How to create an import folder?

3 weeks ago
help_content
3 minutes

Import management can quickly become complex: between transportation costs, customs duties, exchange rates, and various other costs, the risks of budget overruns or delays are common.

Fortunately, the Hsabati platform makes it easier with a powerful and centralized tool: the import folder. This guide will walk you through the steps to fully understand, configure, and use this feature optimally.

What is an Import folder on Hsabati?

The import folder gathers all data related to your international purchases:

  • Orders
  • Supplier invoices
  • Transportation and insurance costs
  • Customs duties
  • Exchange rates, etc.

The goal: centralize all costs to obtain an accurate cost price, avoid omissions, and optimize your commercial margin.

Preparations to make before creating an import folder

Before creating a folder, some elements must be configured in Hsabati to facilitate cost management.

Configure customs tariffs by country
This automates the application of the correct tax rates based on the origin of the products.

Steps:

  1. Go to Settings (top right).
  2. Click on Suppliers > Tariffs.
  3. Select “Add Tariff by Country.”
  4. Fill in:
    • Tariff name
    • Country concerned
    • Applicable rate
  5. Click “Save.”

Important: Ensure that the import country specified in the folder matches the country of the tariff; otherwise, it won’t be applied automatically.

Create applicable taxes and fees
This ensures proper traceability of your tax charges related to imports.

Steps:

  1. Go to Finance > Taxes.
  2. Click “Add a Tax.”
  3. Fill in:
    • Concerned entity (e.g., Customs Administration)
    • Reference
    • Start date, due date
    • Currency, designation (e.g., VAT, corporate tax, customs receipt)
    • Amount or rate
  4. Click “Add,” then “Save.”
  5. Add payment method details: payment mode, bank account, etc.
  6. These taxes can then be included in the import folder via “Other Expenses.”

How to create an import folder on Hsabati?

To create an import folder on Hsabati, follow the steps below:

  1. Log in to your Hsabati account.
  2. In the main menu of the Purchasing module, select the “Import Folder” option.
  3. Click the “New Import Folder” button to start creating your folder.
  4. Reference: Assign a unique reference number to your folder for easy identification.
  5. Import Country: Indicate the country from which you are importing the goods.
  6. Applicable Taxes: Specify the various types of taxes (customs duties, VAT, etc.) and their respective rates.
  7. Folder Date: Select the date when you are creating this folder.
  8. Currency: Choose the currency in which the invoices and costs are expressed.
  9. Exchange Rate: Indicate the exchange rate applicable on the folder date.
  10. Other Expenses: Add any additional expenses (transportation, insurance, etc.).
  11. Click “Save” to save your import folder.

As you can see, the Hsabati import folder is much more than just a tool: it enables strategic management of your imports to ensure you maintain a competitive edge!

Advanced features of the import folder

Here are some key advantages of this tool:

Association of costs by product
Hsabati allows you to associate additional fees by product, such as the 6% tax on wooden furniture, which does not apply to plastic furniture. This transparency makes it easier to calculate costs and optimize cost prices, ultimately improving margins.

Automatic cost price calculation
All elements (product, transport, taxes, fees) are taken into account to determine the real final cost of each item.

Document centralization
Easily add:

  • Supplier invoices
  • Customs receipts
  • Liquidation forms
  • Transport receipts…

As you can see, the Hsabati import folder is a true strategic tool for improving the management of your international procurement costs.

For more tutorials, please visit our help center.