Trade knowledge / Move out of the Dark Ages: Automate Your Export Documents
Date: 2017-05-02
Move out of the Dark Ages: Automate Your Export Documents
You don’t use leeches when you have a fever. You don’t tell time using a water clock. And you don’t travel by mule or donkey to get where you need to go. (Well, you probably don’t.)
So why are you still using old, outdated methods to create your export documents?
Microsoft Word and Excel templates may get the job done, but they’re certainly not efficient.
The best alternative is to automate your export documentation process with the help of software. Using a software program like Shipping Solutions helps you tie everything together in one place.
With that in mind, consider these four benefits you get from software that ancient export documentation methods just can’t match.
1. Automation
Instead of manually entering the same information on every single one of your export forms, Shipping Solutions automates the export documentation process for you.
You simply enter your information one time, and the software automatically formats and places the data in the right spots on all of your export documents.
The software stores your company, customer and product details, so you don’t have to retype them for every shipment. By using software to eliminate these redundant tasks, you can create your export forms up to five-times faster.
2. Consistency
Not only will Shipping Solutions save you time, it will improve the accuracy of your export paperwork by reducing typos and inconsistencies that slow shipments and can delay export payments.
When you use templates and one-off forms, you risk mistyping your information, which can result in inconsistent paperwork. That may result in Customs holding your shipment because all your paperwork doesn’t match. Or it could result in your bank holding up payment for your export because your paperwork doesn't match the letter of credit.
Shipping Solutions software stores your contact and product information so you don't have to type it every time you use it. This helps eliminate inconsistencies and ensures your information is correct the first time. Or, import orders from your accounting or ERP software so the data comes through exactly how it is stored in your ERP system.
3. Built-In Best Practices
When you use Word and Excel for your export documentation forms, you are taking the chance that the template is outdated or missing required information. That’s a huge risk—especially if you’ve just entered the name of a form in Google and selected the first template you came across!
Conversely, the export forms included with the Shipping Solutions software are kept up-to-date and follow industry best practices. Companies have been using Shipping Solutions for more than 20 years to generate hundreds of thousands of documents to accompany tens of thousands of successful export shipments.
In addition, Shipping Solutions makes it easy to file your export information through the Automated Export System (AES) yourself by prompting you to enter all the required fields. Because the U.S. Foreign Trade Regulations hold you—the exporter—liable for the accuracy of the information that is filed through AES (even if you are paying a third party to file on your behalf), the best way to ensure accurate information gets filed is to do it yourself—and Shipping Solutions makes it easy!
And Shipping Solutions Professional's Export Compliance Module uses the latest data from the Export Administration Regulations (EAR), the International Traffic in Arms Regulations (ITAR), and more than 140 different Denied Party Lists to make sure your shipments always comply with U.S. export regulations.
4. Control
Why login to AES to manually enter your information?
Why wait to get different SLIs from each forwarder?
Why go to multiple websites or rely on multiple products to run your compliance screenings?
Where are you documenting your procedures, so you can have proof in case the Office of Export Enforcement or the FBI shows up?
Why are all of these critical functions in different places when you could have one place to control your export information?
With Shipping Solutions, you can corral every aspect of your exporting into one place in order to:
Create more than two dozen export documents to print or email.
File through AES.
Run your export compliance screenings.
Import orders from your ERP system so your export process fits in seamlessly with your company's workflow, so you don’t have to maintain parallel databases.
Document the steps in your export compliance program.
By having all of these things in one place, you show that you know what you’re doing—that you’re a successful exporter, not an accidental one.
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