Importer Process
Importer Process & Workflow — How to Get a CoC for SA Imports
Getting a Certificate of Conformity (CoC) for a Phase 1 shipment from China is an 8-step process that starts well before the goods are manufactured. The most common mistake importers make is treating the CoC as a last-minute documentation task — it is not. The inspection must happen in China before the goods ship, and the typical lead time from first contact with an inspection body to CoC-in-hand is 4-6 weeks.
This guide covers the complete end-to-end workflow: from registering as an importer with SARS, through the pre-export inspection in China, to registering the CoC on the vault and including the verification URL in the SAD500. Each step has specific timing requirements and documentation obligations.
The 10 mandatory fields that every CoC must contain are listed below. Errors in any of these fields — particularly the HS code, CIF value, and SANS code references — are the most common cause of CoC rejection at customs. Review the CoC carefully before the goods ship.
Quick Facts
Total Steps
8 steps from registration to clearance
Lead Time
Allow 4-6 weeks before first shipment
Inspection Lead Time
2-4 weeks for CCIC inspection
Retention Requirement
5 years (Customs and Excise Act §101)
Gazette Reference
GG 54374 · 20 March 2026
Enforcement Date
20 September 2026
Mandatory Deadline
20 Sep 2026 · 142 Days
End-to-End Workflow
The 8-Step PVoC Compliance Process
Register as Importer with SARS
Obtain a SARS customs code. Without this, you cannot legally import goods into South Africa. Apply via the SARS eFiling portal.
Identify Phase 1 Products & SANS Codes
Determine which of your products fall under Phase 1 categories and identify the applicable SANS codes. Verify at sansstandards.co.za.
Engage an Accredited Inspection Body
Contact CCIC, SGS, Intertek, or Bureau Veritas in China. Only these four bodies are authorised under the SABS PVoC programme.
Supplier Prepares for Inspection
Your Chinese supplier prepares the goods and documentation for inspection. Provide the inspection body with your SANS code requirements.
Pre-Export Inspection Conducted
The inspection body verifies goods against applicable SANS standards at the factory or port of departure. This must happen before the bill of lading is signed.
CoC Issued — Review All Fields
The inspection body issues the Certificate of Conformity. Review all 10 mandatory fields carefully. Errors are difficult to correct after the goods have shipped.
Register CoC on CoC Vault
Upload the CoC PDF to certificatesofconformity.co.za. The platform hashes the document, issues a permanent verification URL, and generates a QR code.
Clearing Agent Includes URL in SAD500
Your clearing agent includes the verification URL in the SAD500 pre-clearance submission. SARS Customs and BMA verify the CoC in seconds at the port.
Critical timing note
Steps 1-3 must be completed before the goods are manufactured or loaded. Steps 4-6 happen in China. Steps 7-8 happen after the CoC is issued. The entire process from first contact with the inspection body to goods-cleared-at-port typically takes 6-10 weeks for a first-time importer.
Customs and Excise Act §101
The 10 Mandatory CoC Fields
Every CoC issued under the SABS PVoC programme must contain these 10 fields. The CoC Vault validates all 10 fields at registration time. A CoC missing any of these fields will not be accepted by SARS Customs.
| # | Field | Format / Standard | Regulatory Reference |
|---|---|---|---|
| 01 | CoC Reference Number | Alphanumeric, issued by inspection body | SABS PVoC programme |
| 02 | Issuing Body | CCIC / SGS / Intertek / Bureau Veritas | SABS PVoC authorised bodies |
| 03 | Issue Date | ISO 8601 (YYYY-MM-DD) | Customs and Excise Act §101 |
| 04 | HS Code | 6-digit Harmonised System code | WCO Harmonised System |
| 05 | Importer of Record | Legal entity name + SARS customs code | SARS Customs |
| 06 | Manufacturer | Factory name + address | SABS PVoC programme |
| 07 | Country of Origin | ISO 3166-1 alpha-2 (CN for China) | SABS PVoC programme |
| 08 | Applicable SANS Standards | SANS XXXXX (e.g. SANS 62368-1) | sansstandards.co.za |
| 09 | CIF Value | ZAR amount (Cost + Insurance + Freight) | SARS SAD500 |
| 10 | SHA-256 Hash | 64-character hex string | Customs and Excise Act §101 (tamper-evidence) |
Field 10 (SHA-256 Hash) is computed by the CoC Vault at registration time — it is not on the original CoC PDF. It serves as the tamper-evident fingerprint that links the PDF to the permanent verification URL.
Common Failure Points
Where the Process Most Often Goes Wrong
Based on the East African PVoC programme (which has been running since 2005) and early feedback from the SA compliance community, the most common failure points in the PVoC process are:
Wrong HS code on the CoC
The HS code on the CoC must match the HS code on the SAD500. If they differ, the CoC will not be accepted. Verify the correct HS code with your clearing agent before engaging the inspection body.
Inspection body not authorised
Only CCIC, SGS, Intertek, and Bureau Veritas are authorised under the SABS PVoC programme. CoCs from other inspection bodies — including other SABS-accredited bodies — will not be accepted.
CoC issued after goods shipped
The CoC must be issued before the bill of lading is signed. A CoC issued after the goods have shipped is not valid for PVoC purposes. There is no post-clearance remedy.
Wrong SANS code on the CoC
The SANS code on the CoC must be the correct standard for the product category. Verify the applicable SANS code at sansstandards.co.za before engaging the inspection body.
CIF value understated
The CIF value on the CoC must match the CIF value on the invoice and SAD500. Understating the CIF value to reduce the minting fee is customs fraud and carries criminal penalties.
Frequently Asked Questions
Common Process Questions
How long does the CCIC inspection process take?
The CCIC inspection process typically takes 2-4 weeks from the time you engage them to the time the CoC is issued. This includes the factory audit, product testing (if required), document review, and CoC issuance. Allow additional time for complex products that require laboratory testing. Plan for a minimum 4-6 week lead time from first contact with the inspection body to goods-ready-to-ship.
Can I start the inspection process before the goods are manufactured?
Yes, for factory-level inspections. The inspection body can conduct a factory audit and review your quality management system before the specific goods are manufactured. However, the CoC itself is issued for a specific shipment — it must reference the actual goods being shipped. The most efficient approach is to engage the inspection body early in the production cycle so the inspection can happen at the end of production, before the goods are loaded.
What if my CoC has an error after it has been issued?
Errors on a CoC are difficult to correct once the goods have shipped. If you discover an error before shipment, contact the inspection body immediately — they can issue a corrected CoC. If the goods have already shipped, you may need to apply for a waiver or exemption from SABS, which is not guaranteed. The most common errors are incorrect HS codes, wrong CIF values, and missing SANS code references. Review the CoC carefully before the goods ship.
How do I include the verification URL in the SAD500?
The verification URL (in the format https://certificatesofconformity.co.za/v/{hash}/) is included in the additional information field of the SAD500 submission. Your clearing agent will know where to place it. Some clearing agents include it as a supporting document reference rather than in the main SAD500 fields — discuss the preferred approach with your clearing agent before the first shipment.
What happens if my goods arrive before the CoC is registered on the vault?
The CoC must be registered on the vault before the goods arrive at the South African port — or at minimum, before the clearing agent submits the SAD500. If the goods arrive without a registered CoC, the clearing agent cannot include the verification URL in the SAD500, and the goods may be held. The registration process takes minutes once you have the CoC PDF from the inspection body. Do not wait until the goods are in transit.
Continue Learning
The PVoC Programme
Full regulatory context — what PVoC is, who it applies to, and what it requires.
Certificate of Conformity Guide
What a CoC is, what it contains, and how to register it on the vault.
Phase 1 Sectors Hub
Sector-by-sector breakdown of PVoC requirements and applicable SANS codes.
CCIC Inspection Process
Step-by-step guide to the CCIC pre-export inspection process.
How to Brief Your Chinese Supplier
Practical guide to managing the supplier relationship during PVoC implementation.
How to Register as Importer with SARS
Step-by-step guide to obtaining a SARS customs code.
Ready to Register Your Importer Account?
R1,997 one-time onboarding. Each CoC registration takes minutes. Have your vault active before 20 September 2026.
Verify with official sources: Government Gazette No. 54374 (20 March 2026). sansstandards.co.za for applicable SANS codes. This article reflects the regulatory position as at 30 April 2026 and should not be relied upon as legal advice.