According to the business process, foreign trade documentary can be divided into three categories: forward documentary, medium documentary and full documentary. Forward documentary means "following" until the export goods are delivered to the designated export warehouse; Medium-range documentary means "following" until the goods are cleared; The whole process of documentary is to "follow" the goods to the account until the contract is completed. According to the nature of business, documentary can be divided into foreign trade documentary and order documentary (production documentary). Tesley Co., Ltd. is a circulating foreign trade company that exports luggage. In 2007, the company signed 26 contracts, with a total contract value of $2,365,438+600,000. Among them, the export contract of jewelry bag 1 163000 USD, up by 23.8% year-on-year, and the export of cosmetic bag1/29000 USD, up by 26.7% year-on-year. Its export countries are mainly Germany, as well as Spain, the United States, Hong Kong and other places. Its export products are mainly middle and high-grade bags, and its main customers are supermarket buyers. Its export products are mainly divided into: fashion bag, cosmetic bags and some gift bags; According to the material, it is mainly divided into PVC bags, non-woven bags and leather bags.
Second, the importance of documentary in export trade
The survival and development of foreign trade enterprises are based on orders. As the follower of the order, the merchandiser's work spans every link of the whole enterprise operation system and is the top manager of the whole batch of goods. In international trade, once an export contract is signed, it must be delivered in strict accordance with the quality and other terms required by the contract, so as to win customers and occupy a place in foreign markets.
1. is conducive to promoting the orderly management of foreign trade enterprises.
From the perspective of system theory, the division of foreign trade business is not isolated, but a directional dynamic process. In the production documentary, the selection of production enterprises and the procurement of raw materials, technological process and technology, production schedule and quality control, input and output; In commercial documentary, the balance of "ship, cargo, certificate and payment", the operation and monitoring of loading, insurance, inspection, customs declaration and settlement of foreign exchange all involve the hierarchy and organic connection of the system. Foreign trade documentary is an important part of foreign trade enterprises to maintain the integrity of product and service production chain and supply chain, which embodies the will of foreign trade enterprises' management system, promotes the orderly management of foreign trade enterprises, and ensures the effective operation of enterprise management mechanism and risk prevention mechanism.
2. It is conducive to risk control in the process of foreign trade business.
The performance of foreign trade contracts involves two or more countries or regions, involving multiple links; Product quality requirements, technical standards and legal system are complicated; Market fluctuations, market changes and foreign exchange risks often occur. Although formally, the task of foreign trade documentary is to implement the terms of the contract or letter of credit and monitor the whole process of production arrangement, supply organization, quality management, customs declaration and inspection, shipment and settlement of foreign exchange, but in nature, all the tasks of foreign trade documentary are concentrated on one point, that is, to effectively control the actual or potential risks in the business process. Whether it is future documentary, medium-range documentary or whole documentary, improper handling of problems in any link may lead to risks or losses. Documentary can not only passively implement the contract terms, but should face the objective reality, actively, actively and quickly solve possible problems and avoid various risks in the business process.
3. It is beneficial to information exchange and processing.
From the perspective of information theory, foreign trade documentation is a process of making full use of various favorable conditions and information sources, collecting information from production, logistics, customs, commodity inspection, banks and other departments in time, handling and solving various contradictions or unfavorable factors, and making scientific overall arrangements for all business links. That is to say, in the performance of each contract, it is the basic function and task of foreign trade documentary to exchange and process information effectively between things and people.
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Third, foreign trade documentary process analysis
Foreign trade documentary begins with winning orders from foreign customers, that is, commercial documentary. The merchandiser should regularly send the latest luggage catalogue of the enterprise to the corresponding customers. Documentary should properly handle the styles required for customers to submit samples and quotations. Do a good job of follow-up in time. Take the luggage export of Tesley Trading Company as an example, including the following aspects:
1. Sample trial production and order acceptance
Sample trial production generally includes two contents: first, sample trial production is carried out according to the luggage samples or style pictures sent by customers, the former is generally called real sample production, and the latter is called confirmed sample production; Second, the trial production of physical standard samples, also called samples, is carried out according to the modification opinions of customers and the feasibility study of production. When the merchandiser receives the samples of luggage that the customer intends to copy in the factory or the pictures of new luggage that need to be developed, he should first carefully examine the samples or pictures sent by the customer, make an all-round analysis, including the analysis of the required technical conditions and requirements, list the styles, specifications, packaging, required materials, technology and other conditions of the products, and make records. When the factory is notified to make samples, the production quantity of each sample is generally 2-3 more than the quantity required by customers, and 1 ~ 2 samples are reserved, and the merchandiser reserves 1 sample. In the process of sample production, if the customer proposes to make some modifications, the business manager or general manager should immediately determine whether the modifications can be made according to the production situation and technical conditions of the samples. If it is confirmed, they should immediately notify the relevant departments. After the sample is made, the merchandiser needs to check it carefully, mainly to check the made luggage sample with the customer's samples or pictures and color cards to identify whether its appearance and material combination meet the customer's requirements; Identify whether its size, specifications, materials, technology and other quality meet the requirements. After the sample is ready, express the sample according to the customer's address. And write an email to inform the customer that the sample has been sent, and at the same time track the release of large orders.
Receiving an order means signing a contract. After placing an order, according to the quantity of the order, it is necessary to estimate the whole production progress and confirm the styles and samples. Production can only be started after receiving the customer's confirmation. The review of the order is the review of the contract, which mainly includes the source of the order and the style, model, material, quantity, quality, unit price, total price, delivery date, delivery method and payment method of the luggage ordered. After approval, issue a proforma invoice to the customer according to the relevant information of the order and the factory.
2. Tracking of material procurement, inspection and storage.
After receiving the customer's order, the merchandiser can inform the factory to buy luggage materials and accessories, mainly fabrics, zippers and buttons. After the materials arrive at the factory, the merchandiser will notify the quality inspection and personally inspect them. First, review the variety, specifications and quantity of materials. Secondly, the quality inspection of materials. Mainly to check whether the materials meet the requirements of customer orders and whether the colors are accurate. After material inspection, notify the warehouse and the production department to arrange production as soon as possible. When making the production plan, we must clearly and accurately indicate the packaging style, sketch, model, quantity, packaging requirements and delivery date in the customer order. The delivery date of the factory is generally a few days earlier than the actual delivery date, so as to leave a certain delivery room for the factory to prevent accidents in production arrangement or progress, resulting in delivery delay.
3. Production process tracking
Recording the production process is mainly to track the quality of each process of luggage processing, track the production progress and order completion. Therefore, the merchandiser must often go deep into the production workshop to check whether the quality of semi-finished products and finished products are produced according to the requirements of the order, and whether there are any bad phenomena such as disconnection and stagnation in the production process. At the same time, according to the latest production plan, he must check the completion of the order and closely track whether the production schedule can meet the delivery date of the order. If problems are found, deal with them in time, especially if the delivery date of the order cannot be met, immediately negotiate with the production supervisor to ensure timely delivery. In addition, in the production process, the merchandiser should immediately notify the relevant departments in writing if he finds anything wrong or needs to supplement it. The tracking of luggage production process mainly includes luggage material cutting tracking, printing process tracking, sewing process tracking, finishing and packaging tracking.
4. Reminder and review of letters of credit
In import and export trade, companies generally strive to pay by letter of credit. When paying by letter of credit, it is the premise that the buyer opens the letter of credit at the agreed time, otherwise the seller cannot arrange production and organize the supply of goods. Generally, the buyer's letter of credit should reach the seller 15d (sometimes 30d) at the latest before the date of shipment. However, in actual business, when foreign customers encounter market changes or lack of funds, they often delay the opening of the L/C, so the documentary should always check the opening of the L/C and urge customers to open the L/C in time. Upon receipt of the L/C, the documentary should immediately conduct the following review: review the type of L/C, applicant and beneficiary, amount and currency of the L/C, expiration place of the L/C, date of shipment and validity period, contents of the draft, requirements for shipment and partial shipment, and whether the name, quality, specification, quantity, packaging, unit price, amount and insurance of the goods are in conformity with the contract.
5. Shipping tracking and settlement reminder
You should contact the shipping matters three or four days before shipment. First, tell the shipping company the specific delivery time and fax the packing list of export goods. The packing list shall clearly list the product name, specification, quantity, net weight, gross weight, packing size, volume, case number and shipping mark. The accurate calculation of gross weight and net importance is related to the smooth customs declaration and export. Generally speaking, the packing size refers to the size of the outer box of the export, and the accuracy of the size involves the calculation of the volume of the whole batch of goods. Most shipping marks of export goods are provided by customers, including front shipping marks and side shipping marks. The marks on the package must conform to the order. One day before delivery, the merchandiser must go to the finished product warehouse to count the quantity to prevent more, less or missing. In addition, check whether the internal and external packaging is packed according to the packing list requirements. To track whether the container truck arrives at the factory on the delivery day, it is best to get the contact number of the container driver and call the factory directly to inform when to load the goods. After the goods are loaded, the merchandiser should prepare various documents timely and correctly according to the contents of the letter of credit, contract and other documents, and submit them to the bank for settlement within the effective time stipulated in the letter of credit. There are many export documents, and the most important thing in reminding is to remind the bill of lading. When the goods are shipped for export, the freight forwarding company should be urged to issue the bill of lading. The approved bill of lading can only be used as the customer's receipt certificate. After receiving the correct bill of lading, it should be sent to the bank for examination and mailed together with other documents.
Fourth, the problems that should be paid attention to in the process of documentary production.
1. Communicate in time during documentary production.
Communication, whether for follow-up or dealing with people, is an extremely important means. The communication here is all the details before confirming the order. The details should be divided into two parts. One is the business personnel, that is, the details that the business personnel can confirm according to their understanding of the products and the documentary. The second is the customer, that is, the details that need customer confirmation. Grasping these two aspects is also an important factor to reflect the documentary ability of business personnel. In the process of order follow-up, business personnel need to develop the habit of immediate feedback and communication. Report the problems and production progress encountered in the production process to their immediate superiors or customers in time to let them know what they are doing. The information sent by customers can get your feedback in time, so that customers can rest assured.
2. You should keep your promise to customers.
Trustworthiness is the foundation of enterprise development, and it is also the way to deal with people. In addition to the business personnel must keep their promises, but also let the company's top leaders keep their promises. In order to keep the promise, the best way is to make fewer promises, and before making a promise to the customer, confirm whether a condition that meets the promise is feasible. Once you make a promise, you must do it. If you can't do it, you should sincerely apologize to your customers, and don't shirk and pass the buck. And try to make up for it. When there are uncertain factors, first ask the immediate superior for advice, and then confirm with the customer to ensure the realization of each promise. And communicate the reason of the result with the superior. Understand the order production progress, and track the order product quality regularly.
3. Be polite to factories and workers.
Factories are the direct production places of products, and workers are the direct producers of products. Good relations with factories and workers play a decisive role in the production of the whole batch of goods. In the usual communication, we must pay attention to the words and tone and treat each other with courtesy. Report to the person in charge of the factory in time if you encounter any problems. The person in charge will communicate with the workers. If the factory doesn't cooperate with the unsolvable goods, we can report to the superior. Never confront each other.
4. Business etiquette that should be paid attention to at work
Respect customers in communication and follow-up. Provide the best service to customers from every tiny detail, and reduce the transaction risk between the company and customers. Maintain the company image in the process of communicating with every customer. Focus the feedback from customers on the marketing department as a reference for the company's future planning. This will bring overall benefits to the company and be more conducive to the development of customers. In the process of goods follow-up, merchandisers are all working outside, so we must maintain the company image, be polite to workers and pay attention to harmony. Meticulous at work, make clear the work of the day when you go to work every day, think about today's work before you leave work, and ensure that the most important and stressful work is completed. Every customer inquiry received by the company is the result of a lot of advertising investment, and it is a waste of the company's resources not to follow up the customers seriously.
Verb (abbreviation of verb) abstract
In international trade, once an export contract is signed, it must be delivered in strict accordance with the quality and other terms required by the contract, so as to win customers and occupy a place in foreign markets. The important task of supervising the quality of goods lies in documentary. The merchandiser is the most direct manager of the whole batch of goods, and it is necessary to track the whole process of the whole batch of goods from customer ordering, material procurement, production tracking, shipment arrangement and foreign exchange collection to ensure the quality and delivery date of the goods. During this period, it is necessary to communicate with customers and factories so that the production of orders can be carried out in a planned and step-by-step manner. In small enterprises, merchandisers have several roles, such as logistics personnel, production planners, material controllers and possibly buyers. It can be said that in a factory, relatively speaking, almost all the work except the merchandiser is executive, and the work dedicated to the merchandiser is planned and managed.