Documentation

Documentation

Areej Aftab Siddiqui

Why is export documentation necessary?

Export documentation is used to

• keep shipment and delivery on schedule

• to describe cargo

• for customs clearance

• to indicate the ownership of goods for collection

purposes or in the event of dispute

• to obtain payment.

Export Documents are needed to comply with commercial,

legal and incentive requirements.

Export Documentation in India

• Export Documentation in India has evolved since1990.

• Prior to 1990, documentation was manual and itlacked proper co-ordination.

• The result was a lot of delays and mistakes, renderingthe task very clumsy, tiresome, repetitive, and trulyfrustrating.

• India adopted the ADS (Aligned DocumentationSystem) in 1991 which is the Internationally accepteddocumentation system

Necessary Document- IEC No.

-Importer Exporter Code

-unique 10 digit code issued by DGFT – Director General of Foreign Trade , Ministry of Commerce, Government of India to Indian Companies

-File an application through the Regional Authority by Ayaat NiryaatForm 2A

-Application Fee : Rs 250.00-Mode of Payment : In Demand Draft/ Pay Order from any designated bank in favour of Zonal Joint Director General of Foreign Trade or

-Payment through EFT ( Electronic Fund Transfer by Nominated Bank by DGFT Like HDFC Bank, ICICI Bank, State Bank of India, UTI Bank, Punjab National Bank, Central Bank etc) or Application fee can deposited by TR6 Challan with Duplicate Copy in any branch of Central Bank of India and TR6 Challan need to be submit along with IEC Code Application

Parties involved in Documentation

Seller

(Exporter)

Buyer

(Importer)

Inspection Agency

Shipping LineInsurance Company

Clearing Agent

Excise Authorities

Customs Authorities

Port Trust Authorities

RBIChambers of Commerce

Commercial Bank

Aligned Documentation System (ADS)

• To ensure benefits to everyone in the international

trade chain from easier documentation

• To enter information on an easy basis and access the

information with greater convenience

• Aligned Documentation System is based on the U.N.

layout key

• Main advantage of this system is to enter the data

quickly and read them with greater ease and speed.

• Document alignment leads to trade facilitation

Advantages of ADS

Dispenses Conventional Documentation preparation

Easier to Complete and Access

Benefit to All Parties

Better Image

Master Document-I (14 Commercial

Documents)• Standard A4 size paper is used

• It should measure 297mm x 210 mm with standard margins 10mm top,

20mm left, 6mm right and 7mm bottom leaving inside of size 280mm

length and 184mm width.

• Typed out in light blue ink

• Size of individual boxes should be as per specifications. Maximum

tolerance is 1mm

• Captions inside boxes should be printed in 6 pts, Sans Serif face and

should be located near to the top left of the boxes

• Weight of the paper should be 70-85gms

• Paper should be stable in conditions of 50-60% relative humidity

• Thereafter the individual aligned document is prepared by using

suitable masks made of polyester transparent film and reproduced by

photocopying method.

• The masks being transparent enables in having only the required

information

• Additional information specifically required for a particular document

can be inserted in the appropriate slot as and when required.

Master Document-II (Regulatory

Documents)• Foolscap size paper is used.

• It should measure 345mm x 215mm and with margins 15mm on

top and bottom, 18mm left and 5mm right. Inside measurement

would be 315mm length and 192mm width.

• A Master Document (Master Document-II) is prepared containing

all the information, in the three aligned regulatory documents viz.

Shipping Bill, GR Form and Export Application.

• It is so aligned that all the common data is accommodated on the

front side so that all the three documents can be reproduced

without using any mask but with only blanking the heading

"Master Document - II".

• Specific requirements for the 3 aligned documents are provided for

on the reverse side.

• The complete data should be typed (not handwritten) in the

respective column of the Master Document.

• Each copy of the three documents should be signed in ink by the

Exporter/Forwarding Agent so that it becomes a legally valid

document.

Versions of the Master Document - II

Master Document - II (A) : For Shipping Bill for Export of Dutiable

Goods and Shipping Bills for Export of

Goods under claim for Duty Drawback.

Master Document - II (B) : For Shipping Bill for Export of Duty Free

Goods.

Master Document - II (C) : For Shipping Bills for Export of Goods

Ex-Bond.

Master Document - II (D) : For Bills of Export for Dutiable Goods

and Bills of Export for Goods under claim

for Duty Drawback.

Master Document - II (E) : For Bills of Export for Duty Free Goods.

Master Document - II (F) : For Bills of Export for goods Ex-Bond.

Classification of Export Documents

Commercial Documents

Regulatory Documents

Export Assistance Documents

Documents Required by Importing Countries

Commercial Documents

• To discharge their respective legal and other incidental

responsibilities under sales contract.

• To effect physical transfer of goods from the exporter’s

place to the importer’s place.

• To transfer property and title of goods from the

exporter to the importer

• Realization of export proceeds from the exporter to the

importer.

• Out of the 16 commercial documents,14 documents

have been standardized and aligned one to another

(Shipping Order And Bill of Exchange)

Classification of Commercial Documents

Principal

• To effect physical transfer of goods and title of the goods from exporter to the buyer.

• To realize export sales proceeds

Auxillary

• Required to prepare /procure the principal commercial documents


• Prescribed by different government departments and

bodies in the context of export trade.

• Comply with the various rules and regulations under

relevant laws governing export trade such as export

inspection, foreign exchange regulations, export trade

control and customs etc.

• There are 9 regulatory out of them, 4 have been

standardized namely:

• SDF Shipping Bill/ Bill of Export

• Port trust copy of Shipping Bill

• Receipt for payment of port charges (now deleted an

incorporated in Port Trust Copy of Shipping Bill)

Classification of

Commercial and


Documentsrelated to

Goods

Documents related to Shipment

Documentsrelated to Inspection

Documents related to Payment

Documents related to Excisable

Goods

Documents related to Foreign

Exchange Regulations

Commercial Auxiliary

Documentsrelated to

Goods

ProformaInvoice

Application for

Certificate of Origin

Application for

Insurance

Proforma Invoice-Commercial Auxiliary Document

-Used in MD-1

-Stakeholders- Exporter, Importer and Commercial Banks

- Once the Proforma Invoice is accepted by the Importer, it becomes the EXPORT ORDER

Contains details such as:

-Name and address of the exporter

-Name and address of the intending consignee

-Nature of goods

-Mode of transportation

-Unit price in terms of internationally accepted quotation

-Name of the country of origin of goods

-Name of the country of final destination

-Period required for executing contract after receipt of confirmed order

-Signature of the exporter.

Importance and Significance of Proforma Invoice are:

-It forms basis of all trade transactions and further negotiation or contract is made on this basis.

-It helps the importer to obtain the import licence, where required, and obtain foreign exchange for completion of the contract

Application for Certificate of Origin

• Commercial Auxiliary Document

• Used in MD-1

• Accompanied by 2 copies of Commercial Invoice

• Prescribed Fee

Application for Insurance

-Commercial Auxiliary Document

-Used in MD-1

- Stakeholders- Exporter & Insurance Company

- Document is prescribed by the Insurance Company

- Declaration by Exporter regarding nature of goods & desired Insurance Policy

Commercial Principal

Documentsrelated to

Goods

Commercial Invoice

Consular Invoice

LegalisedInvoice

Customs Invoice

Packing Note &

Packing List


Insurance Policy

Commercial Invoice

-Commercial Principal Document

-Used in MD-1

-Stakeholders- Exporter, Importer , Inspection Agency, Shipping Line, Insurance Company, Clearing Agent, Excise Department, Customs Department, Port Trust Authorities, Chambers of Commerce and Commercial Banks

- Inovice is an important and basic export document

- It is also known as ‘DOCUMENT OF CONTENTS’ as it contains all the important information necessary for the preparation of other export documents

Contains details such as:

-Name and address of the exporter

-Name and address of the intending importer

-Date

-Exporter’s Reference Number

-Importer’s Reference Number

-Description of goods

-Price per unit at particular location

-Quantity

-Total Value

-Packing Specifications

-Terms of Sale

-Identification marks of Packages

-country of origin of goods

-Place & Country of final destination

-Reference to L/C (if any)

-Signature of the exporter

Significance of Commercial Invoice

-Evidence of the contract of sale and purchase of goods.

- All the other documents are prepared on the basis of the invoice

-Constitutes the main document for various export formalities such as pre-shipment inspection, quality, excise and customs procedures.

-Useful for accounting purposes, both by the exporter and importer.

-Required in collection/negotiation of documents through the bank.

-Essential for claiming incentives

Consular Invoice


-Used in MD-1


-Contains details same as the Commercial Invoice and a Signature by the Legal Consulate of the Importer’s country in the Exporter’s Country

-Some importing countries insist that the invoice is to be signed by the importing country’s consular located in the exporter’s country.

-The exporter has to pay a certain fee to obtain the certificate/invoice.

-Such charges/fees vary from country to country.

-The main purpose to obtain consular invoice is to secure authentication of information contained in the invoice.

-The consular invoice is, generally, prepared in three copies.

-One copy is retained by the consulate office,

-The second copy is sent to the customs of the importing country

-The third copy is given to the exporter to forward the same along with other documents through the banker for collection/negotiation.

-This also facilitates in assessing import duties and is useful for statistical purposes.

Significance of Consular Invoice:

Importance to the Exporter

-Exporter is assured that there are no import restrictions in the importer’s country for the goods and that there would be no problem in realization of export proceeds or foreign exchange.

-Enables prompt clearance from the customs of exporter’s country for shipping the goods.

Importance to the Importer

- It helps the importer to get speedy delivery of goods as the customs do not normally open the packages.

Importance to the Customs

-The customs of the exporting country can easily clear the goods.

-The customs of the importing country need not open the packages for checking and can easily calculate the import duties.

Legalised Invoice


-Used in MD-1



-Certain Latin American countries like Mexico require this.

- This term is also used in Turkey, Liberia and Taiwan

-It is just like consular invoice, which requires certification from consulate or authorized mission, stationed in the exporter’s country.

Customs Invoice


-Used in MD-1



-When the commercial invoice is prepared on the format prescribed by the customs authorities of the importing country, it is called “Customs Invoice”.

-This is the requirement of U.S.A., Canada and Australia.

Packing Note

Refers to the particulars of contents of an individual pack

For the convenience of the exporter/manufacturer

Contains the following details:

-Date of packing,

-Number of packing note,

-Number of case to which it relates to,

-Contents of case in terms of quantity and weight,

-Marking numbers,

-Name of exporter,

-Name of importer,

-Importer’s order number,

-Number and date of bill of lading and

-Name of vessel/flight.

Packing note is kept in each concerned case/pack

Packing List

It is a consolidated statement of the contents of the total number of cases or packs


-Used in MD-1

-No particular form prescribed

-Normally, ten copies are prepared.

Two copies are sent in advance

-One to the buyer,

-Other to the shipping agent and the remaining are retained by the exporter.

-Details of the quantity in the packing note/list should conform to the quantity as stated in the Invoice and Bill of Lading/Airway Bill.




-Used in MD-1

-Stakeholders- Exporter, Importer, Chambers of Commerce and Commercial Banks

Contains the following details:

-The name of the company and address as exporter.

-The name of the importer.

-Package numbers, shipping marks and description of goods to agree with that on other documents.

-Any weight or measurements must agree with those shown on other documents.

-It should be signed and stamped by the Chamber of Commerce.

-Can be obtained from Chamber of Commerce, Export Promotion Council and various trade associations which have been authorized by Government of India to issue.

Significance of Certificate of Origin

-Certificate of origin is required for availing concession under Commonwealth Preferences (CWP) as well as Generalized System of Preferences (GSP).

-It facilitates the importer to adhere to the rules and regulations of his country.

-Customs in the importer’s country allow the concessional tariff only on production of this certificate.

-When goods from some countries are banned, importing country requires this certificate to ensure that goods from banned countries are not entering into the country.

- Exporting country may insist on this certificate to ensure that the goods imported are not reshipped again.

• Required in general by all countries for clearance of goods by the importer, on which no preferential tariff is given

• It is issued by :

~ The authorised Chamber of Commerce of the exporting country.

~Trade Association of the exporting country.

Non preferential Certificate of Origin

• Required for availing of concessions under GSP extended by certain countries such as France, Germany, Italy, BENELUX countries, UK, Australia, Japan, USA

• It is issued by:

~ Export Inspection Agencies.

~Director General of Foreign Trade.

~Commodity Boards and their regional offices.

~Development Commissioner, Handicrafts.

• ~ Textile Committees for textile products.

• ~Marine Products Export Development Authority for marine products.

• ~Development Commissioners of EPZs.

Certificate of Origin for availing Concessions under GSP

Types of Certificate of Origin

•Also known as 'Combined Certificate of Origin and Value'.

•Two member countries, Canada and New Zealand of the Commonwealth, require it.

•The certificates or origin have to be submitted in special forms obtainable from the High Commission of the country concerned

Certificate for availing Concessions under Commonwealth Preferences (CWP)

•Required for tariff concessions under the Global System of Trade Preferences (GSTP), Bangkok Agreement (BA) and SAARC Preferential Trading Arrangement (SAPTA) under which India grants and receives tariff concessions on imports and exports.

•Export Inspection Council (EIC) is the sole authority to print blank Certificates of Origin under BA, SAARC and SAPTA which can be issued by such agencies as EPCs, DCs of EPZs, EIC, APEDA, MPEDA, FIEO, etc.

Certificate for availing Concessions under other Systems of Preference

Insurance Policy/ Certificate

-Commercial Principle Document

-Used in MD-1

- Stakeholders- Exporter, Importer, Insurance Company & Commercial banks

-Indicates Insurance of the Cargo

-Issued by Insurance Company

- Evidence of Insurance

- States Terms & Conditions of Insurance of Goods


Documentsrelated to Shipment

Mate’s Receipt

Shipping Order

Shipping Instructions

Mate’s Receipt-Main document on the basis of which the customs permission is given.


-Used in MD-1

-Issued by the mate (assistant to the captain of the ship) after the cargo is loaded into the ship.

- It is an acknowledgment that the goods have been received on board the ship.

-Mate’s receipt is first handed to the Port Trust Authorities who hand over to the exporter soon after he clears their dues.

-This procedure is adopted to facilitate for collection of port dues from the exporter.

- Stakeholders- Shipping Line and Clearing Agent

It contains the following particulars:

-Name of the vessel,

- Date of shipment,

-Berth,

- Marks,

-Numbers,

- Description and condition of goods at the time they are shipped, port of loading,

-Name and address of the shipper,

-Name and address of the importer(consignee)

-Other required details.

Significance

-Mate’s receipt is an acknowledgment of goods. It is not a document of title.

-It is issued to enable the exporter or his agent to secure bill of lading from the shipping company.

-Bill of Lading, which is the title to the goods, is prepared on the basis of Mate’s receipt so it should be obtained without any adverse remarks.

-Port Trust Authorities are enabled to collect their dues as it is routed through them.

Types of Mate’s Receipt

Clean Qualified

Shipping Order


-Not aligned in MD-1

- Stakeholders- Exporter & Shipping Line

-Reservation Slip

-Issued by Shipping Line

-For reservation of Shipping space for a particular Export Shipment

--If Shipment sent by Air then it is known as ‘Carting Order’

Shipping Instructions


-Used in MD-1

- Stakeholders- Exporter & Shipping Agent

-Checklist of various instructions

-Provided by the exporter to the Shipping Agent


Documentsrelated to Shipment

Bill of Lading

Airway Bill

Bill of Entry

Shipment Advice

Bill of Lading-Commercial Principal Document

- Used in MD-1

-Stakeholders- Exporter, Importer, Shipping Line, Insurance Company, Clearing Agent, Excise Department, Customs Department, Chambers of Commerce and Commercial Banks

-issued by the shipping company or his agent acknowledging the receipt of cargo on board

-Document of title to the goods

-A receipt from the shipping company

-A contract of affreightment(transportation) of goods.

-made in signed set of 2 originals, any one of which can give title to the goods.

-The shipping company also issues non-negotiable copies (unsigned) which are not documents of title to goods but serves the purpose of record only

-The reverse side of Bill of Lading contains the terms and conditions of the contract of carriage

It contains details of:

-Name and address of the shipper.

-Name and address of the vessel.

-Name of port of loading.

-Date of loading of goods.

-Name of port of discharge and place of delivery.

-Quantity, quality, marks and other description.

-Number of packages.

-Freight paid or payable.

-Number of originals issued.

-Name of the shipping company.

-Voyage number and date.

-Signature of the issuing authority.

Importance to the Exporter

-Acknowledgment from the shipping company that the goods have been received for the purpose of shipment.

-After receipt of B/L, send the shipping advice to the importer.

- Shipping Company responsible in case of any damage to the cargo during transit, if he has received clean bill of lading.

- To claim the incentives

-Contract of carriage between the exporter (shipper) and the shipping company.

Importance to the Importer

-Transfer the title by endorsement and delivery.

-Non-negotiable copy of B/L used as intimation of shipment to the importer.

-Pay the freight amount as the B/L contains freight details.

Importance to the Shipping Company

-Collect the freight amount from the exporter /importer

-Protect itself from the claims of exporter/importer by incorporating condition of goods/packaging, at the time of receipt

Types of Bill of Lading

Received for

Shipment

On Board

ShippedClean

Clausedor Dirty

Transhipment or Through

Stale To OrderCharter Party

Freight Paid

Freight Collect

Importer insists on the “clean on-board shipped”

bill of lading with the

prohibition of transhipment of goods

(1) Received for Shipment B/L: A shipping company issues it when goods have beengiven to the custody of the shipping company, but they have not been placed on board.(2) On Board Shipped B/L: The shipping company certifies that the cargo has beenreceived on board the ship.Documentation Framework—Aligned Documentation System 23(3) Clean B/L: It indicates a clean receipt. In other words, it implies that there hasbeen no defect in the apparent order or condition of goods at the time of receipt orshipment of goods by the shipping company.(4) Claused or Dirty B/L: It shows that the B/L is qualified which expressly declaresa defective condition of goods. The clause may state “bale number 5 hook-damaged”or “package number 10 broken”. By superimposing this type of clause, the shippingcompany is limiting its responsibility at the time of delivery of goods, at thedestination. It is very important to note that bank accepts only a clean B/L at thetime of negotiation.(5)) Transshipment or Through B/L: When the journey covers several modes oftransport from the place of starting to the place of destination, this type of B/L istaken. It indicates that transshipment would be en route. For example, part of thejourney is by ship and the rest of journey may be by road, rail and air.(6) Stale B/L: According to international commercial practice, B/L along with otherdocuments must be presented to the bank not later than twenty one days of thedate of shipment as given in the B/L. In some cases, the importer may indicate thenumber of days within which the documents are to be presented from the date ofshipment. Exporter has to comply with the stipulation indicated. Otherwise, theB/L becomes stale and is not accepted by the bank for payment. A stale bill is onewhich is tendered to the presenting bank so late a date that it is impossible for thebank to dispatch to the consignee’s place, in time, before the goods arrive at thedestination port. In other words, bank finds it impossible to see the documentsreach before the ship reaches the destination.(7) To Order B/L: In this case, the B/L is issued to the order of a specified person.(8) Charter Party B/L: It covers shipment on a chartered ship.(9) Freight paid B/L: When the shipper pays the freight, then this type of B/L isissued with the words “Freight paid”.(10) Freight Collect B/L: When the freight on the B/L is not paid and to be collectedat the point of destination, it is marked “Freight Collect” and this B/L is known as“Freight Collect B/L”.

B/L is a negotiable document; It is a transferable document.

Transferability enables the exporter to claim payment from

the bank even before the goods reach the destination.

Similarly, it enables the importer to sell the goods even

before they reach the destination.

Airway Bill-Commercial Principal Document

- Used in MD-1

-Stakeholders- Exporter, Importer, Airline, Insurance Company, Clearing Agent, Excise Department, Customs Department, Chambers of Commerce and Commercial Banks

-Also called Air consignment Note.

-Not treated as a document of title to goods

-Not issued in negotiable form.

-Delivery of the goods is made to the consignee without the production of airway bill.

It contains details of:

-Name and address of the airline.

-Name and address of the airplane.

-Name of airport of loading.

-Date of loading of goods.

-Name of airport of discharge and place of delivery.

-Quantity, quality, marks and other description.

-Number of packages.

-Freight paid or payable.

-Number of originals issued.

-Name of the airline company.

-Voyage number and date.

-Signature of the issuing authority.

Importance of Airway Bill

-It is a contract of carriage of goods between the consignor and airlines or his agent.

-It acts as a customs declaration form.

-It contains details of freight and so works as a freight bill.

Declaration Form made by the Importer or his CHA

Required for Clearance of Imported Goods

Prepared in triplicate

Name and address of importer and exporter.

Import licence number.

Name of port where goods are

to be cleared.

Description and Value of goods.

Rate and value of import duty Payable

Bill of Entry

For Home Consumption

For Ex-bond Clearance For Home

Consumption

For Warehousing

Types of Bill of Entry

Green

Shipment Advice

•Commercial Principle Document

•Used in MD-1

•Stakeholders- Exporter, Importer & Commercial Banks

•Informs the details of the Shipment in Advance

•Sent to the Importer through the Bank


Documentsrelated to Payment

Letter to Bank for

Negotiation / Collection of Documents

Letter to Bank for Negotiation/

Collection of Documents


-Used in MD-1

-Standard Letter

-Given to the Bank at the time of Negotiation /Collection of Shipping Documents

Stakeholders-Exporter & Commercial Banks


Documentsrelated to Payment

Bill of Exchange

Bill of Exchange-Commercial Principle Document

-Not Standardised

-Also known as Draft

-Stakeholders- Exporter, Importer & Commercial Banks

-It is an unconditional written order requesting the Buyer to pay a specified sum of Money to a specified person at a specified time

5 important parties

-The Drawer: Who has issued the bill. In an export transaction, exporter draws the bill as money is owed to him.

- The Drawee: On whom the bill is drawn. Exporter draws the bill on the importer who is the drawee. Drawee is the debtor who owes money to the exporter (creditor).

- The Payee: To whom the money is payable. The bill can be drawn by the exporter payable to the drawer (himself) or his banker.

-The Endorser: Who has placed his signature at the back of the bill signifying that he has obtained the title for the bill on his own account or on account of the original payee.

-The Endorsee: To whom the bill is endorsed. The endorsee can obtain the payment from the drawer.

Sight

Usance

Types of Bill of Exchange



Intimation of

Inspection

Intimation for Inspection


-Used in MD-1

-Stake holders- Exporter & Inspection Agency

It is an Application for Inspection



Certificate of

Inspection

Certificate of Inspection

-Commercial Principle Document

-Used in MD-1

-Stake holders- Exporter, Importer, Inspection Agency, Customs Authorities & Commercial Banks

-Issued by the Export Inspection Agency certifying that the consignment has been inspected under the Export (Quality Control and Inspection) Act, 1963 and found that the requirements relating to quality control and inspection have been complied with, as applicable, and the goods are export worthy

Regulatory Documentsrelated to Shipment

Shipping Bill

Vehicle Ticket

Shipping Bill-Main document on the basis of which the customs permission is given.

-Regulatory Document

-Used in MD-2

-Under manual processing of export documents, the exporter is required to file the appropriate type of shipping bill

-Under computerized processing, it is computer generated.

-The customs order is called “LET EXPORT Order”.

-After the shipping bill is stamped by the customs, then only the goods are allowed to be carted to the docks

- Stakeholders- Exporter, Clearing Agent, Excise Department, Customs Department, Port Trust Authorities and Commercial Banks

It contains the following particulars:

-Nature of goods exported

-Name of vessel, master or agents,

-Flag,

-Country of destination, the port at which the goods are to be discharged,

-Exporter’s address,

-Importer’s address,

-Details of the packages, such as numbers and marks,

-Quantity details of each case, total number of cases and aggregate weight,

-F.O.B. prices and real value as defined in the Sea Customs Act and

-Whether the merchandise is Indian or foreign origin which is re-exported.

The shipping bill is prepared in five copies:

1. Customs copy

2. Drawback copy

3. Export Promotion copy

4. Port Trust copy and

5. Exporters copy

Importance of Shipping Bill

-Required by the customs authorities for clearance of goods. The customs authorities endorses the duplicate copy of the shipping bill with “Let Export Order” and “Let Ship Order”.

-After the clearance of customs, exporter can load the goods on ship.

-Shipping bill endorsed by the customs authorities facilitates the exporter to claim incentives such as excise duty refund and duty drawback.

Types of Shipping Bill

Free

White

3 copies

Dutiable

Yellow

3 copies

Drawback

Green

4 copies

Shipment Ex-Bond

Pink

3 copies

Coastal

Not an export document

Used when shipment is moved from one port to another in

India

Vehicle Ticket-Regulatory Document

-Not aligned in MD-2

- Stakeholders- Exporter, Clearing Agent & Port Trust Authorities

It contains the details

-vehicle number

-description of goods

-quantity

-name of the shipper,

-shipping bill number

-port of destination

-The driver of the vehicle carries the ticket.

-At the time of entry into Port, the cart ticket is verified by the Port Authorities to satisfy that the vehicle is carrying only those goods, which are mentioned in the cart ticket.

-After being satisfied, the gatekeeper/warden/inspector issues the gate pass to the driver and allows entry of the vehicle into the premises of the port

Regulatory Documentsrelated to Payment

Bank Certificate of

Payment/ Certificate for

Rupee Transaction

Port Trust Copy of

Shipping Bill/ Export

Application/ Dock Challan

Freight Payment

Certificate

Insurance Premium Payment

Certificate

Bank Certificate of Payment/ Certificate for Rupee Transaction


-issued by the negotiating bank to the exporter that the bill covering the shipment has been negotiated through it

-export proceeds have been received from the importer

-indicates the details of the merchandise exported

-Exporter submits this for establishing that the export transaction has been completed totally by him

-Required to comply with the requirements for the discharge of export obligation


-Not Standardised

-Stakeholders-Exporter, Clearing Agent, Customs Authorities & Port Trust Authorities

-Exporter has to pay Dock & port charges when the shipment is sent by Sea

-Amount of Charges assessed on the basis of Nature, Volume & Weight of the Goods

Port Trust Copy of Shipping Bill/

Export Application/

Dock Challan

• Regulatory Document

• Not Stanardised

• Stakeholders- Exporter, Shipping Line & Clearing Agent

• Indicates that Freight has been paid

• Similar to Receipt for payment of freight

Freight Payment

Certificate


• Not Standardized

• Stakeholders- Exporter, Insurance Company & Clearing Agent

• Indicates that Insurance Premium has been paid

• Similar to Receipt for payment of premium

Insurance Premium Payment

Certificate

Regulatory Documentsrelated to Excisable

Goods

Form CT-1/Form B/ LUT

ARE-1/ ARE-II

Form CT-1/ Form B/ LUT

• Procurement of excisable goods for export without payment of duty

• To be submitted, in triplicate, to the Collector of Central Excise

Forms ARE-I/ARE-II


• Meant for removal of excisable goods for export by sea/post

• Required for obtaining approval of the Central Excise

• This document is not used if the goods are exempt from the requirement of central excise

• Stakeholders- Exporter, Excise Authorities, Customs Authorities and Commercial Banks

Regulatory Documentsrelated to Foreign

Exchange Regulations

GR Form

PP Form

VP/COD Form

SOFTEX Form

GR/SDF Form


-Used in MD-2

-Stakeholders-Exporter, Clearing Agent, Customs Authorities & Commercial Banks

-Required by RBI

-to be filled in Duplicate

-Submit to the Customs alongwithShipping Bill

-submit within a period of 21 days of shipment for the purpose of negotiation

-Realise Export Proceeds within 180 days

PP Form


-Used in MD-2


-Required to be filled in for all export transactions

-In duplicate, for all countries

- To be made by post parcel

VP/COD Form


-Used in MD-2


-Required to be filled for all export transactions to all countries by post

-where the export proceeds are realized on “value payable” or “cash on delivery basis

SOFTEX

Form


-Used in MD-2


-Required to be prepared in triplicate

-For export of computer software in nonphysical form

Documentation

Documents

Transcript of Documentation