Import operations
Warranty by serial number: from warehouse receipt to warranty claim
About 3 min read
Sales, purchasing, import, stock and accounting in one system
Work in Japanese, Vietnamese and English on the same data. Built on ERPNext for import and sales work.
- Quotes
- Sales orders
- Purchase orders
- Import shipments
- Customs declarations
- Receiving
- Landed cost
- Delivery
- Invoicing
- Warranty claims
Choose by what you need
Guidance by industry and location.
Japanese companies with a base in Vietnam
Import and sales work, with Japanese screens and Japanese-style documents.See detailsSmall shops in JapanIn preparation
We are preparing information for shops.See details
For Japanese companies with a base in Vietnam
Manage, in one system, the import of equipment and parts from Japan to Vietnam and their sale. Japanese staff work in Japanese and Vietnamese staff in Vietnamese, on the same data.
List of booked import shipments
Import shipment management, including vessel, port, ETD/ETA and containers
Landed cost with inspection and storage fees
Allocation of the duties calculated on import declarations and the freight added as import charges to each item's cost
Invoice print sample
Japanese-style print layouts (PDF) for quotations, delivery notes and qualified invoices
For small shops in Japan
In preparationInformation for small shops is being prepared. If you are interested, please register and we will contact you when it is ready.
Highlights
Three languages
Each user picks Japanese, Vietnamese or English and sees the same documents.
Japanese-style documents
Print quotes, delivery notes and qualified invoices in a Japanese format (the demo formats are samples).
Import, customs and cost
From import shipments and customs declarations to allocating duty and freight to each item’s cost.
On your phone
Use the same screens in a phone browser.
Common problems
Japanese companies importing and selling in Vietnam
- When a shipment is late, you cannot tell at once which customers are affected
- Yellow or red customs channels make inspection cost and time hard to predict
- Amendment deadlines are easy to miss
- With partial receipts and deliveries, it is hard to see what is done
- You do not know the true cost and margin after duty and freight
- Partly paid and overdue receivables are hard to track
- Purchases in yen or dollars make exchange gains and losses tedious
- Japanese and Vietnamese staff struggle to share the same information
By business area
Every area below has real screens you can check.
Sales
From quote to order to delivery in one flow.
- Quotation
- Sales order
- Delivery note
Purchasing
Record purchase orders and supplier invoices in yen or US dollars.
- Purchase order
- Purchase invoice
- Payment
Import and customs
Record shipments, customs declarations and HS code approval.
- Import shipment
- Customs declaration
- Item (HS code approval)
Stock and serial numbers
Receive stock and register serial numbers, including partial receipts.
- Purchase receipt
- Serial number
- Import shipment (partial receipt)
Accounting and receivables
Check invoices, payments received, receivables and gross profit.
- Sales invoice
- Accounts receivable summary
- Gross profit report
Warranty and returns
Check warranty by serial number and record returns.
- Warranty claim
- Serial number
- Return (credit note)
Mobile
Use the same screens in a phone browser.
- Workspace
- Lists
- Serial number entry
From quote to warranty in one flow
Select a step to see the real screen.
Quote
Quotation
Build a quote and print it in a Japanese format.
- Enter the quote lines
- Print an A4 見積書 in a Japanese format
Sales order
The sales order opened from the quote’s 関連 tab
Create a sales order from the quote; it links back to the quote.
- Open the sales order from the quote’s 関連 tab
- The order links back to the quote
Purchase order
Purchase order
Create a yen purchase order from the sales order; each line links back.
- Create the purchase order from the sales order’s 関連 tab
- Order from a Japanese supplier, in yen
Import shipment
Import shipment
Enter the actual arrival date; the shipment is marked arrived and a declaration can be created.
- Submit the shipment and enter the actual arrival date (ATA)
- If it is more than 3 days after the ETA, enter a delay reason
Customs declaration
Import declaration
Enter the clearance date and the amendment deadline (clearance date + 60 days) appears.
- Record the inspection channel (green, yellow, red)
- The days left until the amendment deadline show at the top of the screen
Receiving
Shipments received in parts
Once received, the import shipment shows as received.
- One purchase order can be split into two shipments and received in parts
- See in the list which shipment is received and which is only booked
Landed cost
Landed cost
Allocate duty and freight to each item’s cost.
- The duty line is already there
- Add a freight line and submit
Delivery
Printed delivery note (納品書)
Print an A4 納品書 in a Japanese format from the delivery.
- Choose the "MC JP Delivery Note" print format
- The 納品書 has a serial number column
Invoice
Sales invoice
Tax and totals are calculated from the invoice lines and the tax template.
- The tax template (the demo VAT) calculates the tax
- An invoice past its due date is shown as overdue
Warranty
Warranty claim
Whether an item is under warranty is decided from its serial number.
- Create a warranty claim and pick the serial number
- The 保証区分 field shows whether it is under warranty
Why M&C ERP
Built on ERPNext
Based on an open-source ERP (GPL-3.0), with features added for import and sales.
One set of data, three languages
Japanese and Vietnamese staff see the same documents in their own language and share comments.
Japanese-style documents
Print quotes, delivery notes and qualified invoices in a Japanese format (the demo formats are samples).
Fits Vietnamese import work
Record inspection channels (green, yellow, red), amendment deadlines and HS code approval.
Real product screens
Import declaration, red channel 
Serial number 
Item HS code and origin 
The same shipment in Japanese and Vietnamese 
Declarations sorted by amendment deadline 
Import shipment by air (AWB number)
Implementation steps
- Contact us through the form
- Your demo account (30 days)
- A meeting about your requirements
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Operator
M&C ERP is operated by M&Cホールディングス株式会社.
For other readers
Frequently asked questions
Yes. Screens are shown in Japanese and can be switched to Vietnamese or English; each user chooses their own language.
Companies that import equipment and parts from Japan to Vietnam and sell them. It manages one flow from quotes, orders, purchasing, import and customs to receiving, delivery, invoicing and warranty.
Yes. When you apply through the inquiry form, we send you a demo account you can use for 30 days.
We will contact you within 1 business day (Monday–Friday, excluding Japanese public holidays, Japan time).
There are Japanese-style print layouts for quotations, delivery notes and qualified invoices, which can be output as PDF. The demo layouts are samples.
Duties calculated on the import declaration are already on the import charges document; freight is added there as a line. These are allocated to each item's cost.
An open-source ERP (GPL-3.0). M&C ERP adds import and sales features on top of ERPNext.
Not in the current demo. Vietnam-specific features are outside the demo's scope.