METHODS OF PAYING FOREIGN SUPPLIERS
There are four main methods for paying foreign suppliers for the goods you import from them - or for receiving payment if you're exporting abroad:
Advance payment. The supplier only ships goods once payment has been received.
Letters of credit. The importer's bank guarantees to pay when presented with a set of specified export documents by the supplier - the bank guarantee increases the cost of this method.
Documentary collection. When goods are shipped, the supplier sends the export documents to the importer's bank. These documents are only given to the importer when payment has been made.
Open account trading. The supplier ships goods to the importer, and asks for payment within an agreed period.
Minimise payment-related risks
For importers, the risk decreases as you move down the list above. Advance payment is the riskiest - there is a chance you'll pay but never receive the goods. Open account trading is the least risky - you only pay after receiving the goods.
For exporters, however, the risk increases as you move down the list. So while you might prefer open account trading, your overseas supplier may want advance payment. Letters of credit and documentary collections offer some protection to both parties by involving their banks as intermediaries in the process.
The International Chamber of Commerce has established rules governing documentary credits worldwide. The Uniform Customs and Practice for Documentary Credits (UCP500) is a set of internationally accepted rules on the issue and use of letters of credit. These rules are commonly used by banks in commercial transactions worldwide. As they are incorporated into contracts voluntarily, the rules are flexible, but once applied to any documentary credit, they are binding on all parties to the credit, unless specifically modified or excluded by the credit.
Match payments to cash flow needs
Payment methods can have a major impact on your cash flow position. Most banks offer import finance packages to bridge the period between paying for your imports and receiving payment when you sell them on to your customers.
Bear in mind that payment methods and terms are frequently a matter of negotiation. For example, you might offer a supplier a letter of credit in return for an extended 75-day payment period to match your cash flow requirements.
DRAWING UP CONTRACTS WITH FOREIGN SUPPLIERS
There are many sources of potential confusion between an importer and a foreign supplier, from language difficulties to differences in business practices.
Drawing up a clear written contract is the best way to avoid problems. If disagreements do arise, they will be easier to resolve if you have a written contract rather than a verbal agreement.
Your contract should make all aspects of the trading process as clear as possible - what will happen, when it will happen, and exactly what each party is responsible for at each stage.
There are standard trading practices and systems to help you agree on key issues. Incoterms are an internationally recognised set of trading terms used in contracts of delivery. Special trade-related payment methods reduce the risks and uncertainties of international trade.
What to include
Key things to cover in a contract with a foreign supplier include:
Goods. Specify what goods are being bought, noting any legal or technical rules with which they must comply.
Price. How much will you pay? In which currency? At which exchange rate?
Payment method. When and how will payment be made? See the page in this guide on methods of paying foreign suppliers.
Delivery. How will the goods be transported to you?
Trading terms. Use Incoterms to specify exactly who is responsible for shipping costs, duties, and customs-related formalities. You can find out about Incoterms on the International Chamber of Commerce website.
Insurance. Be clear about who bears what risks - e.g. loss or damage - at each stage of the process.
Potential problems. Include procedures that would be implemented if a dispute arises, e.g. if one party's error causes delays or losses for the other.
Service level agreement. Define the level of service your supplier must provide.
Legal jurisdiction of the contract. If there is a dispute, where would legal proceedings be heard?
Bear in mind that the contracts you enter into with a supplier will evolve with your trading relationship. While early contracts might be on a shipment-by-shipment basis, longer-term contracts might follow as familiarity and trust develop.
Original document, Manage overseas suppliers, © Crown copyright 2009
Source: Business Link UK (now GOV.UK/Business)
Adapted for Québec by Info entrepreneurs
Our information is provided free of charge and is intended to be helpful to a large range of UK-based (gov.uk/business) and Québec-based (infoentrepreneurs.org) businesses. Because of its general nature the information cannot be taken as com