Slide 1 : 1 Bowman Business Services
International Trade, Consultation, Training, Content Publishing Basic International Documentation
By Ray Bowman
Common International Document Data Fields : Common International Document Data Fields Shipper
Consignee
Net Weight
Gross Weight
Cube
Cubic Meter
Harmonized Code (HTS)
Country of Origin
Carrier
Notify Party
Incoterm
Currency
Forwarding agent
Quantity(QTY) 2
Common International Document Data Fields : Common International Document Data Fields Unit Price
Port of Embarkation
Purchase Order Number
Dimensions
Initial Carriage (Mode)
Port of Discharge
Place of Receipt
Marks and Numbers 3
Minimum Required Documents for Export aka Commercial Set : Minimum Required Documents for Export aka Commercial Set 4 Bill of Lading
Commercial Invoice
Packing List
Other Important Documents : Other Important Documents 5 Insurance Certificate
Certificate of Origin
Wood Packaging Cert
Other Important Documents : Other Important Documents 6 Inspection
Certificate
Export License
NAFTA Certificate
Other Important Documents : Other Important Documents 7 Entry Declaration (3461)
Entry Summary
Certificate of Free Sale
Other Important Documents : Other Important Documents 8 Health Certificate
Letter of Credit
Draft
Other Important Documents : Other Important Documents 9 Request for Quote
Proforma Invoice
Purchase order
Order of Documents : Order of Documents Request for Quote
Quote
Pro Forma
Purchase Order
Commercial Invoice
Packing List
Other Required Documents
Bill of Lading
Entry Documents
Delivery Order 10
Tips for Organizing your Trade Documents : Tips for Organizing your Trade Documents All documents must agree with the terms of the proforma invoice and/or purchase order.
All transactional documents should be filed together in order to show the flow of the entire transaction.
Use technology when ever possible to generate and check the accuracy of your documents.
Develop a numbering system for all quotes and reference them on all related documents and paperwork. 11
Resources for Documentation : Resources for Documentation US Department of Commerce Help Line: 1-800-usatrade
UN Documentation Tool Kit:
http://unece.unog.ch/etrade/fill_doc_tk.aspx
UNZ&Co: http://unzco.com
Shipping Solutions: http://www.shipsolutions.com/
SAP Global Trade Management: www.sap.com
BNA Export Document Library:
http://www.bna.com/products/corplaw/exgw.htm
Exporters Encyclopedia:
http://www.loc.gov/rr/business/duns/duns1.html#db1c 12