First, customer inquiry: Generally, there will be related orders before the customer places an order.
Ask the sales department and make some details.
I see.
2. Quotation: The business department responds to customers' inquiries in time, and determines the product name, model, manufacturer, quantity, delivery date, payment method, packaging specifications, cabinet type, etc. , performance.
The invoice sends a formal quotation to the customer.
3. Receiving orders: After negotiation, we receive the formal orders from customers.
Order.
4. Place a production order: after receiving the customer's order confirmation, place an order with the factory and arrange the production plan.
Business approval: after receiving the order, the business department must first make a business approval form. Fill in the items in the "Export Contract Audit Form" truthfully, and list all kinds of estimated expenses as far as possible. The contract approval shall be accompanied by the fax of the customer's order and the purchase contract with the factory. The audit form must be signed by the salesman, audited by the department manager and approved by the management before it can be implemented. If the amount is large, or there are terms such as advance payment and commission, it must be approved by the general manager of the company. After the contract is approved, the sales order is made and handed over to the department merchandiser for follow-up.
6. Issuing production notice: after the delivery date is determined, the business department can issue production notice to inform the factory to produce on time if the following conditions are met:
A, if it is a customer paying by letter of credit, it is generally confirmed to receive the letter of credit one month before the delivery date. After receiving the letter of credit, the salesman and the voucher clerk should review the letter of credit separately to check whether there are any mistakes, whether the delivery date can be guaranteed and other possible problems. If there is any problem, the customer should be asked to change the letter of credit immediately.
If it is a wire transfer payment, make sure that the deposit has arrived.
C. If it is a lending customer or receives foreign exchange through bank D/A, it needs the manager's confirmation.
Seven. Check:
One week before the delivery date, inform the company inspector to inspect the goods.
B. If the guest wants to inspect the goods by himself or entrust a designated inspector, he should ask the customer to inspect the goods one week before the delivery date and inform the planning department of the inspection date.
C. If the guest designates a third-party inspection company or notary office to inspect the goods, he should contact the inspection company two weeks before the delivery date to make an appointment for the inspection time, so as to ensure that the time is arranged before the delivery date. Notify the factory of the inspection time after confirmation.
Prepare basic documents: packaging materials provided by the factory, make export contracts, export commercial invoices, packaging and other documents (which should be made by the business merchandiser and handed over to the voucher clerk).
Commodity inspection: If it is a product legally inspected by the state, it is necessary to explain the requirements of commodity inspection and provide export contracts, invoices and other materials needed for commodity inspection before placing an order with the factory. But also tell the factory the export port of future products so that the factory can handle commodity inspection. You should get the inspection certificate/bill one week before delivery.
(The following is the delivery process)
Ten, chartering and booking:
A. If the contract signed with the customer is FOB
China terms, usually guests will designate a transportation agency or shipping company. Contact the freight forwarder as soon as possible to inform the delivery intention, and understand the export port and shipping schedule to be arranged. And confirm that the delivery of the factory can be at least one week before the sailing date, and whether the shipping schedule can meet the delivery date required by the guests. A written booking notice should be sent to the freight company two weeks before the delivery date. (ing
Order), you can usually get the booking paper one week before sailing.
B. If the seller pays the freight, he should consult the freight company or shipping company as soon as possible about the shipping schedule, freight rate, port of departure, etc. After comparison, we choose a shipping company with favorable price, good reputation and suitable shipping schedule, and tell the salesman to inform the customer. If the customer disagrees, choose another shipping company recognized by the customer. Book the warehouse in writing two weeks before sailing, and the procedure is the same as above.
C. If the customer doesn't have a small cabinet, when he wants to take bulk cargo, he should book the bulk cargo space with the freight forwarding company. When he gets the warehouse receipt, he also needs to know the customs clearance time, warehousing declaration requirements and contents.
D. When booking a warehouse with a transportation company, you must fax a written warehouse receipt, indicating the scheduled date of shipment, the type and quantity of containers, the port of destination, etc. In order to avoid mistakes.
XI。 Organize cabinets:
A after the goods are ready and qualified, entrust the trailer company to hoist the cabinet. Trailer companies should choose safe and reliable companies with reasonable prices to sign long-term cooperation agreements to ensure safety and punctuality. Fax the following information to the trailer company: booking confirmation/release form, shipping company, booking number, consignment power of attorney, indicating container loading time, container type and quantity, container loading address, customs broker and loading port. If the inspection company looks at the container, it should specifically state that it cannot be late. It is also required to send back a copy of the cabinet information, listing the cabinet number, license plate number, driver and contact number.
B fax a copy of the loading information to the factory, listing the loading time, cabinet type, warehouse number, order number, license plate number and driver's contact number.
C. The factory is required to fax a shipping notice to the business department as soon as possible after the container leaves the factory, indicating the departure time of the container and the actual shipment quantity. And record the package number and seal number as the information of the bill of lading. The factory is required to remember to put a seal on the cabinet after loading it.
12. Entrusted customs declaration: at the same time, the documents required for customs declaration are handed over to the cooperative customs broker, and the export customs declaration and commodity inspection are entrusted for customs clearance. Usually, it takes two days to clear the customs (before intercepting the ship). When consigning for customs declaration, a container loading information should be provided, including the loaded goods and quantity, port, shipping company, booking number, container number, sailing and intercepting time, towing company, container type and quantity, contact person and telephone number of our company, etc.
Thirteen. Obtain transport documents:
Fax the contents of the bill of lading to the shipping company or freight forwarder within two days after sailing at the latest. Supplementary information should be made according to the letter of credit or customer's requirements, and the correct quantity of goods and some special requirements should be given, including the shipping certificate issued by the shipping company attached to the bill of lading.
B, 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 contents of the bill of lading to the shipping company in writing. If the bill of lading needs to be confirmed by the customer, it is necessary to fax the sample of the bill of lading to the customer first, and then ask the shipping company to issue the original after confirmation.
C. Pay the freight and miscellaneous fees in time, and notify the shipping company to obtain the transportation documents such as bill of lading in time after payment. Payment of freight should be registered.
Fourteen Prepare other documents:
A commercial invoice: among the documents required by the letter of credit, the commercial invoice is the most stringent. The invoice date should be determined after the opening date and before the delivery date. The description of the goods on the invoice should be exactly the same as that on the letter of credit, and the figures and amounts on the text should be correct. The invoice terms in the letter of credit should be displayed, and the shipping mark should also be displayed. If the invoice needs to be certified by the other embassy, it usually needs to be processed 20 days in advance.
Format Certificate of Origin: Apply to the Inspection and Quarantine Bureau for format certificate of origin before delivery. It should be noted that the date of shipment should be by letter of credit.
Before delivery date and sailing date, after invoice date. If it fails to be handled before delivery, it is necessary to provide customs declaration, bill of lading and other documents for certification. Goods transshipped through Hong Kong, form
The certificate is usually countersigned by China Commodity Inspection Company in Hong Kong, which proves that the goods have not been reprocessed in Hong Kong.
C. General certificate of origin: General certificate of origin can be handled at the China Council for the Promotion of International Trade, with lower requirements. It can be reissued not too long after delivery. If the certificate of origin needs the signature of the embassy, it must be processed 20 days in advance, just like an invoice.
D. Shipment notice: Generally speaking, it is required to inform the guests of the details of the shipment within a few days after sailing, including the name of the ship, flight number, sailing date, expected arrival date, goods and quantity, amount, number of packages, shipping marks, port of destination agent, etc. Sometimes letters of credit require proof of delivery, such as fax report, letter delivery form, etc. , and pay attention to the processing within the time required by the guests.
Packing list: The packing list should clearly indicate the packing condition of the goods. It should show the quantity, gross weight, net weight and outer box size of each box. The total volume calculated according to the size of the outer box should be consistent with the indicated total volume. For the convenience of guests, the shipping mark and container number should be displayed. The weight and volume of the packing list should be consistent with the bill of lading.
Fifteen. Submission of documents:
A, if the letter of credit is used to receive foreign exchange, all documents should be prepared within the specified prompt time, and the documents should be strictly reviewed to ensure that they are correct before being submitted to the bank for negotiation.
B. If the remittance is received by telegraphic transfer, the payment shall be faxed to the guest immediately after obtaining the bill of lading, and the original bill of lading and other documents shall be sent to the guest after confirming the receipt of the balance.
C. If T/T collects foreign exchange, it is required to collect the full amount as a counter, and then arrange to haul the counter after collection. You can send the original to the guests as soon as you get the bill of lading.
Enterprise registration: after each export business is completed, it should be registered in time, including computer registration and written registration, so as to facilitate future inquiry and statistics.
17. Document archiving: All documents, letters of credit and negotiation documents must be kept in one set for future reference.
18. Vouchers usually collect information such as freight rate changes, shipping dates and routes to help salesmen make quotations.