BASIC STEPS TO EXPORT CLEARANCE AND DOCUMENTATION

The basic principle and most important behind Export Documentation is that it serves to protect your goods, your client and certainly guarantees future business relationships.

Documentation requirements differ from Government to Government and usually these are enacted though either an Act of Parliament or Statutory Instruments.  It is therefore, of paramount importance that need to understand these regulations and procedures.  Failure to observe and comply would certainly prevent your client from receiving the shipment, it may be impounded for sale at a public Auction or returned to you which naturally is costly hence loss of business and trust.

Important documents and procedures when processing Export Documentation for shipment

1.       Export Packing Lists

-          These documents give details on the packing of the goods.

-          Customs officials at any point of entry will be able to make checks if they need to.

-          At this stage there are no price indications.

2.        Commercial Invoice

          The next stage is to raise your Commercial Invoice, which basically narrates

quite a number of details:  In Zimbabwe you are required to include the

following:

Ø       Name of customer and Business Address

Ø       Goods Address. i.e. delivery address

Ø       Reason of Export, e.g. for sale, or donation, samples

Ø       Date of raising invoice

Ø       Conditions of Sale e.g. FOB, CIF,

Ø       Port of exit e.g. Beitbridge, Chirundu etc.

Ø       Order No. from the customer.

Ø       Credit Terms e.g. 60 days, 90 days etc

Ø       Country of final destination

Ø       Import/Export Tracking Control Number.

Ø       Your unit and total prices in the Foreign Denomination e.g. USD, ZAR, EURO etc.

Ø       Net Mass in Kgs

The above document must be signed by the Exporter or by a duly authorized agent of the Exporter.

3.         Your CD1 Form

          Until recently this from was filled by the exporter and submitted to the

Authorised dealer for Approval. Authorized dealer is your bank.

Ø       It acts, as a declaration that you have sold goods to a foreign party and at such a time you will be in receipt of foreign currency. This is in compliance with the Exchange Control Act towards receipts in Foreign Exchange. It is the document through which the monetary authorities i.e. Reserve Bank is able to track and control any foreign currency inflows into the country.

Ø       The procedure now is to submit your Commercial Invoice to an authorized dealer who does the CD 1 for you.

Ø       The CD 1 form in Zimbabwe has now been computerized and is directly now being managed by the RBZ and the Banks only.

4.       Bill of Entry Form

Ø       This is a legal document and should be filled correctly to avoid penalties and delays. It is used by the Customs Official to allow and authenticate your shipment.

Ø       ZIMRA now have a computerized the Bill of Entry Processing System known as ASYCUDA (Automated System for Customs Duties).

Ø       The Bill of entry is submitted to ZIMRA once you have been authorized by the RBZ to export through the CD 1 Form.

5.       Consignment Note

Ø       The Consignment Note should also be submitted to ZIMRA and it depends on the mode of transport

Ø       It can either be – RAN (Rail Advice Note) or AWB (Airway Bill) or and RCN (Road Consignment Note).

Ø       A customs – stamped consignment Note together with your Bill of Entry enables the goods/shipment to be released.

Ø       Under the new system, the Customs Release Order will facilitate release of the shipments.

6.       Certificates of Origin

          Some countries require a separate certificate often issued by that country.

Ø       In some instances those certificates can be issued or authorized by a chamber of Commerce/or even legalized by the Local Embassy/consulate of importing country.

Ø       These certificates are required to indicate preferential rates of import duties, which may be applicable.

Ø       Examples used by Turnall are the DA 59 for Certificate of Origin for South Africa, CE 59 for Botswana and COMESA Certificate of origin for Zambia and all other COMESA countries.

Once you fill in all these documents and they are authorized by the relevant authorities you are then free to ship your product to your intended destination.

In summary the following are the requisite papers to enable you to proceed with Exporting.

ü       Commercial Invoice

ü       Authorized CD 1 Form

ü       Bill of Entry Form

ü       Customs Release Order

ü       Certificate of Origin (Customs stamped)

ü       Customs Stamped Goods Consignment Note

BY VICTOR NYAMUROVA

EXPORTS ADMINISTRATOR