Run declarations, GTIP and incentives tied to order and shipment
Sighthem's customs tracking software ties the declaration and GTIP management to the end-to-end foreign trade flow, not to a separate spreadsheet. The GTIP on the product card carries cleanly into the order, the order into the shipment, and the shipment into the VAT refund and inward processing file. You see in one place which shipment is tied to which declaration and which document is still missing.
GTIP on the product card: the right tariff position ready from the start
If customs tracking starts with the wrong GTIP, every document goes out wrong. Sighthem stores the GTIP on the product's own card, so the code is defined in one place and the same value flows into all the following steps.
- Keep the GTIP code (12 digits: HS 6 + EU 2 + TR 4) on the product card, and feed every quote, order and declaration from the same code
- Have the GTIP carry over automatically when you add the product to a quote, avoiding manual entry and typing errors line by line
- Define the product's origin and unit details on the card so consistent data for the declaration and invoice comes from a single source
- Update from a single card when the code changes, preventing mismatches between old quotes and the new declaration early
The declaration is tracked tied to the order and shipment
Keeping the declaration disconnected from the order and shipment makes you lose track of which cargo is tied to which declaration. Sighthem links the declaration process to the order and matches it to the physical shipment.
- Link the declaration record to the related order and see in one screen which shipment belongs to which declaration
- Track the export and import regime line by line, matching value and quantity to the order lines
- Follow the declaration status (preparation, registration, closure) within the flow so an open declaration is not overlooked
- Collect the document set attached to the declaration in the same place as the order, instead of hunting for the commercial invoice, packing list and movement certificate piece by piece
VAT refund: collecting documents and amounts tied to the export transaction
When the VAT refund file is gathered from scattered files it becomes both slow and error-prone. Sighthem ties the data needed for the refund to the export transaction itself and keeps the file organized from the start.
- Collect the documents and amounts needed for the refund tied to the export order and declaration, instead of hunting for the file piece by piece
- Track input VAT and the export amount per transaction, seeing clearly which shipment is subject to the refund
- Link the declaration, invoice and shipment document within the same transaction to avoid missing-document surprises at the refund application
- Track which exports entered the refund with period-based reporting, and hand your accountant a clean set
Inward processing (DIIB): inputs, offsets and commitment closure
Missing commitment closure on an inward processing permit puts the incentive at risk. Sighthem ties the inputs and offsets under DIIB to the transaction flow and makes the closure process visible.
- Link the imported input under DIIB and the corresponding export in one place, keeping the offset logic on record
- Tie the permit number to the related order and declaration, seeing clearly which export falls under which permit
- Track the export volume needed for commitment closure per transaction, spotting any shortfall before the period ends
- Attach the related document set to the DIIB record so traceability is ready at audit or closure time
Document set and alerts: spot the missing document before shipment
At customs, getting paid often depends on the right document being ready at the right moment. Sighthem collects the document set in a single list and catches gaps early with date alerts.
- Collect the document set attached to the declaration and shipment (commercial invoice, packing list, certificate of origin, movement certificate) in a single list, and spot a missing document before shipment
- If you work with a letter of credit, keep the latest shipment and presentation dates in the system and get alerts as deadlines approach
- Link every document version to the order and shipment so you never lose track of which document is current
- Follow the document handover flow step by step, seeing clearly which document is at the bank and which is ready
From declaration to invoice: GTIP-based export invoice and XML from the shipment
If the declaration and the invoice do not come from the same data, line-level mismatches arise. Sighthem carries the GTIP from the product card into the export invoice and produces the output from the shipment screen with one click.
- Produce a COMMERCIAL INVOICE for exports and a UBL-TR e-invoice for domestic sales in line with the GIB schema, and import it cleanly into your accounting software
- Fill in line-level GTIP, origin and transport details on the export invoice according to the schema, reducing mismatches between the declaration and the invoice
- Get the XML output from the shipment screen with one click, removing manual data entry and copy errors
- Track partial shipments from the same order line by line, making sure each shipment matches its own document and declaration
Access, traceability and mobile: the right person, the right scope
The customs and operations teams work in different scopes; not everyone needs to see every record. Sighthem opens the right data to the right person with role-based permissions and lot traceability.
- Give operations, warehouse and accounting teams separate access with stackable permission presets, controlling who sees declaration and refund data
- Record which lot entered which shipment and declaration with lot and shelf-life traceability, and prove traceability at audit
- Verify the shipped lot by scanning the GS1 barcode, and keep stock separate per warehouse with a multi-warehouse model
- See declaration and shipment status instantly from the field with the mobile PWA, while preserving tenant isolation within a single workspace
Instead of typing the GTIP into every document, define it once on the product card. With the code fixed on the card, the quote, order, declaration and export invoice all feed from the same value; line-level typos and document mismatches are closed off from the start.
When declaration, VAT refund and DIIB data are tied to the order and shipment, you assemble the refund and commitment-closure file in an organized way at shipment time. Instead of rebuilding the file backwards from scattered folders, every document is fed automatically from the previous step.
A wrong GTIP affects not only the declaration but also the tax rate, incentive scope and sanctions screening. Manage the code from a single source on the product card, and verify before shipment that the declaration and the export invoice come from the same code.
Frequently Asked Questions
Does the customs tracking software replace the official customs declaration system?
No. Sighthem does not replace the official declaration system; it lets you track the declaration process tied to the order and shipment. It keeps the GTIP on the product card and shows in one screen which shipment is tied to which declaration, whether the attached document set is complete, and how the VAT refund and DIIB side are progressing. In other words it tracks the operation and the documents; it does not submit the declaration to the government system on your behalf.
How do I manage the GTIP code, do I re-enter it on every document?
You define the GTIP once on the product card. When you add the product to a quote the code carries over automatically; the order, the declaration link and the export invoice all feed from the same value. This way you avoid manual entry and typos line by line, and when the code changes you update it from a single card to keep the whole flow consistent.
Does the system gather the VAT refund file automatically?
Sighthem collects the documents and amounts needed for the refund tied to the export order and declaration; you track input VAT and the export amount per transaction. Because the declaration, invoice and shipment document are linked within the same transaction, missing-document surprises at the refund application are reduced. With period-based reporting you can see which exports entered the refund and hand your accountant a clean set.
Can I track inward processing (DIIB) commitment closure?
Yes. You link the imported input under DIIB and the corresponding export in one place, and tie the permit number to the related order and declaration. By tracking the export volume needed for commitment closure per transaction you spot any shortfall before the period ends, and by attaching the related document set to the DIIB record you keep traceability ready at audit or closure time.
How does it prevent mismatches between the declaration and the export invoice?
The line-level GTIP, origin and transport details on the export invoice are fed from the product card and the order, and the declaration is linked to the same order. Because they come from the same data source, line-level drift is reduced. You take the output as XML from the shipment screen with one click, eliminating errors from manual copying.
How do I move from scattered spreadsheets and customs-broker emails to this structure?
You can try Sighthem free for 14 days on the PRO plan, move your product, GTIP, order and shipment data in, and test it on a real flow. Once you define the GTIP on the product card and tie the declaration to the order, you bring customs tracking that was fragmented across spreadsheets and email onto a single platform. You can start with no card required.
Manage customs declarations, GTIP, VAT refund and inward processing on the same platform as the rest of your foreign trade. Try Sighthem free for 14 days on the PRO plan, no card required.
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