, insurance and freight" and other forms.
The Business Department should respond to customer inquiries in a timely manner to determine the name of the goods, model, manufacturer, quantity, delivery date, payment method, packaging specifications and cabinet type, and send ProformaInvoice to the customer to make a formal offer.
Three. Orders/Signing Order:
After both sides of the trade have reached an agreement on the offer, the buyer company formally orders and negotiates with the seller company on some related matters, and the two sides need to sign a Purchase Contract after the negotiation is recognized.
In the process of signing the Purchase Contract, the main name of the goods, specifications, quantity, price, packaging, origin, shipment period, payment terms, settlement, claims, arbitration and other content of the negotiations, and the agreement reached after the negotiations written into the Purchase Contract. This marks the official start of the export business. Usually, the signing of the purchase contract in duplicate by the two parties to stamp the official seal of the company to take effect, each party to keep a copy.
Four. Production orders:
To get the customer's order confirmation (PurchaseOrder), to the factory orders, arrange the production plan.
V. Business Approval:
After the business department receives the order, it will first make a business audit form. According to the "export contract review form" of the project truthfully filled out, as far as possible, will be a variety of expected costs are listed. Contract approval needs to be attached to the guest order fax, and the factory's purchase contract.
Audit form to be signed by the salesman, the department manager for approval, and then submitted to the management department for review before implementation. If the amount is large, or there are clauses such as prepayment and commission, it should be approved by the general manager of the company. After the approval of the contract, the PO will be made into a sales order and handed over to the departmental processor for follow-up.
VI. Implementation of payment methods (letter of credit)
There are three more commonly used international payment methods, i.e. remittance payment method, collection payment method and letter of credit payment method.
1. If it is a T/T payment customer, to confirm that the deposit has arrived. TT payment method is to settle in foreign exchange cash, by the customer will be remitted to the company's designated foreign exchange bank account within a certain period of time after the arrival of the goods can be required to remit.
2. If the customer is released account, or through the bank D / P, D / A and other ways to collect foreign exchange, etc., need to be confirmed by the manager.
3. If it is L/C payment customer, usually 1 month before the delivery date to confirm that the L/C has been received, after the receipt of L/C salesman and the document clerk should review the letter of credit, check whether there is any error, whether the delivery date can be guaranteed, and other possible problems, and if there is any problem should be asked to the customer to change the certificate immediately.
Here focuses on the letter of credit payment method, the implementation of the letter of credit usually include reminding the certificate, review the certificate, change the certificate of the three elements:
1, urge to open the letter of credit, if the buyer and seller in the export contract agreed to use the letter of credit, the buyer should be strictly in accordance with the provisions of the contract on time to open the letter of credit, which is the seller's fulfillment of the prerequisites. However, in actual business, sometimes foreign importers in the market changes or shortage of funds occur, often delay the issuance of letters of credit. In order to ensure the timely fulfillment of the contract, we need to remind the other party at the appropriate time, according to the contract to open a letter of credit, urge the other party to quickly go through the procedures for the issuance of letters of credit. Especially in the case of bulk commodity transactions or buyer's requirements and special commodities transactions, more should be combined with the preparation of timely reminder of the certificate. If necessary, you can also ask my foreign institutions or the Bank of China to assist on behalf of the call for certificates.
2, review the letter of credit, to focus on reviewing the letter of credit shipment terms.
Letter of credit is a kind of bank credit guarantee documents, but the bank's credit guarantee is to the beneficiary to submit documents in line with the terms of the letter of credit as a condition, so the creditworthiness of the issuing bank, the letter of credit of the contents of the letter of credit, are related to the security of foreign exchange collection. In order to ensure the safety of the collection of foreign exchange, after receiving the letter of credit opened by the foreign customers through the bank, it should immediately carry out careful verification and review. The letter of credit is based on the contract opened, the content of the letter of credit and the contract terms should be consistent. However, in practice, there are often opened letter of credit terms and contract provisions do not match, in order to ensure the collection of foreign exchange and the smooth implementation of the contract, the bank and the export enterprises receive foreign customers through the bank to open a letter of credit, it should be immediately after the serious check and review. Banks focus on reviewing the creditworthiness of the issuing bank, the responsibility to pay, the demand for remittance route and other aspects of the content. Exporters focus on reviewing the content of the letter of credit and the sales contract is consistent. After receiving the letter of credit, the exporter should carefully review the terms of the letter of credit, such as shipment period, port of shipment, port of destination, settlement date, etc., in particular, should pay attention to certain special provisions, such as whether the shipment can be divided into shipments, whether it is possible to transfer the ship, etc., according to the actual situation of the goods before shipment of the letter of credit to determine the relevant terms of acceptance of the transportation, modification or rejection.
3, modify the letter of credit, the letter of credit has been opened to modify some of the terms of the behavior. The modification of the letter of credit can be proposed by the applicant for the issuance of the letter of credit, can also be proposed by the beneficiary.
In the actual business, export enterprises in the letter of credit after a comprehensive and detailed review, when the problem is found, usually should also distinguish between the nature of the problem to be dealt with, and some must be with the bank, transportation, insurance, inspection, and other relevant departments to get in touch with the *** with the study, to be able to make appropriate and proper decision-making. Generally speaking, all are not in line with China's foreign trade policy, affecting the contract performance and collection of foreign exchange security issues, foreign customers must be required to modify through the issuing bank, and insist on receiving the bank to modify the letter of credit notification recognized before the shipment of goods; can be changed or not, or after appropriate efforts can be made, discretionary, or not modified, according to the provisions of the letter of credit.
In a letter of credit in a number of provisions need to modify the situation is common. In this regard, it should be done once to the issuer, otherwise, not only increase the procedures and costs of both parties, but also the external impact is not good. Secondly, for any letter of credit received notice of modification, should be carefully examined, if found that the modification of the content of the error or we can not agree, we have the right to refuse to accept, but should be made in a timely manner to refuse to modify the notice sent to the notifying bank, in order to avoid affecting the smooth performance of the contract.
In order to prevent forgery and facilitate the beneficiary to fully fulfill the obligations stipulated in the terms of the letter of credit, the notification of modification of the letter of credit shall be transmitted or notified through the notifying bank of the original letter. If it is sent by the issuer or the issuing bank, it should be submitted to the notifying bank of the original letter of credit for confirmation.
For the letter of credit amendment which is acceptable or has indicated acceptance, it should be attached with the original letter immediately and the number of amendments should be indicated, so as to prevent the use of the letter of credit from being disconnected with the original letter of credit, resulting in the letter of credit terms are incomplete, which affects the timely and safe collection of foreign exchange.
VII. Issuing production notification / stock preparation:
Stock preparation, is the export company according to the contract or letter of credit, to the manufacturers or warehousing departments to place orders, requiring them to inventory the goods according to the order, verification, processing and finishing, etc.. Business Department in determining the delivery date to meet the above circumstances can be issued production notice, notify the factory on time production:
The main check of the stock preparation is as follows:
1, the quality of goods, specifications, should be verified in accordance with the requirements of the contract.
2. Quantity of goods: ensure to meet the requirements of the contract or letter of credit on the quantity.
3, the time of preparation: should be in accordance with the provisions of the letter of credit, in conjunction with the ship schedule arrangements, in order to facilitate the ship's cargo convergence.
VIII. Packaging/brush mouth wheat
Based on the different goods to choose the form of packaging (eg: cartons, wooden boxes, woven bags, etc.). Different forms of packaging requirements are different.
1, the general export packaging standards: according to the general standards for trade and export packaging.
2, special export packaging standards: according to the customer's special requirements for export goods packaging.
3, the packaging of goods and the mouth of wheat head (transportation marking): should be carefully checked and verified, so that it is in line with the provisions of the letter of credit.
9. Inspection of goods
1. One week before the delivery date, the company inspector should be notified to inspect the goods.
2. If the customer wants to inspect the goods by himself or designate the inspector, he should make an appointment with the customer to check the goods and inform the Planning Department of the date of inspection one week before the delivery date.
3. If the customer appoints a third-party inspection company or a fair line, etc. to inspect the goods, we should contact the inspection company two weeks before the delivery date and make an appointment for inspection to ensure that the time is arranged before the delivery date. The factory will be notified of the inspection time after it is determined.
X. Preparation of basic documents:
In accordance with the PO and the packing information provided by the factory, make the export contract, export commercial invoice, packing list and other documents (which should be made by the business followers and handed over to the documentation officer).
XI. Commodity inspection / inspection:
Do a good job of applying for inspection and license work. Where included in the commodity inspection agency, "the type of table" in the goods and according to the letter of credit trade contract by the China Import and Export Commodity Inspection Bureau inspection of goods, are required to fill out the "Export Inspection Application" before the export declaration to apply for commodity inspection. After the goods are ready, it should apply to the Commodity Inspection Bureau inspection, only to obtain a qualified inspection certificate issued by the Commodity Inspection Bureau, the Customs is allowed to release, where the goods do not pass the test, are not allowed to export.
It should be noted that the factory orders to explain the requirements of commodity inspection. Provide export contracts, invoices and other information required for commodity inspection. And to notify the factory of the future export port of the product, to facilitate the factory for commodity inspection. Should be shipped a week before getting the commodity inspection voucher / article.
XII. Chartering and booking of warehouses and load allocation
1. If the contract signed with the customer is FOB CHINA terms, usually the customer will specify the transportation agency or shipping company. Should be contacted as early as possible with the freight forwarder, informed of the intention to ship, to understand the export port to be arranged, the ship schedule and other circumstances, to confirm that the factory delivery can be earlier than the start of the ship at least one week before the date, and the ship can meet the customer's requirements of the delivery date. Should be two weeks before the delivery date to the freight company issued a written notice of position (SHIPPING ORDER), usually one week before the ship can get the position paper.
2. If the seller pays the freight, should be as early as possible to the freight company or shipping company to consult the shipping date, freight, port of departure, etc.. After comparison, choose the shipping company with favorable price, good reputation and suitable shipping schedule, and tell the salesman to inform the customer. Two weeks before the shipment, the procedure is the same as above.
3. If the goods are not enough for a cabinet, need to go bulk, to the freight forwarder to set the bulk position. Get into the warehouse paper, but also to understand the cut-off time, into the warehouse customs clearance requirements and so on.
4. To the transportation company to set positions, be sure to fax a written position paper, indicating the date of the ship, the type and number of containers, the port of destination, etc., in order to avoid errors.
5. Check the schedule, fill in the export cargo consignment note. Can be entrusted to the freight forwarder for booking procedures.
6. Freight forwarders according to the specific requirements of the owner of the cargo according to the route classification and organization, timely booking to the shipping company or its agent. When the shipping company or its agent to sign the loading list, booking work is completed, it means that the shipper and the carrier between the contract of carriage has been concluded.
Thirteen. Insurance
After the goods booked space, is the seller's insurance, you can handle the insurance procedures for cargo transportation insurance. In the fulfillment of the CIF export contract, the seller before loading the ship, should be in accordance with the provisions of the contract of sale or letter of credit for insurance procedures in a timely manner. The insurance of export commodities are generally handled one by one, in the insurance, should be the name of the goods, the amount of insurance, transportation routes, insurance and so on. After the insurance company accepts the insurance, it will issue the insurance policy or insurance certificate.
Often the two sides in the signing of the Purchase Contract has been agreed in advance transportation insurance related matters. Common insurance is marine cargo transportation insurance, land and air cargo transportation insurance. Among them, the marine transportation of goods insurance terms and conditions of insurance, divided into two categories of basic insurance and additional insurance:
(1) the basic insurance has a peace of mind insurance (Free from Paricular Average-F.P.A), water damage insurance (With Average or With Particular Average-W.A or W P.A), Water Damage (With Average or With Particular Average-W.A or W.P.A), and All Risk (All Risk-A.R.).
(2) Additional Insured. There are two types of additional insurances: general additional insurances and special additional insurances.
XIV. Arrangement of towing containers:
1. After the goods are ready and the inspection is passed, the towing company is commissioned to pick up the containers and load the containers. The towing company should choose a safe, reliable and reasonably priced company to sign an agreement for long-term cooperation to ensure safety and punctuality.
To fax the following information to the towing company: the warehouse confirmation / release paper, the shipping company, the warehouse number, towing power of attorney, indicating the time of loading, the type and number of cabinets, loading address, customs brokerage, and loading ports. If there is a cargo inspection company to see the loading of containers, to specifically declare that can not be late. And ask to send back a container information, listing the container number, license plate number, driver and contact phone number
2. Fax a loading information to the factory, listing the time of loading, container type, booking warehouse number, order number, license plate number, and the driver's contact phone number.
3. Ask the factory to fax a loading notice to the sales department as soon as possible after the container leaves the factory, stating the time of the container leaving the factory, the actual loading quantity, etc., and remember the packing number and seal number as the bill of lading information. The factory is required to remember the seal after loading the container.
XV. Centralized port area
Negotiate the ship or space, the cargo side should be in the specified time to meet the loading conditions of the export goods sent to the port area of the designated warehouse or yard, in order to smooth loading operations.
When the ship to the port, the loading plan is determined, in accordance with the port cargo notification and within the specified period, the shipper to complete the collection of transportation procedures, the export of goods in a timely manner to the port area to focus on waiting for loading, to do the batch is clear, the number of pieces is clear, clear signs. To pay special attention to the port, shipping companies and related transportation companies or railroads to maintain close contact.
When concentrating to the port area, should be in accordance with the unloading port of the successive and cumulative order of cargo shipments, in order to load the ship according to the order of precedence. For export bulk cargo, you can contact the port area in advance delivery. Ship-side loading conditions of the goods, but also in accordance with the loading time of the goods will be sent directly to the port ship-side loading, in order to save the warehouse and warehouse procedures and costs. For dangerous goods, major pieces, frozen or fresh commodities, bulk oil and other special means of transportation, lifting equipment and space required, should be contacted in advance to arrange for transfer, receiving and unloading, loading and unloading operations. Before shipment, we should check the cargo name, quantity, marking, ship name, loading list number and other items according to the ticket, so as to achieve the single, goods in line with the ship, goods in line. To pay attention to the quality of the shipment, found that the packaging is damaged or mutilated, should be responsible for repair or replacement by the shipping unit.
Sixteen. Inspection for the single
XVII. Customs declaration
After the goods are concentrated in the port area, the consigning unit must declare the export procedures to the Customs. By the consignment unit professional holders of customs declaration certificate personnel to prepare the export of goods declaration, together with the loading list, invoices, packing lists (or pound signs), commodity inspection certificate, export clearance and write-off of foreign exchange, export of goods, a copy of the contract and the relevant documents to the Customs declaration of exports, the Customs officials to check the documents and goods, to confirm that the documents and goods are consistent with the complete formalities, that is, in the loading list on the release of stamps. The customs inspection and release of export goods before they can start loading. There are four links: declaration, inspection, taxation, release
Generally in the towing of cabinets at the same time the information required for customs clearance to the cooperation of customs brokers, commissioned to do the commodity inspection and customs clearance for single and export declaration. Usually, two days should be reserved for the customs declaration (before the ship stops customs). Commissioned customs declaration, you should provide a container information, including the goods loaded and the number of ports, shipping companies, fixed warehouse number, container number, ship opening and closing time, trailer companies, container type and number, the company's contact person and phone number and so on.
18. Handover
Shipping units on-site staff in strict accordance with port regulations, in a timely manner with the Hong Kong side of the warehouse, the yard to complete the exchange procedures, make a good on-site records, delineation of the ship, the port, the cargo of the three aspects of the responsibility.
XIX. Ship loading
After the Customs release, the consignor unit with the Customs release stamped loading list with the port department and cargo handling personnel to contact, view the site of the goods and prepare for loading,
before loading the ship, on behalf of the ship's cargo handler, collect the Customs release of goods by the loading list and the receipt of goods, after the sorting out of the cumulative load charts and manifest, responsible for the point of the goods, one by one batch of votes to pick up the goods loaded on board the ship.
The port loading and unloading operation area is responsible for loading the cargo, and in accordance with the requirements of safe stowage, do a good job of stacking, padding and reinforcing the cargo in the cabin.
In the process of loading, the shipper entrusted the freight forwarder should have someone on the spot to supervise the loading, keep abreast of the progress of loading and deal with temporary problems. Loading is completed, the cargo handling team leader with the ship's first mate **** with the signing of the receipt of goods, handed over to the shipper. Supervise the loading staff of the first-class dangerous goods, major pieces, valuable goods, special commodities and barge to the ship side of the unloading direct loading work, to keep abreast of the situation, to prevent unloading and loading out of step with the ship.
Twenty. Issuance of notice of shipment
The contract stipulates that notice of shipment is required to be issued at the time of loading, it should be issued in a timely manner, especially by the buyer's self-insurance. If the seller delays or fails to give notice of shipment, the seller shall be liable for any loss caused by the buyer's failure to insure the goods in time or without insurance. After the goods are loaded on board, the exporter should issue the "shipping notice" and related certificates to the foreign party in time, so that the other party can prepare for payment, redemption, import customs clearance and receipt of goods.
Shipment notification: generally required within a few days after the shipment, notify the customer of the details of the shipment, shipment notification is generally: order number or contract number, letter of credit number, quantity, total value, mark, number of pieces of packaging, the destination port agent, ship's name, voyage, the expected date of sailing and the scheduled arrival date and so on.
Xxi. Payment of freight
Shipping company for the correct accounting of freight, in the export of goods concentrated in port warehouses or warehouses after the application of commodity inspection agency on its measurement. Where the export cargo to be prepaid freight, the shipping company or its agent must be collected after the freight to send the shipper freight prepaid bill of lading. If it is to pay freight goods, the bill of lading on the freight to pay, by the shipping company unloading port agent in the consignee before the consignee pick up the goods collected from the consignee.
Xxii. Receipt of bills of lading
that is, obtaining transportation documents:
1. At the latest, within two days after the departure of the ship, the bill of lading replenishment to be faxed to the shipping company or freight forwarder. The replenishment should be done according to the L/C or customer's requirements, and give the correct quantity of goods, as well as some special requirements, etc., including the requirement that the shipping company with the bill of lading out of the ship's certificate, etc..
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 content of the bill of lading to the shipping company in writing. If the bill of lading needs to be confirmed by the customer, the sample bill of lading should be faxed to the customer first, and then the original bill of lading should be requested from the shipping company after getting the confirmation.
3. Payment of freight and miscellaneous charges in a timely manner, after payment, notify the shipping company to obtain the bill of lading and other transportation documents in a timely manner. Payment of freight should be registered.
The loading of the ship is completed, the captain or the first mate according to the actual situation of loading issued by the first mate receipt, the first mate issued by the receipt to the original consignor unit, the export enterprise can be based on this document to the shipping company or its agent to exchange for the bill of lading for sea transportation.
1. The bill of lading is the exporter for the export clearance procedures, customs clearance, signed by the company, for importers to pick up the goods, the bill of lading used for the settlement of foreign exchange.
2. The signed bill of lading is issued according to the number of copies required by the letter of credit, generally three. Exporters keep two, for tax rebates and other business, one sent to the importer for the withdrawal of goods and other procedures.
3. When shipping goods by sea, the importer must hold the original bill of lading, the bill of lading, invoice to pick up the goods. (The original bill of lading, packing list and invoice must be sent to the importer by the exporter.)
Xxiii. Preparation of documents and settlement of foreign exchange
Delivery of documents refers to the exporter (the beneficiary of the letter of credit) before the expiration of the letter of credit and the delivery of documents within the period of time to submit to the designated bank to comply with the provisions of the letter of credit. After these documents are confirmed to be correct by the bank, the bank will handle the export settlement according to the payment conditions stipulated in the letter of credit.
After the shipment of goods, the import and export company should make and prepare all kinds of documents in accordance with the provisions of the letter of credit, including bills of exchange, export invoices, transportation documents and insurance policies, as well as other contracts or letters of credit required for the settlement of documents and documents. In the letter of credit within the validity of the delivery of documents, will be a variety of documents and the necessary evidence sent to the designated bank for payment, acceptance or negotiation procedures, and in the receipt of payment to the bank for the settlement of foreign exchange. China's export settlement of three kinds of methods: the receipt of the settlement, the deposit and regular settlement.
(1) the use of L / C collection of foreign exchange, should be in the specified delivery time, ready to all the documents, and strict review of the single, to ensure that there is no error, before the bank negotiation.
(2) T/T collection, after obtaining the bill of lading, immediately fax the bill of lading to the guests to pay, confirm the receipt of the balance and then send the original bill of lading and other documents to the guests.
(3) If the T/T collection is required to collect the full amount to make the cabinet, we should wait for the collection before arranging the dragging of the cabinet. After getting the bill of lading, you can send the original bill of lading to the customer immediately.
*Because of the rapid development of electronic, telegraphic transfer (TELEGRAPHIC TRANSFER (T/T)), ticket (DEMAND DRAFT (D/D)), letter (MAIL TRANDFER (M/T)) and other ways, remittances are now mainly used by telegraphic transfer
*In China's export business, the use of negotiated letters of credit The following is a list of the most common types of letters of credit in China. For this kind of letter of credit export settlement method, there are mainly three kinds: "receive the settlement", "regular settlement" and "buy single settlement".
"Received settlement", also known as "first received after the end", refers to the negotiating bank receives the documents submitted by the beneficiary, after reviewing and confirming that the provisions of the letter of credit in line with the documents will be sent to the foreign payer to claim foreign exchange, such as the payer will be foreign exchange to the negotiating bank, the negotiating bank and then according to the terms of the letter of credit, the negotiation of the foreign exchange rate of the negotiating bank. After the negotiating bank, the negotiating bank will settle into RMB according to the foreign exchange rate on the same day and deliver it to the beneficiary.
"Regular Settlement" means that the negotiating bank, after receiving the documents submitted by the beneficiary and reviewing them for accuracy, will send the documents to the foreign bank to claim for payment, and will settle the payment for the goods in foreign currency into RMB within the period specified in advance from the date of delivery of the documents for the credit of the beneficiary's account or for delivery to the beneficiary.
"Documentary Settlement", also known as export charge or negotiation, means that the negotiating bank, after examining the documents and confirming that the documents submitted by the beneficiary comply with the terms of the letter of credit, buys the beneficiary's bills of exchange and/or documents in accordance with the terms of the letter of credit, and then, according to the face value of the bill, deducts interest from the date of negotiation to the date of the estimated receipt of the bill, and then pays the net amount in accordance with the RMB market price on the date of negotiation. The net amount is converted into RMB at the RMB market rate on the negotiation date and paid to the beneficiary of the letter of credit.
XXIV. Business registration:
Each export business should be registered in a timely manner after the completion of the business, including computerized and written registration, to facilitate future inquiries, statistics, etc.
Twenty-five. Documents archive:
All documents including PO, L/C and negotiation documents must be retained in a complete set for
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