Cross-border e-commerce electronic manual and detailed explanation of overseas warehouse standardization operations

1. Cross-border e-commerce electronic manual operation process

With the development of information technology, the traditional paper manual management model is gradually replaced by electronic manuals. This shift not only increases efficiency but also streamlines processes. Below we will introduce the operation process of electronic manual in detail.

1. Business approval from competent authorities

Processing trade enterprises first need to apply to the competent commerce department for “Proof of Operations and Production Capacity of Processing Trade Enterprises” and “Application Form for Processing Trade Business Approval Certificate”, which are prerequisites for subsequent work.

2. Establishment and changes of filing database

Next, the enterprise needs to set up or change the filing database. This step is similar to business scope filing, which defines the company’s processing capabilities and trade licenses, and limits the scope of customs clearance filing.

3. Establishment and change of customs clearance manual

Enterprises can usually set up multiple customs clearance manuals, but can only set up one filing database. This step ensures that the company can still operate efficiently under different business scenarios.

4. Margin ledger management

After the customs completes the establishment procedures, if the enterprise needs to pay a deposit, the customs will issue a bank account opening contact sheet. The enterprise then goes to the bank to handle relevant procedures and returns to the customs for registration. After completing these steps, the system automatically generates an electronic manual.

5. Import and export customs clearance declaration

Enterprises can enter customs declaration forms in the QP customs declaration system and declare to the customs. This method allows enterprises to directly declare goods under the customs clearance manual filing, which greatly improves customs clearance efficiency.

6. Electronic manual submission

Finally, when the enterprise’s processing trade manual is completed, the electronic manual can be reported to the customs through the QP system. The entire process includes steps such as sending the customs declaration form and checking it with the customs electronic ledger, verifying the quantity of remaining materials, and automatically calculating it. After passing the customs review, passing information will be returned to the enterprise; if it fails, relevant documents will need to be submitted for further review.

2. Standardized operations and flexible management of overseas warehouses

In order to improve the operational efficiency and service level of overseas warehouses, a series of standardized operating measures have been adopted. These include methods such as “responsibility field partitioning” and assigning shelves to responsible persons.

1. Standardized operations

• Responsibility field zoning: Divide the warehouse into different areas and designate a person to be responsible for the work in that area. This practice helps clarify responsibilities and reduces the chance of errors.
• Set operational assessment KPIs: For example, control the delivery error rate below 0.02%, and control the inventory accuracy rate and product damage rate within 0.01‰.
• Daily monitoring mechanism: The electronic signboard displays the working status of employees in real time, allowing managers to adjust shift arrangements in a timely manner to ensure the continuity and efficiency of order processing.

2. Flexible management

Taking into account the time difference, the overseas warehouse system can allocate operations based on the overall warehouse task volume and personnel positions, and plan daily production plans in advance. In addition, multiple error-proofing measures have been designed to achieve gap-free and pause-free assembly line operations.

3. Improvement of service level

Overseas warehouses should respond quickly to customer problems and complaints, conduct cause analysis and follow-up improvements, and continuously accumulate experience to improve service quality. For example, if domestic e-commerce orders are processed in a timely manner, the average delivery speed is about 30 minutes per order, the average picking time for one piece is 15 seconds, and the shipping completion time limit is 3 hours.