---
title: "What Core Compliance Documents Are Required for Nanshan Import and Export Company to Process Export Tax Refund?"
description: "Many foreign trade enterprises often face delayed tax refund arrival and even compliance risks in the export tax refund link due to document omissions and poor process connection. Aiming at the tax refund needs of Nanshan Import and Export Company，we need to conduct full-link decomposition from pre-document review，core node connection to abnormal contingency plan formulation: first check the consistency of documents such as customs declarations and input VAT invoices one by one，follow up declara..."
url: "https://www.sh-zhongshen.com/en/qa/nanshan-import-export-company-export-tax-refund-core-documents.html"
language: "en"
type: "Q&A"
category: "Export Tax Rebate Q&A"
datePublished: "2026-10-22"
dateModified: "2026-10-22"
brand: "Zhongshen Trading China"
answerCount: 10
---

# What Core Compliance Documents Are Required for Nanshan Import and Export Company to Process Export Tax Refund?

## Question

 I am the financial head of Nanshan Import and Export Company. Last month, we had three batches of goods exported to the EU, and were prompted with abnormal document comparison by the tax bureau during tax refund declaration. The tax refund has not been credited to our account so far, which has occupied nearly 800,000 RMB of our working capital. Now suppliers are pressing for payment and logistics fees are pending settlement, I am extremely anxious. We used to declare according to the old process, but we did not expect that the 2026 tax refund policy has been updated, and we heard that some peers in the industry have been listed as risk control objects due to non-compliant documents. I would like to ask: how can we quickly resolve the current tax refund abnormality in our situation, how to standardize the process to avoid similar problems in the future, and is there any way to improve the efficiency of tax refund crediting? 

## Answers
                            
### Answer 1 — Best Answer

First，conduct detailed verification of pre-document review: it is necessary to check the consistency of core information of **Customs Declaration，Value-Added Tax Input Invoice，Foreign Exchange Collection Certificate** one by one，ensure that the commodity code and quantity on the customs declaration fully match those on the input invoice，and control the error between the amount of the foreign exchange collection certificate and the FOB price on the customs declaration within 5%. In 2026，the tax bureau added the requirement of "electronic traceability of documents"，all documents need to be uploaded to the "Foreign Trade Tax Refund Document Library" of the electronic tax bureau for pre-verification in advance，to avoid audit stagnation caused by missing electronic information.

Core node connection should be promoted simultaneously: complete the certification and check of input invoices within 30 days after customs clearance of goods，complete export tax refund pre-declaration within 45 days，and submit formal declaration within 10 days after pre-declaration is approved. It is necessary to synchronize customs declaration information with customs brokers and freight forwarders to avoid delayed declaration caused by information lag，meanwhile coordinate with the finance department to ensure foreign exchange is collected within 90 days after export，and apply for extended foreign exchange filing in advance for special circumstances.

Formulate targeted abnormal contingency plans: if document comparison abnormality occurs，locate the problem through the "Tax Refund Abnormality Inquiry Module" of the electronic tax bureau immediately. If it is caused by information entry error，submit a correction application within 24 hours，if tax verification correspondence is triggered，prepare supporting materials such as purchase and sales contracts，logistics bills of lading，and storage certificates to reply within 3 days to avoid process stagnation.

Finally achieve compliance implementation: after declaration is completed，it is necessary to strictly implement the document filing requirement of **"Consistency of Four Flows"**，keep paper documents for 5 years and back up electronic documents to the cloud，to ensure compliance with the 2026 tax bureau's regulatory requirement of "full-cycle compliance traceability" and avoid subsequent tax audit risks.

**status:** accepted
**Author:** Evelyn Li
**Date:** 2026-10-22

### Answer 2

One of the core bases of export tax refund is the compliance of the customs declaration. Nanshan Import and Export Company needs to ensure that fields such as "export date", "commodity code" and "FOB price" on the customs declaration are completely consistent with the actual business.

If the commodity code classification of the customs declaration is wrong, it will not only lead to failure of tax refund audit, but also may trigger customs price review. It should be noted that the "Intelligent Customs Declaration Audit System" launched by the customs in 2026 will automatically compare the tax refund rate corresponding to the commodity code.

If the code does not match the tax refund rate, the system will directly block the declaration. If there is an information error on the customs declaration, you need to apply for deletion and re-declaration within 10 days after export. If the deadline is exceeded, you need to submit a written explanation to the tax bureau, otherwise you cannot process the tax refund normally.

**status:** suggested
**Author:** Grace Wang
**Date:** 2026-10-22

### Answer 3

The accuracy of logistics documents directly affects export tax refund. Nanshan Import and Export Company needs to ensure that the information on the bill of lading and packing list is completely consistent with the customs declaration, especially the quantity, weight and packing method of the goods. In case of container rolling, port change and other situations, you need to update the customs declaration information immediately, and submit the logistics change certificate to the tax bureau for filing synchronously, to avoid abnormal tax refund audit caused by inconsistency between logistics information and customs declaration.

In addition, in 2026, logistics information from destination ports such as the EU will be synchronized to the domestic electronic tax bureau. If the logistics track shows that the goods are not actually exported, the tax bureau will suspend the tax refund process, so you need to confirm the timely upload of logistics information with the freight forwarder in advance.

**status:** suggested
**Author:** Kevin Lin
**Date:** 2026-10-22

### Answer 4

For the tax refund needs of Nanshan Import and Export Company, tax cost can be optimized through the VAT deferral policy. After applying for VAT deferral in destination countries such as the EU, there is no need to pay import VAT in the importing country, and you can process export tax refund directly in China, which saves capital occupation cost.

It should be noted that the access threshold for VAT deferral is that the enterprise's export volume in the past 12 months is not less than 5 million RMB, and there is no tax violation record. At the same time, you need to reasonably plan the pricing of cross-border related party transactions, ensure that the pricing complies with the arm's length principle, and avoid the tax bureau adjusting the tax refund amount or even triggering an anti-avoidance investigation due to unreasonable transfer pricing.

**status:** suggested
**Author:** Daniel Xu
**Date:** 2026-10-22

### Answer 5

The compliance of foreign exchange receipt and payment is the core prerequisite for export tax refund. Nanshan Import and Export Company needs to ensure that the collected funds come from the overseas buyer listed on the customs declaration. If third-party collection occurs, it is necessary to submit materials such as third-party payment explanation and affiliation certificate between the buyer and the third party to the tax bureau.

In 2026, the electronic tax bureau added the "foreign exchange fund traceability" function, which will automatically compare the payer information in SWIFT messages with the buyer information on the customs declaration, and filing in advance is required if they are inconsistent. In addition, collecting foreign exchange through CIPS (Cross-border Interbank Payment System) can improve the speed of fund arrival and avoid the error of collection amount caused by exchange rate fluctuation, ensuring that the error between the collection amount and the FOB price on the customs declaration is within the allowable range.

**status:** suggested
**Author:** Lucas Liu
**Date:** 2026-10-22

### Answer 6

Nanshan Import and Export Company needs to ensure that the terms of the purchase and sales contract are consistent with the tax refund documents. The contract must clearly specify the specification, quantity, price, delivery method and other information of the goods. If the contract terms are inconsistent with the customs declaration and input invoice, the tax bureau may question the authenticity of the business and suspend the tax refund.

In addition, if delayed export or delayed collection is caused by force majeure, it is necessary to submit a force majeure certificate to the tax bureau in time, including the certificate issued by the local chamber of commerce and news reports, to apply for extended tax refund declaration and avoid being regarded as abandoning the tax refund due to overdue declaration. At the same time, it is necessary to standardize the contract signing process, ensure that the signatures and seals of both parties are authentic and valid, and avoid affecting the tax refund due to invalid contract.

**status:** suggested
**Author:** Victor Sun
**Date:** 2026-10-22

### Answer 7

The result of customs on-site inspection will affect export tax refund. If the goods of Nanshan Import and Export Company are found inconsistent with the customs declaration during on-site inspection, for example, the actual specification of the goods is inconsistent with the declared specification, the customs will issue an inspection abnormality notice, and the tax bureau will suspend the tax refund process. It is necessary to submit a rectification explanation and supplement relevant supporting materials within 3 days after receiving the inspection abnormality notice.

If it is a declaration error, you need to apply for modifying the customs declaration in time; if it is a problem with the goods itself, you need to adjust the export plan or re-declare. In 2026, the customs implements a combined mode of "machine inspection + manual inspection", you need to ensure that the mark on the goods packaging is consistent with the customs declaration information, to avoid abnormal machine inspection image triggering manual inspection.

**status:** suggested
**Author:** Linda Gao
**Date:** 2026-10-22

### Answer 8

For export goods involving dangerous goods, packaging compliance will affect the tax refund process. Nanshan Import and Export Company needs to ensure that dangerous goods packaging meets UN standards, and obtain the Dangerous Goods Packaging Performance Inspection Result Sheet, which is one of the necessary supporting materials for export tax refund.

If the packaging does not meet the standards, the customs will reject the customs declaration, resulting in failure to process export tax refund. In addition, you need to ensure that the information on MSDS is consistent with the commodity code on the customs declaration. In 2026, the tax bureau will synchronously check the content of MSDS.

If the commodity attribute shown in MSDS is inconsistent with the commodity code on the customs declaration, it will trigger abnormal tax refund audit. You need to entrust a qualified institution to prepare MSDS in advance, and keep the inspection report for filing.

**status:** suggested
**Author:** Jason Wu
**Date:** 2026-10-22

### Answer 9

Nanshan Import and Export Company needs to strictly implement the requirement of "Consistency of Four Flows", that is, goods flow, capital flow, invoice flow and contract flow are completely consistent, which is the core of export tax refund compliance. If there are situations such as capital backflow and false invoicing, the enterprise will be listed as a risk control object by the tax bureau, not only unable to obtain tax refund, but also may face tax penalties.

In 2026, the tax bureau launched the "Intelligent Four-Flow Comparison System", which will automatically check the consistency between the payer of capital flow, the contract buyer and the invoice purchaser, and start tax verification correspondence if any abnormality is found. It is necessary to establish a document management system, keep all tax refund documents for more than 5 years for tax audit and inspection. If complete documents cannot be provided during the verification, the tax refund process will be suspended.

**status:** suggested
**Author:** Andy Guo
**Date:** 2026-10-22

### Answer 10

Optimizing the supply chain structure can improve export tax refund efficiency. Nanshan Import and Export Company can synchronize document processing in procurement and export links.

When signing a procurement contract with the supplier, it is required that the supplier issues the input invoice within 10 days after the goods are delivered, to avoid overdue tax refund declaration caused by delayed input invoice. Meanwhile, the enterprise can choose FOB trade term, clarify that the buyer is responsible for the logistics link, and reduce the impact of logistics information changes on tax refund.

In addition, it can establish a linkage mechanism between inventory and tax refund, adjust inventory turnover according to the tax refund arrival cycle, and avoid capital occupation. In 2026, foreign trade enterprises can use supply chain financial tools to pledge the undrawn tax refund quota for financing, so as to ease capital pressure.

**status:** suggested
**Author:** Michael Zhang
**Date:** 2026-10-22

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