Corrected invoice or packing list: what to do
Ask the supplier for a clearly referenced replacement and a change log. Check it against the shipment, send the approved document set to your forwarder and broker, and obtain written confirmation of the versions actually used. Keep the originals and follow any declaration correction through to its outcome. Supplier coordination can be handled by Cambridge China Bridge.
Identify exactly what the replacement supersedes
Ask the supplier to put the document reference, revision identifier and issue date on the corrected document itself. It should identify the earlier document it replaces and the relevant purchase order and shipment. A filename saying “final” is not enough. If the supplier changes the invoice reference, ask for an explicit cross-reference to the original.
Keep the original unchanged and mark it as superseded in your document register. Keep the supplier’s correction message too. Establish whether the invoice, packing list or both have changed, and name the current version of each. These are practical document controls; agree them with the supplier before circulating replacements.
Require a change log and check the goods
Request a change log showing the affected document and line or field, previous wording or value, corrected wording or value, reason, and person approving the correction. Include changes to quantities, descriptions, prices, currency, delivery terms, package counts, weights and consignee details. Ask the supplier to confirm whether anything else changed.
Reconcile the corrections with the purchase order, agreed price, inspection evidence and actual packing records. A changed quantity or weight needs an explanation supported by shipment evidence. Separate a typing correction from a change to the goods or commercial agreement. Use our commercial invoice guide for the underlying document checks.
Send an approved set to every affected recipient
Send the approved invoice and packing list together, with the change log and a message identifying which earlier files are superseded. Include an unchanged document where needed to make the current set clear. Send it directly to both the forwarder’s shipment contact and the broker’s declaration contact. Ask them to stop using the superseded files for further work.
Ask the forwarder who else received the originals, including an overseas office, carrier or warehouse, and arrange onward distribution where relevant. If a bank is handling documents, ask it how replacements should be presented. Our roles guide explains the handover; our documentary collection guide covers bank release arrangements.
Find out whether a declaration already used the originals
Ask the broker whether the declaration is still being prepared, has been submitted or has cleared. Request its reference and ask which invoice and packing-list revisions supplied the declared data or were submitted as supporting documents. Give the broker the change log and ask which declared fields, tax calculations or supporting documents need attention.
HMRC says a cleared declaration cannot be amended or cancelled in the declaration software. Ask the broker to identify the applicable post-clearance route or explain why no declaration action is needed. Sending a corrected supplier document is not confirmation that the customs record has been corrected. Keep any request, acknowledgement and outcome together.
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Close the loop with confirmation of actual use
Ask each recipient to name the invoice and packing-list references and revisions received, whether the originals had already been used, and what action followed. For the forwarder, request confirmation of the set used for shipment handling. For the broker, request the declaration copy or relevant extract and confirmation of the supporting versions used. “Received” alone leaves the outcome unresolved.
Maintain a register of recipient, date sent, acknowledgement, version used, action owner and outstanding outcome. Keep originals, replacements, approvals, distribution messages and declaration evidence together. If accounts or the receiving warehouse used earlier figures, reconcile their records too. Cambridge China Bridge’s staff in China can coordinate supplier corrections while the buyer and broker confirm the declaration outcome.
Frequently asked questions
Should I delete the original commercial invoice?
Keep it unchanged, mark it as superseded in your register and retain the replacement and change log. Ask recipients to stop using the old version for further work.
Do I send a corrected packing list to the broker?
Yes. Send it to both the broker and forwarder, identify the superseded version and explain the changes. Ask whether earlier package counts or weights were already used.
What if the invoice changes after customs clearance?
Ask the broker to compare the changes with the declaration and identify any post-clearance action. HMRC says cleared declarations cannot be amended or cancelled in the declaration software.
How do I know which invoice version was used?
Ask the broker to name the document reference and revision used, provide the declaration copy or relevant extract, and confirm any correction outcome. An email acknowledging receipt is insufficient.