Basic Export Certificates

Basic Export Certificates


Products handling within the EU:

Since the introduction of the EU Single Market in January 1993, the physical movement of goods has been separated from the bureaucratic process for goods moving to another EU country. This theoretically means that the shipment of goods in Europe is very easy because there are no invoices to accompany the goods or customs documents to fill in the border. However, supplying the transport company or carrier with details of the cargo remains the good commercial practice. Although customs procedures have been abolished, safety and security regulations still apply. Particularly, airlines always want to know the nature of each cargo. Eurotunnel, the operator of the Channel Tunnel, imposes a strict safety regime, which means that exporters must always be sure that their goods are accompanied by the necessary documents. Sales to traders registered in the VAT registries of the EU. A company that sends goods to a customer in another EU country should take care of several issues. Its first concern is to check whether the recipient is registered in the VAT register. Most businesses abroad are registered in the VAT register. If the business is registered in the VAT register, the company may account for a zero VAT rate on this sale if the VAT number of the recipient is on the commercial invoice. The VAT registration number must have the correct number of digits. Local Customs and Tax Authorities can confirm VAT numbers within minutes, but it is the practice of Tax Authorities not to disclose VAT numbers. Having received the correct VAT number, the shipper must keep a written proof of export, which is usually a certificate of loading, an air waybill, a CMR, a foreign bank payment notices or a check bill.

Sales panel within the European Union

The shipper completes each quarter a sales bill within the European Union detailing all sales to businesses registered in the European Union VAT registries. The amounts for each customer are added together with a VAT number so that the correct number of fields is filled. Only smaller companies can avoid completing the sales table within the European Union, but even they have to ask for the Permit of the Customs Office to complete only one table on an annual basis. Movements outside the EU: The system applicable to the movement of goods in third countries is moving in more traditional contexts. The required documents always accompany the moving goods and must necessarily be presented to the Ports or Departments of departure from the country. The main customs form required for exports is the Single Administrative Document (SAD).

 Export Certificates

Customs procedures and ICIS

For each transaction with the Customs, the necessary documents must be presented to the Customs Office, the details of which are registered with ICIS, the Integrated Customs Information System. ICIS covers all activities of the Customs Service and has interfaces with other European Union systems, contributing to the need to modernize the Services and simplify procedures.  In order to reduce transaction time to what is strictly necessary for customs control and to simplify the procedure, operators are given the opportunity to submit the main documents also in electronic form (e-documents) as ASCII files on a floppy disk.


Issuing of documents by the exporter

Before referring to the documents and certificates required for the export, some important points regarding the order should be mentioned, which are the following:

• The order must be in writing, sent by fax or email and be clear.

• The payment and delivery terms must be specified with the customer. Key points that need to be clarified are the way of payment or even the prices in some cases of diversification, the customer's expected loading date, the mode of transport and the determination of the party responsible, as well as the carrier's details where the transfer is the responsibility of the customer.

• When communicating with the customer, it is necessary to specify any specific requirements it may have, either at the product specification level with regard to packaging, composition or at the level of accompanying documents and product certificates.

• Customer must be contacted in writing to confirm the loading according to the agreement. In case of problems due to the failure of the factory to deliver the order in due time, the customer must be informed in order to replace the unavailable products or postpone the loading date.

Once the means of dispatch of the goods abroad has been decided, some documents must be issued by the business that will accompany the goods.