Import & Customs Clearance Department System

Every import operation starts as a card in “Request” with the foreign supplier’s details, the items, the shipment value, and the shipping method; it moves to “Shipment” when the goods depart, with the bill of lading number and expected arrival date. In “Documents”, the import coordinator gathers the required paperwork — commercial invoice, certificate of origin, packing list, conformity certificates — and verifies completeness before the shipment arrives, because a missing document means demurrage and fines. On arrival the card moves to “Clearance”, where the customs broker handles the customs and release procedures; then “Receipt” when the shipment leaves for the warehouse; and finally “Cost Report”, where all expenses are compiled into the true landed cost per item.

Chat runs throughout the shipment’s journey: coordinating with the freight forwarder on arrival time, an urgent query to the supplier about a late document, or following up with the broker on why a shipment is held at customs. Every material update is also logged on the card so the journey stays documented for later review.

Dues manages import expenses in privacy: customs duties, clearance and transport fees, storage, and the goods’ value are logged on each shipment as they happen, so the import coordinator and Finance know the accumulated cost of every card before it closes in “Cost Report” — and this true cost is what pricing management later relies on.

The import coordinator owns the card from “Request” to “Documents” and does not move it to “Clearance” until the paperwork is complete; the broker takes it from there and documents the release stages and duties; the warehouse keeper confirms “Receipt” by matching quantities; and Finance reviews the “Cost Report” against what was recorded in Dues. Any shipment running a week past its arrival date shows up immediately in the weekly board review.