General

Foreign trade invoices are export invoices issued by enterprises and overseas companies based on the contract content. Export invoices are usually divided into seven copies, including stub copies, accounting copies, export tax refund copies, foreign exchange settlement copies, customs copies, tax authority stub copies, and customer copies. 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 customs declaration data, and then determining the invoicing details of the purchase invoice based on the customs declaration data. Once confirmed to be correct, an invoicing notice will be sent to the corresponding supplier. After receiving the invoice from the supplier, the foreign trade company needs to register the invoice again to determine whether it is accurate. Only after the finance department confirms that all invoices are complete in the entire foreign trade business process will payment be arranged for the supplier. The entire process is relatively complex, of course, it can be seen that invoice management is particularly important. Of course, many foreign trade companies currently use professional foreign trade software for invoice management. How can we improve management efficiency by using professional foreign trade software to manage invoices? 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 shipment details, the foreign trade salesperson can import the shipment details on the customs declaration details. At this time, the foreign trade software management system will automatically summarize the customs code, number of customs declaration boxes, quantity, and price information of the shipment details products, without the need for manual re entry.

Invoicing Notice

After the foreign trade personnel confirm the customs declaration details, they 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, an invoicing notice is generated. In the reconciliation details of the invoicing notice, you can see the quantity, unit price, invoicing amount, purchase order amount, etc. of these item numbers, which is convenient for you to verify the procurement related data and verify whether the exchange rate of the invoicing amount is reasonable. After confirming that there are no issues with the invoicing details, the relevant data in the customs declaration details can be directly imported 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 choose to output the document and send it to the supplier for invoicing.

Invoice registration

After receiving the supplier's invoice, the foreign trade salesperson can proceed with invoice registration. All invoice registration work can be quickly completed through the foreign trade software management system.

Before making a payment, the finance department can register the associated invoice of this payment from the invoice details in the payment record, so as to understand when the invoice was sent, 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.

Just make changes to the invoicing manufacturer in the invoicing notice, and change the manufacturer who cannot be invoiced to the one who issues invoices on behalf of them. You can also fill in the tax point for the invoicing agent here. The foreign trade software management system will automatically calculate the invoicing fee. After reviewing the invoicing notice, the system will also automatically generate a payable account for the invoicing fee to the invoicing agent manufacturer, ensuring that each payment is not missed.

Not only can it help foreign trade enterprises reduce the error rate of invoicing at the source, but it can also track the progress of invoice management in real time, remind tracking personnel in a timely manner, improve the efficiency of tax refund declaration, and reduce the burden on foreign trade companies in invoice management.