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Create Export Documents (Packing List / Commercial Invoice)

Overview​

You can create the Packing List and Commercial Invoice required for customs clearance as a single "Export Document".

Purpose​

The Export Document creation feature is used for the following purposes.

  • Streamlining Export Document creation tasks: Bulk create Packing Lists and Commercial Invoices based on Delivery Note data, reducing manual entry and transcription work. In addition, information such as Transaction Terms, Bank Accounts, Packing Information, and HS Codes can be retrieved from data sources and various masters and reused, allowing for efficient entry work.
  • Ensuring consistency of content and preventing mistakes: Prevent omissions and errors in information required for customs clearance by centralizing SKU information, quantities, and amounts on the system, and using automatic calculations and input checks.

Feature Description​

You can create Export Documents using Delivery Notes as the data source.

By creating Parcel data based on the SKU data, prices, and quantities included in the Delivery Notes, you can gather the information required for Export Documents.
You can also customize the size, weight, and volume of the Box used for parcels.

You can also enter information such as Transaction Terms, Bank Account to receive payment, shipping method, and destination.

The created Export Documents can be downloaded as Packing List PDF or Commercial Invoice PDF.

Instructions​

Go to the Operation Screen​

  1. Open the header menu, then click Transactions > Export Management.
    This will take you to the Export Management page.
  2. Click the Create Export Document button.
    This will take you to the Create a New Export Document page.

Enter the Form​

Buyer​

Select the Buyer for whom you want to create the Export Document.

  1. Search Buyers
    You can search for buyers by filtering from each item.
  2. Select Buyer
    Click the Select button for any buyer.

Select Delivery Notes​

Select the Delivery Note that will serve as the data source for the Export Document.

  1. Search Delivery Note
    You can search for delivery notes by filtering from each item.
  2. Select Delivery Notes
    Select any delivery note by checking the checkbox.
    You can select multiple delivery notes.
warning

The following delivery notes cannot be selected.

  • Delivery notes already associated with another Export Document
  • Delivery notes with no SKU items (e.g., custom items only)
  • Delivery notes with different Transaction Terms from the selected delivery notes

Also, currently, "Custom Items" cannot be handled in Export Documents.

Parcel​

Set the weight and volume of the parcel, and information about the box used for the parcel.

  1. Unit Settings for Parcels
    Select the unit of weight and volume from the pull-down menu.
    The unit of parcel is defined collectively for all parcels.

  2. Gross Volume
    You can toggle between automatic calculation and customization of the Gross Volume using the toggle button.

    • Customize Gross Volume is enabled: Enter the value according to the unit.
    • Customize Gross Volume is disabled: The system calculates it automatically. Decimal places are handled up to the 4th decimal place.

  3. Net Weight
    You can toggle between automatic calculation and customization of the Net Weight (total weight of the products themselves) using the toggle button.

    • Customize Net Weight is enabled: Enter the value according to the unit.
    • Customize Net Weight is disabled: The system calculates it automatically. Decimal places are handled up to the 4th decimal place.

  4. Gross Weight
    You can toggle between automatic calculation and customization of the Gross Weight using the toggle button.

    • Customize Gross Weight is enabled: Enter the value according to the unit.
    • Customize Gross Weight is disabled: The system calculates it automatically. Decimal places are handled up to the 4th decimal place.

  5. Create a Shipping Box
    Click the button to create a new "Box" master.
    Use this when you need a box with new specifications that is not registered in the master.

  6. Case Mark
    Enter numbers or symbols to identify the cargo.
    The system automatically enters the number, so change it if necessary.

  7. Box
    Select the Box to be used for the parcel from the pull-down menu.

    If you cannot find the necessary box, create a new one from the Create a Shipping Box button in step 5.

  8. Size / Box Weight
    The dimensions and weight of the selected "Box" are automatically entered.
    It is also possible to overwrite by manual entry.

  9. Gross Weight / Volume
    Calculated automatically based on the data of the "Box" and the Parcel SKU - Form Entry Method described later.

    By checking the checkbox, it is also possible to overwrite by manual entry.

  10. Add a parcel
    Each time you click the button, one parcel is added.
    Click to add as many parcels as needed for this export.

Parcel SKU - Basic Form Settings​

Enter SKU information and allocate quantities to parcels.

  1. Export Quantity
    You can toggle between allowing and disallowing changes to the Export Quantity of SKUs using the toggle button.
    This is mainly used when there is a difference between the quantity on the Delivery Note and the Export Quantity for some reason.

    • Allow modifying the export quantity of SKUs is enabled: You will be able to manually change the Export Quantity for each SKU.
    • Allow modifying the export quantity of SKUs is disabled: The Export Quantity for each SKU conforms to the selected Delivery Note.

  2. Form View
    Click the pull-down menu to select from multiple patterns for the Product Form View and SKU Form View.
    You can freely switch the display format of each form while retaining the input contents.

Parcel SKU - Form View Settings Method​

  1. Product Form View
    You can set the display format related to grouping by "Product (Model Number)".
    Select from the following 3 display formats.

    • All products in a unified table: The SKU list table is displayed without grouping by Product (Model Number).
    • All products grouped by product: The SKU list table is displayed grouped by Product (Model Number). All products are displayed side by side.
    • A single product: The SKU list table is displayed grouped by Product (Model Number). Only one product selected in the pull-down is displayed.

  2. SKU Form View
    You can set the display format related to the SKU list table.
    Select from the following 2 display formats.

    • Unified Form: A display format where SKU information entry and quantity allocation to parcels are done in a single list table.
    • Separated Form: Displays the SKU information entry list table and the quantity allocation list table separately.

  3. Set as Default
    You can save the currently set display format as the default setting.
    When creating or editing Export Documents next time, you can start work with the default settings applied in advance.

    Default settings for display formats are applied on a brand basis.

Parcel SKU - Form Entry Method​

The following explains using the Export Quantity setting and display format as an example.
The form entry method is generally the same for other display formats.

  • Allow modifying the export quantity of SKUs: Enabled
  • Product Form View: All products grouped by product
  • SKU Form View: Separated Form

  1. Country of Origin
    Select the Country of Origin of the product from the pull-down menu.

    If the Country of Origin is not registered in the Product master, setting is required.
    If registered in the Product master, the Country of Origin is automatically selected.

  2. Weight Unit
    Displayed when kg or lb is selected in the Unit Settings for Parcels in Parcel.

    It is possible to specify a smaller unit for each product.
    Use this when products with light weight are mixed.

  3. Price
    Enter the Price for each SKU.

    You can perform the following bulk operations from the input form in the header row and various icon buttons.

    • Trash icon: Sets the Price of all SKUs in the list to 0.
    • Minus icon: Subtracts the value entered in the header row form from the Price of each SKU.
    • Plus icon: Adds the value entered in the header row form to the Price of each SKU.
    • Clock icon: Restores the Price of all SKUs in the list to the initial state.

  4. Export Quantity
    The total quantity of each SKU in the selected Delivery Notes is displayed.

    If "Allow modifying the export quantity of SKUs: Enabled", you can overwrite the Export Quantity for each SKU.
    Also, you can perform the following bulk operations from the input form in the header row and various icon buttons.

    • Trash icon: Sets the Export Quantity of all SKUs in the list to 0.
    • Minus icon: Subtracts the value entered in the header row form from the Export Quantity of each SKU.
    • Plus icon: Adds the value entered in the header row form to the Export Quantity of each SKU.
    • Clock icon: Restores the Export Quantity of all SKUs in the list to the initial state.

  5. HS Code (Optional)
    Enter the HS Code.
    If registered in the Product master, the HS Code is automatically entered.

    You can perform the following bulk operations from the input form in the header row and various buttons.

    • Pencil icon: Overwrites all SKUs with the text entered in the header row form.
    • Dotted circle arrow icon: Overwrites all SKUs with the first Material registered in the Product master.
    • Circle arrow icon: Overwrites all SKUs with all Materials registered in the Product master, separated by commas.

  6. Material Name (Optional)
    Enter the Material Name.
    If registered in the Product master, the Material Name is automatically entered.

  7. Description of Goods (Optional)
    Enter detailed information as cargo.

    Example: Men's Jackets

  8. Weight
    Enter the Weight.
    If registered in the Product master, the Weight is automatically entered.

    The unit refers to the Weight Unit set in step 2.
    If the unit of the input form and the Product master are different, the value is recalculated according to the unit of the input form.

    You can perform the following bulk operations from the input form in the header row and various icon buttons.

    • Trash icon: Sets the Weight of all SKUs in the list to 0.
    • Minus icon: Subtracts the value entered in the header row form from the Weight of each SKU.
    • Plus icon: Adds the value entered in the header row form to the Weight of each SKU.
    • Clock icon: Restores the Weight of all SKUs in the list to the initial state.

  9. Parcel
    Parcel columns and input forms are prepared for the number added in Parcel.
    Enter the quantity of cargo corresponding to the parcel.

    You can perform the following bulk operations from the input form in the header row and various icon buttons.
    It acts on the corresponding Parcel column.

    • Trash icon with X: Removes the Parcel column from the list. The quantity being entered is cleared.
    • Trash icon: Sets the quantity of all SKUs in the Parcel column to 0.
    • Minus icon: Subtracts the value entered in the header row form from the quantity of each SKU.
    • Plus icon: Adds the value entered in the header row form to the quantity of each SKU.
    • Filled plus icon:
      Adds the unassigned quantity to the quantity of all SKUs in the Parcel column.
      SKUs with no unassigned quantity are skipped.

  10. Parcel Form
    You can perform the following operations from the "Action" pull-down menu.

    • Add a parcel: Adds a new parcel. If added, you need to go back to Parcel and select a Box finally.
    • Add Parcel Form Column: Displayed when a Parcel column is deleted. Adds the deleted Parcel column again.

Shipping Cost - Add Line Items​

Use this when collecting Shipping Costs. If not needed, proceed to the next step.

  1. Add a Shipping Cost
    Each time you click the button, you can add one line item.
    If multiple line items are required, click for the required number of rows.

Shipping Cost - Enter Line Item Details​

  1. Display Name
    Enter the Display Name of the line item.
  2. Cost (excl. tax)
    Enter the amount of the line item.
  3. Apply Taxes
    You can select and apply taxes.

Other Cost - Add Line Items​

Use this when collecting fees or insurance premiums. If not needed, proceed to the next step.

  1. Add a Other Cost
    Each time you click the button, you can add one line item.
    If multiple line items are required, click for the required number of rows.

Other Cost - Enter Line Item Details​

  1. Display Name
    Enter the Display Name of the line item.
  2. Cost (excl. tax)
    Enter the amount of the line item.
  3. Apply Taxes
    You can select and apply taxes.

Export Document Overview​

Enter the slip information of the Export Document and information related to trade.

  1. Export Document No.
    You can toggle between customizing and not customizing the slip number of the Export Document using the toggle button.

    • Customize Export Document No. is enabled: Enter the slip number in the form.
    • Customize Export Document No. is disabled: The slip number is auto-generated.

  2. Issue At
    You can toggle between registering and not registering the issue date as the slip date using the toggle button.

    • Set the issue date. is enabled: Enter the date.
    • Set the issue date. is disabled: The issue date is not registered.

  3. Note
    You can enter management memos for internal use. It will not be displayed to the buyer or output to the PDF.

  4. Transaction Term
    Select Transaction Term (Trade Term) from the pull-down menu.
    You can also customize the Display Name. The Display Name will be output to the PDF.

  5. Payment Term
    Select Payment Term from the pull-down menu.
    You can also customize the Display Name.

  6. Shipper Bank
    Select Bank Account to receive payment from the pull-down menu.
    If you cannot find the necessary Bank Account, create a new one from "Maker Settings > Bank Account".

  7. Shipped Per
    Select the shipping method from the pull-down menu.

  8. Air Waybill Number
    Enter Air Waybill Number if available.

  9. Port of Loading
    Enter Port of Loading if necessary.

  10. Port of Discharge
    Enter Port of Discharge if necessary.

  11. Final Destination
    Enter Final Destination if necessary.

  12. Country of Final Destination
    Displayed by referencing the Consignee's country set in Address Information.

  13. On or About
    You can toggle between setting and not setting the On or About date using the toggle button.

    • Set the On or About. is enabled: Enter the date.
    • Set the On or About. is disabled: The On or About date is not registered.

Address Information​

Enter the address information to be described in the Export Document.

  1. Shipper
    Select one of the following 3 from the Address pull-down menu and enter the address information.

    • Enter a New Address: Enter a new address.
    • Use the previously entered value: If you have created an Export Document for the corresponding buyer, you can use the previous address.
    • Maker Address: You can select the "Maker Address corresponding to the transaction language" with the export destination buyer.

  2. Consignee
    Select one of the following 3 from the Address pull-down menu and enter the address information.

    • Enter a New Address: Enter a new address.
    • Use the previously entered value: If you have created an Export Document for the corresponding buyer, you can use the previous address.
    • Delivery Address: You can select any address registered in the selected Delivery Note.

  3. Importer / Manufacturer, etc.
    You can toggle between registering and not registering an address different from the Shipper using the toggle button.
    Use this when there is a direct shipment from an intermediary Importer, Manufacturer, or factory.

    • Enable: Enter the address information. You can also define the label name when outputting to PDF.
    • Disable: The Importer/Manufacturer address is not registered.

Packing List Info​

Enter the content to be described in the Packing List PDF.

  1. Packing Information
    Output as PACKING INFORMATION at the top of the Packing List PDF.
    If there are remarks regarding packing, you can enter up to 300 characters.
  2. Remarks
    Output as REMARKS at the top of the Packing List PDF.
    If there are remarks other than packing, you can enter up to 300 characters.
  3. Free text
    Output at the bottom of the Packing List PDF.
    You can enter the wording you want to display as a footer. There is no character limit.

Commercial Invoice Info​

Set the content to be described in the Commercial Invoice PDF.

  1. Remarks
    Output as REMARKS at the top of the Commercial Invoice PDF.
    If there are any remarks worth noting, you can enter up to 300 characters.
  2. Note
    Output as NOTE at the top of the Commercial Invoice PDF.
    If there are other remarks, you can enter up to 300 characters.
  3. Free text
    Output at the bottom of the Commercial Invoice PDF.
    You can enter the wording you want to display as a footer. There is no character limit.

Execute the Operation​

Once you have completed the entry for each section, save the Export Document.

Save as Draft​

  1. Save as Draft
    Save the Export Document in Draft status.
    If you plan to change it later, saving it as a draft is recommended so that you can clearly recognize that it is a work in progress.

    If the process is successful, a success notification is displayed.
    If the process fails, an error notification is displayed. Please check the content and try again.

Create​

  1. Create
    Creates the Export Document.
    The created Export Document will be in Editable status, and can be edited until it is marked as shipped.

    If the process is successful, a success notification is displayed.
    If the process fails, an error notification is displayed. Please check the content and try again.

Important Notes​

Please note the following points when using the Export Document creation feature.

Custom Items in Delivery Notes cannot be handled in Export Documents​

Custom Items included in Delivery Notes cannot be handled as line items in Export Documents (Packing List/Commercial Invoice).
Therefore, Delivery Notes consisting only of Custom Items cannot be selected on the Select Delivery Notes selection screen.

Export Quantities must be fully distributed to each Parcel​

The Export Quantity of each SKU must be allocated to all added parcels without excess or deficiency.
If there is any unassigned quantity remaining for any SKU, an input error will occur and the Export Document cannot be created.

If you add or delete parcels, or adjust quantities by enabling "Allow modifying the export quantity of SKUs", please recheck the quantities of each parcel column displayed in Parcel SKU - Form Entry Method and ensure there are no unassigned quantities before saving.

Save as Draft / Create cannot be executed until input errors are resolved​

Input checks are performed for required items and quantity consistency in each section.
If input errors such as missing required items or quantity inconsistencies remain, the Save as Draft and Create buttons will be disabled.

Check the content of the error message, correct the address information, Transaction Term/Payment Term, consistency between Export Quantity and parcel quantity, etc., and then Save as Draft or Create.