CHAPTER 8
RECORDKEEPING
POLICY
F-M will maintain records and information in accordance with Customs recordkeeping requirements and F-M's corporate record retention policy (seven years). Customs related records and information will be maintained for a minimum period of five years from the date of entry. All customs records include: (1) the broker invoice, (2) the entry summary, (3) supplier invoices, (4) bill of lading, (5) packing list, (6) copy of the payment to the supplier (7) receiving document (8) delivery order (9) import license for restricted goods and (9) certificate of Analysis, Specification and Material Safety Data Sheet. Failure to maintain or produce entry records result in imprisonment for a term not exceeding six months or a fine not exceeding fifty thousand Baht, or both, pursuant to Section 113 Bis of the Customs Act B.E. 2469.
INTRODUCTION
F-M is required to maintain and produce "records" (statements, declarations, documents and electronically generated or machine-readable data) pertaining to the importation of merchandise into the customs territory of the importing country. The Customs laws and regulations contain requirements detailing the making, keeping, storing and production of documents and records associated with import transactions and certain related activities.
Under the Customs Act B.E. 2469, records relating to importation or exportation must be kept by the importer and produced within the time period demanded by Thai Customs. Failure to produce records listed in Customs Notification no. 26/2543 will expose the importer to penalties. This section lists the recordkeeping requirements for all of the different import programs and scenarios. In deciding whether particular records must be maintained, each individual Business Unit must first determine whether or not the respective import program or scenario is applicable.
GENERAL RECORDKEEPING REQUIREMENTS
Records that Must be Kept
For import transactions and related activities, the records to be maintained include any and all records (including, but not limited to, statements, declarations, documents and electronically generated or machine readable data) that:
Pertain to importations or related activity, or to the information contained in those records; and
Are normally kept in the ordinary course of business.
Recordkeepers are encouraged to keep original documents (e.g. receipts). In some cases, however, the copies must be kept instead of the original, such as import entries where the original copies are kept at Customs Authority. In such case, photocopies or other reproductions may be substituted provided all significant information, marks, or other characteristics of the original document are clearly visible and legible on the reproductions.
Time Periods for Keeping Records
All customs records must be maintained for a period of five (5) years from the date of entry of the merchandise under Section 113 bis of The Customs Act, B.E. 2469.
Responding to Requests for Records
The Import / Export Coordinator is to be contacted and consulted before making available any records to local Customs. If deemed necessary, the Import / Export Coordinator will consult with the Global Trade Compliance Manager. Usually, officials will examine records during normal business hours and at a time mutually convenient for both parties. The Customs officials are required to provide reasonable notice, either orally or in writing, and to specify the reason for examining the records.