IMPORTS DOCUMENTATION SPECIALIST

1. Creating Purchase Orders (POs) in NetSuite

a. Look at the printed Proforma Invoice (the preliminary bill) and its instructions, then use that information to create a Purchase Order (PO) in the NetSuite system.    

b. Make sure you do not leave any blanks. You must fill in these 8 specific details:

(Supplier (Who we are buying from), Product Code (The item number), PO Price (How much it costs), Tracker ref (The tracking number), SO ref (The Sales Order number), POD (Port of Discharge / Where the ship unloads), ETA (Estimated Time of Arrival), Received by Date). 

c. Put all these papers into the physical "Imports folder" and give it to the Imports Supervisor so they can sign it and officially approve the PO in NetSuite.

2. Applying for SPSICs (Sanitary & Phytosanitary Import Clearances)      

a. Check the Google Sheet to see which shipments need an SPSIC permit. Then, go to Dropbox to make sure the Proforma Invoice for that shipment is actually saved there.

b. Use the information from the Google Sheet to apply for the SPSIC permit.

c. Go back to the Google Sheet and update it to show that you have applied and what the current status is.

d. If the company is importing a new type of item, request the government agencies (BAI / BFAR) to add it to their official list of allowed imports.

e. Keep track of the money needed to pay for these SPSIC permit applications.

3. Applying for MAVICs

(Minimum Access Volume Import Certificates)

a. Apply for the MAVIC permit using the information provided in the Google Sheet.    

b. Update the Google Sheet to show the status of the

MAVIC application.

c. Keep track of the money needed to pay for these MAVIC permit applications.

4. Organizing Files for Audits

Compile a complete folder for every single shipment so the company is ready for government audits. Every monthly folder must contain these exact documents:

o   a. Invoice (The bill)

o   b. Packing List (The list of what is inside the shipment)

o   c. Bill of Lading (The cargo tracking receipt from the ship)

o   d. FAN / SAD (Customs declaration forms)

o   c. D/T Computation (Duties and Taxes calculation)

o d. Proof of Payment (Only put this in when it is strictly necessary)

This filing must be done every month, organized per folder.

5. Checking and Approving Draft Documents

a. Take the printed draft documents (rough copies) and the approved SPS Import Clearance, check them for errors, and file them in their correct folder.

b. Once you are sure all the details on the draft documents are correct, update the Google Sheet.

6. Tracking Documents In and Out

a. Keep a written log of every single folder that leaves your hands or comes back to you when sharing files with Accounting and other departments.       

b. Keep a strict log of all Receiving Reports (RRs) for folders sent to Accounting and other departments.

c. Receive the official, original paperwork sent by the overseas suppliers.

d. Log these original documents in your tracker, then pass them along to the Releasing Officer.

7. Preparing Yearly Requirements

1. Help prepare the heavy paperwork required every year by the Department of Agriculture (DA) and other agencies, specifically:

a. MAV – MYP (Mid-Year Program) applications

b. MAV – BYP (Beginning Year Program) applications

c. BOC (Bureau of Customs) renewal documents

d. BFAR renewal documents 

e. NMIS renewal documents

8. Others

      a. Do any other tasks that management asks you to do.