Understanding what each customs and shipping document looks like helps you prepare them correctly. This guide shows the key fields for each document used in South African import/export.
1. Commercial Invoice
The most important trade document. Your supplier creates this.
Required Fields
| Field | What to Include |
|---|---|
| Seller name and address | Full company details |
| Buyer name and address | Your company details |
| Invoice number and date | Unique reference |
| Description of goods | Detailed, matching B/L |
| HS code | 8-digit tariff code per item |
| Quantity | Units, cartons, or pieces |
| Unit price | Per item or per kg |
| Total value | In agreed currency |
| Currency | USD, EUR, GBP, ZAR, CNY |
| Incoterms | FOB, CIF, EXW, etc. |
| Country of origin | Where goods were manufactured |
| Payment terms | T/T, L/C, D/P |
Common mistake: Vague descriptions like "general merchandise" will trigger SARS queries. Be specific.
2. Packing List
Details the physical contents of each package.
Required Fields
| Field | What to Include |
|---|---|
| Reference | Matches invoice number |
| Package markings | Carton numbers (1/20, 2/20, etc.) |
| Contents per carton | What's in each box |
| Quantity per carton | Units per box |
| Net weight per carton | Weight without packaging |
| Gross weight per carton | Weight with packaging |
| Dimensions per carton | L × W × H in cm |
| Total packages | Total number of cartons |
| Total net/gross weight | Sum of all cartons |
| Total volume | CBM calculation |
3. SAD500 (Customs Declaration)
The South African customs entry form. V & S Freight completes this on your behalf.
Key Sections
| Section | Content |
|---|---|
| Declarant | V & S Freight (clearing agent details) |
| Importer | Your SARS customs code |
| Exporter | Supplier details |
| Country of origin | Manufacturing country |
| Tariff heading | 8-digit HS code |
| Statistical value | ZAR value for SARS |
| Customs duty | Calculated duty amount |
| VAT | 15% import VAT |
| Customs procedure | Import, export, transit, warehouse |
4. Certificate of Origin
Proves where goods were manufactured. Required for preferential duty rates.
Types Used in SA
| Certificate | Trade Agreement | Benefit |
|---|---|---|
| SADC Certificate | SADC FTA | Reduced/zero duty for SADC goods |
| EUR.1 | EU-SADC EPA | Preferential access to EU |
| Form A (GSP) | Generalised System of Preferences | Reduced duty for developing countries |
| Non-preferential CO | General trade | Proves origin (no duty benefit) |
5. DA 185 (Customs Registration)
The form to register with SARS as an importer or exporter.
What You Need
| Document | Purpose |
|---|---|
| Company registration (CIPC) | Prove legal entity |
| Tax clearance certificate | SARS compliance |
| Director ID documents | Identity verification |
| Proof of physical address | Business premises |
| Bank confirmation letter | Financial verification |
Get Expert Help
V & S Freight prepares and validates all trade documents as part of our clearing service. We ensure everything is correct before submission to SARS.