China purchase documents: what to keep after payment
Connect the product, payment and shipment so you can answer a warehouse, customs representative or seller with the right records.
Documents, receiving and supportStep 1 of 4
Three different kinds of evidence
A listing shows an offer, an order records the selected variant, and a payment records a transfer. One file may not explain all three events. Keep the product link and SKU screenshot, order confirmation, seller invoice and payment confirmation. This is an editorial filing checklist; the documents needed depend on the specific request.
Value records for Ukraine
Ukrainian Customs identifies receipts, bank statements and online-store messages among sources of invoice-value information. [1] Keep original files that connect the item with the amount. Do not assume that a screenshot of today’s listing price automatically establishes what you paid for your order.
Documents for Moldova
Moldovan Customs lists invoices, transport documents and permits among declaration supporting documents. For postal purchases above the tax-free limit, the recipient substantiates the price paid using seller-issued records. [2] Confirm the applicable set with your representative; not every item needs a permit, and our record template does not replace a declaration.
Explain discounts and agent payments
If the amount differs from the listing price, retain the order total showing the discount, quantity and currency. When paying through an agent, request a breakdown separating goods, domestic shipping and services. A single transfer to an agent does not by itself explain each item’s value. Do not alter figures in original documents.
Connect several orders to one box
Maintain a mapping: order reference → SKU and quantity → package reference → international and local tracking. If a purchase is split, record the actual quantity in each package rather than treating the full purchase value as the value of every box. Agree on the allocation with the representative handling the shipment.
Build a usable enquiry folder
Name files by date and order reference: order, invoice, payment, warehouse photos and shipment. Keep corrected documents alongside originals with an explanation of the change. When replying to a request, include the case reference and send the required files through the agreed channel. The downloadable template below helps organise this index; it does not produce official evidence.
Prepare an enquiry ↗
