Product and purchase details
What the item is
Describe the model, material, intended use and quantity. A product link or photograph helps, but a vague label such as “accessories” may not identify the goods adequately.
How it is being bought
Keep the supplier, buyer, order reference, price and currency visible. Record the actual agency or resale arrangement.
Special characteristics
Identify new or used condition, batteries, liquids, wireless functions, brands and other relevant features before purchase or booking.
A first enquiry can start with less information. The full goods and transaction details are developed before purchase approval and shipment.
Documents and who provides them
| Record | Prepared or issued by | Purpose |
|---|---|---|
| Purchase brief and order instruction | Buyer and the party arranging the purchase | Identifies the required item, quantity and agreed buying scope. |
| Commercial invoice | The actual seller or supplier under the transaction | Records the goods, parties, values and relevant charges. |
| Packing information | Supplier and the party packing or consolidating | Links contents to final cartons, quantities, weight and dimensions. |
| Transport document | Carrier or the appropriate transport provider | Documents the applicable sea or air movement; the required document depends on the service. |
| Customs entry, release and tax evidence | Importer, authorised representative and customs process | Records the declared import and relevant release/payment information. |
| Permit or product approval | The relevant authority or authorised process | Applies where required for the specific goods and intended import. |
Purchase brief and order instruction
- Prepared or issued by
- Buyer and the party arranging the purchase
- Purpose
- Identifies the required item, quantity and agreed buying scope.
Commercial invoice
- Prepared or issued by
- The actual seller or supplier under the transaction
- Purpose
- Records the goods, parties, values and relevant charges.
Packing information
- Prepared or issued by
- Supplier and the party packing or consolidating
- Purpose
- Links contents to final cartons, quantities, weight and dimensions.
Transport document
- Prepared or issued by
- Carrier or the appropriate transport provider
- Purpose
- Documents the applicable sea or air movement; the required document depends on the service.
Customs entry, release and tax evidence
- Prepared or issued by
- Importer, authorised representative and customs process
- Purpose
- Records the declared import and relevant release/payment information.
Permit or product approval
- Prepared or issued by
- The relevant authority or authorised process
- Purpose
- Applies where required for the specific goods and intended import.
Supplier references after consolidation
A consolidated packing summary should connect final cartons to their original supplier orders and invoices. Repacking changes the physical boxes; it does not replace the underlying commercial transaction.
Illustrative structure
| Record group | Fields to keep connected |
|---|---|
| Original purchase | Supplier, order, invoice, item description and quantity. |
| Incoming delivery | Supplier reference, incoming cartons and the agreed receiving observations. |
| Final packing | Final carton reference, included items, quantities, gross weight and outside dimensions. |
| Approval | Packing version, chosen transport scope and the actual dispatch instruction. |
Original purchase
- Fields to keep connected
- Supplier, order, invoice, item description and quantity.
Incoming delivery
- Fields to keep connected
- Supplier reference, incoming cartons and the agreed receiving observations.
Final packing
- Fields to keep connected
- Final carton reference, included items, quantities, gross weight and outside dimensions.
Approval
- Fields to keep connected
- Packing version, chosen transport scope and the actual dispatch instruction.
Illustrative record structure only. It is not an actual order, shipment, customs form or tax document.
Documents at each stage
A preliminary supplier packing estimate is not the final measured packing list. A booking confirmation is not evidence that customs has released the goods.
Describe and screen
Review the specifications, supplier documents, intended use and goods-specific requirements before committing to the item.
Reconcile and authorise
Match invoices to the final packing, identify the importer and ensure required approvals and instructions are ready.
Collect the applicable evidence
Retain the available transport, clearance, payment and collection/delivery records under the agreed scope.
Your business record requirements
Business buyers should raise customs and VAT-document requirements before choosing a delivery product. Import VAT treatment depends on the actual importer/principal and the required evidence. In an applicable agency arrangement, an agent-held entry may be supported by the prescribed statement; a generic freight invoice alone is not a substitute.
Additional documents or examinations can be required for particular goods. There is no single short checklist that guarantees every product will be accepted or released.
Prepare your shipment brief
- Start through WhatsApp or email with product links or a goods description, approximate quantity and the South African city or postcode.
- For an existing order, add the supplier list, expected arrivals and available carton information.
- For a detailed proposal, add goods value, final packing, timing, importer arrangements and the records your business needs.
- Share sensitive commercial or identity documents through the channel agreed with the responsible team after the initial conversation.
The website prepares an external message. You review and send it; opening WhatsApp or your email application does not submit an order.
Reference library
Sources and reference material
01SARS: import clearance and supporting documentssars.gov.za02SARS: invoice requirementssars.gov.za03SARS: registration and agent rolessars.gov.za04SARS VAT404: records for import VATsars.gov.zaReviewed 27 October 2026