General

A foreign trade invoice is an export invoice issued by an enterprise and an overseas company based on the content of the contract. The export invoice is usually divided into seven copies, including a stub copy, an accounting copy, an export tax refund copy, a foreign exchange settlement copy, a customs copy, a tax authority stub copy, and a customer copy. After the completion of a foreign trade order, the finance department will process the export tax refund for this order. This requires sorting out various data for customs declaration, and then determining the invoicing details of the purchase invoice based on the relevant data for customs declaration. After confirming that there is no error, the finance department will send a invoicing notice to the corresponding supplier. After receiving the invoice from the supplier, the foreign trade company must register the invoice again to determine whether it is accurate. In the entire foreign trade business process, the finance department will arrange payment for the supplier only after confirming that all invoices are complete. The entire process is relatively complex, of course, it can be seen that invoice management is particularly important. Of course, currently many foreign trade companies have used professional foreign trade software for invoice management. How can professional foreign trade software be used to manage invoices to improve management efficiency? The operation is divided into three steps:

Customs declaration details

The foreign trade software management system can achieve one-click operation for customs declaration business. After completing the filling in of the shipment details, the foreign trade salesperson can import the shipment details on the customs declaration details. At this time, the foreign trade ERP management system will automatically summarize the customs code, number of customs declaration boxes, quantity, price, and other information of the shipment details, without the need for manual re-entry. Moreover, the foreign trade ERP management system can also automatically merge these goods numbers according to customs codes. Of course, you can also manually merge them, which is convenient to operate.

Invoicing Notice

After confirming the customs declaration details, the foreign trade business personnel can notify the supplier to issue an invoice. In the invoicing notice, you can select all the purchase details under this shipment order. After selection, the invoicing notice is generated. In the reconciliation details of the invoicing notice, you can see the quantity, unit price, invoiced amount, purchase order amount, etc. of these goods numbers, facilitating the verification of purchasing related data and verifying whether the exchange rate of the invoiced amount is reasonable. After confirming that there are no issues with the invoicing details, you can directly import the relevant data in the customs declaration details from the invoice content as the invoicing content for notifying the supplier. Moreover, when the data in the invoice content does not fully match, the system will prompt the operator to discover and correct the error in a timely manner. After confirming the invoice content for notification invoicing, you can select document output and send the document to the supplier for invoicing.

Invoice registration

After receiving the supplier's invoice, the foreign trade salesperson can register the invoice. All invoice registration can be quickly completed through the foreign trade ERP management system.

Before making a payment, the finance department can register the invoice associated with the payment from the invoice details of the payment record, so as to understand when the invoice was sent and how much the invoice amount is, and prevent financial personnel from overpaying or missing payments. If individual cooperating suppliers are unable to issue invoices, the foreign trade software management system can also manage the issuance of invoices on behalf of them.

You only need to change the invoicing manufacturer in the invoicing notice, and change the manufacturer that cannot be invoiced to the manufacturer that is invoicing on behalf of you. You can also fill in the tax point for the invoicing agent here. The foreign trade ERP management system will automatically calculate the invoicing expenses. After reviewing the invoicing notice, the system will also automatically generate an account payable for the invoicing expenses to the invoicing agent manufacturer, ensuring that each payment for goods is not missed.

Huacheng Chuangzhi Foreign Trade Software can not only help foreign trade enterprises reduce the error rate of invoicing at the source, but also track invoice management progress in real time, timely remind tracking personnel, improve the efficiency of tax refund declaration, and reduce the burden on foreign trade companies in invoice management.