Vietnam–Indonesia shipping: align PI, LS and PIB before booking

For Vietnam-origin goods that Indonesia subjects to both an Import Approval (Persetujuan Impor, PI) and a Surveyor Report (Laporan Surveyor, LS), document control should begin before the booking is confirmed. Indonesia now allows an LS to be issued after the relevant import business licence has expired in defined circumstances, but that is not a general grace period.

The practical task is to preserve one traceable data chain from the PI through the overseas verification, transport evidence, LS and Import Declaration (Pemberitahuan Impor Barang, PIB).

What changed in 2026

Ministry of Trade Regulation No. 18 of 2026 was issued on 3 June, promulgated on 4 June and generally took effect on promulgation. Its specific rules on late LS issuance, PI-data validation and two related reporting sanctions began 30 days later, on 4 July 2026.

Under Article 29, an LS may be issued after the relevant import licence expires when the goods were verified or technically inspected in the country of origin, country of loading or port of loading, and the goods arrived at the destination port before the licence expired. Arrival is evidenced by the date in the BC 1.1 manifest.

There is a separate exception for goods that another applicable rule allows to arrive after the import licence expires. For that case, the regulation requires evidence in the BC 1.1 manifest and evidence in the bill of lading or airway bill that the goods were loaded while the import licence was still valid. The exception must not be assumed for every commodity.

Article 31 also requires examination between the LS and the import customs declaration of at least the LS number and issue date, HS code, destination port and, when required, the PI number and date. An LS is limited to one shipment and one import customs declaration.

Six checks before booking

### 1. Confirm whether the exact goods require both PI and LS

The Indonesian importer should check the HS code, technical description, intended use and current prohibition/restriction record in the Indonesia National Single Window. Do not infer the requirement from the commercial name alone. Record the specific permit basis and its validity period.

### 2. Freeze the PI data used for the shipment

Share a controlled extract of the PI with the Vietnamese exporter, surveyor, forwarder and customs broker. At minimum, reconcile the PI number and date, importer, permitted goods and HS code, quantity or unit, origin or loading details where applicable, destination port and validity end date. Escalate any mismatch before issuing final transport instructions.

### 3. Schedule overseas verification within validity

Where Verification or Technical Inspection of Imports (VPTI) applies, the regulation places it in the country of origin, country of loading or loading port, subject to the applicable rules. Book the surveyor early enough to complete the required work and retain the application, inspection and completion evidence.

### 4. Protect the transport-date evidence

Do not treat an estimated arrival as legal evidence. For the normal late-LS route, the BC 1.1 manifest date must show arrival before the PI expires. If a commodity-specific rule permits later arrival, confirm that the exception truly applies and preserve the B/L or AWB showing loading while the licence was valid. Build time for rollover, transshipment and manifest corrections into the booking decision.

### 5. Run one PI–LS–PIB reconciliation

Before the importer files the PIB, compare the final LS and customs data field by field: LS number/date, HS code, destination port and PI number/date. Also keep invoice, packing list, B/L or AWB, goods-identification records and the documents satisfying import restrictions in the same controlled pack. Indonesian Customs states that the importer prepares the PIB from supporting customs documents and remains responsible for restricted-goods compliance.

### 6. Close reporting ownership after clearance

Regulation No. 18 also adjusted sanctions for missing import-realisation reports, including possible freezing of an import licence or certificate for the same commodity in specified circumstances. Name the Indonesian party responsible for the report, deadline, evidence and exception handling. The Vietnamese exporter can support the record with final quantities and transport documents, but the importer owns the Indonesian filing.

Freight and trade impact

This workflow can reduce avoidable document rework and the risk that a PI number, destination port or timing discrepancy is discovered only after cargo arrives. It also gives the forwarder a clear decision point when a rolled sailing could cross the permit-validity boundary.

It does not guarantee LS issuance, customs acceptance, release time, inspection channel, storage cost or eligibility for the post-expiry rule. The result depends on the exact commodity regulation, permit scope, survey completion, transport evidence, system records and competent-authority review. Confidence is high for the rules stated directly in Regulation No. 18 and the Ministry briefing; confidence is medium for any individual shipment until the importer, surveyor and broker validate the live HS-specific requirements. This guide is operational information, not legal advice or a binding classification decision.