Import Shipment Checklist: Common Mistakes Nepali Traders Make

Most import problems are not dramatic. They come from small records not kept: an agreement that lived in a chat, an invoice that did not match the packing list, a cost paid but not added to the file. This checklist walks through a consignment from order to stock and flags the mistakes that cost traders the most. It is about record keeping, not legal or customs advice, so check rules with your agent and the authorities.

Stage 1: before you order

• Get the supplier's proforma invoice with item description, quantity, unit price and terms.
• Agree payment method, delivery terms and expected ship date in writing.
• Ask your clearing agent about the documents and likely costs for these items.
• Make a rough landed cost estimate and check that your selling price still works.

Stage 2: payment and LC

• Record the LC or advance payment details, bank charges and exchange rate used.
• Note every deadline and set a reminder in advance.
• Keep copies of all bank advices in the shipment file.

Stage 3: shipment and transit

• Check the supplier's final invoice and packing list against the order.
• Record the transport reference and expected arrival date.
• Update the status whenever you get news, and note delays and reasons.

Stage 4: clearance

• Give your agent complete and consistent documents.
• Obtain the clearance documents and record the duty and tax figures exactly as shown.
• Record agent charges, port or border fees and any penalties or storage fees.

Stage 5: receipt in the godown

• Count and inspect goods against the packing list on the day of arrival.
• Photograph and record shortages and damage immediately.
• Receive the goods into stock against the shipment, in parts if needed.

Stage 6: costing and closing the file

• Add all remaining costs: transport, unloading, bank charges and any late fees.
• Calculate landed cost per unit using your agreed method.
• Update the selling price if needed.
• Mark the file closed only when all bills are paid and the supplier balance is zero.

The mistakes that cost the most

Mistake	Result	Prevention
Costs added after pricing	Sales below real cost	Cost sheet open until all bills arrive
Wrong exchange rate recorded	Supplier balance mismatch	Record actual rate per payment
Missed LC or shipment date	Delay, extra charges	Date reminders
Documents with inconsistent details	Clearance delay	Check before sending to agent
Shortage noticed late	Claim lost	Count on arrival and record
Agent bill not reconciled	Overpayment	Agent account per shipment

A short walkthrough in words

Imagine a trader ordering a consignment of electrical goods. The proforma, LC details and rate are recorded when the order is placed. As the goods move, the status is updated and the clearance figures are entered when received. On arrival, the packing list is compared with the count, and a small shortage is recorded the same day. The trader then adds transport and bank charges, sees the true cost per unit, and adjusts the selling price before the goods are listed. At every step the information is in one place, so nothing needs to be reconstructed.

Keeping the habit

Choose one person to own the file for each shipment, and a weekly time to review all open ones. Short regular reviews prevent a pile-up of unreconciled items.

Mistakes with people and communication

Not all errors are numbers. Verbal promises from a supplier or agent that are never written down become arguments later. Send a short confirmation message after every call, such as a WhatsApp saying what was agreed, the amount and the date. Keep these messages with the shipment file. Also avoid depending on a single contact at the agent's office; get a second name and number so that a holiday or illness does not stall your clearance.

What to review after each shipment

When a file closes, take ten minutes to compare the final landed cost with your first estimate. Where was the difference: freight, a delay charge, an exchange rate move, a cost you forgot? Write the lesson in a short note. After a few shipments you will have a list of items to add to your next estimate, and your forecasts will steadily become more accurate.

Planning cash for the next order

Imports tie up money for weeks. Use your records to see how long money was locked between payment and the first sale from the shipment. That number tells you how much working capital you need to keep a steady flow and whether to order smaller consignments more often. It also helps when you talk to a bank about finance, because you can show real figures for each cycle.

Next step

Use the checklist on your next order, even on paper, and see where information is missing. When you are ready for software support, look at the import and export software page, or message us on WhatsApp. Traders who sell onwards to shops may find inventory management software useful as well.

Get a demo and quote for Import and Export Software

Tell us about your business and we will reply the same working day with a demo and a clear quote. No obligation.

Chat on WhatsApp

Or call / WhatsApp +977 9846280400

Your name Phone / WhatsApp Email (optional) Business / organisation What do you need?

Request demo

More guides on Import and Export Software