Sale - Types of documents

LOGISTICS -> Sales -> Docs tab

The following documents are available to generate for each sale

Certificate of Origin - pdf

Generated as a pdf for certain customers (the format is based on the Certificate of Origin field in (SETUP -> Countries)). For EDI versions, see ChamberDocs certificate. For non preferential Chamber of Commerce versions (paper), as they require wet stamps, they can be imported into eCertify to avoid courier costs and delays.

  • Exporter - comes from the Exporter data entered on the Export tab.
  • Producer - "Available to Customs upon request" unless the customer has the Show producers? field ticked on (SETUP -> Vendors).
  • Importer - comes from the Consignee data entered on the Export tab.
  • Description of goods - the UOM is Docs units from (SETUP -> Pack types). Description is the produce type prefixed with "FRESH NEW ZEALAND".
    • Taiwan - basically 1 line per container except when there are multiple pack type Docs units, HSCodes, produce types. Description template is "[Units] [PackUnit] OF FRESH NEW ZEALAND [ProduceDesc]"
    • Korea - basically 1 line except when there are multiple pack type Docs units, HSCodes, produce types. Description template is "[Units] [PackUnit] OF FRESH NEW ZEALAND [ProduceDesc]"
    • Auckland or Hawkes Bay Chamber of Commerce formats - basically 1 line per container except when there are multiple pack type Docs units, HSCodes, produce types. Description template is "[Units] [PackUnit] OF FRESH NEW ZEALAND [ProduceDesc]"
  • HS Code - comes from SETUP -> Varieties
  • Invoice number - this is the first invoice number unless the customer has the Use customer reference? field ticked on (SETUP -> Vendors).
  • Authorised signature - if a signature has been loaded for your (SETUP -> Users), this will print otherwise it will be left blank.
  • Name, Title and Contact details - come from your name, designation, phone number and email in (SETUP -> Users).

Certificate of Value & Origin - pdf

This is basically another format of the Certificate of Origin

EDI file (custom)

A wide variety of EDI formats have already been created to suit the needs of customers. Existing options include various flat files (CSV,TSV), Excel, XML, and EDIFACT formats.

You can select an existing EDI format when setting up your customers (SETUP -> Vendors), or contact us if you need something special.

EDI file (generic) - Excel

This is a generic spreadsheet containing a lot more detail than shows on the Manifest report. Many customers find this useful.

Health Certificate - pdf

Generated as a pdf for Indonesia and Sri Lanka customers.

  • Shipper - Exporter name from the Export tab.
  • Consignee - comes from the Consignee data entered on the Export tab.
  • Commodity - you will be prompted for a "Commodity template" to use.
  • Quantity - the UOM is the Docs units from (SETUP -> Pack types). The container number(s) are listed.
  • Signature - if a signature has been loaded for your (SETUP -> Users), this will print otherwise it will be left blank.
  • Company - Exporter name from the Export tab.
  • Name and Title - come from your name and designation in (SETUP -> Users).

Import permit

If an import permit has been entered and this was configured in SETUP -> Consignees with a document, that document will be included in the list of documents. This can then be attached when generating an MPI phyto cert.

Invoices - pdf

Each of the invoices that has been generated for the sale (Advance and Final).

Once the invoice is generated on the Docs tab, there is a setting to Address to consignee?. This is only available on the Docs tab, if you run the invoice from the Income tab, the invoice will always be addressed to the Customer.

Click here to see an example invoice and how it is structured.

Manifest - Excel

Manifest report showing details of the product in each container, including pallet numbers. This is generated as a spreadsheet but a pdf can be generated from the Reports menu.

Manifest pivot - Excel

An Excel pivot table with the same information as the Manifest but allows flexibility for the customer to add more fields and manipulate as they see fit.

Packing list - pdf

Generated as a pdf.

  • Header information - comes from the Export tab.
  • Total gross weight - field from the Export tab, can be manually entered otherwise the calculated value will be used.
  • Description of goods - template uses the SLI description from SETUP -> Produce types or the company default will be used. The detail lines are the descriptions used on the invoice.
  • Unit type - based on the Docs units field in SETUP -> Pack types.
  • Net and Gross weights - calculated based on SETUP -> Pack types.
  • Signature and Print name - comes from SETUP -> Users
  • Company - comes from Description in SETUP -> Vendors for your company.
  • Place of issue - comes from Town/city in SETUP -> Vendors for your company.

SLI (Seafreight Loadout Instruction) - pdf

Generated as a pdf but can be sent via EDI to INTTRA if this is configured, see Shipping instruction - INTTRA EDI.