Introduction
When a device needs to be shipped for a Repair Service to NavVis HQ in Germany, a detailed proforma invoice is necessary to pass customs import and export procedures. No matter who organizes the shipping - you as the customer or NavVis - this proforma invoice is required from you.
As opposed to the delivery of a new device, where a commercial invoice is used in the shipping process, the shipment of a device for Repair or Maintenance requires a proforma invoice. From this, the custom fees and taxes are calculated. It is also used to determine the insurance value for the shipping in case the device is lost or damaged.
Invoice setup
Set up the invoice with your standard financial tool, giving it your company's letterhead as well as a unique identifiable invoice number.
Invoice template
Find the template for the pro-forma invoice attached to this article. All lines in red should be checked and adapted according to the descriptions below. The invoice needs to include the following:
Required content in invoice | Information |
current unit price | The current unit price of the device. The value listed is neither the price of a new unit nor a zero value to save on customs or taxes. The initial price at purchase will change over time, depending on national write-off allowances. Therefore, the unit price must be the price of replacing the device if it were lost at the current point in time. The shipment insurance will depend on this value. If you are in doubt about the current unit price of the device, please get in touch with the NavVis Solution Engineer coordinating the Service. The unit price of the device must be the same in both pro-forma invoices in the two back-and-forth shipments required. |
HS code | The HS code for the device. For both NavVis VLX and NavVis M6, this is "HS code: 90 15 40 00". |
country of origin | The country of origin of the device. State as free text "The goods are of pure German origin." |
serial number | The serial number of the device. The device ID will be in the format M6-X-XXX for M6, G9-XXX for VLX 1st generation, and G10-XXX for VLX 2nd generation. |
reason for import/export. | The reason for import/export. An accurate description of the reason for the shipment is very important. Is the device being returned for a Repair Service and will only temporarily be imported to Germany? Will the device be exchanged with a different device in Germany? Is the Service covered by warranty regulations? We recommend you include the phrase "Return for Repair / permanent Replacement of broken device (under warranty)", based on what is agreed on with NavVis. |
service period | A service period. This period is especially important for temporary imports/exports of devices. Based on this value, different national customs regulations might apply when the device is shipped back. In the initial pro-forma when shipping to Germany, this can be listed as "Service Date/Period to be determined." |
"For customs purposes only." | The phrase "For customs purposes only." |
recipient contact | The recipient contact include full name, email address, and phone number. Please use the details of the NavVis Logistics Team here: Christian Federer, logistics@navvis.com, +49 89 255 52 068 |
"Tax-free export (Steuerfreie Ausfuhrlieferung)" | The phrase "Tax-free export (Steuerfreie Ausfuhrlieferung)" adapted to your local language. |
carrier and transport type, | The carrier and transport type, eg. "DB Schenker, air freight". |
INCOTERMS | The INCOTERMS applicable for the shipment. When NavVis is organizing pick-up at your place, this will be "FCA , <Your City>, according to INCOTERMs 2020." When you are organizing the shipment to NavVis, this will be "DAP , Munich, according to INCOTERMs 2020." |
package details | The package details like the full weight, the net weight of the content, and the package dimensions. Note here if a separate packaging list belongs to this pro-forma invoice and will be attached. |