International Trade Documents: Types and Uses
International Trade Documents
Proforma Invoice
A Proforma Invoice is generally created using a company’s letterhead. It should not follow any formalities established by the AFIP. The description should be as detailed as possible and include the value of the transaction, currency, Incoterm, place and method of payment, delivery time, etc. An example for clothing can be:
- Name, address, and telephone number of the exporter
- Proforma Invoice Number
- Data of the importer
- Date and place of issue
- Number and description of goods, unit price, total price
- Terms of delivery and payment, including Incoterm
- Period of validity
- Signature of the exporter
Commercial Invoice
The Commercial Invoice is issued by the exporter and contains the names of the exporter and importer, with their addresses and data. It includes the technical details of the merchandise, date and place of issue, unit of measure, quantity of units being billed, unit and total sales prices, the currency of sale, condition of sale, forms and deadlines of payments, gross and net weights, markings, number of packages containing the goods, and means of transport. The bottom is signed by someone responsible for the company or the Foreign Trade sector. For the type of export bill, the AFIP requires the identification letter in the bill to be the letter “E” to gain access to the collection of rebates.
Consular Invoice
The Consular Invoice, together with the certificate of origin, serves to certify the origin of the goods. It is used in the importing country to control any quotas, determining the application of rights based on the origin, and can even be used for making import statistics. In many cases, it is shaped like a bill or ad hoc form, but it actually aims at the shipping documents. It usually generates a tariffed cost. It should be clearly stated in the contract whether or not the cost or consular fee is included in the selling price.
Certificate of Deposit
The Certificate of Deposit (Warrant) is a certificate issued by administrators or public bonded warehouses, which records that the merchandise has been delivered to them in trust and in whose name it is issued. Usually, it is transferable by endorsement and may be used as payment.
Certificate of Origin
In international trade, there is a document called a Certificate of Origin, which has the function of ensuring that the importer acquired the goods originating in a particular region, economic bloc (MERCOSUR), or country. It usually certifies the quality of products that are intended for certain levels of consumers.
Certificate of Packaging Weight
- Certifies the number of units that make up the game, the unit weight, the number of packages, numbering, and packing system.
- Awarded by the exporter, carrier, or government agency.
Certificate of Analysis
- Certifies the analysis of the exported goods.
- Issued by an official agency, a private laboratory, or the exporter.
Health Certificate
- Certifies the health characteristics of the product.
- Issued by the health authority in the country.
Road Map
The Road Map is the document used in land charges and permits accompanying the shipment for export. It details the major cities and transit routes by which the means of transport will travel at the office of departure. Also detailed in the document are the destination number corresponding to customs, as well as the term for a route schedule. Usually, this documentation is made by the carrier and must be signed by a Customs Transport Agent.
MIC/DTA
MIC/DTA (International Freight Manifest – Customs Transit Declaration) This document is used only in the mode of land freight transport by road, especially with countries bordering Argentina, for export and transit cargoes. Its essential function is to contain the data of the means of transport carrying the goods, since it is a document that is accepted on both sides of the border. It also contains data related to the description of goods, customs departure and destination, at the intersection, journey, seal number, shipper, consignee, carrier, NCM, and issue date and effective charge. All fields in this form are described in Castilian and Portuguese.