Invoice and packing list: checks before consolidation

1. The documents answer different questions

The invoice records the commercial transaction and goods value; the packing list describes shipment packing. Nova Global distinguishes these roles in its customs guidance. For working checks, use the invoice number and date, supplier, SKU and carton references. Check item quantities and transport pieces separately. A line reading “10 cartons” does not explain how many units of each SKU are inside.

2. Keep each line linked to its supplier

Provide each supplier’s own documents and order references. In a consolidated working table, link every line to its supplier, invoice, SKU, unit of measure and cartons. Do not merge goods solely because their names match; compare specifications and origin first. If suppliers reuse the same internal SKU, add a supplier identifier. A working consolidation summary links the records. Agree with the responsible specialist who issues documents for the actual export and import transactions.

3. Reconcile quantities and totals

For each SKU, compare ordered, received, held and planned-to-ship quantities. State the unit of measure: pieces, sets or another agreed unit. Check line arithmetic and currency, retaining agreed discounts and separate charges with explanations. An order, its payment and the physical shipment may cover different quantities. For a partial shipment, ask the supplier and responsible specialist to confirm documentation corresponding to that specific shipment.

4. Repacking changes package records

After repacking, record final piece count, outer dimensions and weights again. Gross weight includes packaging; net weight concerns the goods. Compare values with matching units and meanings. Preserve the mapping between old and new cartons, especially when one carton contains goods from several suppliers. Link carton markings to packing-list lines. Identify whether measurements are observed, supplier-provided or preliminary estimates.

5. A partial-shipment example

Illustrative example: supplier A has an order for 120 units at USD 4 each. Only 100 units are ready to ship; 20 remain with the supplier. Supplier B adds 30 units at USD 6 each. If those prices apply to the shipped units, their arithmetic total is USD 580: 100 × 4 + 30 × 6. The complete orders would total USD 660. After repacking, the 130 units might occupy three cartons; carton count does not replace item quantity. This is a reconciliation example, rather than a customs valuation. The specialist confirms treatment of payments, discounts and other relevant components.

6. Agree corrections and document revisions

If quantity, descriptions, parties or packing differ, prepare a discrepancy log: field, source document, current value, observation and responsible person. Share it with the supplier and specialist before the agreed document handover. Have the relevant issuer confirm the corrected version; retain old and new files, the revision date and reason. Ask which version reached the carrier or broker. If processing has already begun, agree the amendment procedure before replacing files.

7. Match the document set to the destination

For Ukraine, Nova Global publishes customs guidance and invoice examples for legal entities. Moldova’s government trade portal describes commercial, transport and, where applicable, permit documents. Confirm the set for your transaction with the importer and customs specialist. The checklist below prepares information; it is not a customs declaration. DHL’s invoice guide informs field organisation only; its US shipping conditions are not applied to this route.

8. What to send the team

Prepare the destination country, ready date, each supplier’s documents, item quantities and units, final packing, importer details and unresolved discrepancies. Ask the team to agree receiving, repacking, documents and routing. Send invoices and contact details privately. Start your enquiry with the shipment task; the team will confirm the further information needed for your shipment.