CommerceKit
Decision Guides · Shipments

First Import Shipment

Take a first inbound shipment from PO through Incoterms, customs pack, and freight to a clean clearance at destination.

Stage 1 of 4Confirm the buy and importer setup

For: An importer or distributor preparing to receive a first commercial shipment from an overseas supplier — often food or perishable — with limited import execution muscle yet.

Use when: You have a supplier PO or proforma invoice and are about to book freight and clear customs at destination for the first time.

Stop triggers
  • HS code, duty rate, or import-VAT treatment can't be established credibly.
  • A required destination permit, certificate, or notification can't be obtained in time.
  • The Incoterm makes you responsible for a step you can't perform (e.g. DDP with no broker).
  • A perishable's remaining shelf life won't survive transit, clearance, and sell-through.
  • Counterparty, bank, or vessel returns a sanctions or restricted-party hit.

  • Verify the supplier and payment terms
  • Confirm your EORI / importer-of-record status
  • Screen counterparty and destination
  • Match PO to proforma line-by-line
Calculators
Payment Terms Cost / Risk Calculator
Checklists
New Supplier ChecklistBefore You Pay Checklist
Terms
Proforma InvoiceEORI NumberEOR (Exporter of Record)Sanctions Screening
Sources
OpenCorporatesEU EORI ValidationHMRC UK VAT Checker
G1Decision gate

· Buy & importer

Is the buy sound and can you import it?

Go — Supplier verified, payment terms agreed, EORI/IOR ready, screening clear.

Hold — One piece pending — pause the booking until it lands.

Stop — Sanctions hit, or you can't act as importer of record.

G2Decision gate

· Responsibility

Is every cost, risk, and clearance owned and performable?

Go — Every leg has an owner and a working broker at destination.

Hold — A responsibility is unassigned — assign it or change the Incoterm.

Stop — You've taken an obligation you can't legally perform.

G3Decision gate

· Customs & cost

Is the customs pack complete and the landed cost credible?

Go — HS code, duty, VAT, origin, and documents all confirmed and consistent.

Hold — A component is still a guess — refine before arrival.

Stop — Duty, VAT, or origin can't be established credibly.

Final decision

· Arrival readiness

Will the cargo clear inside free-time and arrive sellable?

Go — Freight, broker, and collection plan cover free-time and shelf life.

Hold — Free-time or shelf-life margin is thin — pre-clear or split lot.

Stop — Cargo will age out, or the cold chain isn't guaranteed.

Common mistakes
  • 1Discovering a destination permit is required only after the vessel arrives.
  • 2Using the supplier's HS code without verifying in the destination tariff.
  • 3Ignoring import-VAT cash timing in the working-capital plan.
  • 4Booking freight before checking free-time and demurrage exposure.
  • 5Accepting DDP without a working broker at destination.
  • 6Skipping shelf-life math on perishables until it's too late.
Worked example Cost + timing

Freight looked cheap — then demurrage ate the margin.

  • Supplier CIF$ 8.20 / unit
  • + duty (5%)+ $ 0.41
  • + terminal + clearance+ $ 0.28
  • + demurrage (4 days)+ $ 0.62
  • True landed cost$ 9.51
  • Planned landed cost$ 8.89
  • Slip vs plan+ 7.0%
Decision: HOLD future bookings until the broker is pre-briefed and the customs pack is confirmed complete before ETA.

Decision record

Record your outcome — a static, no-login summary you can copy, print, or screenshot.

HS code + duty rate
Verified in destination tariff
Landed cost / unit
No placeholder components
Broker + IOR named
Contact + reference
Free-time vs realistic arrival
Days of slack
Certificates in hand
Before arrival (y/n)
Decision
CLEAR / HOLD / REFUSE
Evidence stored
Where the pack lives

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