You can configure fixed importer details that automatically populate when shipping internationally. This simplifies customs clearance, ensures consistent documentation for cross-border shipments, and eliminates manual data entry. Follow these steps to set up your importer of record mappings in Mintsoft.
Note: This feature currently works with DPD (Geopost DPD and Geopost Interlink), UPS, and DeutschePost.
Prerequisite - Roles and Permissions
Important: Please ensure you have the following roles ticked:
AdminShippingViewImporterOfRecordMapping
AdminShippingAddImporterOfRecordMapping
AdminShippingEditlmporterOfRecordMapping
AdminShippingDeletelmporterOfRecordMapping
Why set up importer of record details
When shipping goods internationally, customs authorities require an Importer of Record. This is the party legally responsible for the imported goods and any duties or taxes.
The Importer of Record feature centralises and automates this process. You can configure importer details once, and the system automatically applies the correct information based on your shipping scenario. This reduces errors, speeds up international fulfilment, and ensures compliance with customs regulations.
Key benefits:
Compliance: Ensures all required customs information is consistently provided
Efficiency: Eliminates manual data entry for international shipments
Accuracy: Reduces errors in customs documentation
Flexibility: Configure different importer details for different scenarios
Automation: Works seamlessly with your existing order fulfilment workflow
How the system applies importer details
The system uses intelligent mapping rules to automatically apply the correct importer details. When you create a shipping label for an international order, the system matches your shipment against configured mappings based on:
Client: Which customer account the order belongs to
Sales Channel: Where the order originated (for example, Shopify, Amazon, eBay)
Courier Service: Which shipping carrier is being used
Destination Country: Where the shipment is going
The system automatically selects the most specific matching rule for each shipment. For example, a mapping configured for a specific client and channel takes priority over a mapping that applies to all clients.
Configure importer mapping rules
You can create flexible mapping rules to suit different shipping scenarios.
Mapping rule types
You can configure mappings that:
Apply to a specific client and sales channel
Apply to all clients but a specific sales channel
Apply to a specific client but all sales channels
Apply globally across all clients and channels
The system prioritises more specific mappings over general ones.
Importer details you can configure
For each importer mapping, you can specify:
Importer Name: Company or individual name
Importer Contact Person
Importer Phone Number
Importer Email Address
Importer Physical Address: Street, town or city, postcode, country
Tax Identifiers:
VAT or TAX Number
EORI Number (Economic Operators Registration and Identification)
IOSS Number (Import One-Stop Shop for EU VAT)
Important: All importer detail fields are required when a mapping is active.
Add a new importer mapping
To create a new importer mapping, follow these steps:
Click Shipping, then Extras.
Next, click Importer Of Record Mapping.
Click Add Mapping.
Select your Client (or select All Clients if this mapping applies globally).
Select your Sales Channel (or select All Channels if this mapping applies to all channels).
Select your Courier Service.
Select your Destination Country.
Enter the Importer Name.
Enter the Importer Contact Person.
Enter the Importer Phone Number.
Enter the Importer Email Address.
Enter the Importer Physical Address (street, town or city, postcode, country).
Enter your Tax Identifiers (VAT or TAX Number, EORI Number, IOSS Number).
Click Save (or Activate if saving automatically activates the mapping).
Your mapping is now active and will automatically apply to matching international shipments.
Tip: Start by creating mappings for your most common shipping scenarios to see immediate benefits.
Edit an existing importer mapping
To edit an existing importer mapping, follow these steps:
Click Shipping, then Extras.
Next, click Importer Of Record Mapping.
Locate the mapping you want to edit.
Click Edit.
Update the details as needed.
Click Save.
Your changes will apply to all future shipments matching this mapping.
Activate or deactivate a mapping
You can activate or deactivate mappings without deleting them. This is useful if you temporarily stop shipping to certain countries or need to pause specific configurations. To activate or deactivate a mapping, follow these steps:
Click Shipping, then Extras.
Next, click Importer Of Record Mapping.
Locate the mapping you want to activate or deactivate.
Click the Activate or Deactivate toggle.
Deactivated mappings remain in your system but won't be applied to shipments. You can reactivate them at any time.
Delete a mapping
To delete a mapping, follow these steps:
Click Shipping, then Extras.
Next, click Importer Of Record Mapping.
Locate the mapping you want to delete.
Click Delete.