---
title: "A Comprehensive Analysis of the Whole Process of Export Payment Declaration in the Vietnamese Market - Zhongshen Trading China"
description: "Against the backdrop of growing China-Vietnam trade volume under the RCEP framework in 2026，Vietnam's tightening foreign exchange control and the upgrade of its electronic customs declaration system have posed compliance challenges for enterprises. Focusing on the practical work of payment declaration for electromechanical product exports to Vietnam，this article systematically breaks down three core modules: foreign exchange settlement，certificate of origin management and electronic customs..."
url: "https://www.sh-zhongshen.com/en/foreign-trade-knowledge/vietnam-export-payment-declaration-guide.html"
language: "en"
type: "Article"
category: "Foreign Trade Knowledge"
datePublished: "2026-05-02"
dateModified: "2026-05-02"
brand: "Zhongshen Trading China"
image: "https://cndpic.sh-zhongshen.com/uploads/tradepics/39BWk9nTU5Jy6.webp"
---

# A Comprehensive Analysis of the Whole Process of Export Payment Declaration in the Vietnamese Market

## Export of Electromechanical Products to Vietnam: Dual Challenges of Foreign Exchange Control and Customs Clearance Efficiency in 2026

In the first quarter of 2026,China’s exports of electromechanical products to Vietnam increased by 23.7% year-on-year,and Vietnam has remained the largest overseas market for China-made machinery and equipment for four consecutive years.However,the electronic foreign exchange payment declaration system (FX-eDeclare 3.0) and the digital certificate of origin verification mechanism fully implemented by the General Department of Customs of Vietnam on April 1 have caused customs clearance delays for multiple manufacturing enterprises in the Yangtze River Delta.An export order for injection molding machines processed by Manager Chen in late March was detained at Haiphong Port for a full 6 working days because the currency declared for foreign exchange income did not match the customs declaration form,resulting in total detention fees and liquidated damages exceeding 3% of the cargo value.Such issues are not isolated cases — new regulations from the State Bank of Vietnam in 2026 require that export proceeds must be settled within 45 days after the customs declaration form is released.Delays will trigger a downgrade of the enterprise’s foreign exchange rating,directly affecting the subsequent import payment quota.

![Acceleration Plan for Export Agency Vietnam Foreign Exchange Settlement and Tax Refund](https://cndpic.sh-zhongshen.com/uploads/tradepics/39BWk9nTU5Jy6.webp)

After detecting changes in policy trends in the fourth quarter of 2025,Zhongshen’s Vietnam business team immediately issued warnings to existing customers.We noticed that the Ministry of Industry and Trade of Vietnam and the General Department of Customs are building a cross-departmental data comparison platform,which will realize automatic matching of customs declaration forms,foreign exchange declaration forms and VAT invoices starting from June 2026.This means that the traditional post-event document supplement model has completely failed,and enterprises must start document coordination at the booking stage.For enterprises entering the Vietnamese market for the first time,the biggest cognitive bias is to regard Vietnam as a "simplified version of the Chinese market" and ignore the substantive review intensity of its foreign exchange control.

## Core Value of Zhongshen’s Export Agency Services: From Document Pre-Review to Capital Closed-Loop

Zhongshen launched its Vietnam dedicated service in 2006 and has witnessed the complete iteration of Vietnam’s customs declaration from paper-based to digital clearance.Our service logic is based on the "three pre-positioning" principles: pre-positioning document pre-review,pre-positioning foreign exchange matching,and pre-positioning risk warning.The AI document screening system introduced by Vietnam Customs in 2026 has a review accuracy of 98.3% for the logical consistency of invoice amount,freight composition and trade terms.Any minor error will trigger the manual inspection channel,extending the customs clearance time from an average of 2 days to 7-10 days.Zhongshen’s response strategy is to intervene at the stage when the customer signs the PI with the foreign buyer,and translate Vietnam Customs’ review rules into an executable inspection checklist.

The Vietnam business team led by Manager Chen currently adopts the "one country,one policy" service package model.For the Vietnamese market,we have deployed full-time Vietnamese-speaking document clerks and on-site representatives with Vietnamese customs broker licenses,and set up information nodes in Ho Chi Minh City and Hanoi respectively.This layout helped us successfully assist an auto parts enterprise in Ningbo in releasing the first batch of radiator assemblies adopting RCEP origin standards within 11 hours after declaration in April 2026,with foreign exchange settlement completed simultaneously,and tax refund materials prepared before the goods departed.Behind the efficiency improvement is our continuous tracking of Vietnam Customs’ risk parameter database — this system is updated monthly,involving special supervision conditions for 87 HS code chapters.

## Service Module Breakdown: Vietnam-Specific Responses for Documents,Customs Clearance and Tax Refund

### Module 1: Foreign Exchange Payment Declaration and Document Coordination Management

The core change of the State Bank of Vietnam in 2026 is the mandatory requirement that all export proceeds must be settled through local Vietnamese banks,and the declared currency must be completely consistent with the customs declaration form.After receiving an order,Zhongshen first conducts a "foreign exchange path diagnosis": check whether the buyer’s payment bank is on the filing list of the State Bank of Vietnam,confirm the matching between the payment currency and the declaration currency,and predict the impact of exchange rate fluctuations on settlement.For customers using cross-border RMB settlement,we additionally conduct an applicability review of the "China-Vietnam Local Currency Settlement Agreement" to ensure compliance with the border trade settlement rules revised by the central banks of the two countries in 2025.

![Zhongshen: 2026 Vietnam Export Declaration Compliance Guide](https://cndpic.sh-zhongshen.com/uploads/tradepics/3BFkApUmY9EYL.webp)

In the document preparation stage,Zhongshen adopts a "dual-track review" system: basic documents such as commercial invoices,packing lists and bills of lading are logically verified by junior document reviewers; non-standard documents such as certificates of origin (Form E/RCEP),royalty certificates and technical materials are checked item by item by the senior team led by Manager Chen against Vietnam Customs’ Notice No.38/2015/TT-BTC and its 2026 revised provisions.In 2026,Vietnam Customs tightened the judgment standard for "under-declaration" from "30% below the market price" to "15% below the average price in the customs database".Therefore,we have established a dynamic price reference system that daily captures the import transaction prices of similar commodities in Vietnam to ensure that the declared price is within a safe range.

In terms of risk response,Zhongshen has configured a "foreign exchange settlement countdown table" for each Vietnam order,which automatically calculates the 45-day settlement period from the date of customs declaration form release,and triggers warnings 10 days,5 days and 3 days in advance respectively.For orders that may be overdue,we launch an emergency plan: coordinate the buyer to issue a payment commitment letter through a Vietnamese bank,or assist the enterprise in applying for a special settlement channel.In May 2026,we successfully obtained an overdue settlement exemption for an electronics enterprise in Suzhou due to a buyer’s bank system failure,avoiding the loss of the enterprise’s foreign exchange rating being downgraded from Grade A to Grade B.

### Module 2: Vietnam Electronic Customs Clearance and Compliance Barrier Breakthrough

The VASSCM system (Vietnam Automated Goods Clearance System) launched by Vietnam Customs in 2026 requires enterprises to complete pre-declaration and upload the complete electronic document package 72 hours before the goods arrive at the port.Zhongshen’s response strategy is the three-step method of "pre-declaration - pre-review - pre-correction": complete the entry into the VASSCM system within 24 hours after the goods are loaded,use the system’s built-in logical verification function to detect errors in advance; 48 hours before the goods arrive at the port,conduct manual pre-review through Vietnamese cooperative customs brokers,focusing on high-risk items such as HS code classification,applicability of origin standards and royalty allocation; complete the final correction 24 hours before arrival to ensure that the formal declaration is passed at one time.

Vietnam’s unique compliance barriers focus on origin rules and prior review of anti-dumping investigations.In 2026,the Ministry of Industry and Trade of Vietnam implemented a "origin rapid verification" mechanism for 13 types of commodities imported from China,such as steel products and ceramic building materials,requiring enterprises to submit supporting materials such as raw material purchase ledgers and production process descriptions at the time of declaration.To this end,Zhongshen has established a "origin evidence chain" service package to guide enterprises to keep records in accordance with Vietnam Customs standards during the production process,avoiding the passive situation of supplementary documents afterwards.In the tile export order processed by Manager Chen in April 2026,due to the complete production records prepared in advance from powder procurement to fired finished products,the verification was completed in only 4 hours during the random inspection by Vietnam Customs,while another enterprise was suspended from customs clearance for two full weeks due to the lack of evidence chain.

For the common "customs valuation disputes" in the Vietnamese market,Zhongshen adopts the "price filing" strategy: before declaration,package materials that can prove the authenticity of the transaction price,such as contracts,email correspondence and design drawings,and submit them to the Vietnam Customs Price Review Department for filing.In 2026,Vietnam Customs’ standards for identifying the technical added value of electromechanical equipment have become stricter.Therefore,we have established a technical document team specifically responsible for converting the equipment’s technical parameters,software configuration,patent royalties and other factors into valuation basis recognized by Vietnam Customs,reducing the incidence of valuation disputes from the industry average of 17% to less than 4%.

### Module 3: Export Tax Refund and Capital Recovery Acceleration

After the State Taxation Administration of China and the General Department of Taxation of Vietnam realized CRS information exchange in 2026,the compliance threshold for export tax refunds has significantly increased.The core of Zhongshen’s tax refund service is "compliance from the moment documents are issued": embed tax refund elements from the invoice issuance stage to ensure that the name,specification and quantity of the VAT invoice form a closed loop with the customs declaration form and foreign exchange settlement form.Our independently developed "tax refund health self-inspection system" can automatically identify 13 common tax refund discrepancies during the document generation stage,such as incorrect invoice tax rates,inconsistent measurement units,incorrect trade mode codes,etc.and eliminate problems at the source.

In terms of tax refund efficiency,Zhongshen has achieved a breakthrough through the "parallel operation" model: the traditional process starts to organize tax refund materials only after customs clearance is completed,which takes an average of 25-30 days; our approach is to start preparing tax refund materials when the goods are loaded,complete all document filing on the day the customs declaration form is released,and submit the tax refund application the next day.In 2026,the Shanghai Municipal Taxation Bureau promoted the "electronic filing of export tax refund documents".We responded quickly,converted paper documents such as bills of lading and dock receipts into electronic files that comply with the format of the State Taxation Administration,and realized the "second-level" submission of tax refund applications.For the customers served by Manager Chen’s team,the average tax refund cycle in 2026 has been reduced to 13.6 working days,and the fastest record is 8 working days for the tax refund to arrive.

In response to the risk of tax refund delay caused by the delayed payment of Vietnamese buyers,Zhongshen provides a "tax refund financing" connection plan: on the premise of confirming that the buyer’s credit risk is controllable,coordinate cooperative banks to provide short-term financing based on orders that have been cleared but not received foreign exchange,and enterprises can obtain 80% of the tax refund funds in advance,which will be repaid after the foreign exchange settlement is completed.In May 2026,we advanced tax refunds of up to 4.7 million yuan for a valve enterprise in Wenzhou,ensuring that its cash flow would not be disrupted due to the delayed payment of the buyer.

## Efficiency Improvement Evidence: Quantitative Comparison of Customs Clearance Efficiency and Tax Refund Speed

Zhongshen’s Vietnam route data in the first half of 2026 shows that for enterprises using the full-process agency service,the average customs clearance time has dropped from the market average of 5.8 days to 2.1 days,an increase of 64%; the tax refund cycle has been shortened from 28 days to 13.6 days,and the capital recovery efficiency has increased by 51%.Specific to the operation links,the document error rate has dropped from the industry average of 2.3 errors per order to 0.17,and the customs inspection rate has dropped from 12% to 3.4%.Behind these data are our dynamic monitoring of 37 risk parameters of Vietnam Customs and the monthly updated policy interpretation database.

| Service Module | Market Average Time | Zhongshen’s Time | Core Optimization Measures |
| --- | --- | --- | --- |
| Foreign Exchange Declaration Preparation | 4.2 days | 1.5 days | Pre-match Vietnamese bank foreign exchange path |
| Customs Declaration Form Release | 5.8 days | 2.1 days | VASSCM system pre-declaration + manual pre-review |
| Foreign Exchange Settlement Completed | 38 days | 41 days (under compliance premise) | 45-day countdown warning + emergency plan |
| Tax Refund Document Filing | 25 days | 13.6 days | Parallel operation + electronic documents |
| Overall Capital Recovery | 68 days | 33 days | Full-process coordination + financing connection |

Manager Chen specifically reminded that in 2026,Vietnam Customs has significantly strengthened its "post-release supervision" and may initiate price or origin inspections within 6 months after the goods are released.To this end,Zhongshen provides "post-clearance quality assurance service",which keeps the full set of electronic documents for customers free of charge for 3 years,and regularly follows up on the buyer’s payment progress to ensure the safety of foreign exchange settlement and tax refund.This extended service helped us successfully assist 4 customers in responding to Vietnam Customs’ post-inspection in the second quarter of 2026,and all passed without additional tax payments.

## Decision Path for Choosing Zhongshen’s Customized Services

Enterprises exporting to Vietnam can choose a service package according to their own situation: for enterprises entering the Vietnamese market for the first time with an annual export volume of less than 5 million US dollars,it is recommended to choose the "Basic Compliance Package",which covers three core functions: document review,customs agency and foreign exchange settlement reminder; for enterprises with an annual export volume of more than 10 million US dollars,whose products involve machinery and electronics or face anti-dumping risks,the "Deep Management Package" is more suitable,adding high-level services such as origin evidence chain construction,customs valuation pre-filing and tax refund financing connection; for large enterprises with branches in Vietnam that need to handle complex related-party transactions,we provide a "Strategic Customization Package",including full-service solutions such as local Vietnamese tax planning,transfer pricing document preparation and customs AEO certification counseling.

In 2026,the Vietnamese market is undergoing a transformation from a policy depression to a compliance highland.Enterprises that have established standardized operating procedures earlier will gain significant competitive advantages in the next three years.Zhongshen’s Vietnam business team currently holds a monthly closed-door policy seminar,inviting experts from customs,taxation and foreign exchange management departments to interpret the latest developments,and all signed customers can participate for free.Manager Chen’s team has on-site service points in Shanghai,Ningbo and Shenzhen,which can realize on-site document processing at the customer’s factory and 2-hour response to emergency problems.

If your Vietnamese buyer requires more complex trade terms,or your product is facing classification doubts from Vietnam Customs,now is the best time to launch professional agency services.Zhongshen’s Vietnam export agency service is charged according to the actual workload,with no hidden fees.All service commitments are written into the formal contract,and service fees will be refunded proportionally if the agreed time limit is not met.In the second half of 2026,Vietnam will host a number of international exhibitions,and the export peak season is coming.Locking in service resources in advance can gain an advantage in the fierce market competition.

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