The commercial record behind the shipment
A commercial invoice records the transaction: who is selling, who is buying, what the goods are and what has been agreed. Check parties, quantities, values and delivery terms against the purchase order and transport records before dispatch. Resolving a difference while the supplier still has time to correct it is easier than doing so after the cargo arrives.
Counterparties and document control
Confirm the seller's and buyer's legal names and addresses against the contract. Identify the shipper, consignee and receiving location separately where these roles differ. Record the invoice number, issue date and purchase-order reference. If the invoice changes, retain the original and clearly mark the approved replacement so that all parties use the correct version.
Product descriptions and quantitative reconciliation
Describe each item precisely enough to match it to the goods ordered. Include model references and use the product file for supporting details such as composition or intended use. Reconcile quantities, measurement units and package references with the packing list. Make clear whether a quantity refers to individual units, inner packs or shipping cartons.
Value, charges and delivery commitments
Check unit prices, line totals, currency and the invoice total against the agreement. Show additional charges and adjustments in the supporting records. Record the delivery rule and named location exactly as agreed. Send customs-valuation questions to the appointed specialist with the relevant contract and charge details.
Approval and escalation
Name the person responsible for correcting discrepancies and the reviewer who will approve the final invoice. Ask the supplier to explain price differences, incomplete descriptions and conflicting origin statements before dispatch. Retain the resolution and record which approved version was sent to each party for destination review.