If a NavVis device is damaged or needs recalibration, it may need to be returned to NavVis HQ in Munich, Germany, to be repaired. This article describes the shipping information.

Scope and Prerequisites

These instructions are applicable to the following regions:

•  Americas (incl. US, Canada, South America).

•  Asia, Pacific and Japan (APJ).

•  China.

•  EMEA (outside the customs union), Middle-East and Africa.

Note: These instructions do not apply to shipments within the European Union Customs Union.

Shipments between European Union Customs Union are treated as domestic transports and therefore do not require customs clearance or import/export procedures. As a result, no customs documentation or border formalities are necessary.

Shipping should never be organized without a proper damage assessment of a device with a NavVis Support Engineer. Refer to Repairing your NavVis device for more information.

Shipping a Device Internationally

This procedure describes the step for shipping a NavVis device outside of the European Union Customs Union.

Procedure for Shipping

1. Fill out the Return Protocol

Your assigned NavVis Support Engineer will provide you with a Return Protocol.
This document must be completed and signed before the transport process can begin.

In this document you’ll be asked to provide:

• Your company address and contact details.

• A preferred collection date.

• Any relevant delivery notes or comments.

The Return Protocol is mandatory for all shipments within any NavVis office. See below an example of a Return Protocol:

2. Issue a pro-forma invoice

The next step is to issue a pro-forma invoice. This must be done for exporting your device from your country and importing it to Germany.

How to issue a pro-forma invoice?

NavVis can support you by providing a pro-forma invoice template containing all required information to comply with German laws and customs regulations.

Your NavVis Support Engineer will forward a template specific to your support case and your NavVis product.

Disclaimer:

• Do not reuse the provided template for any other purpose.

• A new template will be provided for each international shipment to the NavVis service center.

• The use of this template outside its intended purpose is at your own risk and liability.

Alternatively, your company may issue an equivalent pro-forma invoice, provided it contains all information included in the NavVis pro-forma invoice template.

Once completed, sign and send the pro-forma invoice to your assigned NavVis Support Engineer.

After all documentation has been reviewed, NavVis will arrange the transport using its contracted logistics partners.

The logistics provider may contact you directly to request additional export-related information required by local regulations.

3. Arrange a pick-up

The logistics company will get in touch with you to arrange a pick-up date and time. Make sure to be responsive and provide them with all necessary information.

4. Handover the product to the shipping company

Once the device is collected:

• NavVis will provide all required documentation to the logistics provider

• NavVis Logistics will monitor the shipment

• NavVis will perform the import customs clearance upon arrival in Germany

After successful customs clearance, you will be informed once the device arrives at NavVis HQ in Munich, after which the repair process will then begin.

5. Review pro-forma invoice issued by NavVis GmbH

Once the service of your device is complete, NavVis will organize its transport back to you.

First, another pro-forma invoice will be issued to export the device from Germany and then import it to the device’s origin country.

Your NavVis Support Engineer will send you this document for review. Please inform NavVis of any special requirements regarding the pro-forma invoice before the return shipment is booked.

6. Customs

Provide customs clearance instructions to the customs agency, and if required pay import duties, fees, taxes

When the shipment re-enters your country, the logistics provider will contact you for import customs clearance instructions.

You may be required to:

• Support preparation of import documentation.

• Submit customs declarations or permits.

• Pay applicable import duties, taxes, or fees.

NavVis recommends reviewing your local import regulations, as certain repair shipments may qualify for tax or duty exemptions, which can simplify the process.

7. Receive the products

Once the import customs clearance to your country is completed, your NavVis products will be delivered to your location!

Packing the NavVis device

When shipping a device internationally, not all accessories need to be included. Unless explicitly instructed otherwise by your NavVis Support Engineer, you may keep:

• The external SSD containing confidential data

• Batteries

• Small accessories (e.g., wheel pump, charger, SSD cables)

Shipping Batteries

If batteries are included, a Dangerous Goods declaration will be issued and the appropriate dangerous goods sticker (below) must be printed and attached to the box.

If batteries are not included in the shipment, ensure that no dangerous goods sticker is attached. Incorrect labeling may cause customs issues.

NavVis recommends packing the device on a pallet and securing it with plastic shrink-wrap whenever possible.