From Supplier to SARS Clearance: The Complete PVoC Workflow

Phase 1: Before You Order

Confirm Compliance Requirements and Build Them Into Your Lead Time

Step 1 — Confirm whether your goods are regulated. Check the SABS PVoC product scope against your HS codes. If your goods fall within the regulated product scope, a PVoC CoC is required before shipment. Use the decision guide at /do-i-need-a-coc if you are unsure.

Step 2 — Factor the compliance cost into your landed cost. The total compliance cost has two components: the inspection body fee (typically USD 200–800 per shipment) and the CoC Vault minting fee (2%/1%/0.5% of CIF value). Add these to your landed cost calculation before placing the order.

Step 3 — Build the inspection timeline into your order lead time. First-time certifications take 2–4 weeks. Add this to your supplier lead time. Do not plan to ship within 2 weeks of engaging an inspection body for the first time.

Phase 2: Engage the Inspection Body

Before the Goods Are Manufactured or Ready to Ship

Step 4 — Contact an SABS-accredited inspection body. Contact Bureau Veritas, Intertek, SGS, or TÜV Rheinland and provide them with: product description and HS code, applicable SANS standards, supplier name and address, country of manufacture, and planned shipment date. Request a quotation.

Step 5 — Inform your supplier. Tell your supplier that a pre-shipment inspection is required and that the goods cannot be shipped until the inspection body has issued a CoC. Ask whether the supplier has existing SANS test reports for the product — this can speed up the certification process.

Step 6 — Schedule the inspection. The inspection body will coordinate with your supplier to schedule the pre-shipment inspection. The inspection may be a physical examination at the factory, a review of test reports, or both, depending on the product category.

Phase 3: Inspection and CoC Issuance

The Pre-Shipment Compliance Check

Step 7 — Pre-shipment inspection. The inspection body visits the supplier's factory or warehouse and assesses the goods against the applicable SANS standards. If the goods comply, the inspection body issues a CoC PDF. If the goods do not comply, the inspection body advises on corrective actions — the goods cannot be shipped until the corrective actions are completed and a CoC is issued.

Step 8 — Receive the CoC PDF. The inspection body sends you the CoC PDF. Keep the original PDF — you will need it for the CoC Vault registration. Do not modify the PDF in any way.

Phase 4: CoC Vault Registration

Creating the Digital Verification Record

Step 9 — Register the CoC on CoC Vault. Visit certificatesofconformity.co.za/mint. Upload the CoC PDF, complete the nine metadata fields (reference number, issuing body, issue date, HS code, importer name, manufacturer name, country of origin, applicable SANS standards, CIF value), and pay the minting fee. The SHA-256 hash is calculated and a permanent verification URL is minted.

Step 10 — Receive the verification URL. A confirmation email is sent with the verification URL and QR code. The verification URL is a permanent link that SARS Customs can check to verify the CoC's authenticity. This URL is what your clearing agent needs.

Phase 5: Customs Clearance

From Verification URL to Released Goods

Step 11 — Provide the verification URL to your clearing agent. Send the verification URL to your clearing agent before the SAD 500 declaration is submitted. The clearing agent includes the URL in the SAD 500 documentation submitted to SARS Customs.

Step 12 — SARS Customs verification. When the goods arrive, SARS Customs processes the SAD 500 declaration and checks the verification URL. If the URL resolves to a valid CoC verification page with matching metadata, the goods are cleared. If the URL is missing or invalid, the goods are detained.

Step 13 — Goods released. Once SARS Customs verifies the CoC and confirms compliance, the goods are released for import. The entire workflow — from supplier engagement to customs clearance — is complete.