Import & Export

Documentation
Documents Required in
Export Transection
Documents Required for International Shipping:

Proforma Invoice:
A proforma invoice looks a lot like a commercial invoice, and if you complete it correctly, they will be
very similar indeed. A proforma invoice specifies the following:
1. The buyer and seller in this transaction.
2. A detailed description of the goods.
3. The Harmonized System classification of those goods.
4. The price.
5. The payment term of the sale
6. The delivery details including how and where the goods will be delivered and how much that will
cost.
7. The currency used in the quote, whether it’s U.S. dollars or some other currency.
Be sure to date your proforma invoice and include an expiration date. There can be a lot of volatility
in the export process, so minimize your risk by setting a specific time frame for your quote.

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Documents Required for International Shipping:

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Documents Required for International Shipping:

Commercial Invoice:

The commercial invoice includes most of the details of the entire export transaction, from start to
finish.
The commercial invoice may look similar to the proforma invoice you initially sent your customer to
serve as a quote, although it should include additional details you didn’t know before. For example,
once you have the commercial invoice, you probably have an order number, purchase order
number, or some other customer reference number; you may also have additional banking and
payment information.
Make sure to include any relevant marine insurance information, and any other details that will
ensure prompt delivery of the goods and full payment from your customer.

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Documents Required for International Shipping:

Packing List:
An export packing list may be more detailed than a packing list or packing slip you provide for your
domestic shipments.
1. Your freight forwarder may use the information on the packing list to create the bills of lading for
the shipment
2. A bank may require that a detailed packing list be included in the set of documents you present
to get paid under a letter of credit.
3. Customs officials in the BD and the destination country may use the packing list to identify the
location of certain packed items they want to examine. It’s much better that they know which box
to open or pallet to unwrap rather than have them search the entire shipment.
The packing list identifies items in the shipment and includes the net and gross weight and
dimensions of the packages in both BD. imperial and metric measurements. It identifies any
markings that appear on the packages, and any special instructions for ensuring safe delivery of the
goods to their final destination
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Documents Required for International Shipping:

Certificate of Origin:
Some countries require a certificate of origin for your shipments in order to identify in what country
the goods originated. These certificates of origin usually need to be signed by some semi-official
organization, like a Chamber of Commerce or a country’s consulate office. A certificate of origin may
be required even if you’ve included the country of origin information on your commercial invoice.
Usually a Chamber of Commerce will charge you a fee to stamp and sign your certificate or requires
you to be a member of the chamber. You’ll need to deliver a completed form to the chamber office
where they will stamp and sign it for you.
More and more companies are foregoing the time-consuming process of relying on expensive
courier services or taking the time to hand-deliver a certificate of origin to a chamber of commerce
for certification and are relying on electronic certificate of origin (eCO) for their shipments. An eCO is
often quicker to turn around, allows you the option of delivering the certificate electronically to the
importer, and can be registered with the International Chamber of Commerce to provide added
credibility.
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Documents Required for International Shipping:

Bill of Lading:
The words “bill of lading” come from an old English term that literally means “a list of cargo.” If you
search Google for the definition of a bill of lading, you’ll get thousands of results that say the bill of
lading is a contract between you, the owner of the goods, and the carrier stating what goods you’re
shipping, where the shipment is coming from, and where it’s headed.

When freight changes hands from shipper to carrier, it is the signature on the bill of lading that
signifies the goods have been received in "good order." That is, the goods are in the same condition
as when they left the shipper's facility, or a "clean" bill of lading has been issued. A bill of lading
without any comments regarding damage, overage or underage can play a crucial role in permitting
the seller to receive payment for the merchandise.

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Documents Required for International Shipping:

Bill of Lading:
3 Primary Functions of a Bill of Lading:
 A bill of lading is always a receipt for goods.
 A bill of lading is sometimes a contract for carriage.
 A bill of lading sometimes serves as evidence of title.
According to Primus, a bill of lading as an evidence of title was more common in earlier times than it
is now, but it still may be true in some situations. At present in the U.S., the bill of lading does not
serve as evidence of title; a typical bill of lading says “non-negotiable” at the top, meaning a person
can’t sell the bill of lading.

If it is labeled as negotiable, it can be bought and sold. This provides an advantage for the buyer
who may have pre-sold the goods because he can simply endorse it to the next buyer in line. In fact,
it can be bought and sold any number of times

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Documents Required for International Shipping:

Bill of Lading:
Who Issues the Bill of Lading?

People in the exporting industry often think a shipper or broker issues the bill of lading, but this is
wrong. Primus emphasizes that the bill of lading is issued by the carrier. It is issued when, for
example, a driver signs it.

People are confused by this because, typically, the shipper will prepare the bill of lading, complete it,
and enter it into their MIS systems, and sometimes even add their corporate logo to it. This makes
people think the shipper has issued it, but in reality, it is issued by a carrier. This only makes sense
because its primary purpose is to serve as a receipt.

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Documents Required for International Shipping:

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Documents Required for International Shipping:

Bill of Lading:
There are three common bill of lading documents: inland, ocean, and air waybill.
Inland Bill of Lading:
An inland bill of lading is often the first transportation document required for international shipping
created for your export. It can be prepared by the inland carrier or you can create it yourself. It’s a
contract of carriage between the exporter and the shipper of the goods that states where the goods
are going; it also serves as your receipt that the goods have been picked up.

In an international shipment, the inland bill of lading is not typically consigned to the buyer. Instead, it
is consigned to the carrier moving the goods internationally or, if not directly to the carrier, to a
forwarder, warehouse or some other third party who will consign your goods to the carrier when
ready.

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Documents Required for International Shipping:

Bill of Lading:.
Ocean Bill of Lading:
If your goods are shipping by ocean vessel, you’ll need an ocean bill of lading. An ocean bill of
lading can serve as both a contract of carriage and a document of title for the cargo. There are two
types:

 A straight bill of lading is consigned to a specific consignee and is not negotiable. The consignee
takes possession of the goods by presenting a signed, original bill of lading to the carrier.
 A negotiable bill of lading is consigned “to order” or “to order of shipper” and is signed by the
shipper and sent to a bank in the buyer’s country. The bank holds onto the original bill of lading
until the requirements of a documentary collection or a letter of credit have been satisfied.

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Documents Required for International Shipping:

Bill of Lading:.
Air Waybill:
Goods shipped on a plane require an air waybill. Unlike an ocean bill of lading, an air waybill cannot
be negotiable. It is a contract of carriage between the shipper and the carrier.

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Documents Required for International Shipping:

Bill of Exchange:
According to the Negotiable Instruments Act 1881, ‘a bill of exchange is defined as an instrument in
writing containing an unconditional order, signed by the maker, directing a certain person to pay a
certain sum of money only to, or to the order of a certain person or to the bearer of the instrument.’
Features of Bill of Exchange:
 It is important to have a bill of exchange in writing
 It must contain a confirm order to make a payment and not just the request
 The order should not have any condition
 The bill of exchange amount should be definite
 Fixed date for the amount to be paid
 The bill must be signed by both the drawee and the drawer
 The amount stated on the bill should be paid on-demand or on the expiry of a fixed time
 The amount is paid to the beneficiary of the bill, specific person, or against a definite order

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Documents Required for International Shipping:

Bill of Exchange:
Types of Bill of Exchange:
 Documentary Bill- In this, the bill of exchange is supported by the relevant documents that
confirm the genuineness of sale or transaction that took place between the seller and buyer.
 Demand Bill- This bill is payable when it demanded. The bill does not have a fixed date of
payment, therefore, the bill has to be cleared whenever presented.
 Usance Bill- It is a time-bound bill which means the payment has to be made within the given
time period and time.
 Inland Bill- An Inland bill is payable only in one country and not in any other foreign country.
This bill is opposite to foreign bill.
 Clean Bill- This bill does not have any proof of a document, so the interest is comparatively
higher than the other bills.
 Foreign Bill- A bill that can be paid outside BD is termed as a foreign bill. Two examples of a
foreign bill are an export bill and import bill.
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Documents Required for International Shipping:

Bill of Exchange:
Advantages of Bill of Exchange:

 Legal Document- It is a legal document, and if the drawee fails to make the payment, it will be
easier for the drawer to recover the amount legally.

 Discounting Facility- The bill bearer has to wait till the due date of the bill to receive the
payment and it from the bank before its due date.

 Endorsement Possible- This bill of exchange can be exchanged from one individual to another
for the adjustment of the debt.

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Documents Required for International Shipping:

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Documents Required for International Shipping:

PRE SHIPMENT INSPECTION (PSI):

When customers in your supply chain want quality assurance, add that extra element of trust,
facilitate shipping procedures, and secure prompt payment with pre inspection reports and
certificates (PSIC).

Who needs a pre shipment inspection?

 Manufacturers, buyers, suppliers and importers of consumer goods such as soft lines, hard
lines, electronic goods, luxury goods.
 Importers of commodities such as bulk oil shipments and scrap shipments which may be
governed by local regulations.

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Documents Required for International Shipping:

PRE SHIPMENT INSPECTION (PSI):

What is a PSIC?
A pre shipment inspection certificate is a trade document issued by an independent inspection
agency. The document accompanies shipments from the factory to certify that the goods conform
with specifications stated on the sales contract and/or letter of credit.

The PSI report or certificate is usually included in the package of documents for the shipment such
as the bill of lading, certificate of origin and packing list. A manufacturer or seller can also use the
PSIC to initiate the transfer of payment from an intermediary bank.

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Documents Required for International Shipping:

PRE SHIPMENT INSPECTION (PSI):

Two types of PSIC
1. Official Inspection Certificate
This type of PSIC is used for shipments to countries where the local customs department requires
an inspection certificate. The document confirms that the shipment conforms with the quality,
quantity, tariff classification, import eligibility and price of the goods. Most of the countries which
require pre shipment inspection certificates are located in Africa and Asia.
2. Commercial Inspection Certificate / Report
This is a report of a pre shipment inspection performed before production of a batch or batches of
products is complete. The report is sent to the buyer so they can determine whether the products
conform with the sales contract and certain regulations.
If the batch fails the inspection, or there are issues which need to be addressed, the buyer can take
appropriate action before the shipment leaves the factory.
If inspectors give the batch a pass, the buyer can use the report as proof that the products are of
good quality and that they were correctly sorted and packaged.
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Documents Required for International Shipping:

PRE SHIPMENT INSPECTION (PSI):

What Standards Must Manufacturers Meet to Pass a Pre Shipment Inspection?
Inspectors use internationally recognized sampling standards such as the ANSI/ASQ Standard to
select a random number of finished products based on the batch volume.
A pre shipment inspection comprises the following checks:
Workmanship
•Quality of the products checked against acceptable quality limits and specifications
•Check whether joins and seams connect properly
•Check for cracks, chips, scratches, dents and other defects
Quantity
•Check whether the batch comprises the correct number of items
•Check whether the correct quantity of sorted products are packaged in shipping cartons

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Documents Required for International Shipping:

PRE SHIPMENT INSPECTION (PSI):

What Standards Must Manufacturers Meet to Pass a Pre Shipment Inspection?
Style / Construction
Verify the general quality and design of the product against samples approved by the client.
Product Dimensions
Physical measurement of individual products to verify whether they match the dimensions specified
by the client. The client should also specify acceptable limits for imperfect dimensions in the pre
inspection checklist.
Product Colors
Compare the colors of finished product with pantone color codes provided by the buyer as outlined
in the product specifications given to the manufacturer.
Product Artwork & Labels
•Verify whether logos and labels are attached to the product and/or the packaging
•Check the font and dimensions of labeling
•Check spelling and legibility
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Documents Required for International Shipping:

PRE SHIPMENT INSPECTION (PSI):

What Standards Must Manufacturers Meet to Pass a Pre Shipment Inspection?
Weight
Products are weighed on scales to verify conformance. An underweight or overweight sample could
reveal that the manufacturer has used alternative or inferior materials or textiles to those specified
by the client.
Packing & Packaging
•Inspection of the primary packing that is in direct contact with the individual product units to check
whether vent holes are present. Holes in packaging help prevent damage to the product from
moisture and mold. They also reduce the risk of children suffocating.
•Inspection of inner or secondary packaging to check whether it conforms with buyer’s packaging
requirements. This is usually a second layer packaging for extra protection of the products, or to
securely hold several units together as a small batch or set.
•Verify dimensions of outer or tertiary packaging against client’s specifications.
•Verify weight per carton against client’s specifications
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Documents Required for International Shipping:

PRE SHIPMENT INSPECTION (PSI):

What Standards Must Manufacturers Meet to Pass a Pre Shipment Inspection?
Shipping marks
•Handling instructions and other information may be required to conform with the client’s
specifications on one or more of the sides of the outer packaging
•Scan barcodes to ensure they are legible and contain the correct information
•Check the language and spelling on packaging labels
Tests and special requirements
Pre shipment inspections can include basic on-site tests to check whether the products function
properly and will withstand the wear and tear of the everyday use they are designed for.

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Documents Required for International Shipping:

PRE SHIPMENT INSPECTION (PSI):

What Standards Must Manufacturers Meet to Pass a Pre Shipment Inspection?

Examples of tests for garments and apparel (soft lines)

•Pull tests on zips, buttons and other attachments to check whether they’ll withstand normal wear
and tear once in the hands of the consumer
•Tensile tests on stitching to check whether the stitching holds together
•Fabric density to determine material strength and thickness

Examples of tests on packaging

Drop tests can be done on packaging to determine whether the shipping cartons can withstand
rough treatment and protect the products during transit.

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Documents Required for International Shipping:

PRE SHIPMENT INSPECTION (PSI):

Benefits of a PSI Certificate / Report

For a relatively small outlay to have a pre shipment inspection performed before products leave the
factory, you’ll save time and money and anxiety in the following ways:
•You know whether the products function as the manufacturer has promised
•You can make timely decisions based on any defects found and their severity
•You’ll have assurance that the products comply with the quality, size and quantity stipulated in the
contract
•Your customers will be confident that you’ll deliver quality products to them
•Reassurance that your products are protected during shipping and handling
•Expedite import and customs procedures

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Clearing Agent & Their functions:

Clearing Agents's role:

The clearing agent acts on behalf of the shipper (importer or exporter depending on the INCO
Terms) and arranges for the customs clearances of the imported goods.
 Determining the correct harmonized tariff heading of the goods for customs duties, if
applicable.
 Calculating the import duties and taxes / VAT payable.
 Assist with the clearing instruction to confirm that all information received from shipper and
consignee is accurate before submitted for customs clearance – strict rule that is adhere to
and if not, huge penalties that could follow both the clearing agent and the importer /
consignee.
 Framing the Bill of entry (BOE) to be submitted via electronic data interchange (EDI) to
customs / SARS.
 Collecting payment from the shipper for duties and taxes / VAT and making payment to
Customs / SARS authorities.

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Clearing Agent & Their functions:

Clearing Agents's role:

The clearing agent acts on behalf of the shipper (importer or exporter depending on the INCO
Terms) and arranges for the customs clearances of the imported goods.
 Determining the correct harmonized tariff heading of the goods for customs duties, if
applicable.
 Calculating the import duties and taxes / VAT payable.
 Assist with the clearing instruction to confirm that all information received from shipper and
consignee is accurate before submitted for customs clearance – strict rule that is adhere to
and if not, huge penalties that could follow both the clearing agent and the importer /
consignee.
 Framing the Bill of entry (BOE) to be submitted via electronic data interchange (EDI) to
customs / SARS.
 Collecting payment from the shipper for duties and taxes / VAT and making payment to
Customs / SARS authorities.

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Clearing Agent & Their functions:

Clearing Agents's role:

The clearing agent acts on behalf of the shipper (importer or exporter depending on the INCO
Terms) and arranges for the customs clearances of the imported goods.
 Arranging the customs clearance / release with the relevant requirements, i.e. customs
stops, port health exams, and many more requirements per specific cargo requirements
that needs to be met before a release could be obtained, as well as to avoid penalties /
delays.
Upon clearance been received cargo will be release to consignee through the various
processes that still needs to be followed in the various modes of transport:
•Air – draw cargo from ground handling agent or handover agents warehouse and deliver to
consignee.
•LCL (less than container load) – goods are collected from a specialised customs licensed
warehoused and then delivered.

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Clearing Agent & Their functions:

Clearing Agents's role:

•FCL (full container load) – release notice arrange depending on the shipping line depot
agreement and transport agreement, then only then will the container be delivered to
consignee.
•Road freight – all depends on the INCO terms and limitations of the vehicle / site to where the
cargo needs to be delivered upon release has been receive.
From the all that has been summarized above I am sure you agree it is best to leave it up to
the experts or have tools that could assist, as well as guide you as there is so many areas in
the supply chain that you need to understand and know off to not cost yourself additional cost
to bottom line.
So before you decide to just move forward with a freight forwarder and/or clearing agent asks
the relevant questions to find out if they can assist with what your entire requirement to make
your project successful.

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Technology Transfer:

What is technology transfer?

Technology transfer (or tech transfer), in the context of research institutions, is the process by
which new inventions and other innovations created in those institutions’ labs are turned into
products and commercialized. This is typically done in two ways: through licensing patented
intellectual property to corporations, and the creation of start-up companies, which also often
license the IP created by faculty.
The what, who, how, and why of technology transfer
What many people don’t realize is just how many products and technology advances we take for
granted originated in university and federal laboratories, then ultimately reached the marketplace
in large part through technology transfer efforts.
Gatorade and Google are two often-cited examples, but there are thousands of others that have
impacted virtually every scientific field and every walk of life: life-saving drugs and medical
devices, alternative energy solutions, computer hardware and software, new modes of
transportation, blockchain technologies, artificial intelligence, vaccines, robotics, cybersecurity,
environmental solutions, agricultural innovations, aerospace, and countless others.
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Technology Transfer:

The what, who, how, and why of technology transfer

A key role of technology transfer professionals is to protect the intellectual property associated
with these valuable innovations so that they can be licensed and commercialized, and brought to
the marketplace for society’s benefit.
But over the years, technology transfer has become about much more than protecting IP. Tech
transfer professionals are involved in a wide array of activities to support the commercialization
process, including:

 working with attorneys to secure patent and other intellectual property rights
 assessing the commercial potential of new inventions
 marketing available technologies to potential licensees and partners
 educating researchers on commercialization principles and strategies
 assisting with faculty start-up creation and development
•securing funding for early-stage research and start-ups
 negotiating partnerships and license agreements
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Technology Transfer:

The what, who, how, and why of technology transfer

 organizing business plan and start-up competitions
 helping to build innovation ecosystems and support structures that promote innovation and
economic development
 and creating programs that encourage both student and faculty to innovate in labs and maker
spaces and engage in entrepreneurship so they can participate in bringing those innovations
to the marketplace.
Tech transfer best practices
Successfully technology transfer has benefits for universities, companies, regional and national
economies, and society at large.
For universities it can bring revenues that can be plowed back into research, as well as
recognition of its scientists and their innovations – which in turn can help with faculty recruitment
and grant funding.
For companies, benefits include the ability to tap into research advances without spending on
internal R&D, and introducing new products that can drive the success of their businesses
forward. 34
Technology Transfer:

Tech transfer best practices

For regional and national economies, technology transfer is a key factor in growth through
innovation, creating new ventures and stronger industries that create more jobs.
And for society at large, the benefits are incalculable in terms of lives saved, improved health, a
cleaner environment, and countless technical advances that bring not only new capabilities but
that drive local, regional, national, and global economies forward through innovation.

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Technology Transfer:

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