E-mail or written contract, etc. 2. Method of taking orders: trade fairs, visits, going abroad for exhibitions, inviting customers to visit, using our website, etc. 3. Form of receiving orders: In export trade, there are no specific restrictions on the orders received by salesmen. The most common are:
(1) Contract: (Contract) Contract includes sales contract and purchase contract.
Contract). The former is drafted by the seller and the latter by the buyer. (2)
Confirmation; (Confirmation) is simpler than contract. Excludes clauses such as objection, arbitration and force majeure. It also has a sales confirmation (sales
Confirmation) and purchase confirmation (purchase
This format of contract is generally applicable to light industrial products, daily necessities, local products, etc. The transaction amount is small and the batch is large. And the contract is more formal. Import and export trade of machinery and equipment.
There are also agreements, letters of intent, orders and entrusted orders. It should be mentioned that customers should reply to orders or entrusted orders sent directly from abroad, and they should not ignore them, otherwise it will be regarded as a breach of contract. 4. Procedures for receiving orders:
The procedure of receiving orders can be divided into four links: inquiry, offer, counter-offer and acceptance. (1) Inquiry: (Inquiry) is also called inquiry.
(2) OFFER: (offer) is also called an offer. It is a clear indication that the buyer or seller puts forward various trading conditions to the other party and is willing to reach a deal and conclude a contract according to these conditions. In actual transactions, one party usually makes an offer after receiving an inquiry from the other party.
(3) Counter-offer: Also called counter-offer.
(4) Commitment: It clearly indicates that the buyer or seller agrees to the terms of the transaction proposed by the other party in the offer, and is willing to reach a transaction and conclude a contract according to these terms. 2. Approval: that is, approval of the contract 1. Examination and approval contents:
Confirm the product name, specification, quality, quantity, unit price, price terms, total amount, payment method, packaging requirements, delivery date and delivery method. 2. Approval method: (1) Product name and specifications:
Is the product code your own product at the time of audit? Can it match our product information? There are many companies and enterprises whose product name codes also represent specifications.
(2) Quality: also called quality. It is the synthesis of the appearance and internal quality of goods. In international sales of goods, the quality of goods is not only the main trading condition, but also the primary condition for our documentary review of documents. (3) Quantity:
We should check whether the quantity of the goods can be ready in time, and what are the regulations on its unit of measurement, weight and approximate quantity. Approximation: If the contract quantity is preceded by "about", the delivered quantity can be appropriately maneuvered. There are different interpretations of this word in the world. Some people think it's 2. 5%, some think it is 5%. According to the uniform customs of documentary credits, if stipulated in the credit, the increase or decrease shall not exceed 10%.
(4) Review of unit price and total amount: 1. Some customers will mark the unit price when placing orders, so we should check whether the unit price is correct against our quotation. Is it wrong to add up the total? When a new customer places an order, he should check the quotation we gave him.
Usually, we use US dollar as the settlement currency, but there are some other currencies. Attention should be paid to the use of hard currency in international circulation. (GBP, HKD, EUR) (5) Review the price terms:
The unit price terms of export goods, also known as price terms, are commonly used: FOB price (referring to the price terms at the port of shipment) and C& freight paid.
To ...) freight is paid to the designated destination, CIF cost+insurance premium+freight (referring to the port of destination) price. The conversion and formula of several commonly used FOB CFR CIF prices are as follows: (1)
FOB price is converted into other prices: CFR price = FOB price+freight FOB price+freight CIF price =-.
1- insurance rate x insurance premium (2) CFR price converted into other prices: FOB price = CFR price-freight CFR price CIF price =
-1- Insurance rate x insurance premium (3) CIF price is converted into other prices: FOB = CIF price.
X( 1- insurance premium x insurance premium rate)-freight CFR price = CIF price x( 1- insurance premium x insurance premium rate) (6) payment method review: 1.
Is the payment method acceptable? LC, pay a deposit, and so on. 2. Is the payment currency acceptable? (7) Review of packaging requirements: 1. The products of the factory have their own packaging. Is it acceptable to show it to customers? 2.
Can we make the packaging (color printing, size) provided by customers? 3. Is the packaging information provided by the customer complete? (Internal packaging, external packaging, labels, instructions) Internal packaging: ordinary packaging, white packaging, color packaging, blister.
Outer packing: cartons, wooden cases, barrels and woven bags. The most important thing is marking printing. (8) Delivery date review: The merchandiser should review whether the delivery date is reasonable and whether the company can prepare the goods for shipment in time. Generally, the delivery date should specify a time limit, not a specific date. There are long and short deadlines. It can be two weeks, three weeks, or a month, two months, a quarter or more. (9) Review of delivery methods:
Transportation mainly includes sea, land, air and mail.
Note: If the freight is paid by the customer, the delivery method is decided by the customer. If we pay, we will try to send it by sea. If the quotation is combined with the sea freight price, and the customer requests air transportation (catch up with the sales), we can ask the customer to bear the extra cost. About the sample:
Preparing samples is an important step in order to get the order. 1. Send catalogue and samples: 2. Prepare samples. (1) Existing models of the factory (2) New models (3) Customer samples.
Essentials: No matter old products, new products or samples sent by customers, samples should be sent to customers for confirmation. Especially for new products, it may have to be revised several times. Documentary must keep the final confirmation sample to prevent customers from finding the confirmation sample when placing an order. In international trade, a large proportion of transactions are based on samples. be like
As a merchandiser, we should: A: Have complete product information and actively promote it. B: We should consider the cost and price of new products. C: When making new products, we should keep samples. d:
The customer's samples should be kept intact. Three. Proforma invoice: Proforma invoice
INVOICE The buyer requires the exporter to issue a reference invoice for the name, specifications, price and other conditions of the goods to be sold before the transaction is completed, so as to apply for an import license or approve foreign exchange from the local authorities. This kind of invoice can't replace the official invoice after the transaction and has no final binding force on both parties. In order to distinguish it from the official invoice, the words "proforma invoice" must be clearly marked. Proforma invoices usually show information about orders. (consignee, contract number, proforma invoice number, date of issue).
Product information (name, quantity, price, delivery date). Contract terms (price terms, payment methods). In addition, provide our bank information and open letters of credit or remittance for customers. Concern: 1. The unit price clause should be clear.
(FOB, CIF, CIF) 2. The delivery date should be clear. Payment terms should be clear (letter of credit,
TT) IV. The basic procedure of documentary export goods: Documentary export goods are the follow-up of contract performance by the documentary dealer. The emphasis is on goods, certificates, shipping and payment, including stocking, urging certificates, replacing certificates, chartering and booking warehouses, (customs declaration, inspection and shipment), document preparation and foreign exchange settlement. We summarize these processes as follows: (1). Stocking: according to the requirements of the order and the letter of credit, the goods are stocked on time, with good quality and quantity. (2) Reminder: Most payment methods are letters of credit, which ensures the safe receipt of foreign exchange, because it is bank credit. As long as the goods shipped are consistent with the terms of the letter of credit, the bank will guarantee payment. Documentary should follow up the contract with letter of credit as payment method, such as reminder, review and modification. Reminder: When the goods are almost finished, you should remind them. Examination of certificates: Examination of certificates is the common responsibility of banks and companies, but it is different in scope and content. Bank review policies, such as whether the issuing country has trade relations, the credibility of the issuing bank and so on. The company will examine whether the witnesses and beneficiaries are correct, whether the goods and amount of the letter of credit are the same as the contract, the date of shipment, special terms, etc. Replacement: It is common to find problems after inspection. On the package, the total amount, expiration date, including spelling mistakes. Ask the other party to amend a letter of credit, there may be several problems, we have to point out one by one, one-time amendment. (3) Booking shipping: After the goods are ready and the L/C is in order, we will enter the stages of shipping, chartering, booking shipping space and loading. According to CFR
If the contract is signed at CIF price, we are responsible for chartering, booking and loading procedures. First of all:
Shipping and container shipping: (page 28) Documentary should contact shipping and container shipping three or four days before shipment. The work to be done in this process includes container selection, packing list making, container loading tracking and so on. A.
Container selection: (page 29) Choose different containers according to different goods. Commonly used ones are: 20' 29–30m3/17.5t 40' 58–61m3/22.5t 40'H 68.
–71m3/27.5t B. Making packing list: (Page 30) The packing list focuses on the packaging of the goods. It should include the name, specification, quantity, number of cases, gross and net weights, packing size, total volume, case number, shipping marks, etc.
C subsequent loading: (p. 3 1) notify relevant personnel one day before shipment to confirm the accuracy of the shipped quantity. Assist the production department to arrange personnel to install cabinets. After the container arrives at the factory, the merchandiser should supervise the loading and guide the placement of the goods. If there are several kinds of goods in a container, one or two boxes of each specification should be left at the end of the container for customs inspection. (4) Document preparation and foreign exchange settlement: it is the last link of export goods documentary.
A. Document preparation: After the goods are shipped, the documentary will prepare various documents in time according to the letter of credit, contract or other documents. Documents should be sent to the bank within the validity of the letter of credit. The export documents mainly include: bills of exchange, invoices, customs invoices, bills of lading, packing lists, certificates of origin, commodity inspection certificates, insurance policies, etc.
B. Settlement of foreign exchange: If the documents are made in accordance with the provisions of the letter of credit and sent to the bank in time, we can receive the payment in time. Document requirements: correct, complete, timely, concise and neat. 5. Basic flow of documentary imported goods: (1)
Is to follow up the implementation of import contracts. Its procedures are: chartering a ship to book a space, applying for opening a letter of credit, expediting goods, handling insurance, commodity inspection and customs declaration, receiving goods and acceptance, etc. 1. Basic requirements for purchasing documentary: appropriate delivery time, appropriate delivery quality, appropriate delivery place, appropriate delivery quantity and appropriate delivery price. (Timely, suitable quality, suitable place, appropriate amount and price) 2. Reasons for single purchase of materials:
The following reasons led us to follow up the materials: 1. Supplier's reasons: due to the supplier's reasons, the delivery is not timely, so we have to follow the order: the order exceeds the production capacity and the order exceeds the technical level. Poor process management and insufficient quality management lead to an increase in defective products. Low-paid employees are inefficient and can't finish the work. 2. Enterprise reasons: wrong supplier selection and insufficient investigation of its production capacity and technology. The required quality is not clearly stated. The price is determined reluctantly. Progress control and supervision are weak. The order is too far away. 3、
Communication reason: information exchange is not timely. 3. Document flow of material procurement: 1. Make a purchase order:
When the buyer receives the requisition from the required department, he should make a purchase order and send it to the supplier. Note when making purchase orders: review purchase applications. Familiar with ordering materials, price confirmation and quality standard confirmation. Confirm material requirements, formulate order specifications and issue purchase orders. (Make purchase order p. 26) Name, specification, model, quantity and price of materials to be purchased. Delivery and other requirements are clearly expressed. After the purchase order is verified, it will be sent to the supplier, asking the supplier to sign and return it. 2. Order tracking: Suppliers with long-term cooperation and good reputation may not be tracked. Track processing technology, raw materials, processing, assembly testing, packaging and warehousing. 3. Material inspection: determine the inspection date, notify the inspectors, conduct material inspection and deal with inspection problems. 4. Material warehousing: coordinate delivery, coordinate acceptance, notify delivery, material warehousing, and handle acceptance problems. 4. Methods and strategies of purchasing materials alone: The purpose of reminding is to enable suppliers to deliver purchased materials when necessary, thus reducing the operating costs of enterprises. 1.
Reminder method: (1) Remind in sequence. Follow up the scheduled feeding date according to the order in advance.
(2) Regular follow-up. Arrange the orders that need to be followed up at a fixed time every week, print them into reports and follow them up regularly. Recording the production process is mainly to understand whether the production progress of the enterprise can meet the delivery date of the order and whether the products are produced according to the order. Therefore, the merchandiser should go deep into the production workshop of the enterprise, check the quality and production progress of the products, and handle the problems in time when found. Because the basic requirement of documentary in the production process is to enable enterprises to deliver goods immediately according to the order and the agreed quality. So we must go deep into the production line to check the progress and quality. 1. Follow the basic requirements of the order in the production process: 1. On-time delivery: the production schedule should be consistent with the delivery date of the order, and it cannot be advanced or delayed.
2. Delivery by quality: the products produced meet the quality requirements of the order. 2. Documentary production process: 1. Issue a production notice. After receiving the customer order, the merchandiser should turn it into a production notice. The notice shall specify the name, specification, quantity, packaging requirements and delivery date of the products ordered by the customer. 2. Analyze the production capacity.
After the production notice is issued, the production capacity of the enterprise should be analyzed. Can you deliver the goods on time and with good quality? If not, what measures should be taken? Do you want to outsource? 3. Make a production plan:
The formulation and implementation of production plan is related to the success or failure of production management and delivery. The merchandiser should assist the production management personnel to convert the order into the production notice in time. 4. Tracking production progress (1) Production progress control process: (2)
Production schedule control operation procedures (3) Production schedule control focus: If the actual schedule is different from the planned schedule, find out the reasons. (4)
Tables for tracking production progress: production daily report, production progress difference analysis table, production progress control table, production exception handling table and production line progress tracking table.
5. Delivery delay: If it is caused by the factory, the customer should be informed and the delivery can only be made after obtaining the consent. If you don't agree, first, through negotiation, we can bear part of the cost to ship the goods. Secondly, we have to cancel the order.
6. Let's talk about the change of orders first: customers will change the orders they have placed because of market changes, in terms of quantity (or increase or decrease). It's on the package. (color printing, or white combination). The delivery date has changed. (advance or delay). When I receive a change request from a customer, what should I change first? Can you receive it? If our products are almost produced and finished, it is impossible to change them. If it hasn't been arranged yet, it's not a big problem. If the parts have been arranged, they should be negotiated. For example, if we need to reduce the quantity, we have already purchased the materials according to the original quantity, which is generally not a big problem. But if it is dedicated, the customer has to bear part of the cost. Delivery date: If you want to advance, you should say it according to the actual situation. If the delay time is short, the problem is not big, but if the delay time is long, the storage fee and loss fee will be borne.