View source for IT IMPORTS PROCESSES

= IT Imports Process =

This addendum describes the '''interim process''' for imports while Comfac Corporation's '''List of Importables (LOI)''' is still under BOC processing. Until Comfac's LOI is fully approved, imports requiring NTC permits will be consigned under '''Cornersteel Systems Corporation (CSC)'''.

'''Prepared by:''' Justin Aquino<br>
'''Date:''' October 2025<br>
'''Revision:''' 1.1<br>
'''Reference:''' NTC NSW Guidelines; BOC Form 392911581638; NTC Form 0925256884622

== 1. Purpose ==

To ensure continuity of import operations for Netgate, networking, and wireless equipment while avoiding shipment delays caused by pending LOI approval for Comfac.

== 2. Parties Involved ==

{| class="wikitable"
! Party !! Role / Function
|-
| '''Sales / Support''' || Coordinates orders with suppliers, checks readiness of NTC permit requirements, and provides documentation details to Purchasing.
|-
| '''Purchasing''' || Places the order with foreign suppliers, manages invoices and AWB, and ensures Cornersteel is listed as consignee.
|-
| '''Cornersteel Systems Corporation (CSC)''' || Acts as the consignee for customs purposes. Handles NTC permit under CSC's name.
|-
| '''Broker (DHL / FedEx)''' || Processes importation and ensures shipment references (invoice, AWB, permit) match CSC consignee data.
|-
| '''NTC / BOC''' || Approves and clears the shipment per standard procedure.
|}

== 3. Updated Consignee Information ==

'''Consignee Name:''' Cornersteel Systems Corporation (CSC)<br>
'''Address:''' 536 Calbayog Street, Brgy. Highway Hills, Mandaluyong City, 1500 Philippines<br>
'''TIN:''' 000-315-460-000

'''Comfac Corporation (for future imports):'''<br>
'''Address:''' 536 Calbayog Street, Brgy. Highway Hills, Mandaluyong City, 1500 Philippines<br>
'''TIN:''' 000-052-623-000

== 4. Interim Import Process (When Comfac's LOI is Pending) ==

=== Step 1 – Coordination ===

* Sales/Support informs Purchasing that Comfac's LOI is pending.
* Purchasing designates CSC as consignee for the import.
* Notify supplier and broker of this change.

=== Step 2 – Supplier Documentation ===

==== Commercial Invoice ====

The '''Commercial Invoice''' serves as the official billing document used for customs declaration and tax computation. It lists the products, quantities, unit prices, and total value of the shipment. This document is legally binding and is required by both '''NTC''' and '''BOC''' for import clearance.

* Typically issued '''2–3 days after the electronic (Proforma) Invoice''' is generated and the order has been confirmed.
* It must include details identical to those in the packing list and AWB, and show the consignee's full name, address, and TIN.

Foreign supplier must issue the following '''under CSC's name''':

* Commercial Invoice
* Packing List
* Air Waybill (AWB)

All documents must clearly show:

<blockquote>'''Consignee: Cornersteel Systems Corporation, 536 Calbayog St., Mandaluyong City, 1500 Philippines, TIN 000-315-460-000'''</blockquote>

=== Step 3 – NTC Permit Application (CSC) ===

* Apply for the NTC Permit to Import using CSC's name.
* Attach all required documents (invoice, AWB, packing list, technical sheet, manufacturer certificate).
* Follow NSW procedure per standard guideline.

=== Step 4 – BOC Processing ===

* Broker files the '''BOC Single Administrative Document (SAD)''' under CSC's name.
* Ensure the '''NTC Permit Reference''' is entered in Box 31 of the SAD.
* Duties and VAT are computed using the shipment's commercial value.

=== Step 5 – Release & Turnover ===

* Once cleared by BOC, shipment is released under CSC.
* Internal turnover memo documents transfer of ownership to Comfac after clearance.

== 5. Foreign Supplier Purchasing Details ==

When ordering from overseas suppliers (e.g., Netgate, AliExpress, DigiKey, Mouser, etc.):

{| class="wikitable"
! Field !! Requirement
|-
| '''Invoice Header''' || Must list Cornersteel Systems Corporation as consignee.
|-
| '''Delivery Address''' || Same as consignee address (Mandaluyong).
|-
| '''Payment Terms''' || Prepaid (T/T or Credit Card via corporate account).
|-
| '''Declared Value''' || True commercial value (no under-declaration).
|-
| '''HS Code''' || 8517.62.99 (Firewalls, routers, switches).
|-
| '''Shipment Mode''' || Air freight (DHL / FedEx) preferred for tracking and AWB issuance.
|-
| '''Attachments for Import''' || Type Approval / Compliance Certificate (FCC/CE), Invoice, Packing List, AWB.
|}

== 6. Transition Back to Comfac ==

Once Comfac's LOI is approved:

# New shipments revert to '''Comfac Corporation''' as consignee.
# NTC and BOC forms are updated to reflect Comfac's registration.
# Purchasing and Sales are notified via internal memo to discontinue CSC consignee use.

== 7. Sub-Process: Technical Brochure and Specification Management ==

'''Purpose:''' To ensure all NTC-required technical documents (brochures, datasheets, compliance certificates) are organized and easily accessible for future import applications.

=== Step A – Document Collection ===

* Occurs during '''Step 2 – Supplier Documentation''' in the import process.
* Sales / Support requests the following from the supplier for each model:
** Manufacturer's Brochure / Technical Data Sheet (TDS)
** Compliance Certificate (FCC / CE / ISO)
** High-resolution product photo (optional, for reference)

=== Step B – Centralized Repository ===

All brochures, specs, and datasheets must be stored in '''NextCloud''' under:

<blockquote><code>/Shared/Imports/Technical_Specifications/</code></blockquote>

=== Step C – Master Product Reference Table ===

A shared document (spreadsheet or wiki) named '''"Master Product Catalog – Imports"''' shall maintain the following fields:

{| class="wikitable"
! Field !! Description
|-
| '''Supplier''' || Company name providing the item (e.g., Netgate, Mouser, AliExpress)
|-
| '''Model Number / Product Name''' || As stated in invoice and supplier catalog
|-
| '''Tariff / HS Code''' || Used for customs declaration (e.g., 8517.62.99)
|-
| '''Link to Manufacturer Page''' || Direct hyperlink to product page or source URL
|-
| '''Link to Brochure / TDS''' || Hyperlink to stored PDF in NextCloud folder
|-
| '''Notes / Category''' || Type of equipment (Firewall, Router, Access Point, etc.)
|}

=== Step D – Ownership and Updates ===

* Maintained by '''Purchasing''' with support from '''Sales / Support'''.
* Updated whenever a new product or supplier is introduced.
* Reviewed quarterly to ensure active links and document integrity.

This ensures compliance with NTC documentation requirements, faster re-use of prior permits, and centralized technical reference for import submissions.

=== Step E – Locating Official Tariff Codes ===

For assigning the correct '''AHTN / HS Codes''', refer to the official Philippine Tariff and Customs Code database:

* https://finder.tariffcommission.gov.ph/ — Allows you to search by keyword (e.g., router, camera, microcontroller) and provides the applicable '''AHTN 2022 code''', description, and tariff rate.
* '''Comfac IT Product Database (External):''' https://next.comfaccorp.com/s/NRDK9Kn4C6Y6YbX
* '''Comfac IT Product Database (Internal):''' https://next.comfaccorp.com/f/153015

[[Category:IT Procedures]]
[[Category:Procurement]]
[[Category:Imports]]
[[Category:Comfac]]