What does the import-export dossier set include?

What the import-export dossier includes is always a matter of concern for businesses operating in the field of import-export. To avoid errors during the customs clearance process, we need to clearly understand the necessary documents in the customs dossier.

I. What does the export dossier set include?

A full set of export documents includes documents such as: customs declaration, invoice, export license, specialized inspection certificate, supporting documents, trust contract.

1. Customs declaration

When carrying out export procedures, it is necessary to register a customs declaration. Business representatives using paper customs declarations need to submit 2 originals according to form HQ/2015/NK issued with Circular 39/2018/TT-BTC.

2. Commercial invoice

In case your business is the buyer and needs to pay the seller, it must prepare a copy of the commercial invoice or document of equivalent value. If the shipment is intended for processing for a foreign company or the buyer does not need to pay the seller, a commercial invoice is not required.

3. Export license

For export licenses, it will be divided into two cases: one-time export and multiple export. In both of these cases, you only need to submit 1 original when exporting for the first time.

4. Specialized inspection certificate

Enterprises need to submit 01 original copy of the specialized inspection certificate to determine whether the item has been inspected or is exempt from inspection. In case the specialized inspection certificate is still valid and used many times, the company will only submit it once to the Customs Branch where the first export procedure is carried out. If specialized laws require submitting photocopies or there are no specific regulations, businesses are allowed to submit photocopies.

5. Proof of documents

The company needs to submit documents proving that its shipment is allowed to export goods according to the provisions of law on investment: 01 original copy when completing export procedures for the first time.

6. Entrustment contract

For cases of entrusted export of goods that require an export license, specialized inspection certificate or documents proving that the company is eligible to export goods according to the provisions of law, the recipient To entrust the use of a license or confirmation document from the entruster, a copy must be submitted.

II. What does the import dossier set include?

In addition to the same documents as the export dossier set: customs declaration, commercial invoice, import license, specialized inspection certificate, proof documents, trust contract, the import dossier set Passport also requires other documents as follows:

1. Bill of lading or other transport document

Enterprises need to submit a bill of lading or other equivalent transport documents. In case the goods are transported by sea, air, rail or multimodal, 01 copy must be submitted.

2. Documents of origin of goods

Imported goods require documents certifying the origin of goods according to regulations of the Ministry of Finance on determining the origin of imported goods.

3. Sales contracts for special subjects

For contracts to sell goods to schools, research institutes or contracts to provide services with specialized equipment and tools for teaching, research, and scientific experiments, tax rates will apply. 5% according to the provisions of the Value Added Tax Law.

III. How to store and manage import and export records

Every business has different storage methods. But thanks to the development of information technology, businesses can store on software to help reduce paperwork and prevent risks related to data loss. Below, 1C Vietnam will suggest the necessary features to choose document management software suitable for storing and managing import-export records.

• Managing documents, records, and documents: Businesses need to choose software capable of managing and storing all types of documents and documents.
• Full-text search: with a large volume of archived documents, businesses need to choose software with comprehensive search features, helping to look up information quickly and accurately. Businesses can easily look up information with just a number or keyword.
• Absolute decentralization and security: software needs to be decentralized in detail to departments, only authorized departments can access import and export information to ensure information and data security.

1C:Document Management is an automation solution for digitizing electronic documents and managing work. The solution is developed based on an advanced technology platform to provide support in information storage. Structured and unstructured focus, helping individuals and organizations handle remote work anytime, anywhere on mobile devices via the Internet.

We hope that 1C Vietnam's sharing will help businesses gain experience in preparing a full set of import-export documents. In addition, if your business is looking for software that meets the above requirements, please contact 1C Vietnam for advice on 1C:Document Management document management software.