This playbook sets out what we find in most import and export businesses before they move to a single system, what we set up, and the reports owners use once it is running.
Where the money leaks
- The real cost of a container is known weeks after it is sold
- Documents for one shipment live in five inboxes
- Exchange differences surprise the accountant
What we set up
- Shipment files
- Every order, bill of lading and customs entry on one record.
- Landed cost
- Freight, duty, port and clearing charges added to the goods.
- Multi-currency
- Buy and sell in foreign currency with gains and losses posted.
- Supplier payments
- Deposits, balances and letters of credit tracked.
- Clearing jobs
- Jobs, disbursements and agency fees for clearing agents.
- Stock in transit
- Goods on the water visible before they land.
How a normal day runs
- Order placed with the supplier
- Shipment tracked with its documents
- Goods cleared and landed cost applied
- Stock sold at a known margin
Reports owners use
- Landed cost per shipment
- Stock in transit
- Exchange gain and loss
- Margin per container
Modules involved
Procurement, Stock, Accounting, Sales, Projects. They share one database, so every entry updates the accounts and the reports together.
Where to start
Most import and export businesses start with procurement, stock, accounting, then add the rest once the first phase is stable.
Questions we are often asked
- How is landed cost calculated?
- Freight, insurance, duty and clearing charges are spread across the items in the shipment by value, quantity or weight.
- Can we invoice in one currency and report in another?
- Yes. Transactions are kept in their own currency and reported in your base currency.