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Home/Blog/Glossary/Incoterms: FOB, CIF, DDP and Purchasing Records
GlossaryProcurement encyclopedia

Incoterms: FOB, CIF, DDP and Purchasing Records

Compare FOB, CIF and DDP responsibilities, avoid double-counting freight and preserve the agreed shipping terms on the order.

Jainul Vaghasia/Published June 24, 2026/Updated September 4, 2026/3 min read

Use the definition

Turn procurement terms into an operating system.

This reference page should help you understand the concept first. When the term affects purchasing execution, LineNow connects it to live POs, supplier replies, receiving, and accounting handoff.

Supplier Management Software: Supplier Replies, POs, and InventorySupplier management

Contents

  1. FOB, CIF and DDP compared
  2. Landed cost includes each cost once
  3. What to put on the purchase order
  4. Where LineNow helps
  5. Related
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Incoterms® rules are standardized contract terms published by the International Chamber of Commerce (ICC). They allocate specified delivery responsibilities, costs and risks between buyer and seller. They do not determine every part of a sale contract, the product's tariff classification or the business's inventory accounting policy.

Use the rule, a precise named place or port, and the edition in the agreement. “FOB” alone leaves important location information unstated. The ICC's Incoterms 2020 reference describes eleven rules, with seven usable for any transport mode and four for sea or inland waterway transport.

FOB, CIF and DDP compared

RulePractical distinction
FOB — Free On BoardA sea or inland waterway rule. Delivery and risk transfer occur when goods are aboard the vessel at the named shipment port.
CIF — Cost, Insurance and FreightAlso a sea or inland waterway rule. The seller arranges freight and required insurance to the named destination port, while delivery and risk transfer occur at shipment.
DDP — Delivered Duty PaidThe seller bears the agreed delivery obligations through the named destination, including import clearance. Delivery is on the arriving transport, ready for unloading.

Cost responsibility and risk transfer can occur at different places. Paying for freight to a destination does not necessarily mean retaining transit risk until arrival. The ICC explains FOB's delivery point and . Review the actual contract and insurance coverage when resolving a loss; an Incoterm label alone does not settle fault, coverage or a claim.

Read before ordering

A dense operator briefing for teams that need sharper buying, cleaner supplier follow-up, and fewer expensive surprises.

DDP's destination and clearance responsibilities

Landed cost includes each cost once

Landed cost combines the acquisition charges that belong to the item under the accounting policy. A supplier's quote may bundle some of those charges. Identify what is included before adding separate freight, insurance, handling or import charges.

Neither FOB nor EXW means that your total landed cost is just the goods' invoice price. CIF does not mean that import duty is included. DDP does not establish that there can be no additional buyer-side costs, such as unloading or separately agreed services.

An illustrative comparison for 100 units:

ChargeQuote A, goods and freight billed separatelyQuote B, freight included
Supplier invoice$2,000$2,250
Separate freight$250$0
Assumed eligible import and handling charges$150$150
Total acquisition cost$2,400$2,400
Cost per unit$24$24

The identical total depends on these assumed inclusions; it is not a current tariff quote or a standard cost for any Incoterm. Confirm classification, origin, value and charges with the responsible customs and accounting specialists for the actual shipment.

What to put on the purchase order

Record the agreed rule and edition, named location, product specifications, quantities, price, payment terms and who supplies transport documents. Ask the supplier to confirm any change to the destination, shipping arrangement or included charges. Preserve the original and accepted change so the buyer can compare like-for-like quotes.

At receipt, capture quantity, visible condition and the delivery documents. Record damage promptly through the agreed process. Keep the purchase order, shipment, receiving evidence and any carrier or insurer correspondence connected; do not assume that all shortages under one rule have the same cause or remedy.

Where LineNow helps

LineNow connects purchase orders, supplier replies, receiving and accounting handoff, and supports allocation of order charges. In a demonstration, show the agreed shipping term in the record, a separate freight bill and a partial receipt. Verify whether your required shipping fields and any customs or forwarding integration are supported in the proposed configuration.

This provides a purchasing record for the responsible team to review. Customs filing, insurance coverage decisions and legal dispute resolution remain distinct requirements.

Related

  • Landed cost
  • Goods received note
  • Purchase price variance
  • Payment terms
  • Purchase orders
IncotermsIncoterms 2020FOB shipping termsCIF shipping termsDDP shipping termsEXW IncotermsDAP IncotermsFOB vs CIFDDP vs DAPIncoterms landed costfreight terms buyer riskIncoterms procurementIncoterms SMB

Written by Jainul Vaghasia

Jainul Vaghasia builds LineNow, the purchasing and inventory platform for SMBs. He writes from operator interviews, customer implementations, and the live purchasing workflows LineNow runs for restaurants, retailers, and ecommerce brands.

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