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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