Specialized inspection procedures for radio transceivers and information technology equipment are always one of the most complicated and potentially risky procedures if enterprises do not prepare adequate service documents. service for quality control. In some cases, these documents need to be provided by the manufacturer, which is time consuming and can incur costs. Therefore, the step of preparing all necessary documents for importation is a very important step to be able to determine the method of certification of conformity, the total cost of conformity, and the estimated time required for certification. receive conformity. So what types of documents need to be prepared before importing transceiver and information technology equipment? If not enough of these documents can lead to what kind of trouble? Let's find out through our article below.
The normal process of importing transceiver products is divided into 3 stages including preparation before import, necessary documents for customs clearance, and necessary documents to complete the procedure of product quality inspection registration (PQIR) with the VNTA. In particular, the pre-import preparation stage is the most important step, decisive in the process and method of conformity certification, as well as the cost for the conformity certification procedure.
1. Documents to be prepared before import
a) Technical data sheet of the product:
A detailed product specification sheet is a document that describes product specifications including transceiver performance specifications. Usually these documents are called "data sheet", "specifications sheet" and can be downloaded from the manufacturer's website. In some cases, product specifications may be described in the device's user manual.
The product specification sheet is an important document, used to define the technical regulations applicable to the product. Thereby, we can determine the cost of testing as well as the cost of certification.
b) The factory's ISO 9001 certificate.
This is an optional document, but it is one of the most important documents, deciding the plan to import and trade products. Only products manufactured by factories with a certificate of management system according to ISO 9001 (or equivalent certificate) can apply certification method 1 to obtain an effective certificate of conformity. force 3 years. This means that if you do not have an ISO 9001 certificate, you will have to do a batch certification, the certificate of conformity is only valid for 1 shipment. If you will continue to import this product in the future, you will have to go through the testing and certification procedures again for the following shipments.
c) Outsourcing factory (ODM or OEM) statement
In many cases, the manufacturing plant and the manufacturer are different organisations. For example, in the case of Apple phones manufactured at Foxconn or Luxshare ICT factories, then you will need the manufacturer to make a letter of statement about the processing factory issued by Apple Inc. This document is not described as a mandatory requirement in the Circulars of the Ministry of Information and Communications, but is required by the Telecommunication Quality Measurement Center when carrying out the conformity certification procedure (in the case of the manufacturer's name and factory name are different).
The outsourcing factory statement (ODM or OEM) must be issued by the manufacturer, so it is a document that takes a long time to prepare. In many cases, when the importing company does not purchase directly from the manufacturer, it may be difficult for the importing company to obtain the ODM/OEM factory statement.
d) Instructions for product operation and testing
For some special products, the testing needs to follow the procedure or product setting for operation and testing which is very complicated. At that time, you will need a user manual, or a test manual from the manufacturer.
2. Documents to be prepared when registering for PQIR
To apply PQIR, the required documents mainly include shipment documents, including:
- Purchase contract (Commercial Contract or PO)
- Commercial Invoice (Commercial Invoice or Shipping Invoice)
- Bill of Lading (Bill of Lading or Air Way Bill)
In addition, other required documents include
- Product specifications sheet (data sheet)
- Form of registration for quality inspection according to Decree 74/2018/ND-CP
3. Documents to be prepared for certification of conformity
After completing the registration procedure for quality inspection, the goods will be cleared. To complete the next procedures, the importer needs to carry out testing and certification procedures for the product. The types of documents required for certification of conformity are those that have been prepared during the pre-import process, including:
- Data sheet or specifications of the product
- ISO 9001 certificate of factory
- Outsourcing factory statement (ODM/OEM) in case manufacturer and factory are different
- Test results, or product test results
- Application form for certification of conformity according to the form of the Department of Telecommunications
- Some additional documents, or power of attorney for some special cases
- Notarized copy of business registration certificate (for first time filing)
4. Documents to be prepared for declaration of conformity
After completing the procedures for certification of conformity, the importing company carries out the procedures for declaration of conformity by submitting a certificate of conformity and a self-assessment of conformity for the imported consignment to the Department of Telecommunications. Required documents include
- Sample of the ICT conformity seal of the importing company (for the first time filing or when there is a change)
- Datasheet or specification sheet or specification sheet
- A copy of the product's certificate of conformity (for products subject to regulation conformity certification)
- Self-assessment of conformity of the manufacturer or the importing company
- Authorization letter to use self-assessment of conformity and certificate of conformity in case the importing company is a distributor authorized by the manufacturer to use the results of conformity certification, automatic company reviews
5. Some types of documents are needed in some special cases
Currently, there are a number of products that have not been tested by domestic laboratories, or only partially tested by applicable standards. These types of products are listed with applicable standards in the document guiding the implementation of the Circular on group 2 goods issued by the Ministry of Information and Communications from time to time. For the current Circular 02/2022/TT-BTTTT, the domestic laboratory standards that have not been tested (or only partially tested) are listed in document No. 2361/BTTTT-KHCN. This means that importing companies need to prepare additional documents for those products, including:
- ETSI standards equivalent to those of the Ministry of Information and Communications are applied
- ISO/IEC 17025 certificate of testing laboratory issued test results (overseas)
- GCF certificate of 5G NR phone testing laboratory (in case the product is a 5G phone)
- Some other special documents required by the Center for Quality Measurement of Telecommunication, applicable to some special cases
The above are all the documents that the importing business needs to prepare to be able to carry out state quality inspection procedures for imported goods being transceivers, information technology, as well as to do the following: procedures for regulation conformity certification and regulation conformity announcement. Thorough and complete preparation will help businesses carry out the procedures smoothly within the planned budget, without incurring costs and without delaying the sales plan.
In case an enterprise cannot complete all the above procedures due to lack of documents, the Department of Telecommunications will ask for an explanation or stop confirming on the registration for quality inspection for the next shipment of that enterprise.
6. Contact information for ICT Type Approval services and consulting
EXTENDMAX VIETNAM COMPANY LIMITED
Hotline: +84 915 836 555 | Hanoi: +84 24 6666 3066
Email: consultant@extendmax.vn | phuong.tran@extendmax.vn
HO: ExtendMax Villa, C01-L18 An Vuong, Duong Noi urban area, Duong Noi ward, Ha Dong district, Hanoi City, Vietnam
Test laboratory: BT02-21, An Hung urban area, To Huu street, La Khe ward, Ha Dong district, Hanoi City, Vietnam
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