12 Steps In The Process of Importing Goods By Sea

Currently, there are many types of imported goods. However, the most common is the form of transportation and import by sea. In this article, LEC will summarize the most complete and detailed process of importing goods by sea.

1. Book train schedule

In the process of importing goods by sea, the first step is to book a ship. However, before doing this step, you need to proceed with signing a foreign trade contract (the sale contract).

Usually, shipping lines will run out of space early before a week, especially when it is during the peak season. When booking a ship to import goods, you only need to provide information about the FWD transport service in Vietnam to get a booking. They will then contact your partner to coordinate the packing according to the previously defined plan.

To get a train booking, you need to provide the following information to the shipping company:

• Port of loading: where your goods are loaded.
• Port of transfer: there are two forms: transshipment (transit) and direct (direct). Depending on the rules, the agreement between the two sides will choose the appropriate form.
• Port of discharge: where the container is dropped.
• Name of goods, weight: based on information on the document to provide.
• Travel time (ETD): the estimated date of departure.
• Packing time: as agreed upon by both parties.
• Other requirements: container type, size, temperature, ventilation, …

2. Check and confirm the booking

The next step in the process of importing goods by sea is to check the information on the booking. Please check the information about:

• Port of departure, the port of destination: check if the request is correct; this is a factor affecting the whole process of the shipment.
• Temperature and ventilation: check that the temperature and ventilation are correct. For frozen items (negative temperatures), there will be no ventilation.
• Container type, size: dry or reefer container, high or regular type, 20 ‘or 40’ type.

After checking all the information on the train booking, if there is any mistake. Please ask the booking provider to correct it, then continue to check until it is satisfactory.

3. Follow up on the packing process and updated information from the exporter

For the process of importing goods by sea, the task of supervising and monitoring the whole process of packing goods for updating to partners will be handled by the exporter, agent or FDW translation branch in Vietnam. You are using do this.

The information needs to be updated as follows:

• Empty container snapshot: to ensure that no damage has occurred. Because in case of damage, the container will pay for shipping lines.
• For frozen goods, pictures of temperature tables must be taken.

4. Checking to certify documents and records related to the shipment

Before proceeding to enter a shipment. You need to find out what documents that shipment needs. Then ask the partner to prepare the documents for you.

Remember to double-check that the information on the voucher is matched or not. Because when there is any small error, your shipment can be in big trouble from the customs, state agencies.

5. The importer receives a notification when the goods arrive

At least one day prior to the date of arrival, you will receive a notice of arrival from the shipping line or agent.

An arrival notice (arrival notice) is a notice of details of the carrier/forwarding agent. To notify the estimated time of arrival at the shipment. The information on arrival notice will be similar to that on the bill including the name of exporter, importer, container number, seal, ship name, shipment number, and description of goods, …). In addition, there will be additional charges (local charges).

Then you proceed to take delivery orders (D / O), including the following documents:

• Referral.
• Original Bill.
• Power of attorney (if required).

6. Register the certification related to the shipment

Depending on the type of goods, HS code, .. the regulations of the State you must register what procedures to be granted the relevant certification. If you do not register the certification related to the shipment. Then your shipment will not be cleared as well as having difficulty processing goods with the authorities.

7. Customs declaration of imported goods

This is an important step in the process of importing goods by sea. In the process of customs clearance, document preparation is the most important step.

To be able to carry out a customs declaration, you need to fully prepare the following documents:

• Contract (contract).
• A commercial invoice (commercial invoice).
• Packing list (packing list).
• Bill of lading (bill of lading).
• C / O goods origin certificate (if any).
• Import license (if applicable).
• Other documents.

After this step will be step up the customs declaration. Currently, we can declare online through the electronic customs declaration system. To be able to carry out customs declaration online, you need to have the following documents:

• Sales contract.
• Commercial invoice.
• Packing list.
• Bill of lading.
• C / O, freight bill (if any), and some other relevant documents.

In addition to the above documents, you need to pay attention to the digital signature to log in and transmit the declaration form on the electronic customs declaration software.

8. Open and clear customs declarations

The next step in the process of importing goods by sea is to open and clear the customs declaration. First, you have to do the customs clearance at the port:

• Declaration of the green channel: pay taxes, the tax can print the bar code, then proceed with liquidation and receipt of goods.
• Gold flow declaration: pay taxes before or after the procedure to open the declaration, open the declaration, liquidate and receive the goods.
• Red channel declaration: similar to yellow channel, but in the opening step of the actual declaration, there is one more step to carry out the physical inspection of goods.

Next, you can proceed to open the declaration. To do this step, you need to prepare the following documents:

• Referral.
• Threading declaration.
• Invoice.
• Packing list.
• Bill of lading.
• Other necessary documents (C / O, freight bill, import license, …).

When presenting documents to customs, if the documents are valid. Customs will conduct customs clearance on the system.

9. Liquidation of declaration

After completing the tax payment and customs clearance, you can proceed to print the barcode. You submit the barcode + customs declaration for customs supervision at least 2 sets. Customs will affix a stamp on the bar code and return it to the enterprise 1 set, while 1 set will be kept by the customs.

10. Article warehouse transport of goods to the warehouse

After clearing the declaration, please go to the port’s trade office and bring D / O to pay the fee. Next, give the driver documents such as EIR, D / O, … for the driver to submit to the customs office to supervise the port and let the car leave the port to wait for the goods to arrive at the warehouse.

11. Withdraw goods and return the empty car

When the delivery truck arrives at the warehouse, please check the documents such as seal, container status or delivery vehicle, etc. After the withdrawal is complete, the driver will bring the container back to the port or ICD.

12. Keep records and vouchers

All documents relating to the process of importing goods by sea need to be carefully stored. For comparison in case of arising, complaining, …

Documents to be kept include:

• Customs dossier, additional declaration dossier, a dossier of registration of list of duty-free goods, and report on the use of duty-free goods.
• Documents for consideration of tax exemption, reduction, refund, and non-collection.
• Dossier requesting for the handling of tax, late payment interest, fines for overpayment, …
• Transport documents, packing slips, technical documents, etc.
• Accounting books and vouchers.

The above are all 12 steps in the process of importing goods by sea. Hopefully, this information will help you to have a more comprehensive view of this issue. Currently, Samaky Group is a comprehensive logistics service provider that optimizes the import and export of goods. Please contact us today to receive the best support!