Export and import documents prove what is being shipped, who sold and bought it, how it travels, and that customs and quarantine obligations are met. The core set barely changes from one shipment to the next: a commercial invoice, a packing list, a transport document (bill of lading or sea waybill) and a customs declaration, which in Indonesia is the PEB for exports and the PIB for imports. Everything else is added according to the product, the destination, the payment method and the Incoterms rule.
The core documents
Commercial invoice
The commercial invoice is the seller's formal bill to the buyer. It names both parties and describes the goods, HS code, quantity, unit price, total value, currency, delivery term (for example FOB Tanjung Priok) and payment terms. Destination customs uses it as the basis for the customs value, so it must be truthful and match every other document. You can draft one with the commercial invoice generator.
Packing list
The packing list details every package: the number of cartons or pallets, contents per package, net and gross weight, dimensions and volume. Customs inspectors, surveyors and the receiving warehouse all rely on it. The packing list generator totals weight and CBM for you.
Bill of lading or sea waybill
The carrier or NVOCC issues the bill of lading once the cargo is on board or received for shipment. It is a receipt for the goods, evidence of the contract of carriage and a document of title. A sea waybill does the first two jobs but is not a document of title. Under a letter of credit, banks normally ask for a full set of clean on-board originals.
Certificate of origin (SKA)
A certificate of origin, called SKA (Surat Keterangan Asal) in Indonesia, proves where the goods were made. A preferential SKA is applied for through the e-SKA portal and lets the importer in a partner country claim a lower duty rate under agreements such as ATIGA, ACFTA or RCEP. Rules of origin differ for each agreement, so check the official source.
PEB and NPE (exports)
The PEB (Pemberitahuan Ekspor Barang, form BC 3.0) is the electronic export declaration lodged by the exporter or its licensed customs broker (PPJK). After acceptance and any inspection, customs issues the NPE (Nota Pelayanan Ekspor), the approval that allows the goods to be loaded. Export customs procedures are set out in, among others, PMK No. 155/PMK.04/2022.
PIB and SPPB (imports)
The PIB (Pemberitahuan Impor Barang, form BC 2.0) is lodged by the importer or PPJK together with payment of duties and import taxes. After channelling (green, yellow, red or a priority facility) and any inspection, customs issues the SPPB, the release approval that lets the cargo leave the customs area.
Other supporting documents
- Insurance certificate: issued by the insurer; required under CIF and CIP.
- Phytosanitary and health certificates: for plant, animal and fish products, issued by the Indonesian Quarantine Authority (Barantin).
- Fumigation certificate: from a registered fumigation company, for certain commodities or wood packaging without an ISPM 15 mark.
- Delivery order: from the carrier or its agent at destination, to collect the container.
- Restricted-goods permits: licences or surveyor reports for goods under prohibition and restriction (lartas), processed through INSW depending on the commodity.
Document, issuer and timing at a glance
| Document | Issued by | When | Used by |
|---|---|---|---|
| Commercial invoice | Seller (exporter) | After the order is final, before the PEB | Customs, bank, buyer |
| Packing list | Seller (exporter) | After packing | Customs, warehouse, surveyor |
| Shipping instruction | Exporter/forwarder | 1–3 days before documentation cut-off | Carrier (B/L draft) |
| PEB → NPE | Exporter/PPJK → customs | Before the goods are gated in or loaded | Terminal, carrier |
| SKA/COO | SKA issuing office (via e-SKA) | Around the shipment date | Destination customs |
| Phytosanitary/health | Barantin | After inspection, before loading | Destination quarantine |
| Fumigation certificate | Fumigation company | After treatment, before loading | Quarantine, buyer |
| Insurance certificate | Insurer | Before risk passes | Buyer, bank |
| B/L or sea waybill | Carrier/NVOCC | After vessel departure | Buyer, bank |
| PIB → SPPB | Importer/PPJK → customs | On arrival | Terminal, importer |
| Delivery order | Carrier/agent at destination | After B/L surrender and payment | Destination terminal |
Timing matters as much as content. Many delays happen because the SKA or quarantine certificate is started after the vessel has sailed, while the bank or buyer needs it together with the B/L.
Documents and the payment method
The payment method decides who holds the documents and when. With T/T in advance, the exporter usually emails copies and arranges a telex release once funds arrive. With T/T after shipment, original B/Ls are often held back until payment. Under a letter of credit, the bank pays only if the documents presented comply with the credit: number of originals, goods description, shipment date, ports, and extras such as an SKA or inspection certificate. One typo in the goods description can become a discrepancy that delays payment or triggers a fee, so read the L/C before preparing the invoice and shipping instruction, not afterwards.
On the import side, ask the supplier for draft documents before the vessel arrives: invoice, packing list, B/L, SKA and quarantine certificates. That gives the PPJK time to prepare the PIB and to check whether any import permit is required.
Worked example: keeping the numbers consistent
An exporter ships 400 cartons of sandals, 24 pairs per carton, to a buyer in Malaysia at USD 2.15 per pair. Each carton measures 500 × 400 × 300 mm, with 11.5 kg net and 12.5 kg gross weight.
| Item | Calculation | Result |
|---|---|---|
| Pairs | 400 × 24 | 9,600 pairs |
| Invoice value | 9,600 × USD 2.15 | USD 20,640 |
| Volume | 400 × 0.06 m³ | 24 m³ |
| Net weight | 400 × 11.5 kg | 4,600 kg |
| Gross weight | 400 × 12.5 kg | 5,000 kg |
The figures 400 cartons, 4,600 kg, 5,000 kg and 24 m³ must be identical on the invoice, packing list, shipping instruction, PEB and draft B/L. Twenty-four cubic metres fits a 20-foot container, but compare LCL and FCL costs first. The cargo gross weight also feeds the container's VGM, together with the container tare and securing material. Print the carton marks with the shipping mark generator.
Common mistakes
- Figures that differ between documents. A mismatch in package count or weight between the packing list and the PEB can trigger a physical inspection or a bank rejection.
- Vague descriptions. "Spare parts" or "general cargo" is not enough; describe the goods in line with the HS code.
- Wrong consignee or notify party. Names on the B/L are hard to correct after issue and usually cost an amendment fee.
- Incoterms out of sync. The invoice says CIF but there is no insurance certificate, or it says FOB while the exporter pays the freight. See the Incoterms 2020 guide.
- Late quarantine paperwork. Barantin inspection and fumigation take time; book them before the closing time.
- Originals not at destination. The container sits at the terminal while demurrage and detention keep running.
Start with a checklist
Every shipment needs a slightly different set. Use the export-import document checklist to build yours by direction, product type and Incoterms rule, then plan the load in the 3D planner so carton counts, weights and volumes on paper match what actually goes into the container. This guide is general; requirements for each commodity and country change, so check official sources such as DJBC, INSW and Barantin before you ship.