UPS Worldwide Express Saver: Method for Creating Commercial Invoices
When shipping parcels other than documentation, please prepare four copies of a commercial invoice in English. (Depending on the country and the parcel weight, an invoice may be required even for documentation.) According to the Customs Act, a commercial invoice is required when shipping products overseas. The invoice is important documentation which is essential for export declaration at Japanese customs, as well as for import declaration and customs inspection in the importing country. Please refer to the example listed below and create an invoice using a typewriter, word processor or computer. (No specified format.)
Be sure to list the monetary amount. Customs declaration is not possible for a product price of 0 (zero) JPY.
Also, declaration using an unreasonably low price may result in trouble.
Cleary and correctly write the name and address of the consignor and consignee in English. Also, be sure to write a telephone number. Reliable delivery may not be possible if details such as the department name and personal name are not written.
For the "Importer" section, write "Same as Consignee" when the importer is the same as the delivery destination. When the delivery destination and importer are different, please write the same information as for consignee.
Consignor (right aligned)
Write the UPS tracking number in the "UPS TK. Number" section. Write the date on which the invoice was created in the "Date" section. "Ref.1" and "Ref.2" are for freely writing information about the parcel. Please write the invoice number and purchase order number in this section. The same sections exist on the shipping label.
Terms of Sale (Incoterm): Select the price quotation.
- FOB Free on Board: The seller delivers the agreed goods to the aircraft arranged by the purchaser at the airport specified in the contract.
- C&F Cost and Freight: A purchasing condition for foreign trade transactions. The price includes airfare.
- CIF Cost, Insurance and Freight: A purchasing condition for foreign trade transactions. The price includes airfare and airfare insurance premiums.
- Other: EXW (ExWorks), FCA (Free Carrier), etc.
Reason for Export: Write a reason for export such as gift, sale or sample.
Payment: Select from "No Commercial Value", "Commercial Value (Remittance)", or "Commercial Value (Other)". When selecting "Commercial Value (Other)" please write the settlement method (L/C, D/A, D/P, check, etc.).
Product details section
Units: Enter the quantity.
Unit of Measurement: Bag, case, kilograms (weight), piece, etc.
Description of Goods: Write in as much detail as possible. Clearly write the raw materials and intended use.
Country of Origin: Write the country where the product was produced.
Currency: JPY, ¥, USD, US $, etc.
Total Value: Calculated by multiplying "Unit Value" by "Units."
Additional Comments: If necessary, write additional information.
Write the Invoice Total and the Currency. When entering different forms of currency for each product, calculate a total for each currency.
Write the Total Number of Packages, the Gross Weight (total weight for all packages measured after packaging) and the Net Weight (weight of contents only).
Make copies before signing the invoice. Write by hand the sender’s name, signature and date on all four copies. If possible, write in blue ink (to prove that the signature is not a copy).