What is a packing list and what is its use in transportation?

packing list: Any space we enter in a specialized way, we will find that that space has its own terms. For example, in the field of cargo transportation, many people are curious to know what is the packing list and what is its use? Although the growth of the digital world has led to the elimination of production and various sheets have helped to reduce waste (a clear example of this can be the monthly receipts for the amount of energy consumption of electricity, gas and water), but in many cases such cases are still in work and business operations. are used.

One of these practical sheets is the packing list. In this guide, we are going to define the concept of what is a packing list, what is the difference between an invoice and a packing list, and what are the benefits of using this sheet. So let’s dive into the world of the packing slip and explore its role in business.

Getting to know the packing list

Packing list can be considered as one of the documents used in international trade. According to this document, it will be possible to place product export information such as packaging dimensions, packaging method, weight of each package, signs and numbers on the outside of the boxes at the disposal of people such as the product exporter, international transport and the final recipient. became.

NOTE: Although this document is optional, it cannot be replaced by a commercial invoice. However, it can be used by customs in order to evaluate the duties and costs along with the commercial invoice.

Packing list is also known by other names such as packing sheet, packing bill, shipping list, customer list and delivery book. It should be noted that despite the lack of legal necessity to prepare a packing list, having this document can speed up the import and export process and also make international transportation easier.

The preparation of this list is the responsibility of the seller and it is sent to the destination along with the shipment. In a way, this document will have a protective order for the shipped product. Because if the shipment is not received correctly, it is possible to follow up through this document. This document is written based on a bilateral agreement and all the important issues for the parties are included in it.

What information does the packing list include?

The packing list is also known by other names that, in addition to the packing slip, this document is also referred to by titles such as the packing bill, customer list, delivery book, and transportation list. We said that the packing slip provides many details of the items in the package to the parties of the transaction and those who somehow have a role in the transportation, monitoring and delivery of the cargo. This information includes the following.

• Registration of the specific weight of the product in the package along with the separate presentation of the gross weight
• Providing the name of the product along with the date and number of the issue sheet
• Record the description of the items in the contract plus record the contract number
• Providing the name and address of the seller in full
• Providing the buyer’s name, address and phone number
• Providing the name and address of the intermediary
• Registering the form of payment of documents by credit or cash
• Providing the names of the countries of origin and destination of the shipment
• Registration number (LC) at the time of purchase in the form of letter of credit

What is the difference between invoice and packing list?

Many people do not distinguish between invoice and packing list in business transactions, but we must say that these two concepts cannot be used interchangeably. Each of these documents play a different role in the procurement, logistics and transportation process. The main difference between an invoice and a packing list is that invoices are only a tool for reviewing the financials of purchasing an item, while packing slips provide more than just prices.

One of the differences between the invoice and the packing slip is that invoices are bills that focus more on confirming the payment of the freight than on receiving the goods. Invoices are considered as a binding and legal document. in contrast, packaging documents are used more as a checklist. In many cases, international commercial invoices are provided to customers along with the packing list. This work is very important and necessary to provide accurate information for the parties.

It goes without saying that the inclusion of packaging information and the simultaneous use of the invoice receipt next to the shipment allows the customs staff to better determine the value of the shipment and calculate the costs and customs taxes. Inconsistency of the information contained in both mentioned documents can cause the registration of higher customs fees for the seller or the buyer.

NOTE: Invoice and packing list are equally important in logistics, with the difference that the invoice is used to confirm the payment of expenses and the packing list is used to get detailed information about the goods.

What are the advantages of using a packing list?

Although a transport document may not be of much importance in the customs of many countries and is not used as a mandatory rule, it has its own advantages. Some of these benefits include the following.

• Packing slip information allows sellers and buyers to confirm the order of shipment and receipt of listed physical products.
• Shipping documents are particularly useful for orders placed in multiple packages due to their ability to identify and track various items of information.
• A packing slip functions like a bill of lading and can be used as a bill of lading document.
• This tab will lead to providing details for the e-export information section of the automated export system.
• The said document is used as a guide for counting shipments.
• The packing list helps a lot to enter the information of the imported goods by the customs brokers of the destination country.
• This document is also used to receive an international bill of lading.

Why is the packing list so important?

A packing list provides every information that shipping agencies, customs officials and customers need. Also, these sheets are a way to connect the digital world with the physical space and can even be used for online shopping. These sheets are very important for the following reasons.

1. Ensure the contents inside the package

Before the desired package is sealed, all the items inside the box must be recorded in the packing list. Since this sheet reflects the exact number of physical items in the box, the information must be transparent with the intended shipment. After matching the items and information in the packing sheet, you can print the packing list and put it in the box.

2. Help organize better

Depending on the size of the order and their location, a packing slip can help both the seller and the buyer organize this process. This issue becomes more important especially when an order has to be divided into different boxes.

3. Identify damaged items

These packing lists lead to the identification of damaged goods and sorting them. This sheet can be used as a supporting document to speed up the issuance of a refund or the reshipment of a similar shipment.

4. Confirmation of goods received

The packing documents serve as a confirmation stamp for the receipt of the ordered goods in accordance with the payment. These sheets are very helpful for identifying missing items along with complete order receipt.

Preparation of packing list

To prepare a packing list, you must consider several things. Although some of the information contained in the packing slip may vary depending on the type of product and the business in question, some of the elements on this sheet are consistent across almost all shipments. Among this information, we mention the following items.

1. Contact information and date

Among the most important parts of the packing slip to fill out are basic filing information such as contact information, order date, and invoice information. This makes us use this sheet as a backup in case of problems in transportation.

2. Registration of goods list

Another thing that should be recorded in a packing list is the list of items to be sent. This allows buyers to match the list in the box with the packing slip and their order when they receive the shipment. taking the shipment, match the list in the box with the packing slip and your order. Any shortage of goods can indicate in which of the logistics stages of the cargo, the problem has arisen.

For example, in some cases, it is possible that the names of all the items are mentioned in the packing document, but at the time of delivery, one or two of the items are not available in the package. In such a situation, it can be estimated that some items are missing in one of the stages of transportation.

3. List of items in stock

In addition to the list of shipped items, many packing slips also list items that are still in stock and can be shipped. Although this is not very effective, it can provide sufficient information to the recipient of the goods in the event of a disconnection between the seller and the buyer.

4. Quantity of items

It is necessary to create a quantity column in the packing list. This will reduce the length of the packing slip. It will also be useful to pay attention to this when the order is made in large quantities, and it will make the packing sheet not longer than several pages. Registering the amount of items is more useful for buyers who have ordered more than one item.

conclusion

• A packing list is a document that contains information about the items in a package. For this reason, this document is also called a packing slip.
• The packing slip reflects information such as the name, net weight, and the name and address of the parties to the transaction.
• Many people do not distinguish between packing slip and invoice, while invoice is issued only to confirm the payment cost, unlike the packing list.
• The packing sheet has many advantages. For example, it can be used as a bill of lading document, or help government agents estimate customs duties and taxes.