International Shipping

For assistance with international paperwork and shipping options, please contact the shipping carrier:

• FedEx International Document Assistance: https://gtm.fedex.com/DOCASSIST?cntry_code=ca_english

• Or by phone: 1.800.GoFedEx

Z-Firm is not able to advise shippers on these matters.

Export Documentation: Generally Speaking

International shipping requires paperwork to be included with the shipment.  This paperwork can include Commercial Invoice (CI), Certificate of Origin (CO), NAFTA certificate, and other paperwork.

To find out what paperwork is required for a specific shipment, contact the shipping carrier.

For the vast majority of export shipments, the only needed documentation is a Commercial Invoice (aka CI).

There are several ways to create a Commercial Invoice:

• Include 2 copies of the invoice from your accounting software or ecommerce system. In most cases, this is sufficient, and since the invoice is already entered, there is no extra data entry needed.
   

• Use the the templates provided by the shipping carrier. FedEx International Document Assistance: https://gtm.fedex.com/DOCASSIST?cntry_code=ca_english

• Create a pro-forma invoice, using a word processor. Such an invoice must have the date, the seller and buyer information, list of goods, and prices. This method applies to many shippers, especially those that either send standard goods (always the same), or who break down goods differently for export purposes (e.g. software companies that split intellectual property licenses from the actual media cost).

• Let ShipRush generate the paperwork. This requires that you go into the Export Documents area of ShipRush by pressing the button:
  In this area, complete all the sections for the paperwork to print.

For ShipRush to print a Commercial Invoice, the required information is:

On the ShipRush main shipping form - fill in a description of goods. This can be a relatively short answer like 'christmas gifts' or 'order of widgets.' Note that the description should be accurate.

In the Export Documents area, several elements are required. Use the Add button for EACH item that is in the box. If shipping a hat, phone and pair of shoes there would be a separate line item for each of those - a total of three lines. On EACH line fill out this information:

• Description should be detailed for that item (for the phone, specify the make and model)

• Weight is the weight of that single item

• Units is how the item is measured. 'Each' is the normal selection here

• Quantity - How many of this item are in the shipment

• Unit Price - how much each unit is worth (e.g. if shipping two phones, that are $100 each, this would be $100)

• Amount - the total cost for all those items in the box - this should be Quantity x Unit Price

• Commodity Code - For exports from the U.S. this is the Schedule B code. This is not required, but is helpful to get your shipment through customs reliably.

The next area is the Invoice area - unless you are creating your Commercial Invoice with another program, check the Print Invoice box and complete at least these elements:
 

• Reason for Export - for most shipments this will be either 'Sale' or 'Gift'

• Declaration Statement - Invoice (since this is what you are printing for your customs documentation)

Most of the other fields in the invoice option are optional.

If there is a customer purchase order #, that can be entered in the PO number field. Payment terms would be something such as Prepaid or Net 30 for example. The total invoice amount is disabled because ShipRush will calculate the total the Amount from each line item in the goods area and fill it in for you. This is the shipment value that will be submitted to customs, so double check to make sure it is correct - if not, adjust the amount on the line items in goods area.

What is a Schedule B Number?

The Schedule B code is the commodity code for an item being exported from the U.S. It is the U.S. adaptation to the worldwide Harmonized Schedule number. It it a 10 digit code if it is fully detailed and is generally written in this format AABB.CC.DDDD.

For example, the Schedule B code for poultry is 0207, for frozen and cut chicken it would be 0207.14, for frozen chicken cut into leg quarters it would be 0207.14.0010 - this fully descriptive number being the final schedule B code to be added on an international customs form.

The best way to find the Schedule B code for an item is to use the U.S. Census Department search tool:  http://www.census.gov/foreign-trade/schedules/b/

What is Electronic Export Information (EEI)? (aka SED) When do I need to use this?

Electronic Export Information (EEI), formerly known as Shipper’s Export Declaration (SED), is used for export control purposes under the umbrella of the U.S. Department of Commerce and to provide export statistics to the U.S. Government.

EEI filing is applicable to all shipments exported from the U.S., Puerto Rico, and the U.S. Virgin Islands that meet the criteria below..

To secure authorization for exporting commodities that require EEI, file the export information using the U.S. Government’s AES (Automated Export System). AESDirect.gov is the U.S. Census Bureau’s free, Internet-based interface for filing EEI data to the Automated Export System (AES). You can also authorize FedEx to file the EEI as your agent by using the FedEx Export AgentFile manual fax, electronically on fedex.com or the XML process. The FedEx Export AgentFile XML process was designed to provide you with the ability to program agent filing of EEI data incorporating XML technology into your existing system. There is a per-shipment charge for each EEI shipment that FedEx transmits to AES.

EEI filing is required for the following locations:

• From the U.S. (including Puerto Rico) and the U.S. Virgin Islands to International destinations

• From the U.S. (including Puerto Rico) to the U.S. Virgin Islands

• Between the U.S. and Puerto Rico

Note: Shipments from the U.S. Virgin Islands to the U.S. or Puerto Rico do not require EEI filing; however, the appropriate FTR is required: No EEI 30.2(d) (2)

When is EEI filing required?

The following criteria dictate when the EEI is needed. Note that this only applies to specific shipment types.

• The value of the commodity under any single Schedule B commodity (or Harmonized code number) is greater than $2500 and is exported from the same exporter to the same consignee on the same day (not including shipments from the U.S. or Puerto Rico to Canada).

• The commodity, regardless of the value, requires an export license or permit.

• The commodity, regardless of the value, is rough diamonds (HS # 7102.10, 7102.21 and 7102.31)

• The commodity, regardless of the value, is subject to the International Traffic in Arms Regulations (ITAR) (includes license and license exemptions).

• The shipment, regardless of the value, is destined for a country such as Cuba, Iraq, Iran, Libya, North Korea, and Sudan. These countries are listed in Country Group E: 1 as sort forth in Supplement 1 to 15 CFR 740. (As of Aug. 25, 2008 FedEx does not serve Cuba, Iran, North Korea, Sudan, and Syria from the U.S., Puerto Rico or the U.S. Virgin Islands.)

If the above do not apply, EEI should not be required, and this area of Export Documents can be ignored.

If an EEI is required, the AES Transaction Number should be entered into ShipRush.

What's a CO? When would I use one?

CO stands for Certificate of Origin. In most cases, this is only required for shipments of textiles. However there are exceptions to this based on the destination country. Contact the shipping carrier for details for the specific requirements for the destination country in question.