Circular 121\/2026\/TT-BTC<\/a> are also changing the way businesses carry out customs procedures.<\/p>\nThis article helps businesses understand how to manage import-export goods from invoices, imported goods inspection, on-site logistics to building an overall operational process to reduce costs and limit legal risks.<\/p>\n
Managing import-export goods and the foundation document system<\/h2>\n The document set is the foundation of all import-export activities. Customs, shipping lines, banks, and international customers all rely on this data to confirm transactions.<\/p>\nManaging import-export goods and the foundation document system<\/figcaption><\/figure>\nThe role of the document set in the international supply chain<\/h3>\n A standard dossier usually includes Commercial Invoice, Packing List, Bill of Lading, Certificate of Origin and related permits. Errors between documents can lead to inspection channels or requests to amend declarations.<\/p>\n
Imported goods invoices and common declaration errors<\/h3>\n Imported goods invoices must accurately show transaction value, Incoterms conditions, HS code and buyer and seller information. Many businesses encounter errors due to incorrect unit declarations or inconsistent data between the Invoice and customs declaration.<\/p>\n
\n
\n\n\nCategory<\/th>\n Common errors<\/th>\n Consequences<\/th>\n Corrective measures<\/th>\n<\/tr>\n<\/thead>\n \n\nInvoice<\/td>\n Incorrect customs value<\/td>\n Tax adjustment<\/td>\n Pre-declaration inspection<\/td>\n<\/tr>\n \nPacking List<\/td>\n Incorrect quantity<\/td>\n Customs inspection<\/td>\n Warehouse reconciliation<\/td>\n<\/tr>\n \nB\/L<\/td>\n Incorrect Consignee<\/td>\n Delayed cargo receipt<\/td>\n Request to amend Manifest<\/td>\n<\/tr>\n \nCare of<\/td>\n Incorrect origin<\/td>\n Loss of tax incentives<\/td>\n Review before issuance<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n\nCheck the consistency between Invoice and Packing List before sending to the customs clearance agent.<\/li>\n Confirm the applicable Incoterms conditions for each shipment to avoid cost disputes.<\/li>\n Compare container numbers and seal numbers before issuing the bill of lading.<\/li>\n Store electronic documents by each shipment code for easy retrieval.<\/li>\n Check the validity of the certificate of origin before submitting the dossier.<\/li>\n Establish an internal approval process for high-value invoices.<\/li>\n<\/ul>\nMekong Fruit Export Company in Tien Giang once exported dragon fruit from Cat Lai to Shanghai. By detecting a weight discrepancy on the Packing List before declaration, the business avoided two days of storage charges and saved more than 18 million VND.<\/p>\n
An electronics component company in Binh Duong importing from Busan synchronized Invoice data and its internal ERP. The time for preparing documents was reduced from six hours to only two hours for each shipment.<\/p>\n
According to HNT LOGISTICS' experience, businesses should build a three-layer document checking process before registering declarations to significantly reduce the rate of amendments after customs clearance.<\/p>\n
Managing import-export goods through inspection and specialized compliance<\/h2>\n Many goods must undergo specialized inspections before being cleared through customs. This stage directly affects delivery time.<\/p>\nManaging import-export goods through inspection and specialized compliance<\/figcaption><\/figure>\nImported goods inspection and applicable conditions<\/h3>\n Imported goods inspection is commonly applied to food, specialized machinery, electrical equipment, chemicals, or products subject to risk management. Businesses need to correctly determine the HS code to know inspection obligations.<\/p>\n
New regulations from Decree 167\/2026\/ND-CP<\/h3>\n Decree 167\/2026\/ND-CP updates many contents related to customs procedure locations, customs supervision and goods inspection processes. Businesses need to review internal processes to comply with the new requirements.<\/p>\n
Quarantine requirements in major export markets<\/h3>\n The Chinese market is strengthening traceability requirements for agricultural products. The EU and United States continue to tighten food safety standards, chemical residues and quarantine documents. This makes preparing documents before export more important.<\/p>\n
\n
\n\n\nMarket<\/th>\n Main requirement<\/th>\n Records<\/th>\n Risk<\/th>\n<\/tr>\n<\/thead>\n \n\nChina<\/td>\n Traceability<\/td>\n Planting area code<\/td>\n Import rejection<\/td>\n<\/tr>\n \nEU<\/td>\n Food safety<\/td>\n Quarantine<\/td>\n Increase inspections<\/td>\n<\/tr>\n \nUnited States<\/td>\n FDA compliance<\/td>\n Product documentation<\/td>\n Cargo hold<\/td>\n<\/tr>\n \nASEAN<\/td>\n Preferential C\/O<\/td>\n ATIGA<\/td>\n Loss of tax incentives<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n\nClassify goods by specialized inspection category from the purchasing stage.<\/li>\n Obtain prior confirmation from the licensing authority for newly imported products.<\/li>\n Prepare technical documentation in both English and Vietnamese.<\/li>\n Check the validity period of the inspection certificate.<\/li>\n Allow sufficient time for sampling and result issuance.<\/li>\n Monitor changes in standards from the import market.<\/li>\n<\/ul>\nA seafood factory in Ca Mau exporting frozen shrimp to Rotterdam implemented pre-export testing. The company reduced the rate of additional inspections requested by customers to below 3%.<\/p>\n
A medical equipment importer in Dong Nai proactively scheduled inspection before the vessel arrived at the port. As a result, cargo release time was reduced by nearly four days.<\/p>\n
HNT LOGISTICS recommends that businesses exporting chilled agricultural products combine quarantine procedures with early refrigerated container booking to avoid container storage costs during peak season.<\/p>\n
Other import-export logistics and practical operational optimization<\/h2>\n In addition to international transportation, businesses need to manage various other import-export logistics services such as bonded warehouses, domestic transportation, and container control.<\/p>\nOther import-export logistics and practical operational optimization<\/figcaption><\/figure>\nCoordinate multimodal transportation<\/h3>\n The combination of sea, road, and air transport helps optimize costs. However, businesses need to closely manage transshipment schedules and warehouse capacity.<\/p>\n
Manage additional costs<\/h3>\n Demurrage and Detention are two common charges. Major ports such as Cat Lai continue to experience container pressure during export peak seasons.<\/p>\n
\n
\n\n\nCost<\/th>\n Cause<\/th>\n Impact<\/th>\n Solution<\/th>\n<\/tr>\n<\/thead>\n \n\nDemurrage<\/td>\n Delayed cargo pickup<\/td>\n Increase costs<\/td>\n Early customs clearance<\/td>\n<\/tr>\n \nDetention<\/td>\n Late container return<\/td>\n Shipping line penalty<\/td>\n Plan empty container return<\/td>\n<\/tr>\n \nStorage fees<\/td>\n Missing documentation<\/td>\n Delayed delivery<\/td>\n Prepare documents<\/td>\n<\/tr>\n \nReefer Charge<\/td>\n Refrigeration power supply<\/td>\n Increase product cost<\/td>\n Optimize storage time<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n\nPlan bookings at least two weeks before the export peak season.<\/li>\n Monitor empty container availability at ports and depots.<\/li>\n Use software to track ETA and ETD in real time.<\/li>\n Negotiate appropriate free time with shipping lines.<\/li>\n Evaluate logistics costs on each transport route.<\/li>\n Prepare contingency plans for transshipment when ports are congested.<\/li>\n<\/ul>\nA cashew export company in Binh Phuoc switched from LCL to FCL on the Cat Lai\u2013Hamburg route. Logistics costs per ton of cargo decreased by approximately 12%.<\/p>\n
A mango exporter in Dong Thap used a 40HC refrigerated container to South Korea. The temperature was consistently maintained at 5 degrees C throughout the 11-day journey.<\/p>\n
Based on HNT LOGISTICS' experience, early monitoring of refrigerated container availability and vessel schedules helps agricultural exporters reduce the risk of equipment shortages during harvest season.<\/p>\n
Import-export field staff and operational chain control<\/h2>\n Import-export field staff serve as the link between businesses, ports, customs authorities, and shipping lines. The quality of field operations directly affects shipment processing speed.<\/p>\nImport-export field staff and operational chain control<\/figcaption><\/figure>\nRole at ports and airports<\/h3>\n Field staff handle delivery order collection, customs inspection supervision, container verification, and issue resolution. This role requires strong coordination skills.<\/p>\n
Operational KPIs to monitor<\/h3>\n Modern businesses often evaluate KPIs based on customs clearance time, documentation error rate, number of storage incidents, and incident resolution capability.<\/p>\n
\nInspect container condition before receiving cargo.<\/li>\n Coordinate with customs when physical inspection is required.<\/li>\n Continuously update shipment status for customers.<\/li>\n Reconcile on-site documents with declared data.<\/li>\n Supervise export cargo stuffing at the warehouse.<\/li>\n Promptly handle issues related to shipping lines.<\/li>\n<\/ul>\nA wood company in Binh Dinh implemented a real-time field reporting system. The same-day customer response rate exceeded 98%.<\/p>\n
A raw material importer in Hai Phong implemented customs clearance KPIs for its field team. Average processing time decreased from 36 hours to 20 hours.<\/p>\n
Businesses should integrate field data with the ERP system to avoid information gaps between the documentation department and the operations team.<\/p>\n
Build a comprehensive import-export goods management process for businesses<\/h2>\n Effective import-export goods management should be standardized through an SOP process covering everything from booking to final delivery.<\/p>\nBuild a comprehensive import-export goods management process for businesses<\/figcaption><\/figure>\nEstablish standardized operating procedures<\/h3>\n Businesses need to clearly define responsibilities among purchasing, documentation, logistics, finance, and field operations departments. This helps reduce errors as transaction volume increases.<\/p>\n
Apply shipment tracking technology<\/h3>\n Modern tracking platforms allow businesses to monitor containers, electronic documents, and vessel schedules within a single system.<\/p>\n
\nDevelop an SOP for receiving international orders.<\/li>\n Check documents before customs declaration registration.<\/li>\n Book shipments and confirm transport schedules.<\/li>\n Monitor customs clearance and handle arising issues.<\/li>\n Control delivery and reconcile costs.<\/li>\n Evaluate performance after each shipment.<\/li>\n<\/ol>\nA fruit company in Long An implemented a centralized management system for routes to China and Singapore. The on-time delivery rate increased to 96% after six months.<\/p>\n
A seafood company in Soc Trang implemented a digital documentation process. Administrative costs decreased by approximately 18% per year.<\/p>\n
As Vietnam's import-export turnover continues to grow strongly, businesses should regard import-export goods management as a core competitive capability. Strict control of import invoices, proper implementation of imported goods inspections, optimization of other import-export logistics services, and building a professional import-export field staff team will help reduce risks and improve operational efficiency.<\/p>\n
\nStandardize document data before customs declaration.<\/li>\n Review inspection and quarantine requirements for each market.<\/li>\n Closely monitor freight rate fluctuations and container availability.<\/li>\n Establish clear KPIs for the field team.<\/li>\n Apply real-time shipment tracking technology.<\/li>\n Build an end-to-end SOP across the entire supply chain.<\/li>\n<\/ul>\nAccording to experts at HNT LOGISTICS, Vietnamese exporters should invest simultaneously in processes, technology, and logistics partners. This provides the foundation for sustainable international market expansion, reduced operating costs, and greater ability to meet new trade standards from 2026 onward.<\/p>","protected":false},"excerpt":{"rendered":"
H\u00e0ng h\u00f3a xu\u1ea5t nh\u1eadp kh\u1ea9u th\u01b0\u1eddng ph\u00e1t sinh r\u1ee7i ro khi doanh nghi\u1ec7p ki\u1ec3m so\u00e1t kh\u00f4ng \u0111\u1ed3ng b\u1ed9 ch\u1ee9ng t\u1eeb, ki\u1ec3m \u0111\u1ecbnh v\u00e0 v\u1eadn h\u00e0nh hi\u1ec7n tr\u01b0\u1eddng. Ch\u1ec9 m\u1ed9t sai l\u1ec7ch nh\u1ecf tr\u00ean h\u00f3a \u0111\u01a1n ho\u1eb7c h\u1ed3 s\u01a1 chuy\u00ean ng\u00e0nh c\u0169ng c\u00f3 th\u1ec3 l\u00e0m ch\u1eadm th\u00f4ng quan nhi\u1ec1u ng\u00e0y. Theo s\u1ed1 li\u1ec7u th\u01b0\u01a1ng m\u1ea1i n\u0103m […]<\/p>\n","protected":false},"author":0,"featured_media":6775,"comment_status":"","ping_status":"","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[83],"tags":[],"class_list":["post-6774","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-van-tai-logistics"],"rankmath_keywords":{"primary":"h\u00e0ng h\u00f3a xu\u1ea5t nh\u1eadp kh\u1ea9u, h\u00f3a \u0111\u01a1n h\u00e0ng nh\u1eadp kh\u1ea9u, ki\u1ec3m \u0111\u1ecbnh h\u00e0ng h\u00f3a nh\u1eadp kh\u1ea9u, logistics kh\u00e1c xu\u1ea5t nh\u1eadp kh\u1ea9u, nh\u00e2n vi\u00ean hi\u1ec7n tr\u01b0\u1eddng xu\u1ea5t nh\u1eadp kh\u1ea9u","secondary":["h\u00f3a \u0111\u01a1n h\u00e0ng nh\u1eadp kh\u1ea9u","ki\u1ec3m \u0111\u1ecbnh h\u00e0ng h\u00f3a nh\u1eadp kh\u1ea9u","logistics kh\u00e1c xu\u1ea5t nh\u1eadp kh\u1ea9u","nh\u00e2n vi\u00ean hi\u1ec7n tr\u01b0\u1eddng xu\u1ea5t nh\u1eadp kh\u1ea9u"]},"yoast_keywords":{"primary":"","secondary":[]},"yoast_focuskw":"","rankmath_focuskw":"h\u00e0ng h\u00f3a xu\u1ea5t nh\u1eadp kh\u1ea9u, h\u00f3a \u0111\u01a1n h\u00e0ng nh\u1eadp kh\u1ea9u, ki\u1ec3m \u0111\u1ecbnh h\u00e0ng h\u00f3a nh\u1eadp kh\u1ea9u, logistics kh\u00e1c xu\u1ea5t nh\u1eadp kh\u1ea9u, nh\u00e2n vi\u00ean hi\u1ec7n tr\u01b0\u1eddng xu\u1ea5t nh\u1eadp kh\u1ea9u","seo_keywords":{"primary":"h\u00e0ng h\u00f3a xu\u1ea5t nh\u1eadp kh\u1ea9u, h\u00f3a \u0111\u01a1n h\u00e0ng nh\u1eadp kh\u1ea9u, ki\u1ec3m \u0111\u1ecbnh h\u00e0ng h\u00f3a nh\u1eadp kh\u1ea9u, logistics kh\u00e1c xu\u1ea5t nh\u1eadp kh\u1ea9u, nh\u00e2n vi\u00ean hi\u1ec7n tr\u01b0\u1eddng xu\u1ea5t nh\u1eadp kh\u1ea9u","secondary":["h\u00f3a \u0111\u01a1n h\u00e0ng nh\u1eadp kh\u1ea9u","ki\u1ec3m \u0111\u1ecbnh h\u00e0ng h\u00f3a nh\u1eadp kh\u1ea9u","logistics kh\u00e1c xu\u1ea5t nh\u1eadp kh\u1ea9u","nh\u00e2n vi\u00ean hi\u1ec7n tr\u01b0\u1eddng xu\u1ea5t nh\u1eadp kh\u1ea9u"]},"_links":{"self":[{"href":"https:\/\/hntshipping.com.vn\/en\/wp-json\/wp\/v2\/posts\/6774","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/hntshipping.com.vn\/en\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/hntshipping.com.vn\/en\/wp-json\/wp\/v2\/types\/post"}],"replies":[{"embeddable":true,"href":"https:\/\/hntshipping.com.vn\/en\/wp-json\/wp\/v2\/comments?post=6774"}],"version-history":[{"count":0,"href":"https:\/\/hntshipping.com.vn\/en\/wp-json\/wp\/v2\/posts\/6774\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/hntshipping.com.vn\/en\/wp-json\/wp\/v2\/media\/6775"}],"wp:attachment":[{"href":"https:\/\/hntshipping.com.vn\/en\/wp-json\/wp\/v2\/media?parent=6774"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/hntshipping.com.vn\/en\/wp-json\/wp\/v2\/categories?post=6774"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/hntshipping.com.vn\/en\/wp-json\/wp\/v2\/tags?post=6774"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}
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