EXPORT DOCUMENTATION SOFTWARE

Create export documentation from any device. SITPRO / UN aligned format documents with helpful hints and tips for completion guidance. Four package options to match your budget and need.

All exporters sending goods outside the EU must prepare an Export Invoice. This document provides evidence of the sales contract and should contain details that enable customs to calculate duties. Exporters must also complete a range of other documents and often find themselves working on multiple systems and spreadsheets. At Just Trade make things simple. We provide one system where you only need to complete things once and all documents are done!

We also know the complexities of international trade can lead to inefficiencies and costly errors. With Just Trade - Export Document Software we put the power in your hands, use our expert knowledge and experience to take control of your export and import operations and get it right first time.

What documents do you get?

Just trade produces all the main international trade documents in the SITPRO format. SITPRO is a standardised design that simplifies and organises the presentation of information across multiple document types. The SITPRO format export invoice includes all the boxes required for successful export and import presentation.

The following documents are included:

  • Commercial Invoice
  • Packing List
  • Proforma Invoice
  • Order Acknowledgement
  • Export Quotation
  • CMR Note
  • Dangerous Goods Note (DGN) – Road and Sea
  • Shipper’s Declaration for Dangerous Goods – Air
  • Standard Shipping Note
  • Air Waybill
  • Cargo Label

Export invoice (commercial invoice)

An Invoice is the seller’s summary description of the goods supplied and how they are shipped. It is used worldwide by countries to monitor or control their imports and at least one copy usually travels with the goods except for transactions under letters of credit, where the nominated or negotiating bank normally forwards most documents separately after accepting them, and for the movement of community-free goods within the EU.

The information on a completed invoice embodies the commercial contract between seller and buyer governing the transaction, and there may be no other written contract. It gives information about the goods needed by the importer, carriers, customs and others, such as country of origin, tariff specification, gross and net weights, packaging, prices – unit price where applicable and total – and whether the goods have been insured. It states the terms of the transaction such as the applicable Incoterm® for delivery and any credit period allowed and gives instructions for payment. Some countries require the use of standard declarations, for example of the country of origin or manufacture or that the invoice give prices and other details correctly.

The information provided on a domestic invoice is generally unsatisfactory for export purposes. Exporters are, therefore, forced to create alternative word processing templates. Use of such templates can result in completion errors and omissions resulting in costly mistakes should goods get stopped in transit. The recommended UN-aligned export invoice format provides a best practice format for exporters and comes standard with all Just Trade - Documents.

Packing list

The consignor (shipper or seller) should normally provide a packing list to accompany the transport document. It is desirable to use a UN aligned document resembling an invoice but giving more room to give details of the goods instead of prices: shipping marks on cases, number and kinds of package (drums, cylinders, carton etc.), contents, dimensions (cube) in metric units, gross and usually net weight in kg and totals.

A packing list is important for the carrier in the compiling a cargo manifest, for customs in locating items and for telling the consignee what is in each package. If there is an accident or theft, reference to a packing list shows what has been lost or damaged. In the EU invoices need no longer travel with goods, so the packing list may be the only document which a lorry driver has to show what is in his vehicle.

Just Trade - Documents users may organise packing items – with drag and drop and packing allocator – according to how the goods are finally packed, making it easier for customs should they wish to locate a particular package. There have been examples of where all cartons in an entire shipment have been opened.

CMR note (for international road transport)

The CMR note is a consignment note (transport document) with a standard set of transport and liability conditions for when goods are send by road within Europe and elsewhere. The Convention on the contract for the international carriage of goods by road (CMR) applies to contracts for carriage of goods when the movement is between different countries of which at least one is of the following signatories:

Albania, Armenia, Austria, Azerbaijan, Belarus, Belgium, Bosnia and Herzegovina, Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Georgia, Germany, Greece, Hungary, Iran (Islamic Republic of), Ireland, Italy, Jordan, Kazakhstan, Kyrgyzstan, Latvia, Lebanon, Lithuania, Luxembourg, Malta, Moldova (Republic of), Mongolia, Montenegro, Morocco, Netherlands, Norway, Poland, Portugal, Romania, Russian Federation, Serbia, Slovakia, Slovenia, Spain, Sweden, Switzerland, Syrian Arab Republic, Tajikistan, The Former Yugoslav Republic of Macedonia, Tunisia, Turkey, Turkmenistan, Ukraine, United Kingdom of Great Britain and Northern Ireland and Uzbekistan. Declarations and revisions apply.

The CMR note may be completed by the consignor, freight forwarder or haulier. It is signed by the consignor (exporter), who is responsible for the accuracy of the information, when the goods are collected. The CMR note can be used as documentary proof of export for zero rating of VAT on invoices. Therefore, it can be helpful for the exporter to complete in advance of collection. 

Dangerous Goods Note (DGN)

The DGN is a transport document used to accompany hazardous goods in transit. It is used for all forms of surface transportation, for air movements an IATA Shipper’s Declaration is required instead. The DGN gives details concerning the nature of hazard of a consignment to carriers, receiving authorities and forwarders.

All hazardous materials related to the shipment must be identified and classified by the exporter. Penalties for inaccurate documentation or undeclared hazardous substances can be severe. There are nine classes of hazard type (for instance Class 3 - Flammable Liquids) to determine the nature of the hazard and three Packing Groups to indicate level of danger. It is important to seek advice from professionals well in advance of shipping goods.

Both these documents may be completed with Just Trade - Documents.

Manage transactions / save details

Just Trade users can store transactions and record customer and product details. For businesses exporting on a regular basis it is essential to stay on top of export paperwork and have all the information ready so that documentation can be created when it is needed and without error. With Just Trade, users can setup transaction templates for regular repeat shipments.

Businesses that sell outside of the EU can zero rate invoices but they must be able to provide sufficient documentary evidence of the original transaction. Just Trade clients can store export order transactions for any amount of time and recall as the need arises.

Customised templates

We can modify our standard templates to match your needs. This includes modification of existing designs and functionality and creation of entirely new documentation that may be specific to your operations and industry.

This service is available for Professional and Expert users. All design and consultation work is payable as a one-off fee in addition the subscription fee.

ERP connectivity

For businesses with ERP systems or financial systems, links can be created to transfer transaction information into Just Trade – Documents. From here users can create the export invoice, packing list and transport documents without having to re-key information twice. This extends the capability of your ERP solution for a fraction of the cost of configuring document templates and avoids use of spreadsheets or word-processing templates which can lead to costly mistakes.

All consultation work is payable as a one-off fee in addition the subscription fee.

Country procedure check

Check the latest updates to over 200 countries from Tate's International Trade Guide. Find information on documentation, procedures, pre-shipment inspection, import licences and all other essential information you need to know when shipping to a specific country. This feature enables you to understand ancillary costs that can affect the bottom line and if duty preference can be claimed and how to comply with the procedures.

It informs you as to whether special declarations are required and whether you need to sign by hand. Tate's International Trade Guide outlines the financial risk of trading with a particular market and suggests most appropiate payment methods.

This invaluable information is updated on a regular basis and is available on its own or in combination with the Export Document solution within Just Trade - Expert package. Expert users have access to any country report at the click of a button.

International trade helpdesk

Access to our panel of experts who can answer international trade related questions. Exclusive to International Trade Guide and Just Trade - Expert subscribers, users can message requests within their account for information on specific international trade queries arising. We will then consult with our team and usually respond with an answer within 24hrs.

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Latest News

EXPORT DOCUMENTATION SOFTWARE

Create export documentation from any device. SITPRO / UN aligned format documents with helpful hints and tips for completion guidance. Three package options to match your budget and need.

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