INVOICE

Everything youneed to know
about completinga commercialinvoiceWhy do you need to complete
a commercial invoice?
• It is the basis for your customs declaration.
• It clearly describes the goods and their value.
• It helps to determine customs duties to be paid.
• It helps you to avoid any customs delays and deliver
your shipment smoothly.
• Without a commercial invoice, you are unable
to ship overseas.

INVOICEGeneral tips for completinga commercial invoice
INVOICEYou should prepare a commercial
invoice in advance of yourshipment collection

Be accurate and provide as
much detail about the goods
that you’re exporting

When possible, include a
harmonized tariff code. This global
system of classification speeds up
exports, reduces delays and canhelp you avoid any additional feesor charges

Ensure that you have clearlystated your reason forexporting on the document,
e.g. gift

Check the tariff code here?

x3

Three signed copies – one original andtwo copies – are required and should
be included with your shipment.
Make sure you also keep a copy of theorginal signed commercial invoice foryour own records

You can download acommercial invoice on UPS.com
DOWNLOAD

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The commercial invoice
Click on the yellow squares
to go through each section of the invoice.

Click on the home button
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From

From

Make sure to include full details, including:• Tax ID(or in the EU, the Economic Operators Registration andIdentity (EORI) Number)• Shipper’s contact name• Shipper’s address with postal code and country• Shipper’s phone number (very important)Shipment Details

Shipment Details
Tracking . Tracking number is the number shown on your shipping label(automatically generated when you create a shipment in UPS shippingsystems). If there is more than one package, you should use the lead or
first tracking number
Invoice. Invoice number is assigned by the shipper if applicable.
Date. This should be the date the transaction took place in the seller’srecords.

Tip. Getting the date of sale / transaction

correct is particularly important when goods
are being purchased under a letter of credit.

PO. Purchase Order number is assigned by the shipper if applicable.
Terms of Sale. (Incoterm) refers to the billing terms on the invoice.
The terms state who (seller or buyer) is responsible for paying various
costs - shipping, insurance, import tax and duty charges - and clarify
the point at which the goods change ownership.
Reason for export. For example, whether shipment is a sale, a gift,
an item for repair, etc. It’s particularly important to mention the reasonfor export.

Ship toShip toMake sure to include full details, including:• Tax ID(or in the EU, the Economic Operators Registration and Identity(EORI) Number)• Recipient’s contact name• Recipient’s address with postal code and country• Recipient’s phone number (very important)

Sold to Information

Sold to Information

Make sure to include full details, including:• Tax ID(or in the EU, the Economic Operators Registration andIdentity (EORI) Number)• Contact name
• Address with postal code and country• Phone number (very important)

Package Details

Package Details
Units. Refers to the quantity of the merchandise, i.e. the number of individual items per description type being sent.
U/M. Abbreviation for Units of Measure - whether the items are listed as individual, bundle, roll, etc.
Description of Goods. This is where you need to provide a detailed description of what items are in the package(s).
The detailed descriptions you provide are used by the destination brokerage department to assess and apply the import country’s
duty and tax on the goods being sent.
The details of the description should include:• WHAT IT IS• WHAT MATERIALS IT’S MADE OF

Harmonised Tariff Codes. If available, include this to assist the clearance of your goods.

Tip. In case you cannot identify the tariff
code, that is where a broker can support.

• WHAT THE ITEM IS USED FOR

Package Details

Country of Origin (C/O). This is the country where the goods were manufactured or assembled NOT the country
they are being shipped from, e.g., if goods made in Italy are being shipped from the US, the C/O is Italy, not the US.

Tip. Check if your shipment qualifies for preferentialagreements which means you might benefit from reducedtariffs.
Unit value. Is the individual value of the item e.g. if you have 15 shirts at £10 each, the unit value is £10Total unit value. Is the value of all the items combined e.g. if you have 15 shirts at £10 each, the total value is £150

Tip. Be precise and include a valuation figure that is accurate
to your knowledge. If customs officials at the destination
country have reason to believe the valuation of your goods
is not correct this can be a reason for them to hold a package
for further investigation. It’s important to recognise that
all materials have an intrinsic value too. For example, even
if you are sending a product sample your valuation should
at a minimum represent the cost of the materials it took toproduce it.

Additional Comments

Additional Comments
Add any other information that could be useful here.

Declaration Statement

Declaration Statement
Declaration statement. This may be required on
the invoice for commodities that require a licenceor licence exception.

Tip. If needed, the purpose for the export

should be included here in order to ensurethat your goods are considered appropriately
during clearance – such as when the goods
are not being sold but entering a country
temporarily for repair or for an event.

Shipper. Put your title and signature here.
Date. The date you (the shipper) made the statement.

Final cost/value Info

Final cost/value Info
Invoice line total. Is the total value of all contents included in the shipment(excluding packaging).
Discount. Discount / Rebate is any discount or rebate given by the shipper.
Invoice sub-total. It is the total amount after any discount or rebate.
Freight. Is the cost to transport the shipment.
Insurance. Is the amount the shipper or receiver pays to cover the cost ofreplacing the shipment if it is lost or damaged.
Other. Is for any other charges placed on the shipment by the shipper, e.g.
Handling Charge.
Total invoice amount. Is the total after all discounts are taken off and all charges
added up.
Total No. of packages. Is the number of packages included in the shipment.
Total weight. Total weight (kg or lbs) is the shipment weight including packaging.
Currency code. Currency code indicates what currency the values are listedin, e.g. GBP, EUR, USD etc.

Download a commercial invoice
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