Refer to the example of a proforma invoice and follow the pointers provided below:

  1. Exporter: The exporter/agent/seller’s full company name and physical address should be typed in this block. Note, a postal address should not be used.
  2. Consignee: The importer/buyer’s full company name and address is typed in this block, once again a postal address should not be used.
  3. Notify Party: The person or party who is to be notified of the arrival of the shipment/cargo in the country of import. This could be the name of a clearing agent, a bank, the ship’s agent or airline agent, or the importer. It is important to include a telephone, email or fax number of the mentioned party/s. The exporter may not have this information when completing the proforma invoice, as the importer would provide the exporter with this information at a later time. If this information is not available to the exporter at the time of completing the Proforma Invoice, then the following statement should be placed in this block: To be advised by importer or TBA
  4. Exporter’s Custom’s code number: This is the exporter’s registration number, this number is issued to the exporter by Customs and Excise, when he registers with Customs as an exporter.
  5. Invoice number: The newly generated number of the proforma invoice and also indicates the date on which the invoice was generated.
  6. Exporter’s reference: This number is used for internal referencing in the exporter’s company.
  7. Buyer’s reference: The exporter may or may not have the buyer’s reference number, the exporter would then place the acronym: TBA – To be advised if the buyer’s reference was not available to the exporter, at the time of completing the proforma invoice.
  8. Country of origin: The country in which the goods were manufactured. Example: South Africa.
  9. Country of final destination: The country where the goods will be delivered.
  10. Terms of Delivery and Payment: The terms of delivery are the INCOTERMS, (International Commercial Terms). Example: CIP Heathrow International Airport United Kingdom, as per Incoterms 2000 ICC Publication). These terms define the risk, cost and responsibility for both the seller and the buyer during the transportation of the goods from the seller to the buyer. Payment, the preferred method of payment as requested by the seller. Example: Confirmed irrevocable documentary credit, payable 30 days from bill of lading date. Documentary credit to be issued by a UCP 500 accredited bank.
  11. Vessel: (or other means of conveyance), the mode of transportation to be employed by the exporter should be stated here. Example: sea, road, rail or air.
  12. Voyage number: The voyage number would not be know to the exporter at this time, usually the acronym TBA would be placed here.
  13. Port of loading: The port or place of receipt for the cargo by the carrier. Example: Durban, South Africa or Johannesburg International Airport.
  14. Port of discharge: The port or place of discharge for the goods/cargo in the country of importation. Example: Sydney, Australia.
  15. Place of delivery by on-carrier: If the port or place of discharge is not the final place of delivery for the goods/cargo but the cargo is to move to another destination, then the final place of delivery would be place here. Example: South Tarramarra, Sydney Australia.
  16. Marks, Nos., and Container No.: These are the physical markings placed on the cardboard boxes, cartons etc. Example: The name and address of the exporter. The number of parcels/boxes that complete the shipment example: 1/2500 – 2500/2500 indicating that the entire shipment comprises of 2500 boxes. The container number, (if the goods/cargo are to be shipped in either a 6 or a 12-metre container) this would be typed here. Example: MSCU 9002093/5. The seal number, this is the number on the lock which is placed on the container to secure the contents once the cargo is packed therein. Example: 10097731. As the exporter would not yet have booked the container, he would merely type: 1 X 6 M full container load, containing 2500 boxes. No and kind of Packages: This indicates the number of packages in the shipment and the types of packaging. Example: 2500 boxes, shrink wrapped and palletised, comprising of 28 pallets. All new wooden pallets used, previously fumigated. Description of Goods: Full detailed description of the goods/products on offer to the importer. Example: Mohair comforter (1 per box)
  17. Quantity: Indicates the number of items offered. Example 2500.
  18. @: Unit price of each items being sold and the currency in which the goods will be sold. Example: US$110.00
  19. Amount: The final price of the product being sold. Example 2500 units @ US$ 110.00 = Amount US$275 000.00
  20. Additional information: The following pertinent information should be transcribed here. Example: Validity of proforma invoice: 30 days from the date of issue. Delivery details: (When the exporter would be in a position to supply the importer with the order), 45 days after receiving the documentary credit in South Africa.
  21. Bank details: The exporter’s bank details are placed here. Example: Bank account number, the exporter’s bank MICR code number, the name of the exporter’s bank, the SWIFT address of the said bank and or the Telegraphic Address of the exporter’s bank. Which party is to pay the bank charges? Example: All bank charges outside of South Africa for the account of the importer.
  22. Sub- total: The total of all the items listed above would be totalled here, stating either: EXW, FCA, FAS or FOB. (This amount would exclude the main carriage of freight and insurance cost).
  23. Discount: If a discount is applicable then this amount would be placed there.
  24. FCA: Total FCA (or FOB/FAS) price is placed there. This price includes the inland transportation costs, including documentation and other charges necessary to arrive at the “F Term”
  25. Freight: The cost for transporting the goods from the exporter’s country to the importer’s country, the main carriage of freight. This could be sea, road, rail or air freight costs.
  26. CPT: Total CPT (or CFR) price is placed here. This price includes the cost of the main carriage, which have been added to the FCA/FOB or FAS price.
  27. Insurance: If the exporter is to secure insurance for the goods, then the costs for securing such insurance would be placed here.
  28. CIP: Total CIP (or CIF), this would be the price of the product CPT/CFR including the cost for securing the insurance.
  29. Currency: The currency in which the exporter’s wishes to conduct the transaction. Example: US Dollar
  30. Total: The final invoiced price CIP Sydney Australia.
  31. Name of Authorised Signatory: Name of the person who is responsible for signing the proforma invoice.
  32. Signature: of the same.
  33. Date: The date on which the proforma invoice was signed.