Edit Export Documents (Packing List / Commercial Invoice)

• Overview
• Purpose
• Feature Description
• Instructions
• Important Notes

Overview

You can edit the packing list and commercial invoice required for customs clearance.

Purpose

The export document editing feature is used for the following purposes.

• Addition and correction of confirmed information and correction of clerical errors: Add or correct information that was undetermined at the time of document creation, such as vessel name, ETD/ETA, Net / Gross Weight, etc. By limiting editing permissions to "Draft" and "Editable" statuses, flexible data updates are possible before finalization.
• Preservation of transaction records and maintenance of consistency: By making the "Shipped" status uneditable, prevent ex-post alteration of finalized documents actually used for customs clearance/transportation, and preserve accurate audit trails. Also, by restricting changes to the "Buyer", maintain the link between the original order/delivery data and the export documents, preventing inconsistencies in transaction entities and the risk of misdelivery.

Feature Description

You can add detailed information and make corrections to the documents created in Create Export Documents (Packing List / Commercial Invoice) according to the actual state of the cargo.

Based on the delivery invoice data (SKU, quantity, price), define the actual packing configuration.
Specifically, assign which SKUs go into which boxes and how many, adjust the weight (Net / Gross Weight) and volume (Measurement) for each box, and complete the cargo details required for customs clearance.

Also, centrally manage information unique to trade transactions that is not included in the delivery invoice (transaction terms, payment bank accounts, transportation routes, expenses such as shipping and insurance premiums) on this screen.

info

Only export documents with the status "Draft" or "Editable" can be edited.
*Documents with the status "Shipped" cannot be edited.

Also, the "Buyer" cannot be changed.

Instructions

Edit export documents using the following flow.

1. Move to the edit screen
2. Edit the export document
3. Update the export document

1. Move to the edit screen

1. Click Transactions menu > Export Management.
   You will be redirected to the export management page.

2. Search Export Documents
   You can search for the export document to edit using various items.

3. Click the Edit button for the export document you want to edit.
   You will be redirected to the "Update The Export Document" page.

2. Edit the export document

The following describes how to enter the form for each section.

• Buyer
• Select Delivery Invoices
• Parcel
• Parcel SKU - Basic Form Settings
• Parcel SKU - Form View Settings Method
• Parcel SKU - Form Entry Method
• Shipping Cost
• Other Cost
• Export Document Overview
• Address information
• Packing List Info
• Commercial Invoice Info

Buyer

Since the export document is created based on the buyer's delivery invoice information, the Buyer of the created export document cannot be changed.

Select Delivery Invoices

Select the delivery invoices that will serve as the data source for the export document.

1. Search Delivery Note
   You can search for delivery invoices by filtering with various items.
2. Select Delivery Invoices
   Check the checkbox of the desired delivery invoice to select it.
   You can select multiple delivery invoices.

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

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.

2. Display Name
   Enter the Display Name of the line item.

3. Cost (excl. tax)
   Enter the amount of the line item.

4. Apply Taxes
   You can select and apply taxes.

Other Cost

Used when collecting handling fees, insurance premiums, etc. If not required, 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 necessary number of rows.

2. Display Name
   Enter the display name of the line item.

3. Cost (excl. tax)
   Enter the amount of the line item.

4. 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.

3. Update the export document

When the input for each section is completed, save the export document.

When the Export Document being edited is in "Draft" status

• Save as Draft
  Saves the edited Export Document again in Draft status.
  If you plan to make changes later, we recommend Save as Draft as it allows you to clearly identify that work is in progress.

  If the process is successful, a success notification will be displayed.
  If the process fails, an error notification will be displayed. Check the details and please try again later.

• 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 will be displayed.
  If the process fails, an error notification will be displayed. Check the details and please try again later.

When the Export Document being edited is in "Editable" status

• Save as Draft
  Saves the edited Export Document in Draft status.
  *If you want to return an Export Document in Editable status to Draft status, please Save as Draft.

  If the process is successful, a success notification will be displayed.
  If the process fails, an error notification will be displayed. Check the details and please try again later.

• Update
  Updates the Export Document while maintaining the Editable status.

  If the process is successful, a success notification will be displayed.
  If the process fails, an error notification will be displayed. Check the details and please try again later.

Important Notes

Please note the following points when using the export document editing feature.

Editing Restrictions by Status

Editing of export documents is only possible when the status is "Draft" or "Editable".
Export documents with the status "Shipped" cannot be edited or corrected to preserve transaction records.

Restrictions on Changing Buyers and Adding Delivery Invoices

On the edit screen, you cannot change the "Buyer" determined at the time of creation.
If you have created it with the wrong buyer, delete that export document and create a new one by selecting the correct buyer.

Also, when adding "Delivery Invoice" during editing, delivery invoices that meet the following conditions cannot be selected.

• Delivery invoices already associated with another export document
• Delivery invoices with different transaction terms than the selected delivery invoices
• Delivery invoices with no SKU items
  "Custom Items" included in the delivery invoice cannot be treated as line items in the export document (packing list / commercial invoice).
  Therefore, delivery invoices consisting only of custom items cannot be selected on the Select Delivery Invoices selection screen either.

Readjustment of Parcel Allocation When Changing Quantity

If you change the quantity by enabling "Allow changes to SKU export quantity" or change the configuration of parcels (boxes), be sure to reconfirm that all quantities are allocated to parcels without excess or deficiency.

If "Unassigned" quantities occur due to editing, or conversely, if the quantity in the parcel exceeds the export quantity, consistency is not maintained, so saving/updating is not possible.
Please adjust the quantity of each parcel column and resolve the error before saving.

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

Input checks are conducted on Required fields in each section and the consistency of the Quantity.
If input errors, such as unentered Required fields or Quantity inconsistencies, remain, the Save as Draft, Create, and Update buttons will be unclickable.

Confirm the contents of the Error Message, correct the Address information, Transaction Terms / Payment Terms, and the consistency between Export Quantity and Packing Quantity, etc., and then perform Save as Draft / Create / Update.