Common Errors In The Documentation During The Transport Of Goods

Goods move, every day of the year, throughout the national and international geography. Accompanying this, the documentation of the transport of goods is key for the management, administration, or information of what is transported. However, sometimes things don’t go as they should. Here are the common documentation errors did during goods transportation.


Before shipping the merchandise, make sure that the merchandise is correctly labeled. In the event that this is not the case, the loss of the packages is frequent. In the best of cases, the error will lead to a delay or diversion of the shipment, with another added risk: deterioration.

Absence of Original Documentation

It must be checked if the original documentation travels with the merchandise. Normally, this is the case, something that does not happen by sea, when the documents are advanced via a courier company. Timing is important: if the original documents have not arrived, the problem is transferred to customs. Professionals entering the country must check that everything is fine. And for this, it is necessary to have all the documentation in order.

In the same way, both the provisional invoice (proforma) and the commercial invoice (which is binding) will accompany the merchandise. Also, the packing list is a document that will bring together all the products that must be transported. Likewise, the certificate of origin or the consignment note must go together with the packages.

Not Having the Certificate of Origin

It is necessary for the Tax Agency to identify and declare the goods that are exported. This will be possible with the Single Administrative Export Document. It is an essential document for export. The same with the certificate of origin, which certifies where the packages come from.

Invoices With or Without VAT?

For movements within national borders, it is usual for invoices to include VAT. However, it should always be borne in mind that value-added tax does not apply to exports. In addition, another common mistake is not considering the latter in operations within the EU. In this case, they will be intra-community operations in which the tax is not paid. However, the exempt amounts must be declared to the AEAT.

Invoices without Incoterm

Another common error in transport logistics is that the invoice does not contain the incoterm. It could be said that it is a “blunder”. Incoterms determine the obligations between the parties, so it is very important that they appear. Otherwise, who is responsible for a problem? Who pays for the shipping?

As has been seen, documentation in the transport of goods is essential. Despite this, errors occur in this documentation, which can affect both transportation and business activity. Avoiding them is important so as not to work twice and, above all, to avoid problems with the Treasury and the logistics chain.

With a good Third Party Logistics Company in So-Cal, you can be sure of getting the right advice during the goods transportation.
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Reference- Third Party Logistics in CA