Customs forms, unique carrier settings, item-specific details - it can seem a bit overwhelming, especially if you’re new to international shipping. So, we put together this guide to help you navigate what’s needed when configuring an international shipment in Postsale.

In this article, we'll answer common questions about the customs options in Postsale and the carrier-specific international settings and when to use them.

REAL-WORLD EXAMPLE

We are new to shipping orders internationally. We could use a bit of help to understand the available customs options, what they are used for, and what information is required when filling out customs information. We also noticed that there are several carrier-specific settings and options available and would like to know more about those.

Where do I enter customs information?

 Customs information is accessed in the Dock:

1. Select the international shipment in the Dock.
2. Expand the Package section.
3. Click Manage Customs.
   
   
   
   The Customs pop-up opens and looks like this:
   
   

What customs information needs to be filled out?

Let's start with the options available on the General tab.

Bill Duties and Taxes To

This determines who will pay for any import taxes or customs fees. Choose one of the following:

• Carrier Default - This applies the option selected in Carrier Settings in Postsale.
  • View carrier defaults at Settings > Carrier Settings > Select the carrier account > Click Edit. 
• Sender – You, the merchant, pays for customs duties.
• Recipient – The customer pays for customs duties.
• Third Party – Someone else (like a shipping partner) will pay.
• Collect – The recipient must pay upon delivery.

Reason For Export

Why are you shipping this item? Select the correct reason from the drop-down:

• Sold – The item was purchased by the recipient.
• Gift – The item is a personal gift.
• Not Sold – The item is being sent without a sale.
• Personal Effects – Personal items belonging to the sender or recipient.
• Repair and Return – The item is being sent back or repaired.
• Sample – You are sending a sample product.

Customs Content

Select the category that best describes your shipment:

• Merchandise – Products being sold.
• Gift – Items sent as a personal gift.
• Documents – Paperwork or official documents.
• Sample – A free sample of a product.
• Return – Items being returned to the sender.
• Other – Any item that does not fit in the predefined categories.
• Humanitarian – Goods being sent for charitable or humanitarian purposes.
• Dangerous Goods – Items classified as hazardous materials.
• Cremated Remains – Human or pet ashes.
• Non-Negotiable Document – Important paperwork that cannot be transferred.
• Medical Supplies – Healthcare-related supplies.
• Pharmaceuticals – Medicines or related healthcare items.

Content Description

Many countries require that an accurate description of the contents of the package be included as part of the customs information. It is best practice to always enter an accurate description of the contents of the package, regardless of the destination country.

You should be as detailed as possible. Some countries will not accept a description like ‘Clothes’. Instead, be more descriptive, like ‘Women’s Cotton Sweatshirt'.

Here are a few examples:

Customs Items

Each item within the package must be listed in the Customs Items section. This lets customs officials know exactly what is in the package and gives them the additional information they need to clear the package through customs. The Customs Items section will be populated with the item information from the order.

However, we recommend always reviewing each item listed in the Customs Items section to be sure that each item's information is correct. Select each item and click the Edit button.

If there are any missing items, click the Add button to add them to the list of items.

Here is a list of the information that should be entered for each item in the package:

Let's take a look at a properly entered item.

Notice that the total price and the total weight are calculated for you. This is important because this information is used by customs officials when clearing the package through customs.

Trade Documents

The Trade Documents section allows you to:

• Attach Additional Trade Documents: Select trade documents from your computer that need to be associated with the customs information for the shipment.
   
• View Carrier Generated Trade Documents: Sometimes, the shipping carrier may send trade documents to Postsale when the international shipping label is created. The most common type of document is a Commercial Invoice. Postsale lists any documents returned from the carrier in the Trade Documents section so that you can reference them when needed.
   
• Download Associated Trade Documents: Useful when you need to view and/or print a copy of any associated trade documents to include with the shipment or save for your records.

Attach Additional Trade Documents

To associate additional trade documents with your international shipment:

1. Click the Add button.
2. Navigate to and select the document you wish to attach.
   The Upload Trade Document pop-up will open.
3. Select the Document Type from the drop-down menu.
4. (Optional) Enter a description for the document.
5. Enter the number of copies to print when you print the shipping label. 
   For example, enter 1 if you want one copy printed along the shipping label.
6. Click Save.
   
   

The selected file is uploaded and shown in the Upload Trade Document section.

Carrier-Generated Trade Documents

Trade documents generated by the shipping carrier and sent to Postsale along with the shipping label are shown in the Trade Documents section.

Download Trade Documents

Download an attached trade record to view it or print a copy. Here's how:

1. Select the document you wish to download.
2. Click the Edit button.
3. Click the download icon next to the name of the document in the Edit Trade Document pop-up. 
   
   
   
   The document is downloaded to your computer.

Common Trade Document Types

Certificate of Origin - Used to confirm the country where a product was manufactured or produced, often used to determine applicable duties and ensure compliance with trade agreements. 

Commercial Invoice - A document that provides details about the goods being shipped, including descriptions, values, and terms of sale, used by customs authorities to assess duties, taxes, and import regulations. 

Etd Label - A FedEx Electronic Trade Documents (ETD) label indicates that the customs documentation for an international shipment has been submitted electronically, eliminating the need to print and attach paper copies.

USMCA Commercial Invoice Certificate of Origin - A document, potentially included on the commercial invoice, that certifies the goods qualify for preferential tariff treatment by demonstrating they originate in the US, Mexico, or Canada.

Pro Forma Invoice -  A preliminary bill of sale, or a draft invoice, used in international trade to provide a potential buyer with a detailed overview of the goods or services and their estimated costs before the final sale and shipment. 

Other - Used to specify a document type other than those listed above. Enter details of the document into the Description field.

What carrier-specific options are available?

Different carriers have additional options for international shipments. Each carrier's options are separated into its own tab in the customs pop-up.

FedEx Options

Submit Commercial Invoice Electronically – Sends your invoice digitally for faster processing.

Returns Clearance – Simplifies customs clearance for return shipments.

FedEx International Broker Select® – Allows you to use a customs broker of your choice, rather than relying on FedEx's brokerage services, for international shipments. 

FedEx Third Party Consignee – A contractual service available to FedEx account holders, enabling you to ship directly to the end customer without needing to declare the commercial value on the commercial invoice. 

Upload Trade Documents After Processing Shipment - Check this option if you wish to upload any additional trade documents you have attached in the Trade Documents section of the General tab.

USPS Options

AES ITN/Exemption Number – If your shipment is valued over $2,500 or requires an export license, you’ll need to enter an Automated Export System (AES) filing. For most packages under $2,500, NOEEI 30.37(a) is the standard exemption. For more details on USPS export requirements, visit https://about.usps.com/publications/pub699.pdf.

Finalize Your Customs Information

Before finalizing and saving your customs information, we suggest that you:

• Double-check that all customs items are listed and the details are correct.
• Ensure that the package and item descriptions are clear and accurate.
• Make sure your HS Codes match the item.
• Verify that the Bill Duties To option is correct. 

Once everything looks good, click Save. You are now ready to verify your shipment details and create the shipping label!