The Triple Legal Effects of Import Equipment Invoice Management

In agency import business, equipment invoices carrythree legal effects: customs clearance credentials, payment basis, and tax deductions.The General Administration of Customs Announcement No. 38 of 2025 specifically emphasizes that cross-border service documents must maintain consistency with customs declaration data inthree unified principles: product name, specifications, and amount, which imposes higher requirements on invoice issuance.

Collaborative Management of Core Documents

A complete invoice system should include the following components:

• Customs VAT Special Payment Certificate(tax receipt)
  • Records the dutiable value of equipment and collected VAT
  • Must complete deduction certification within 30 days of payment date
• Power of Attorney for Application of (CO)
  • Must specify trade terms (e.g. FOB/CIF)
  • Starting from 2025, must include the first 4 digits of 13-digit HS code
• Commercial Invoice
  • Payment documents must match foreign exchange verification forms
  • Those involving technology transfer must include patent authorization codes

2025 New Document Declaration Regulations

According to the latest cross-border service VAT management measures, import equipment invoice management shows three changes:

• Customs declaration form and invoice associated filing: Electronic port system automatically verifies document consistency
• Multi-currency conversion rules: Non-RMB pricing must indicate the exchange rate on the first working day of the month
• Error correction time limit: Proforma invoice modifications must be completed 72 hours before goods arrive at port

Typical Document Problem Handling Solutions

For common invoice abnormalities, a tiered processing mechanism is recommended:

• Level 1 issues (can be corrected online)
  • Missing currency symbols: Supplement bankFX Settlement AgencyPayment Receipt
  • Measurement unit deviations: Submit UN/CEFACT standard conversion proof
• Level 2 issues (require on-site verification)
  • Amount decimal point errors: Reissue buyer-seller signed confirmation
  • First 4 digits of HS code mismatch: Supplement third-party classification opinion letter
• Level 3 issues (legal relief procedures)
  • Buyer-seller information reversal: Initiate trade authenticity verification
  • Technical parameter conflicts: Apply for customs classification pre-ruling

Key Points for Risk Prevention Implementation

Recommended for enterprises to establishThree-level invoice review mechanism:

• Business review: Verify consistency of key contract terms
• Customs review: Validate HS code and regulatory condition matching
• Financial review: Confirm compliance of cross-border payment paths

For values exceeding $500,000Equipment Imports, it is recommended to specify in the agency agreementdual-signature clause for documents, meaning key documents must bear both buyer and seller official seals. This measure can reduce rejection rates by 67% (according to 2025 Customs Statistical Yearbook).