Reviewed 5 October 2026
Describe The Goods Rather Than The Sales Category
DHL South Africa’s invoice guidance asks for detailed goods descriptions including material and purpose; DHL US explains that documentation depends on the shipment. Our proposed review starts with a product record approved by the supplier or owner: item reference, model, material, function and shipment purpose where relevant. Replace vague planning labels such as “accessories” with the verified description. Ask the appointed clearance contact about missing technical details; do not invent a composition, origin or classification from a photograph.
Map Invoice Lines To Physical Packages
Create a working reconciliation table with invoice line, product reference, quantity and unit, plus the cartons or pallets containing that quantity. Keep commercial quantities and package counts in separate columns. A shipment of 240 items in 12 cartons has two different counts; do not substitute one for the other. Record partial shipments and explain which approved order lines remain unshipped. This mapping is our suggested review tool, not an official customs form or a claim that every destination uses the same packing-list format.
Review Arithmetic Without Changing The Transaction
Our checklist compares each line’s quantity, unit price, currency and line total with the approved commercial record, then checks the document total. Flag inconsistencies for the document issuer instead of editing the price to make a file look consistent. Keep separately described transport or other costs visible to the appointed reviewer. A sample, return or repair needs an accurately stated purpose and the records requested for that actual transaction. Do not assume that “not for resale” settles the required value or paperwork.
Control The Final Version And Requested Corrections
Use a dated filename or version reference for the invoice, packing record and supporting product information. After repacking, a quantity change or a split shipment, reconcile the affected rows and ask the issuer to approve the correction. Identify who sends the final files and retain acknowledgment or the specific request for more information. Before release, confirm outstanding destination requirements with the responsible contact. A completed checklist does not establish customs approval or guarantee that no further documents will be requested.
Dispatch Checklist
- Descriptions come from verified product information.
- Invoice quantities and package counts are separate and mapped.
- Commercial amounts and currency reconcile to the approved record.
- Final versions, correction owner and submission acknowledgment are retained.
Worked Example
Invented review example: line A has 240 items at USD 2.50, totaling USD 600, packed as 20 items per carton in 12 cartons. If only 10 cartons will move, reconcile the shipped quantity of 200 with the issuer before submitting that shipment’s files. These figures illustrate document consistency and are not a customs valuation recommendation.
Download The Planning Sheet In EnglishReferences And Scope
A document preparation workflow, not customs approval or a substitute for destination review. DHL sources have US and South African contexts. Confirm requirements with the actual carrier and appointed clearance contact; do not infer a universal form, code length or value exemption.
Related Guidance
