1. Commercial Invoice: Description: A comprehensive billing document provided by the seller to the buyer, detailing the transaction’s terms, quantity, description, and cost of goods sold. It serves as a basis for payment and customs declaration.
2. Packing List: Description: An itemized record accompanying shipments, specifying the contents, quantities, and packaging details of the goods. The packing list assists customs officials, transport handlers, and recipients in verifying the shipment’s contents.
3. EDN (Export Declaration Number): An identification number assigned to export transactions by customs authorities, serving as a reference for monitoring and controlling the movement of goods across international borders. The EDN is a key element in trade compliance and reporting.
4. Certificate of Origin: A formal document that provides evidence of the country where goods were produced, manufactured, or processed. It is essential for determining tariff rates, import restrictions, and trade preferences under various trade agreements.
5. Request for Permit (RFP): Description: A formal submission made to government authorities, such as the Department of Agriculture, to obtain the necessary permit for the export of goods. This process involves providing detailed information about the nature of the goods and their intended destination. The issuance of the permit may result in the issuance of either a Health Certificate or a Phytosanitary Certificate, indicating that the traded goods meet the required health and safety standards for international trade, particularly in relation to agricultural and plant-based products. The RFP plays a vital role in ensuring compliance with regulatory requirements and facilitating the legitimate movement of goods across borders.
6. Air Waybill Air freight shipments will require airway bills.  An air waybill is sent with goods shipped by an international air carrier. Air Waybill document provides detailed information about the shipment and allows it to be tracked.  Air waybills are exporter/shipper-specific documents and are not negotiable documents (as opposed to “order” bills of lading used for vessel shipments).
7. Bill of Lading:  A bill of lading is a contract between the owner of the goods and the carrier (as with domestic shipments). For ocean shipments, there are two common types: a straight bill of lading, which is non-negotiable, and a negotiable, or shipper’s order bill of lading. The latter can be used to buy, sell or trade the goods while in transit. The customer/buyer usually needs an original bill of lading as proof of ownership to take possession of the goods from the ocean carrier.
8. Health Certificate: An official statement issued by competent authorities confirming that goods, often perishable or consumable items, meet the required health and safety standards for international trade. It ensures that the traded products pose no health risks to consumers.
9. Phytosanitary Certificate: A regulatory document issued by plant protection agency to certify that plant-based products, including agricultural and horticultural items, have been inspected and found free from regulated pests, diseases, and other harmful organisms. This certificate is crucial to prevent the spread of pests across borders.
10. Load Out Instructions: Comprehensive guidelines provided by the Shipper/Exporter to the packer/supplier outlining the proper procedures for loading and securing cargo onto transportation vessels, ensuring safe handling and optimal use of space during shipment.
11. PRA (Pre-Receival Advice): PRA is a two-way communication between exporters and stevedores at ports in which the former provides details about the containers to be shipped and the latter responds with cargo acceptance.
12. Forwarding Instruction: Description: Detailed directives provided by the shipper to freight forwarders, carriers, and other logistics partners, specifying how goods should be transported and handled during the export process.
13. E-forwarding Instruction: Similar to forwarding instructions, E-forwarding Instructions are submitted electronically, providing detailed directives by the shipper to freight forwarders, carriers, and other logistics partners, specifying how goods should be transported and handled during the export process.
14. Beneficiary Certificate: Beneficiary Certificate is a document issued by Shipper/Exporter based on the Buyer or Importer’s request, specifying certain details or information, related to the trade or traded goods.
15. Insurance Certificate: Description: A document issued by an insurance provider, confirming coverage for goods during transit. It safeguards against potential risks, loss, or damage, offering financial protection to parties involved in the trade.
16. Bank Lodgement: Description: The act of lodging Export or Trade Documents at the Shipper/exporters or beneficiary’s bank, as part of trade-related financial transactions or compliance requirements.
17. Proforma Invoice: Description: A preliminary invoice provided by the seller to the buyer before the completion of a trade transaction. It outlines the terms, estimated costs, and specifications of the goods to be supplied.
18. Shipment Advice: Description: A communication sent by the seller or shipper to the buyer, in the form of an e-mail or a fax message, notifying them that the goods have been dispatched for shipment. It provides details about the shipments departure and expected arrival.
19. Non-wood Packaging Declaration: Description: An official declaration stating that the trade items do not contain wood or wood-based materials, ensuring compliance with import regulations and environmental standards.
20. Tax Invoice: Description: An invoice that includes the value of goods or services along with applicable taxes, providing a comprehensive breakdown of costs for tax reporting and accounting purposes.
21. Cover Letter: Description: A formal letter accompanying trade documents, providing context, explanations, and additional information to recipients or regulatory authorities.
22. EX188 – Condition as to Certificate: It is the Declaration and Certificate as to Condition issued for the certification of non-prescribed goods being exported from Australia to satisfy the following conditions: (The importing country requirements for the goods) (Any matters to be specified on the certificate concerning goods of that kind that are to be exported.)
23. ISF (Importer Security Filing): A filing submitted by the importer or their agent to provide advance security information about imported goods to customs authorities, enhancing supply chain security and risk management. the ISF is a U.S. Customs and Border Protection (CBP) regulation that affects ocean shipments entering the United States.
24. Lodgement PDF: A digital submission of important trade documents to official channels, serving as an official record of trade activities and compliance.
25. Exporter’s Statement Letter: A formal written affirmation issued by the exporter, asserting the accuracy or compliance of specific information related to the trade transaction.
26. Certificate of Quality: An official document verifying the quality and specifications of traded goods, often detailing factors such as standards, testing results, and compliance with industry regulations.
27. MO14 Dangerous Goods: A regulatory document addressing the proper handling, labelling, and documentation of hazardous or dangerous goods during transportation, ensuring safety and compliance with international regulations.
28. Packing Declaration: An official statement provided by the exporter or shipper confirming that the goods have been appropriately packed, labelled, and secured for safe transportation.
29. Quarantine Declaration: A declaration issued to comply within a country’s quarantine regulations, confirming that imported goods meet the country’s biosecurity and environmental requirements.
30. Non-radioactive Certificate: A certification confirming that traded items are free from or have not been exposed to radioactive materials, ensuring compliance with safety and environmental regulations.
31. Debit Note: A formal notice issued by a seller to indicate a debt owed by the buyer, often arising from discrepancies or adjustments in trade transactions.
32. Bank Draft: A negotiable instrument used for transferring funds between banks, often utilized in trade finance and cross-border payment settlements.
33. Packing Instructions: Comprehensive instructions provided by the shipper to ensure proper and secure packaging of goods for transportation, minimizing risks of damage or loss.
34. Certificate of Weight: An official certificate issued to confirm the accurate weight of traded goods, essential for shipping calculations, customs assessment, and cargo handling.
35. Certificate of Quantity and Quality: An official certification attesting to both the quantity and quality standards met by the traded goods, often used to assure buyers and regulatory authorities of the product’s specifications.
36. Credit Note: A formal document indicating a credit amount owed to a party, typically issued in response to an overpayment or adjustment in trade transactions.
37. Certificate of Free Sale: An official document confirming that traded goods are legally available for sale in a particular jurisdiction, often required for products subject to regulatory approval or consumer safety standards.
38. Halal Certificate: A Halal Certificate is an official document that confirms a product, service, or facility adheres to Islamic dietary laws. It’s issued by recognized bodies and assures compliance with specific guidelines for ingredients, preparation, and ethics. This certification is essential for global trade, especially in markets with significant Islamic populations, as it demonstrates alignment with Islamic dietary and ethical preferences, enabling better market access and consumer trust.

This is just a glimpse into the intricate tapestry of global trade documentation to provide as reference tool for global trade management. For global trade practitioners who navigate the complex terrain of international commerce, mastering these nuances is essential. Yet, even the most adept global trade and export management professionals understand the value of innovative solutions that can further streamline their export operations. Discover how ImpexDocs redefines the landscape of trade documentation, logistics and compliance. Book a demonstration today and experience firsthand how ImpexDocs platform can elevate your global trade processes, enhance operational efficiency, and empower your team to better manage the challenges of modern global trade with confidence.

Contact us now to schedule your exclusive ImpexDocs demonstration.

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You might not be aware, but this is one common situation most exporters experience once or many times. It should be noted that there are some very insignificant reasons and easily avoidable mistakes leading to these incidents. So, here is a useful guide to take care of things while preparing a PRA.

Double Check the Container Number

The container you are ready to deliver will have a unique container number in a standard format. While preparing a PRA, you must ensure that the number is precisely copied and there are no errors. For example, there are chances that you might read an ‘O’ as a ‘0’ or vice-versa. Besides, you may enter a lesser or higher number of digits than the prescribed standard. Such mistakes not only enhance the chances of rejection but can also lead to the rejection of PRA even after PRA gets approved.

Refer to the Correct Commodity Codes

The export container may contain commodities of different types and those belonging to different categories. Needless to say, each type of commodity has its own unique code which you must carefully enter in the PRA. For instance, meat and fish are two different commodities with their individual codes. Going further, the meat of sheep may have a different code than that of goat meat.

Pay Attention to Special Goods

The consignment you are ready to export may contain hazardous goods for which you must provide additional details. Likewise, the goods of perishable nature, like fruits, may require Reefer storage on the cargo ship. For such goods, you must mention details like the required Reefer temperature in the PRA. The failure in providing these details may result in immediate PRA rejection.

Calculate the Verified Gross Weight Carefully

As the International Maritime Organization (IMO) prescribed in 2016, every container must carry Verified Gross Weight (VGM) as an important entity to get approval for loading. You must follow the right weight calculation method to enter accurate details in the PRA. It is worth mentioning that VGM constitutes the weight of the goods as well as the container’s tare weight.

Other Possibilities

Apart from those mentioned above, some other common mistakes that you can easily avoid are as follows:

• When shipping multiple containers, you accidentally assign two different containers to the same container number.
• The Reefer temperature you mention in the PRA doesn’t match that mentioned in the details that your shipping company submits.
• You book full cargo containers, but pre-advise empty containers in the PRA. The vice-versa is also possible.
• You mention the cargo arrival mode as rail, though the booking mentions it as road.

Clearly, most of these mistakes and many others result due to human negligence or manual PRA preparations. To avoid it, it is better you learn how to get a PRA electronically using the right kind of software. There are many advantages to doing it. First, you save a lot of time. Second, it automates the process, leaving small scope for mistakes. Third, you can use the previously submitted PRAs to make new PRA preparation efficiently.

Moreover, you can take advantage of real-time status tracking and respond quickly to any queries from the stevedores. Once you attain perfection in this, you would have fewer chances of rejected PRAs in the future.

The post How to Prevent a Pre-receival Advice from Getting Rejected? appeared first on ImpexDocs.

Slow Processing

While submitting a PRA, you must communicate a lot of information to the terminal operators. It includes container details as well as product details and much more. In case you prepare a PRA manually, you may be consuming a lot of time unnecessarily. Unfortunately, it may lead to a huge holdup that can be annoying for you as well as the stevedore. On the contrary, doing it with a software can serve two purposes:

• Fast and automated information filling
• Real-time status tracking through instant exchange of messages

So, you can easily enjoy dramatically reduced wait time which can increase the overall efficiency of your export business.

Human Errors

Needless to say, it is one common issue most exporters face while preparing export documents. Though it can be a serious issue at any stage in time, errors in submitting correct information via a PRA can be taxing. Consider that you are exporting fruits that need to be stored at a particular temperature during shipment. If you fail to communicate the desired temperature range to the terminal operator, you can imagine the losses if your consignment is not stored appropriately.

With the help of software, you can be certain about the accuracy of the information being submitted. This can help you save penalties as well as your business’s reputation and also allow you to stay complied with the set regulations.

Costs

The use of export software can help you save costs dramatically. Apart from sending multiple messages at a time, you can enjoy flexible prices if you choose the software wisely. For example, you can choose the one that allows you to choose between pay as per your needs or annual pricing plans.

So, the next time you submit a PRA, do it electronically to get in return the desired benefits of time-saving, cost-saving, and improved efficiency.

The post How to Address Issues You Currently Face with PRA Submission? appeared first on ImpexDocs.

Communication Channel
Gone are the days when manual submission of PRA was the only option available. It can be established using telephones and fax, though these too are the updated options in the modern digital space. One good communication channel is SMS while the even more effective one is email. These channels are fast and preferred by the terminal operators these days.

Another good idea is to use an export documentation tool which allows easy PRA communication in some easy steps. One great advantage of these tools is that you can maintain records of PRAs and use them every time you wish to start a new communication with the same terminal operator.

Choose Cloud
Sending PRA using a cloud-based solution is one of the most effective ways to achieve success. For this, you don’t need to install any specific software in your office computers. All you need to do is subscribe to a cloud export documentation software that can be accessed using all popular browsers and various devices.

The main advantage of using these solutions is that all types of export activities surpass the time and location constraints. You can send PRA even while sitting at home or while travelling and during any hour of the day.

Contact Details
As an exporter, it is expected from you to fill in the PRA details, including your contact information, correctly. It includes the name of the person authorized to manage the export activities in your company as well as the email address from where the communication would take place. Providing wrong information may not only lead to PRA rejection but can also result in penalties.

Correct Container Information
You would need to fill in a lot of details about the container, including container number, container type, gross weight and so on. Make sure that each of these pieces of information is filled correctly and cross-checked for any error before PRA submission. For example, spaces and dashes might not be permitted while indicating container number. Any inconsistency in this information can lead to PRA rejection.

Special Information
In case you are exporting delicate goods like fruits, it is important to provide information about the temperature that must be maintained throughout the shipment. Missing on these details may lead to damage to the goods on the way.

If your first Pre-Receival Advice gets rejected, you would need to resubmit it. Be sure to correct the errors in the second attempt. Remember that effective organization of information and correct communication channel are important for PRA clearance.

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