Building a document index for import facility meetings

A simple index that helps credit officers see how invoices and sailings fit inside an existing import facility limit.

Credit meetings move faster when the import pack opens with an index rather than a loose folder of PDFs.

Columns that earn their keep

List each proposed drawdown with invoice number, supplier, currency and amount, expected arrival week, transport mode, and the facility sub-limit it consumes. Add a running total so the banker sees headroom without recalculating aloud.

Separate “shipped” from “planned”

Mixing arrived cargo with forecast orders obscures utilisation. Two sections — goods already on the water and orders still at the supplier — keep questions focused.

Attach only what the checklist asks

Extra certificates that belong to a later customs step can wait. Over-sharing slows the first pass; under-sharing triggers a follow-up email. Match the bank’s published checklist, then stop.

If your team wants a live rehearsal, book an import facility pack walkthrough a week before the credit appointment.