Packing List

About the packing list tool

How to make a packing list in VyaparKit

1. 1

   Start from the invoice or from scratch

   Open the commercial invoice or GST invoice in Documents and click Convert, then Packing list, so items and the consignee are copied. Or open Packing List and pick the consignee from saved customers.

2. 2

   Create the packages

   Click Add package for each carton, crate or pallet. Enter the package number, packing type, dimensions in cm and gross and net weight in kg.

3. 3

   Allocate the items

   Assign items and quantities to each package. The tool checks that allocated quantities match the invoice and totals the pieces.

4. 4

   Add marks and shipment details

   Enter the shipping marks printed on the cartons, the container and seal numbers, port of loading and discharge or the transporter and LR number, and the invoice number and date.

5. 5

   Create and download

   Click Create and Download PDF. Print copies for the forwarder, the consignee and the driver, and share the PDF on email or WhatsApp.

What a packing list should contain

• Exporter or shipper's name, address and GSTIN or IEC, and the consignee and notify party details.
• Packing list number and date, and the invoice number and date it accompanies; for exports, the buyer's order number.
• Package numbers in sequence (1 of 12 to 12 of 12), packing type (carton, crate, pallet, bag) and shipping marks.
• Contents of each package: item description, part number or SKU, quantity and unit, with HSN for customs.
• Dimensions of each package (L x W x H in cm), gross weight and net weight in kg, and total volume in CBM.
• Totals: number of packages, total gross weight, total net weight and total volume.
• Container number, seal number, vessel or flight and port of loading and discharge for exports; vehicle and LR number for road dispatch.
• No prices; the value belongs on the commercial invoice, and the packing list is signed by the shipper.

Who uses the packing list

Packing List: frequently asked questions

What is the difference between a packing list and a commercial invoice?

The commercial invoice states what was sold, to whom and at what price, and is the basis for customs valuation and payment. The packing list states how the goods are packed: package numbers, contents, dimensions and weights, with no prices. Customs and forwarders need both, and the item descriptions and quantities must match across them. In VyaparKit, converting the commercial invoice to a packing list keeps them consistent.

Is a packing list mandatory for exports from India?

Customs regulations require a packing list, or a commercial invoice that doubles as one, for the shipping bill and for examination. Practically every forwarder, shipping line and customs house agent asks for it, and the importer's customs will ask for it at destination. Under the combined invoice-cum-packing-list format, a single document is acceptable if it carries the package-wise details, but a separate packing list is the norm.

What are shipping marks on a packing list?

Shipping marks are the identification printed or stencilled on each package: the consignee's name or code, destination port, package number out of total, and sometimes the order number and handling symbols. They let the port, forwarder and consignee identify cartons without opening them. The packing list repeats the marks so that each listed package can be matched to a physical carton.

Should a packing list show prices?

No. Prices belong on the commercial invoice. Keeping them off the packing list lets you hand it to the transporter, the warehouse and the consignee's receiving staff without disclosing values, and avoids discrepancies when a price on the list differs from the invoice. If a buyer wants values for insurance, they use the invoice or a separate declaration.

How are gross weight and net weight different?

Net weight is the weight of the goods alone. Gross weight is the goods plus the packaging: carton, pallet, straps and fillers. Freight is usually charged on gross weight or volumetric weight, whichever is higher, and customs may check net weight against the invoice quantity. Enter both per package on the packing list; VyaparKit totals them and computes volume in CBM from the dimensions.

How many copies of a packing list are needed?

For an export shipment, plan on one copy inside the shipment (often in a pouch on the first package), one for the freight forwarder or CHA with the shipping bill documents, one for the buyer with the courier of original documents, and one for your file. Domestic dispatches usually need one with the driver and one for the consignee. Since VyaparKit stores the PDF, extra copies are a download away.