Inbound Logistics_10 Tips_Creating Accurate Docs

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                                                                                                                         THE MAGAZINE FOR DEMAND-DRIVEN LOGISTICS


                                              by Deborah Catalano Ruriani

Generating Accurate Global Documentation

    nternational documents are key com-           you submit that information with your                EDI or XML. This delivery method
   ponents of a flawless inbound supply           customs entry.                                       allows supply chain partners to inte-
    chain. Improper documentation can                                                                  grate your documentation data with

stop import shipments dead in their                    Provide correct information. Get                their systems, eliminating manual data
tracks and you may not even know they                  comfortable with global trade ter-              entry errors and delays.
are stuck.                                             minology and provide the correct

                                                  information including harmonized tar-                    Confirm document receipt. Once

   Know what documents each coun-                 iff numbers, export commodity control                   you’ve created and communicated
   try requires. Provide suppliers with           numbers, country of origin, Incoterms,                  your documents, confirm their
   a document guide based on each                 and units of measure. Supplying your                 receipt so you can correct a missing
shipment’s destination. Many order                customs broker with correct data                     document situation before an actual
management systems allow suppliers                increases the likelihood of an accurate              shipment is delayed.
to interface with their orders and print          customs declaration.

documents generated by your system.                                                                        Audit your documents. Implement a

Leaving document preparation to your                  Localize your documents. Creating                     program for routinely editing your
service providers increases costs and                 documents in the importing coun-                      customs brokers’ entries. Make sure
results in shipment delays.                           try’s language significantly helps               brokers are complying with your policies
                                                  customs brokers and local customs                    and accurately using your documents

    Develop documents for each supply             authorities review and accept your doc-              and their content. You can also mea-
    chain. Even though the documents              umentation. In addition to language                  sure cycle time to ensure brokers are
    you require may be the same for each          translation, localization includes the use           processing your documents quickly and
of your supply chains – orders, returns,          of local currency and units of measure.              efficiently.
raw materials, and capital equipment,             Localizing your documents also helps

for example – the source of the data and          avoid transaction or currency errors.                       Become an Automated
the systems that create those documents                                                                       Commercial Environment (ACE)

may be different. Create a system to ver-             Train your team to generate accu-                       portal account. This enables you
ify accuracy.                                         rate documents. A document is                    to run your own reports and verify classi-
                                                      only accurate and complete if it is              fication, valuation, country of origin, and

     Know your government agencies.               generated correctly. This includes under-            manufacturer’s identification number.
     Some imports are subject to specific         standing each element of the document,               An ACE account also provides access to
    government agency requirements. In            including the legal basis for its inclusion          your customs compliance measurement
most countries, each agency establishes           in the document.                                     results and exam rates.                  n
its own import regulations. In almost

every case, customs will not release your             Use electronic communication.
shipment until you fulfill all govern-                Communicate your documents elec-
ment agency requirements. Make sure                   tronically over the Internet using

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