From supplier order to receiving manage the import file in one flow
Sighthem's import management software ties the supplier order, customs tracking and cost lines to the end-to-end foreign trade flow, not to separate spreadsheets. You open a supplier order with Incoterm and payment terms, attach the customs declaration number and the freight and insurance cost to the same record, and receive the goods into the warehouse. You see in one screen which order is tied to which declaration and which document is still missing from the file.
Supplier order: where the import file begins
Import starts with a properly built supplier order. Sighthem opens the supplier order with Incoterm, currency and payment terms, so the following customs and cost steps feed from the same record.
- Create the supplier order (PO) with company, item, quantity, unit price and currency, and link the supplier to a business-partner record
- Define the Incoterm (EXW, FOB, CIF, DAP, DDP) at order level to clarify from the start where cost responsibility changes hands
- Keep the payment terms and due date on the order so you never lose sight of which supplier is paid and when
- Track the order status from draft through approval to receiving within the flow, and see every open order in a single list
Supplier tracking and invoice matching: no surprise variance
In imports the supplier invoice often does not match the order one to one. Sighthem links the supplier invoice to the order and makes the line and amount variance visible together with receiving.
- Link the supplier invoice to the related order and check the three-way match between order, invoice and receiving in one place
- Compare invoice lines against order lines, spotting quantity and unit-price drift before you pay
- Keep the supplier in a business-partner record, collecting past orders, VAT total and due dates in a single profile
- Keep an incoming quality-control record, flagging a non-conforming batch at receiving and tying it to traceability
Customs and GTIP: the import declaration tied to the order
Keeping the declaration disconnected from the order makes you lose track of which cargo is tied to which declaration. Sighthem attaches the customs declaration number and registration date to the order itself.
- Tie the customs declaration number (registration no) and registration date to the related supplier order, seeing clearly which import belongs to which declaration
- Keep the GTIP code on the product card so the imported item's tariff position comes from a single source for the quote, order and declaration
- Define the imported item's origin and unit details on the card so consistent data for the declaration and invoice comes from the same place
- Collect the document set attached to the declaration in the same place as the order, instead of hunting for the proforma, delivery note and movement certificate piece by piece
Import costing: freight, insurance and additional cost lines
A product's true cost is not just the invoice amount; it emerges once freight, insurance, customs duties and levies like KKDF are added. Sighthem ties these cost components to the shipment record so the real cost picture is not fragmented.
- Enter the freight cost in its own currency (TRY, USD, EUR) on the shipment record, keeping the transport cost in the same place as the import file
- Record the insurance cost as a separate line, making the impact of transport and insurance on the cargo visible in CIF logic
- Record customs duties, KKDF and other import charges as cost lines to build a picture close to the product's landed cost
- Link the cost lines to the related order and shipment, tracking per transaction which import carries which charge
Inward processing (DIIB): tie the imported input to the export
If you process an imported input and re-export it, the import side is directly tied to inward processing. Sighthem tracks the imported input under the permit and makes the offset and commitment-closure process visible.
- Link the imported input under DIIB to the supplier order and permit number, seeing clearly which import falls under which permit
- Tie the imported input to the corresponding export, keeping the recipe and consumption logic on record for the offset
- 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
Receiving, multi-warehouse and lot traceability: when the cargo enters the warehouse
An import is physically complete when the goods clear customs and enter the warehouse. Sighthem ties receiving to the order and makes incoming stock traceable along the warehouse, lot and shelf-life axes.
- Close the supplier order with receiving, recording which order was received and where the target warehouse is
- Keep incoming stock separate per warehouse with a multi-warehouse model, and run transfers between warehouses through the system
- Record the incoming batch with lot and shelf-life traceability, scanning the GS1 barcode to track which lot came in and which shipment it later left on
- Run incoming quality control at receiving, flagging a non-conforming batch and tying it to the traceability chain
Access, reporting and mobile: the right person, the right scope
In an import operation the purchasing, customs and warehouse 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 mobile access.
- Give purchasing, customs, warehouse and accounting teams separate access with stackable permission presets, controlling who sees cost and invoice data
- Report open orders, upcoming delivery dates and cost lines, seeing which supplier brought which cargo at what cost
- See order, receiving and shipment status instantly from the field or warehouse with the mobile PWA, with an installable app experience on your phone
- Keep the whole team in a single workspace, with tenant isolation preserved so data never leaks across workspaces
Choose the Incoterm from the start when you open the import order. The difference between EXW, FOB and CIF determines whether the freight and insurance cost belongs to you or the supplier; clarifying this at order level simplifies the costing step and any potential dispute with the supplier from the outset.
When you add freight, insurance and customs charges to the invoice amount in a single record, a picture close to the product's landed cost emerges. Instead of rebuilding the cost backwards from scattered files after the order closes, the lines accumulate in the same place as the shipment and order.
Teams that pay the supplier invoice without matching it to the order and receiving notice a short delivery or price gap only later. Check the three-way match (order, invoice, receiving) before payment, and run incoming quality control at the receiving stage.
Frequently Asked Questions
Does the import management software replace the official customs declaration system?
No. Sighthem does not replace the official declaration system; it tracks the import operation and the documents. It opens the supplier order, ties the customs declaration number and registration date to the order, and shows the attached document set, the cost lines and receiving in one screen. So it does not submit the declaration to the government system on your behalf, but it lets you track which import is tied to which declaration and what is still missing from the file.
How does the system handle import costing, are freight and KKDF calculated automatically?
Sighthem lets you enter the freight and insurance cost on the shipment record in its own currency and record items like customs duties and KKDF as cost lines. When these lines are collected in the same place as the invoice amount, a picture close to the product's landed cost emerges. You enter the tax and KKDF rates yourself; the goal is to collect the cost components in one place tied to the order and shipment instead of keeping them scattered.
Can I match the supplier order with the supplier invoice?
Yes. You link the supplier invoice to the related order and check the three-way match between order, invoice and receiving in one place. By comparing invoice lines against order lines you spot quantity and unit-price drift before you pay, so you avoid surprises on items that arrived short or changed in price.
Can I track the imported input with inward processing (DIIB)?
Yes. You link the imported input under DIIB to the supplier order and permit number and tie it to the corresponding export. It keeps the recipe and consumption logic on record for the offset, and by tracking the export volume needed for commitment closure per transaction you spot any shortfall before the period ends. By attaching the related document set to the DIIB record you keep traceability ready at audit time.
Can I track incoming goods by multi-warehouse and lot?
Yes. You close the supplier order with receiving and keep incoming stock separate per warehouse with a multi-warehouse model. With lot and shelf-life traceability you record the incoming batch and, by scanning the GS1 barcode, track which lot came in and which shipment it later left on. You can run incoming quality control at receiving and tie a non-conforming batch to the traceability chain.
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 supplier, product, order and cost data in, and test it on a real flow. Once you open the supplier order and tie the declaration number and cost lines to it, you bring import tracking that was fragmented across spreadsheets and email onto a single platform. You can start with no card required.
Manage supplier orders, customs tracking, cost lines and receiving 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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