Detailed whole process of foreign trade business and document operation

1 Customer inquiry: generally, before the customer places the purchase order, there will be relevant order inquiry to the business department to make some detailed understanding 2 Quotation: the business department shall reply the customer's inquiry in time, determine the name, model, manufacturer, quantity, delivery date, payment method, packing specification and cabinet type of the goods, and peroforma invoice shall make a formal quotation for the customer 3 Get the order: after negotiation, receive the customer's formal order, perchase order 4 Place production order: after getting the confirmation of the customer's order, place the order to the factory and arrange the production plan 5 Business approval: after receiving the order, the business department first makes the business approval form Fill in the items in the "export contract review form" truthfully, and list all expected expenses as much as possible The contract approval shall be attached with the fax of the guest order and the purchase contract with the factory The audit form shall be signed by the salesman, approved by the Department Manager, and then submitted to the management department for audit before implementation If the amount is large, or there are terms such as advance payment and commission, it should be approved by the general manager of the company After the contract is approved, a sales order is made and submitted to the Department's process personnel for follow-up 6 Release of production notice: after the business department determines the delivery date, it can release the production notice to inform the factory to produce on time if the following conditions are met: 6.1: in case of L / C payment customer, it is usually confirmed that l / C has been received one month before the delivery date After receiving L / C, the salesman and the documenter shall review the letter of credit respectively to check whether there is any error, whether the delivery date can be guaranteed, and other possible problems If there is any problem, the customer shall be asked to change the letter of credit immediately 6.2: if it is a T / T payment customer, confirm that the deposit has arrived 6.3: if it is a lending customer, or through bank D / A, etc., it needs to be confirmed by the manager 7 Inspection: 7.1: inform the company's inspector one week before the delivery date to inspect the goods 7.2: if the customer wants to inspect the goods by himself or by a designated inspector, he shall 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 customer designates a third-party inspection company or a fair inspection company, contact the inspection company two weeks before the delivery date, make an appointment for the inspection time, and ensure that the time is arranged before the delivery date Inform the factory of the inspection time after confirmation 8 Prepare basic documents Packing information provided by the factory, making export contract, export commercial invoice, packing list and other documents (to be made by the business merchandiser and handed over to the documenter) 9 Commodity inspection: if it is a national statutory commodity inspection product, the commodity inspection requirements shall be stated when placing an order for the factory, and the export contract, invoice and other materials required for commodity inspection shall be provided Moreover, we should tell the factory the export port of the products in the future so that the factory can handle the commodity inspection The commodity inspection certificate / voucher shall be obtained one week before the shipment 10 Chartering and warehouse booking: 10.1 If the contract signed with the guest is FOB China clause, usually the guest will designate a transport agent or shipping company Contact the forwarder as early as possible, inform the shipping intention, understand the export port to be arranged, the shipping date, etc., Q confirm whether the delivery of the factory can be earlier than the departure date at least one week, and whether the shipping date can meet the delivery date required by the guests A written order shall be sent to the shipping company two weeks before the delivery date, and usually the order paper can be obtained one week before the departure of the ship 10.2 If the freight is paid by the seller, the Seller shall consult with the freight company or shipping company as soon as possible about the schedule, freight rate, port of departure, etc After comparison, choose the shipping company with favorable price, good reputation and proper shipping schedule, and inform the salesman to inform the guests If the guest does not agree, another shipping company approved by the guest shall be selected Two weeks before the start of the ship, the warehouse shall be fixed in writing, and the procedure is the same as above 10.3 If the goods are not enough for a small container, when bulk goods are needed, the bulk storage space shall be determined from the forwarding company When you get the warehousing paper, you need to know the closing time, warehousing declaration requirements, etc 10.4 When placing a warehouse order with the transportation company, it is necessary to fax a written warehouse order paper, indicating the scheduled shipping date, container type and quantity, port of destination and other contents, so as to avoid errors 11 Arrangement of towing containers: 11.1 After the goods have been completed and passed the inspection, the towing company is entrusted to pick up and load the containers Trailer companies should choose safe and reliable companies with reasonable prices to sign long-term cooperation agreements to ensure safety and punctuality The following information shall be faxed to the trailer company: warehouse confirmation / container paper, shipping company, warehouse number, power of attorney, indicating the time of loading, type and quantity of containers, location of loading, customs broker, port of loading, etc If the inspection company is looking at the loading container, it should make a special statement and not arrive late It is also required to send back a copy of the listing information, indicating the cabinet number, license plate number, driver and contact number, etc 11.2 Fax a copy of loading data to the factory, and list the time of loading, cabinet type, warehouse number, order number, license plate number and driver's contact number 11.3 The factory is required to fax a notice of loading to the business department as soon as possible after the container leaves the factory, stating the time when the container leaves the factory, the actual loading quantity, etc., and recording the packing number and seal number as the information of the bill of lading It is required to remember the seal after the cabinet is installed in the factory 12 Entrusted customs declaration: at the same time, the information required for customs declaration shall be submitted to the cooperative customs broker, and the export customs declaration and the commodity inspection and customs clearance document shall be entrusted Usually there are two days left for customs clearance (before the ship is closed) When consigning customs declaration, a container loading data shall be provided, including the loaded 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 the company, etc 13 Obtain the transportation documents: 13.1 Fax the supplementary contents of the bill of lading to the shipping company or freight agent at least two days after the shipment The replenishment shall be made according to the requirements of L / C or the customer, and the correct quantity of goods, as well as some special requirements, including the ship certificate required by the shipping company along with the bill of lading, etc 13.2 Urge the shipping company to issue the model bill of lading and freight bill as soon as possible After checking the samples carefully, confirm the contents of the bill of lading in writing to the shipping company If the B / L needs to be confirmed by the guest, the sample B / l shall be faxed to the guest first, and then the shipping company shall be required to issue the original after confirmation 13.3 Pay the freight and miscellaneous charges in time, and notify the shipping company to obtain the transportation documents such as the bill of lading in time after payment Payment of freight shall 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 invoice shall be determined after the issuing date and before the delivery date The description of the goods in the invoice shall be exactly the same as that on L / C The amount in figures and words shall be correct The terms of the invoice on L / C shall be shown with shipping mark If the invoice needs to be certified by the Embassy of the other party, it should be handled 20 days in advance 14.2 Form a certificate of origin: form a certificate of origin shall be applied for by the inspection and Quarantine Bureau before shipment It should be noted that the transportation date should be before l / C's delivery date and departure date, and after the invoice date If the goods are not handled before delivery, the certificate shall be issued after handling, and the customs declaration, bill of lading and other documents shall be provided For goods transshipped through Hong Kong, the form a certificate is usually countersigned by the 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 completed within a short time after delivery If the certificate of origin needs to be countersigned by the embassy, it should also be handled 20 days in advance like the invoice 14.4 Shipping notice: it is generally required to inform the guests of the details of the shipment within a few days after the departure, including the name of the ship, flight number, departure date, estimated arrival date, goods and quantity, amount, number of packages, shipping marks, destination agent, etc Sometimes L / C requires to provide sending certificate, such as fax report, sending letter bottom list, etc., which shall be handled within the time required by the guest 14.5 packing list: the packing list shall clearly indicate the packing condition of the goods The quantity, gross weight, net weight and outer box size of each box shall be displayed The total volume calculated according to the outer box size shall be consistent with the indicated total volume The shipping mark and case number shall be displayed for the convenience of the guests The weight and volume of the packing list shall be in conformity with the bill of lading 15 Presentation: 15.1 In case of collection by L / C, all documents shall be prepared within the specified time of presentation, and the documents shall be examined strictly to ensure that there is no mistake before being submitted to the bank for negotiation 15.2 In case of T / T collection, fax the bill of lading to the guest for payment immediately after obtaining the bill of lading, and send the original bill of lading and other documents to the guest after confirming the balance 15.3 In case of T / T collection, it is required to collect the full amount of money before making the counter, and then arrange to drag the counter after collection The original bill of lading can be sent to the guest immediately after getting the bill of lading 16 Business registration: each export business shall be registered in time after completion, including computer registration and written registration, so as to facilitate future inquiry and statistics 17 Document filing: all documents, L / C and negotiation documents must be kept in one set for future reference 18 The documenter shall pay attention to collect information such as freight rate change, shipping date, route, etc to help the salesman with quotation.