1. The interface
Where an export licence is required, the licence number enters the customs declaration, and Chinese customs verifies the declaration against the licence.
The interface has three data points that must correspond.
2. The goods description
The declaration’s goods description must match the licence’s.
The licence describes the goods in specific terms, and the declaration has to use corresponding terms.
Where the licence says “numerically controlled milling machines, model XYZ” and the declaration says “machine tools”, the mismatch is a discrepancy.
3. The quantity
The declaration quantity must not exceed the licence quantity.
Where the licence authorizes 100 units and the declaration covers 120, the excess cannot be cleared against the licence.
Partial use of a licence is permitted: the declaration may cover less than the licensed quantity, and the balance remains available until the licence expires.
4. The consignee and destination
The licence names the consignee and the destination country.
The declaration must match.
Where the goods are consigned to a different party or shipped to a different destination, the licence does not cover the shipment.
5. The licence number
The declaration carries the licence number in the designated field.
Where the number is wrong or the licence has been used up, the declaration is rejected electronically before review.
6. The electronic verification
China’s customs system verifies licence numbers against the licensing authority’s system in real time.
The verification confirms:
The licence exists.
It is valid on the declaration date.
The goods and quantity declared are within the licence’s scope.
The consignee and destination match.
Where any of these fails, the declaration cannot be released.
7. The licence validity and the shipment date
The licence has a validity period.
The declaration must be made within it.
Where the licence expires before the shipment, an extension or a new licence is required.
Shipments in progress when the licence expires are a common problem, and the extension application should be filed before expiry rather than after.
8. The amendment
Where the declaration needs to change after submission, the licence’s scope limits the amendment.
Changing the quantity beyond the licence, or changing the consignee, requires a licence amendment or a new licence, not just a declaration amendment.
9. Common errors
Description mismatch
The declaration in different terms from the licence.
Quantity exceeding the licence
The excess cannot clear.
Consignee or destination mismatch
Not covered.
Expired licence
Declaration refused.
Assuming a declaration amendment can fix it
The licence’s scope limits what can be amended.
10. Closing view
The interface between the licence and the declaration is a data-matching exercise with no discretion.
The declaration has to be prepared from the licence rather than alongside it.
*This article is based on China’s export licensing and customs declaration procedures. Exporters should confirm current requirements with the competent authority and their customs broker.*