Whether it is for an exhibition, symposium, training event or roadshow, shipping printed materials and branded merchandise internationally can be problematic. This can mean delays at customs. Given that exhibitions and training events are time sensitive this can turn a minor issue into a disaster.
Like most industries the shipping business uses its own language and a series of terms and abbreviations. Some are short hand for ease, others seem like a deliberate attempt at obfuscation. To help try to bring clarity to the situation here is a
LIST OF TERMS AND ABBREVIATIONS USED IN SHIPPING AND CUSTOMS
AWB –the Air Way Bill is a document that accompanies goods shipped by an international air courier (DHL/FedEx etc) – it has a number unique number, called the Air way bill number or tracking number, which allows the shipment to be tracked
CIF, FOB, D2D, ex works – if you find yourself importing promotional items from China or the Far East the supplier will quote a price in one of a number of ways. Ex Works means the price at the suppliers factory gate, FOB or Freight on Board means the price when the cargo is loaded to plane or ship, CIF or Carriage Insurance and Freight is the price to have the items shipped to a UK port or airport and does not include the management of duties and taxes nor the final shipment to destination. If all cost are included this is a Door to Door price or D2D.
DAP and DDP – the most common INCOTERMS. Incoterms are a series of descriptions of the terms of trade and are internationally recognised. DAP – Delivered at Place, means the receiver is responsible for the payment of all duties and taxes. In the world of promotional merchandise and/or print for a training course - DAP should be avoided since the receiver is not necessarily the buyer and cannot be held responsible for payments. DDP is Delivered Duty Paid means the Duties and Taxes are paid by the sender.
Importer of Record and Exporter of Record –linked to the Incoterms comments above. The importer of record is legally responsible for the goods. This is not just the payment of the duties and taxes but extends to all legal responsibility – it is the reason some carriers and receivers become nervous with a DDP shipment which leaves them with a legal responsibility.
C of C – Certificate of Conformance (or compliance) – a document which assures the importing country that the goods are fit for purpose and comply with the appropriate Health and safety rules. As well as a general certificate there are specific certificates for foodstuffs, cosmetics and of interest to the branded merchandise industry toys (EN 71 rules govern toys for both EU and UK).
Commodity Code - A commodity code is a standard system of numbers that are used to identify the goods and services that are being purchased. In the USA they are called HS codes and they define what the items is mad from and used for so as to determine the tax and tariff rate that applies.
Commercial Invoice - A commercial invoice is a type of invoice required to ship packages internationally. Typically shows the number of packages and dimensions, a description of the contents and the commodity code for the items plus a commercial value for the purposes of customs and tax. Traditionally the value had been understated but this is a dangerous game and can lead to delays with customs.
Customs Invoice - A customs invoice is a form requiring all data in a commercial invoice, along with a certificate of value and/or a certificate of origin.
EORI number - (Economic Operators Registration and Identification) number is a unique identification number used by businesses involved in customs activities in the European Union (EU) and the UK.
UKIMS - UK Internal Market Scheme. You must have a UKIMS authorisation before goods are moved to Northern Ireland using these simplified processes. This follows the Windsor agreement.
EIC and KYC – for India you will either need the EIC number if shipping to a business or the KYC (Know your customer) details if shipping to an individual/home address.
Volumetric Weight – when flying cargo you will find that airlines will not charge by weight but a calculated weight based on volume – or the heavier of the two weights. This is done to take into account bulky but light parcels. This generally does effect printed items and notebooks (paper is heavy) but can effect things like T shirts and stress balls.
SKU – stock keeping unit – sometimes called a line items and refers to an individual component in a shipment
The above is not a comprehensive list but rather the most common items in our industry. If you need help and advice contact enquiries@pdi.co.uk and we will endeavour to help.