Analysis of Six Key Elements of the Settlement Sheet for Agency - imported Equipment

In 2025,the international trade settlement system will usher in new changes,and a certain mechanical and electrical company will be affected by these changes.importer suffered a foreign exchange loss of $270,000 due to an oversight in the currency clause of the settlement statement,revealing that the settlement statement for entrusted imported equipment is not only a voucher for fund receipt and payment but also a risk firewall for enterprises cross - border trade.This article analyzes the key points of practical operation of the settlement statement for entrusted imported equipment in combination with the latest international trade practices.

Core components of the settlement statement

A standardized settlement statement for agency - imported equipment should include three major modules:

• Basicinformationmodule
  • CorrespondencebetweenContractNumberandINCOTERMS2025Clauses
  • MatchdegreebetweentheHScodeoftheequipmentandthedeclarationelements
  • MultipleCurrencySettlementLogo(NewCross-BorderRMBSettlementRegistrationCodeAddedin2025)
• Fund settlement module
  • Settingofadvancepaymentandfinalpaymentnodes
  • Specialaccountmanagementofqualityguaranteefunds
  • RequirementsforCross-BorderPaymentMessages(NewSWIFTGPIRulesin2025)
• Risk control module
  • Applicablesituationsofforcemajeureclauses
  • Calculationbenchmarkforliquidateddamages
  • AgreementonDisputeResolutionMethods(Recommended2025EditionofICCArbitrationRules)

Optimization of the operation process of the settlement statement

Based on the requirements of the General Administration of Customs Announcement No.58 of 2025,it is recommended to adopt a three-stage progressive management approach:

• Pre-reviewstage
  • ChecktheequipmentClarifytheapplicabilityofpreferentialtaxrates
  • Verifythevalidityofthesupplier’screditreport(withafocusonreviewingtheoperatingdatafor2024).
• Execution phase
  • Separate-accountmanagementofimport-linktaxesandequipmentprices
  • Trackthecross-borderpaymentprogressinreal-time(itisrecommendedtoaccessthecentralbankscross-borderpaymentsystem)
• Archiving stage
  • Theretentionperiodforelectronicdocumentshasbeenextendedto8years(newtaxinspectionregulationsin2025).
  • Establishacaselibraryforabnormalmattersofthesettlementstatement

Prevention and control strategies for typical risk points

According to the key inspection directions of the customs in 2025,special attention should be paid to the following aspects:

• Pricedeclarationrisk
  • Theroyaltyfeewasnotincludedinthecustomsvalue(acaseofthenewcustomsvaluationrulesin2025).
  • Calculationerroroffreightandinsurancepremiumallocation
• Payment timeliness risk
  • Thecross-borderRMBsettlementtimeisextendedtoT+3
  • Mismatchbetweenthedeliverydateofforeignexchangederivativesandthepaymentdate
• Document management risk
  • Differenceinproductnamesbetweentheproformainvoiceandthecommercialinvoice
  • Validitymanagementoftheoriginalfactoryauthorizationletter

Key points for compliance operations in 2025

In response to the latest regulatory requirements,it is recommended to establish a four - fold guarantee mechanism:

• UsetheintelligentcustomsdeclarationsystemtoverifytheHScode(Recommended2025-versionsystemcertifiedbytheGeneralAdministrationofCustoms).
• Setupacross-borderfundpooltomanagepositionsindifferentcurrencies
• Regularlyupdatethecountryriskrating(referringtotheChinaExport&CreditInsuranceCorporation’s2025CountryRiskReport)
• Allocateprofessionaltradecomplianceofficerstoreviewsettlementterms

A certainImport enterprises have reduced the error rate of documents from 7.2% to 0.8% by restructuring the settlement note management system.A real case showing an annual saving of over 450,000 yuan in port congestion fees demonstrates that a refined management of settlement notes is not just a trade document,but also a strategic tool for enterprises to enhance their competitiveness in cross-border trade.It is recommended that enterprises establish a full life cycle management system for settlement notes,especially during the adjustment period of international trade rules in 2025,when it is even more necessary to strengthen collaboration with professional institutions and build a safe and efficient fund management system for equipment imports.