Export Customs Clearance Process
1. Once the export order is confirmed and verified to be accurate, the electronic information is sent to customs. Normally, the export order is processed automatically by the computer. Typically, this takes about 2-3 minutes. However, if the order remains unprocessed for a long time, it means the order requires a manual review.
2. Print the official paper customs declaration form. The color of the customs declaration form depends on the sixth digit of the company’s ten-digit code and the type of trade being conducted. Specific instructions regarding this are outlined in the sales order specifications.
3. Gather and organize the customs declaration documents. Arrange them in the following order: customs declaration form – power of attorney – invoice – packing list – three-part order – verification form – export customs declaration order print request form. Note that the three-part order and the verification form should not be printed together, as they are retrieved after clearance. Similarly, the export customs declaration form print request form is only printed after the main form is printed. Fill in the necessary details on these forms, including the box number and seal number on the three-part list, and the product name, amount, and customs declaration number on the verification form. Double-check the box number on the three-part list—it’s crucial since the release is based on this number.
4. Sign the customs declaration form and stamp it.
5. Group the customs declaration forms for the same vessel by placing them in the same customs declaration bag. If multiple orders are for the same vessel, only one customs declaration bag is needed, and all orders should be listed on the same sheet.
6. Submit the forms via computer dispatch (trial channel submission). On the day of submission, the ship’s certification must be sent before 10:30 am (in the case of Beilun). Otherwise, provide a written explanation. (Note: Containers not listed in the system cannot be submitted through the computer. Manual submission can be done before 4:00 pm, though ideally before the end of the workday.) Submission locations include the customs declaration hall in Beilun, specifically at the counter on the left-hand side.
7. After submission, the computer will display the order number in the window. The order must then be handed over to the designated window (failure to do so results in penalties). Typically, orders from the same customs broker for the same day are submitted together, unless the maximum number of channels has been reached.
8. Next, verify whether the order has been released at the customs terminal. If it has been released, collect the order from the original submission window. Generally, this is done at the original window, but sometimes the release might be transferred to another window.
9. If the order hasn’t been released, there’s a high chance of an issue with the documents. If customs holds up the order, contact the window immediately (usually, customs won’t notify you directly, so always check half an hour before the end of the workday). Alternatively, it could be due to a check, in which case customs typically contacts you directly.
10. For successfully released orders, retrieve the three-part order and verification form (along with any other reusable original documents like the top production form). Ensure the box number on the three-part list is covered. The verification form should bear the “seal examination†stamp, while the remaining documents are returned to the bag and kept at customs.
11. After processing, the documents move to the fourth floor of the documentation section. For regular orders, print the settlement and tax refund customs declaration form and collect it from the fourth floor. Verify your order, and once everything is confirmed, the order is fully cleared.
12. In cases where there’s an issue with the order (as described in point 9), approach the customs officer who is handling your case. Answer their questions and follow their instructions. If changes or deletions to the order are needed, fill out the corresponding application forms. These forms must then be signed by the customs officer who made the changes or deletions and approved by the section chief. The revised order can be checked on the terminal using the PRE2 system (select D to print the post-contract declaration form). If changes have been made, reprint the correct customs declaration. Deleted orders can be queried in the POP2 program of the terminal. If deleted, the order can be resubmitted. (The cancellation form for an unreleased order can also be used. If the document has already been released, the verification form becomes void.)
13. In the event of an inspection, first register on the export section's inspection logbook, then affix the seal and send it to the supervision department of the terminal where the container is located for inspection.
14. The inspection process generally involves: registering the inspection order – moving the containers – unpacking for inspection – drafting the inspection report – signatures of the customs broker – signatures of the armed police – signatures of the department head – returning the orders. More detailed steps will emerge during actual import declaration operations.
15. Assuming everything goes smoothly during inspection, if issues arise, follow the customs’ instructions accordingly.
This process ensures smooth operations and minimizes delays, especially in high-demand ports like Beilun. Remember, communication with customs officers is key—always stay proactive and attentive to avoid unnecessary complications.
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