Reminders on order documents

Posted: April 07, 2016

=20

By Li Zhang

3D"Order

Order=20 documents are an often overlooked but very important aspect of your = China=20 sourcing project. When it comes to working with Chinese vendors and = being=20 proactive on your order documents, here=E2=80=99s some order = reminders.

Alert=20 the supplier on the required order documents

Once=20 your order opens, make it clear what order documents are required. Every = order=20 should receive the following:

=E2=80=A2=20 Commercial Invoice

=E2=80=A2=20 Packing List

=E2=80=A2=20 On-Board Bill of Lading

But=20 if you require something that the supplier may not be accustomed to = providing,=20 you need to let them know.

Most=20 likely, you=E2=80=99ll have to remind the supplier midway and towards = the end of the=20 order.

What=20 types of documents could these be that may be required not=20 mainstream?

=E2=80=A2=20 Certificate of origin / Form A: these seem to be widely required from = Europe=20 and parts of South America. For other countries, I don=E2=80=99t know = off the top of my=20 head and would check with the client. But many suppliers will not = remember to=20 check.

=E2=80=A2=20 Fumigation certificates: If there is wooden packaging or wooden parts = and your=20 home country requires fumigation.

=E2=80=A2=20 Safety or inspection certificates: This is most definitely an example = of a=20 document you should detail the supplier about in the beginning. This is = more=20 than they applying for a document but is something that will require = testing=20 and a more in-depth process. A perfect world, the supplier will check with you, = but in=20 order to avoid delays on the backend, let the supplier know from the=20 beginning.

Provide=20 the supplier with all details in a clear, laid-out = fashion

Give=20 the supplier the exact information of who the importer is on record. = This will=20 allow the supplier to properly fill out the booking form for the=20 shipment.

Plainly=20 tell the supplier; =E2=80=9Cthe consignee (importer) should be detailed = just like the=20 following=E2=80=A6=E2=80=9D

It=E2=80=99s = good practice to=20 ask the supplier to show you document drafts before they send in the = official=20 document.

Too=20 often, importers fail to give clear detail and the supplier is remiss in = asking.=20 The supplier fills out the booking form and just gets client contact = detail from=20 the client=E2=80=99s email signature=E2=80=A6for = example=E2=80=A6

But=20 the actual client may not even be the importer on record.

Very=20 carefully, check all details on your order documents

Suppliers=20 make clerical errors. Left to their own control, suppliers will make = many=20 clerical errors. It=E2=80=99s the nature of the China sourcing = beast.

When it = comes to=20 customs and clearance, as the importer, those documents are going to = represent=20 you and your business.

Check=20 your order documents with a fine-toothed comb.

Check=20 the consignee information; did the supplier fill out the shipping = documents=20 correctly?

For=20 example, with the USA, if there=E2=80=99s an inconsistency in the = consignee and the=20 importer on record, it can cause a delay or check with clearance and=20 customs.

Poor=20 management of order documents can turn an offshore project into a real=20 headache.

Do=20 some research on what=E2=80=99s required.

Ask=20 your freight forwarder.

Ask=20 peers in your industry.

Check=20 with a customs officer.

Over=20 time, as you do reorders, your supplier will become more = responsible.

=E2=80=A6but = like I said, this takes time.

Li=20 Zhang has worked in international manufacturing and exporting since = 2003. She=20 has served global brands such as Bayer, Coca Cola and Warner Bros. Her=20 background is in design and engineering. Li is a native of Jiangsu = Province and=20 currently finds herself back and forth between Suzhou, China and the = USA.=20 Contact Li at This email address is being = protected from=20 spambots. You need JavaScript enabled to view it. = , or=20 find her penning manufacturing thoughts at her=20 blog.

Want=20 to know how to work with factories to produce your unique products? = Join=20 the Smart China Sourcing Summit to learn sourcing best practices, = April=20 17-19, 2016. Co-located with Global Sources 3,000-booth trade = show in=20 Hong Kong. Learn more at http://www.GlobalSources.com= /summit

Keep=20 updated on sourcing best practices and the Summit. Join the Smart China = Sourcing Facebook group at http://www.fac= ebook.com/groups/SmartChinaSourcing

=20

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