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Completion guide |
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Proforma
Invoice completion guide
Refer to the example of a proforma invoice and follow the pointers provided
below:
- Exporter: The exporter/agent/seller's full company name
and physical address should be typed in this block. Note,
a postal address should not be used.
- Consignee: The importer/buyer's full company name and
address is typed in this block, once again a postal address
should not be used.
- Notify Party: The person or party who is to be notified
of the arrival of the shipment/cargo in the country of import.
This could be the name of a clearing agent, a bank, the
ship's agent or airline agent, or the importer. It is important
to include a telephone, email or fax number of the mentioned
party/s. The exporter may not have this information when
completing the proforma invoice, as the importer would provide
the exporter with this information at a later time. If this
information is not available to the exporter at the time
of completing the Proforma Invoice, then the following statement
should be placed in this block: To be advised by importer
or TBA
- Exporter's Custom's code number: This is the exporter's
registration number, this number is issued to the exporter
by Customs and Excise, when he registers with Customs as
an exporter.
- Invoice number: The newly generated number of the proforma
invoice and also indicates the date on which the invoice
was generated.
- Exporter's reference: This number is used for internal
referencing in the exporter's company.
- Buyer's reference: The exporter may or may not have the
buyer's reference number, the exporter would then place
the acronym: TBA - To be advised if the buyer's reference
was not available to the exporter, at the time of completing
the proforma invoice.
- Country of origin: The country in which the goods were
manufactured. Example: South Africa.
- Country of final destination: The country where the goods
will be delivered.
- Terms of Delivery and Payment: The terms of delivery
are the INCOTERMS, (International Commercial Terms). Example:
CIP Heathrow International Airport United Kingdom, as per
Incoterms 2000 ICC Publication). These terms define the
risk, cost and responsibility for both the seller and the
buyer during the transportation of the goods from the seller
to the buyer. Payment, the preferred method of payment as
requested by the seller. Example: Confirmed irrevocable
documentary credit, payable 30 days from bill of lading
date. Documentary credit to be issued by a UCP 500 accredited
bank.
- Vessel: (or other means of conveyance), the mode of
transportation to be employed by the exporter should be
stated here. Example: sea, road, rail or air.
- Voyage number: The voyage number would not be know to
the exporter at this time, usually the acronym TBA would
be placed here.
- Port of loading: The port or place of receipt for the
cargo by the carrier. Example: Durban, South Africa or Johannesburg
International Airport.
- Port of discharge: The port or place of discharge for
the goods/cargo in the country of importation. Example:
Sydney, Australia.
- Place of delivery by on-carrier: If the port or place
of discharge is not the final place of delivery for the
goods/cargo but the cargo is to move to another destination,
then the final place of delivery would be place here. Example:
South Tarramarra, Sydney Australia.
- Marks, Nos., and Container No.: These are the physical
markings placed on the cardboard boxes, cartons etc. Example:
The name and address of the exporter. The number of parcels/boxes
that complete the shipment example: 1/2500 - 2500/2500 indicating
that the entire shipment comprises of 2500 boxes. The container
number, (if the goods/cargo are to be shipped in either
a 6 or a 12-metre container) this would be typed here. Example:
MSCU 9002093/5. The seal number, this is the number on the
lock which is placed on the container to secure the contents
once the cargo is packed therein. Example: 10097731. As
the exporter would not yet have booked the container, he
would merely type: 1 X 6 M full container load, containing
2500 boxes. No and kind of Packages: This indicates the
number of packages in the shipment and the types of packaging.
Example: 2500 boxes, shrink wrapped and palletised, comprising
of 28 pallets. All new wooden pallets used, previously fumigated.
Description of Goods: Full detailed description of the goods/products
on offer to the importer. Example: Mohair comforter (1 per
box)
- Quantity: Indicates the number of items offered. Example
2500.
- @: Unit price of each items being sold and the currency
in which the goods will be sold. Example: US$110.00
- Amount: The final price of the product being sold. Example
2500 units @ US$ 110.00 = Amount US$275 000.00
- Additional information: The following pertinent information
should be transcribed here. Example: Validity of proforma
invoice: 30 days from the date of issue. Delivery details:
(When the exporter would be in a position to supply the
importer with the order), 45 days after receiving the documentary
credit in South Africa.
- Bank details: The exporter's bank details are placed
here. Example: Bank account number, the exporter's bank
MICR code number, the name of the exporter's bank, the SWIFT
address of the said bank and or the Telegraphic Address
of the exporter's bank. Which party is to pay the bank charges?
Example: All bank charges outside of South Africa for the
account of the importer.
- Sub- total: The total of all the items listed above
would be totalled here, stating either: EXW, FCA, FAS or
FOB. (This amount would exclude the main carriage of freight
and insurance cost).
- Discount: If a discount is applicable then this amount
would be placed there.
- FCA: Total FCA (or
FOB/FAS) price is placed there. This price includes
the inland transportation costs, including documentation
and other charges necessary to arrive at the
"F Term"
- Freight: The cost for transporting the goods from the
exporter's country to the importer's country, the main carriage
of freight. This could be sea, road, rail or air freight
costs.
- CPT: Total CPT (or CFR) price is placed here. This price
includes the cost of the main carriage, which have been
added to the FCA/FOB or FAS price.
- Insurance: If the exporter is to secure insurance for
the goods, then the costs for securing such insurance would
be placed here.
- CIP: Total CIP (or CIF), this would be the price of
the product CPT/CFR including the cost for securing the
insurance.
- Currency: The currency in which the exporter's wishes
to conduct the transaction. Example: US Dollar
- Total: The final invoiced price CIP Sydney Australia.
- Name of Authorised Signatory: Name of the person who
is responsible for signing the proforma invoice.
- Signature: of the same.
- Date: The date on which the proforma invoice was signed.
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