x Does your business or unit have a shipment preparing to go through customs clearance procedures and customs declaration according to regulations but do not have much experience?
x You don't know how to read, record, and fill in symbols and numbers correctly on the customs declaration of imported and exported goods?
x Do you want to know what are the common mistakes when filling out customs declarations? If it's wrong, is there any way to fix these errors?
at Proship.vn will guide you on how to read symbols and numbers on customs declarations in the most detailed and accurate way that any shipper or business needs to know to help the customs clearance process. export and import goods quickly and smoothly.
Instructions on how to write symbols and numbers on the customs declaration in the most accurate way
Do you know the most accurate way to read and write symbols and numbers on customs declarations? If not, please join Proship to learn the detailed instructions below:
How to fill out and record export declaration information
Box 01: Exporter
Fill in full name, address, phone number, fax number, tax code of the Vietnamese trader selling goods to overseas buyers (CCCD/CMT/Passport if an individual).
Box 02: Importer
Fill in full name, address, phone number, fax number and tax code (if any) of the importing trader.
Box 03: Trustor/authorized person
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Fill in full name, address, phone number, fax number, tax code of the trader entrusting the exporter or the authorized customs person, CCCD/ID/Passport if the authorized person is an individual.
Box 04: Customs agent
Fill in full name, address, phone number, fax number, tax code of the customs agent, Contract number, contract date of the customs agent.
Box 05: Specify the corresponding export type
Box 06: Record the number, date, month and year on the license of specialized management agencies for exported goods and the date, month and year of expiration of the license (If any)
Box number 07:
Record the number of days, months, and years of contract signing and the date, month, and year of expiration of the contract or contract appendix (if any).
Box number 08:
Enter the number, date, month and year of the commercial invoice (if any).
Box number 09:
Record the name of the port and location where the goods are loaded onto the means of transport for export.
Box number 10:
Record the name of the final destination country or territory determined at the time the goods are exported, excluding the country or territory through which the goods transit.
Box number 11:
Clearly state the delivery conditions agreed upon by both buyers and sellers in the commercial contract.
Box number 12:
Clearly state the payment method agreed in the commercial contract (if any).
Box number 13:
Enter the code of the payment currency agreed in the commercial contract (If any).
Box number 14:
Record the exchange rate between the original currency and the Vietnamese currency applied to calculate tax in Vietnamese Dong (If any).
Box number 15:
Clearly state the name of the goods, specifications and quality of goods according to the commercial contract and other documents related to the shipment.
* If the shipment has 4 or more items, write as follows:
- On the customs declaration, write: "according to the declaration appendix".
- On the declaration appendix: clearly state the name and specifications of each item.
* If the shipment is assigned a code but the shipment has many details and many items, write the common name of the shipment on the declaration, and you are allowed to make a detailed list (not required to declare in the appendix).
Box number 16:
Record the classification code according to the List of Vietnam's export and import goods. If the shipment has 4 or more items, record as follows:
- On customs declaration: nothing written.
- On the declaration appendix: clearly state the code of each item.
Box number 17:
Write the name of the country and territory where the goods were manufactured. Apply the country code specified in ISO. If the shipment has 4 or more items, the same way is written in box 16.
Box 18:
Record the quantity, volume or weight of each item in the shipment in the customs declaration being declared in accordance with the unit of calculation in box 19. If the shipment has 04 or more items, the recording is similar in box number 16.
Box number 20:
Record the price of a unit of goods in the currency recorded in box 13, based on the agreement in the commercial contract, invoice, L/C or other documents related to the shipment. If the shipment has 4 or more items, write similarly to box number 16.
Box number 21:
Record the original currency value of each export item, which is the result of multiplication (X) between "Amount of goods (box 18) and "Unit price (box 20)". If the shipment has 4 or more items, the way to record is as follows:
- On the customs declaration: write the total value in original currency of the declared items on the declaration appendix.
- On the declaration appendix: Record the original currency value for each item.
Box number 22:
- Taxable value: Record the taxable value of each item in Vietnamese currency;
- Tax rate (%): Enter the tax rate corresponding to the code determined in box 16;
- Record the amount of export tax payable on each item.
If the shipment contains 4 or more items:
- On the customs declaration, write the total export tax payable in the "plus" box;
- On the declaration appendix, clearly state the taxable value, tax rate, and export tax amount payable for each item.
Box number 23:
- Other receivable value: Enter the other receivable amount;
- Percentage: Enter the percentage of other revenues according to regulations;
- Amount: Enter the amount to be paid.
If the shipment has 4 or more items, the recording method is similar to box 22:
Box number 24:
Total amount of taxes and other levies (boxes 22 + 23), the customs declarant records the total amount of export taxes and other levies, in numbers and in words.
Box number 25:
Record completely and accurately the Container Number; Number of bales in the container; Weight of goods in container; Packing location…
Box number 26:
List accompanying documents of the export goods declaration
Box number 27:
Record the date/month/year of declaration, sign for confirmation, clearly state full name, title and stamp on the declaration.
How to fill out and record information on import declarations
Box number 01:
Write down the full name, address, phone number, fax number and code (if any) of the overseas seller selling goods to Vietnamese traders.
Box number 02:
Write down the full name, address, phone number, fax number and tax code of the importing trader.
Box number 03:
Trustee/authorized person.
Box number 04:
Customs broker.
Box number 05:
Specify the corresponding export type.
Box number 06:
Enter the number, date, month and year of the commercial invoice (if any).
Box number 07:
Record the license number, date, month and year of the specialized management agency for imported goods and the license's expiration date, month and year.
Box number 08:
Record the number of days, months, and years of contract signing and the date, month, and year of expiration of the contract or contract appendix.
Box number 09:
Record the number, date, month, year of the bill of lading or valid transport document issued by the carrier to replace the bill of lading.
Box number 10:
Record port name and location.
Box number 11:
Record the name of the port/border gate where the goods are unloaded from the means of transport.
Box number 12:
Record the name of the ship, flight number, train number, code number and arrival date of the means of transport carrying goods imported from abroad to Vietnam.
Box number 13:
Write the name of the country or territory from which the goods are shipped to Vietnam.
Box number 14:
Clearly state the delivery conditions agreed upon by both buyers and sellers in the commercial contract.
Box number 15:
Clearly state the payment method agreed upon in the commercial contract.
Box number 16:
Enter the code of the currency used for payment (original currency) agreed in the commercial contract.
Box number 17:
Record the exchange rate between the original currency and Vietnamese currency applied to calculate tax in Vietnamese Dong
Box 18:
Clearly state the product name and product quality specifications according to the commercial contract or other documents related to the shipment.
Box number 19:
Record the classification code according to the List of Vietnam's export and import goods.
Box number 20:
Write the name of the country and territory where the goods were produced.
Box number 21:
Enter the name of the C/O form issued for the shipment under the Free Trade Agreements to which Vietnam is a member.
Box number 22:
Record the quantity, volume or weight of each item in the shipment in the customs declaration being declared in accordance with the unit of calculation in box 23.
Box number 23:
Write the name of the unit of measurement for each item according to the provisions in the List of exported and imported goods or actual transactions.
Box number 24:
Record the price of one unit of goods (in units in box 23) in the currency recorded in box 16.
Box number 25:
Record the original currency value of each imported item, which is the result of multiplication (x) between "Amount of goods (box 22) and "Unit price of original currency (box 24)".
Box number 26:
- Taxable value: Record the taxable value of each item in Vietnam Dong.
- Tax rate (%): Enter the tax rate corresponding to the code identified in box 19 according to the applicable Tax Schedule.
- Record the amount of import tax payable on each item.
Box number 27:
- The taxable value of the special consumption tax is the sum of the import taxable value and the payable import tax of each item.
- Tax rate %: Enter the excise tax rate corresponding to the commodity code determined in box 19 according to the excise tax schedule.
- Tax amount: Record the amount of special sales tax payable on each item
If the shipment has 2 or more items, write similarly to box number 26
Box number 28:
- The environmental protection taxable quantity of imported goods is the quantity of goods according to the unit specified in the Environmental Protection tax rate table.
- Environmental protection tax rates on imported goods are as prescribed in the Environmental Protection tax rate table.
- Tax: Record the amount of environmental protection tax payable for each item.
In case the shipment has 2 or more items, write similarly to box number 26.
Box number 29:
- Taxable value of value added tax = Import tax price at the border gate
- Import tax (if any) + Special consumption tax (if any) + Environmental protection tax (if any).
- Tax rate %: Corresponds to the commodity code determined in box 19 according to the VAT Schedule.
- Tax amount: Record the VAT amount payable for each item.
In case the shipment has 2 or more items, the recording method is similar to box 26.
Box number 30:
Total tax amount (box 26 + 27 + 28 + 29), the customs declarant records the total amount of import tax, special sales tax, environmental protection and VAT; in words.
Box number 31:
In case there are 4 or more containers, the person who specifically writes the information on the customs declaration appendix does not write it on the declaration.
Box number 32:
List accompanying documents of the import goods declaration.
Box number 33:
Record the date/month/year of declaration, sign for confirmation, clearly state full name, title and stamp on the declaration.
Common errors when filling out customs declarations and how to fix them
As above, you know how to read and record symbols and numbers on the customs declaration most accurately.
Below are common errors when filling out customs declarations along with the causes and most effective solutions:
| Wrong error | Reason | How to fix it |
| Wrong group declaration or wrong type code | Beginners often make this mistake because they do not clearly understand the purpose of the type groups and the corresponding type codes. | Before filling out the declaration, you need to carefully understand the purpose of the enterprise's import-export business. Once you clearly understand that purpose, choose the correct group and type code. Declaring the wrong group or type code is an unacceptable error and may not be corrected later. |
| Wrong declaration of shipping method code | Even people with experience in customs declaration can make this mistake. This error can occur when the person filling out information copies from the old declaration but forgets to update the shipping method code. | If you declare the wrong shipping method code, you will not be allowed to make additional declarations but must cancel the declaration.
Please check all documents to determine the exact shipping method code and compare with the declared information before submitting the official declaration. |
| Incorrect declaration of importer's name for export declaration and wrong exporter's name for import declaration | When a third party is involved in a sale transaction, the person completing the information may be confused about the importer and exporter information. | To avoid this error, the person filling in the information needs to clearly identify the importer and exporter in the transaction. |
| Wrong declaration of number of bales | Due to the variety of goods and packaging, the person completing the information may make a mistake when declaring the number of packages inside the package. | When filling out the customs declaration, you only need to declare the total number of packages, no need to declare the detailed quantity inside the package. This detail has been managed with its own quantity. |
| Wrong declaration of product code | For duty-free import businesses, it is necessary to create codes for raw materials and products for management. Wrong codes can occur when product codes are managed incorrectly. | Please check and update the correct product code. |
Proship Logistics has just guided you how to read, understand, take notes, and accurately fill in symbols and numbers on import and export customs declarations. Accordingly, if any business or goods owner does not have experience in making customs declarations, they should save it. Contact 0909 344 247 to get answers to all questions related to customs clearance, customs declarations, hiring a customs agent, hiring cheap import-export trust services,...
