“IMPORT – EXPORT PROCEDURE AND

DOCUMENTATION”

A PROJECT REPORT SUBMITTED BY

PRASHANT PATIL

TY, BBM(IB)

ROLL NO.-99

IN PARTIAL FULFILLMENT OF

Bachelor in Business Management-

International Business

UNIVERSITY OF PUNE

MITSOM College

PUNE:411038

CERTIFICATE

This is to certify that MR.PRASHANT PATIL of MAEER’s MITSOM

College has successfully completed the project work in partial fulfilment of

requirement for the award of Bachelor of Business Management in

International Business prescribed by the University of Pune

This project is the record of authentic work carried out during the academic

year 2011-2012

Mrs. Shreya raj purohit Dr.R.M.Chitnis

Project guides Principal

DECLARATION

I,Mr/Ms. PRASHANT PATIL hereby declare that this project is the

record of authentic work carried out by me during the academic year

2011-2012 and has not been submitted to any other University or

Institute the award of any degree.

PRASHANT PATIL

CONTENTS

Description PN

Certificate

Acknowledgement

Declaration

1. Introduction

1.1 Project

1.2 Industry

1.3. Company

2. Methodology

3. Data Collection and Explanation

3.1 Export

3.2 Import

4. Recommendations & Suggestions

5. Conclusion

Bibliography

INTRODUCTION

Proj ect:

In view of the rapidly and constantly changing business environment globally and fast

evolving trade and commerce scenario in India vis-à-vis global market, there is

increasing requirement of reliable and dependable integrated logistics solutions

providers who can provide comprehensive, professional and dependable logistics

support to the industry, keeping the same in mind and with the vision to provide

quality and professional comprehensive logistics solutions to the international &

domestic trade.

In the development of any country’s economy, exports play a crucial role. Export is

the most important aspect of earning foreign exchange. A country should have to be

equipped with natural resources, so that it can sell these resources into the

international market.

With the opening up of the Indian economy, the international trade has been increased

significantly as there are less restriction on exports and imports.

More and more multinationals are registering their entry into the Indian market. The

imported products are now in well reach of Indian customers. The living standard has

been improved. This results in substantial amount of growth in both exports and

imports.

The procedure of both the exports and imports are time consuming and complicated.

In this regard there are several logistic companies and custom house agents providing

their services on the behalf of the exporters and importers to facilitate the trade

between them. These custom house agents and logistics companies take over the

responsibility of sending the goods from the exporter’s premises to the importer

premises, which also includes the most important aspect of custom clearance.

Shakti Forwarders Pvt. Ltd. is a leading name for custom clearance. Over the years

they have operated smoothly with their wide spectrum of personalized services.

Indust ry:

Indian shipping scenario:

India has 12 major ports and 185 minor/intermediate ports. Over 90 percent by

volume and 70 percent by value of India’s overseas trade, aggregate of exports and

imports, is carried out through maritime transport along its 7617 km long coast line.

India has the largest merchant shipping fleet among the developing countries and its

merchant shipping fleet ranks 18th in the world, in terms of fleet size. Another silver

lining is the average age of the India’s merchant shipping fleet is only 12.7 years as

compared to the international average of 17 years .but, India’s share, sadly, constitutes

only 1.45% of the world’s cargo carrying capacity.

As on April 1, 2005, India has a total of 686 ships comprising 8.01 Million Gross

Tonnage (GT) and 13.28 Million Dead Weight Tonnage (DWT). The shipping

corporation of India (SCI), the country’s largest carrier, owns and manages 82 ships

with 2.54 million GT and accounts for 40 percent of national tonnage. India is also

among the few countries that offer fair and free competition to all shipping companies

for obtaining cargo. There is no cargo reservation policy in India.

Indian shipping has remained a deferred subject till independence. Only after

independence, the development of shipping has attracted the state policy. The subject

of shipping, in the beginning, has been dealt with by the ministry of commerce, till

1949 and subsequently, in 1951, it has been shifted to the ministry of transport and

shipping. In 1947, the government of India has announced the national policy on

shipping, aiming at the total development of the industry. In order to accelerate the

developmental efforts, the necessity for a centralized administrative organization has

been felt. Accordingly in September necessity for a centralized administrative

organization has been felt. Accordingly in September 1949, the directorate general of

shipping with its headquarters at Bombay has been established with the objectives of

promotion and development of Indian shipping industry.

Introduction to Gujarat port:

Ports of Gujarat

Along the 1600 kms. of coastline of Gujarat, there are 41 ports, of which Kandla is a

major port. Out of remaining 40 ports, 11 are intermediate ports and 29 are minor

ports under the control of Gujarat maritime board.

Gujarat, situated on the western coast of India, is a principal maritime state endowed

with favorable strategic port locations. The prominence of Gujarat is by virtue of

having nearly 1600 kms long coastline, which accounts for 1/3rd of the coastline of

India and being the nearest maritime outlet to Middle East, Africa and Europe.

In 1991, government of India initiated various economic, trade and industrial reforms,

through the policy of liberalization to enhance industrial and trading activities. The

rationalization of import duties and stress on export promotion has seen imports

increasing by 24% and exports by 25%. Gujarat state is one of those frontline states

that can take up the policy of liberalization and privatization announced by the

government of India through the process of globalization.

Gujarat itself is experiencing a phenomenal interest in investments both from mega-

industrial sectors within the country and also from top multi-national abroad.

Investments to the tune of $30 billion are already in the pipeline. From an analysis of

the present investments and those that are flowing in, one can perceive a particular

trend which is manifesting itself - investments are converging in and around potential

port sites. Investments of over Rs.16,000 crores are taking place at Hazira, Rs.15,000

crores are planned at Varga, Rs.20,000 crores are planned in areas near Pipavav and

near Jamnagar port locations. The logic of locating these industries is rather clear, viz.

The large business houses want to import industrial raw-materials and want access to

the international market through sea routes, which is definitely more viable and

feasible as against the surface transport or air transport.

Export of salt and import of coal are other major potential cargo apart from the

existing items of import and export. As indicated earlier, the massive spurt in

industrialization also opens up scope for import of industrial raw materials and export

of finished goods to the global market through ports. The vast coastline of Gujarat,

also offers tremendous potential for marine fisheries and subsequent processing and

exports. Over and above this, any development in the hinterland state has a direct

impact on Gujarat ports.

In all over India, Gujarat ports are handling more cargo then other states and by the

year by year cargo handling is increasing. From the below data we can find that

Kandla port is handling more cargo than all over India.

TOLANI INSTITUTE OF MANAGEMENT STUDIES12

In Gujarat, ports are playing major role for growth of state GDP (Gross Domestic

Product) below are the figure for the year 2006-2007

Shipping Company:

“Shipping Company is companies which invest his capital in purchase of ships and

provide transport service through the sea to its customers is known as shipping

company.”

Basically the shipping companies provide services in two ways

1. TRAMP SHIPS

2. LINER SHIPS

Tramp Ships:-

Tramp ship or general trader, does not operate on a fixed sailing schedule, but merely

trades in all parts of the world in search of cargo, primarily bulk shipments. It is a

chartered ship prepared to carry anything anywhere. Its cargoes include coal, grain,

timber, sugar, ores, fertilizers, etc like which are carried in complete shiploads.

Tramp tankers are specialized vessels. They may be under charter or be operated by

an industrial company, that is oil company, motor manufacturer, etc to suit their own

individual/market needs.

Liner Ships:-

Liner ship operates on a fixed route between two ports or two series of ports. They

operate on a regular scheduled service. They sail on scheduled dates/times whether

they are full or not. The cost of using the service (freight) can be quoted from a fixed

tariff.

Container ships in deep sea trades and roe ship in the short sea trades feature

prominently in this field.

:-

DIFFERENT TYPES OF CONTAINERS:-

1. Container ships

2. Roll-on/roll-off ships

3. Break-bulk ships

4. Crude carries

5. Dry-bulk carriers

6. Gas carriers

Container Ship:-

Container ship is also known as a ‘BOX SHIP’

Container ships cater to only containerized cargo and generally have cranes on

board. They can store up to 4 tiers of containers below the main deck and up to 3

tiers above deck.

Roll – on / Roll - off Ships:-

Roll-on/roll-of ships were created to accommodate cargo that was self

propelled, such as automobiles or trucks, or cargo that could be wheeled into a

ship, such as railroad cars. They are essentially floating garages. It takes long time

to load such vehicles over the rail it is preferable to load them by rolling them onto

the ship.

Roll-on/Roll-of ships therefore have a portion of their hull that opens up and

acts as a ramp on which the vehicles are driven before being parked on the many

decks of the ship and secured with chains. The hull opening is either on the side of

the ship or on its stern (rear).This ship have an advantage in that specialized lifting

equipment is not required, even for the heaviest of loads, since the cargo rolls

under its own power or pulled by a tractor.

Break-Bulk Ships:

Break-bulk cargo ships are multipurpose ships that can transport shipments of

unusual sizes, unitized on pallets, in bags, or in crates.

Due to increasing role of RORO (Roll-on/Roll-off) ships, container ships,

break-bulk ships share of international trade is decreasing.

The advantage of break-bulk ships is that they can call at just about any port to

pick up different kinds of cargo loads, giving them a flexibility that container ships

do not yet have.

The main problem with a break-bulk ship stems from its labor-intensive

loading and unloading because each unit of cargo handles separately.

Crude Carriers:-

Crude carriers are the bulk ships dedicated to the transport of petroleum products,

whether unrefined or refined, such as gasoline or diesel fuel.

The crude carriers are also known as VLCC (Very Large Crude Carriers) and

ULCC (Ultra Large Crude Carriers).

VLCCs and ULCCs are such large ships that they can call on only a few ports in

the world; since their draft, when loaded, can reach 35 meters(115 feet) they need

very deep ports for berthing.

Dry-Bulk Carriers:

Dry-bulk carriers operate on the same basis as oil tankers in that they are chartered

for a whole voyage.

Dry-bulk ships have several holds in their hull, in which non-unitized cargo is

placed.

Dry bulk ships carry agricultural products, such as cereals, as well as coal, ores,

scrap iron, dry chemicals, and other bulk commodities.

Dry-bulk ships are generally small enough to fit through the PANAMA CANAL.

Gas Carriers:

Another important bulk trade is the transportation of Liquefied Natural Gas

(LNG) and of Liquefied Petroleum Gas (LPG). These types of carriers have a very

distinctive shape. These ships hold several spheres of compressed gasses, only

part of which are visible above their main deck.

The LNG and LPG trades tend to be slightly different than the average bulk

transport, as they are used in a particular trade for long periods of time, on long-

term contracts-called time charter parties and therefore nearly have a sailing

schedule, not unlike liner ships.

Containerization:

‘Containerization’, the term very familiar to present day shipping industry is a

completely unknown concept, a few decades back. Malcolm McLean, owner of a

huge trucking company in USA, who has first conceived the idea of containerization

by transporting containers though ‘ideal-x’ in 1956 and initiated a revolution in the

history of shipping industry.

Before containerization, cargo has to be loaded first into the truck and later truck is to

driven to the port, unload the goods at the port and them into the ship at the port. This

has been a cumbersome process and, in consequence, consumed a lot of time. For

completing the exercise, ships are detained in the port for about ten days for the entire

process of unloading and loading. With the arrival of containerization, shippers have

started stuffing into containers, at their own place, and containers are brought to the

container yard (inland container depot) for shipment. This process has greatly

facilitated in two, after unloading the containers and loading them again into the ship.

The process of containerization has decongested the ports that are heavily crowded.

Shipping is truly the lynchpin of global economy and international trade. More than

90% of world merchandise trade is carried by sea and over 50% of that volume is

containerized. In today’s era of globalization, international trade has evolved to the

level where almost no nation can be self-sufficient and global trade has fostered an

interdependency and inter-connectivity between countries. Shipping has always

provided the most cost-effective means of transportation over long distances and

containerization has played a crucial role in world maritime transport.

What is meant by containerization?

Containerization is the practice of carrying goods in containers of uniform shape and

size for shipping. Almost anything can be stored in a container, but they are

particularly useful for the transport of manufactured goods. It is a method of

distribution of goods using containers. The use of containers has, indeed, facilitated

carriage of goods using containers. The use of containers has, indeed, facilitated

carriage of goods. Exporters need to go to the seaport for export of goods. Instead the

goods sent to inland container depot/ container freight station for sending to the

destination.

Since 1950s, containers have revolutionized sea-borne trade, and now carry around

90% of all manufactured goods by sea. The transporters in developed countries have

started making use of containerization, early now; developing countries have started

making use of containerization, early. Now, developing countries too are taking a

greater advantage in using containers for transportation of goods. Different countries

are giving logistic support, giving the necessary boost to improve the required

infrastructure to containerization, for encouraging export industry.

Containerization is to contribute about 22.66% to total cargo by 2010-11.

The robust growth of India’s manufacturing industry has pushed up India’s

containerization. India’s containerization has over 70% of total exported cargo, and

around 40% imported cargo. The Government of India has pursued a policy of

developing a number of Inland Container Depots and Container Freight Stations to

facilitate modal interchange and distribution of cargo and most importantly to avoid

awkward customs procedures from the waterfront. Containerization at major ports of

India contributed about 11% of total cargo handled at those ports in 2000-01; it

increased to 16% in 2005-06 and is estimated to further increase to 22.7% by 2010-

11.

Challenges Container port demand and capacity imbalance:

In view of the buoyant global merchandise trade scenario, container port demand has

been growing rapidly. Globalization has spurted merchandise trade, which is ready for

big stride. During the last four years, world container traffic has been growing at over

9.2% per annum, while container port capacity is growing at an average 4.5% per

annum. There will be requirement for additional port capacity to be built if the current

trend and port utilization level is maintained by 2010. The projected global container

demand and container port capacity illustrates that there will be a huge difference

between container port demand and capacity in the next four to five years. This is one

of the major challenges for global container trade. Extra capacity should be built to

meet the growing demand.

Types of containers-:

There are different types of containers. The popular types are:

1. General purpose containers-:

There are the most common type of containers and are the ones with which most

people are familiar. Each general-purpose container is fully closed and has width

doors at one end for access. Both liquid and solid substances can be loaded in these

containers. Based on length of the container, the container is generally known as a 20

ft container or 40 ft container, in practice. Hazardous or dangerous cargo can not be

loaded into general-purpose containers.

2. Reefer containers (refrigerated) -:

These play an important role in South - Africa’s exports of perishable products, and

are designed to carry cargoes at temperatures reading down to deep frozen. For

refrigeration, they are fitted with electrical equipment for supply of necessary

electricity.

3. Dry bulk containers-:

These are built especially for the carriage of dry powders and granular substances in

bulk.

4. Open top/open sided containers-:

These are built for heavy and awkward pieces of cargo. These containers are ideal

where height of the cargo is in excess of height of the standard general purpose

containers.

5. Liquid cargo containers-:

These are ideal for bulk liquids, such as wine, fruit concentrates, vegetable oils,

detergents and various other non-hazardous chemicals. Bulk liquid bags, designed to

carry specific commodities, can fit into these containers.

6. Hanger containers-:

They are used for the shipment of garments on hangers.

Custom House Agent:

“Custom House Agent” means a person licensed, temporarily or otherwise, under the

regulations made under sub-section (2) of section 146 of the Customs Act, 1962.

A person is permitted to operate as a customs house agent, temporarily under

regulation 8(1) and permanently under regulation 10, of the Customs House Agents

Licensing Regulations, 1984.

The services rendered by the custom house agent are not merely limited to the

clearing of the import and export consignment. The CHA also renders the service of

loading/unloading of import or export goods from/at the premises of the

exporter/importer, the packing, weighment, measurement of the export goods, the

transportation of the export goods to the customs station or the import goods from the

custom station to the importers premises, carrying out of various statutory and other

formalities such as payment of expenses on account of de-stuffing/ pelletisation

terminal handling, fumigation, drawback/ DEEC processing, survey /amendment fees,

dock fees, repairing and examination charges, landing and container charges, statutory

labour etc this expenses paid on behalf of importer and exporter. The CHA is

ordinarily reimbursed by the importer/ exporter for whom the above services are

rendered.

COMP ANY P ROF ILE: -

Shakti forwarders Pvt. Ltd. formerly known as Shakti Enterprise was established in

1992. A leading custom house agent, for import and export, Shakti Forwarders has

established its basis at four different places across india. We have offices located at

mumbai, kandla, delhi and vapi.

Major items handled by Shakti Forwarders are as follows:

Export s : sanitary ware, stainless steel utensils, readymade garments, soya,

engineering goods, sesame seeds, groundnuts, rice, textiles etc.

I mport s : non ferrous and ferrous metal scrap, consumer goods, soap raw material,

chemicals, fabrics, capital goods, rubber products, dates, dry fruits, auto parts etc.

At Gandhidham Branch the estimate of 400 containers per month in 2009.

Management Team:

Sr. No. Director's Name Designation1 MR. KISHORE B. BHAGAT DIRECTOR2 MR. PRANAV BHAGAT DIRECTOR3 MR. MAULIK K. BHAGAT DIRECTOR4 MRS. TEJAL MAULIK BHAGAT DIRECTOR5 MR. SHAILESH B BHAGAT DIRECTOR

Head office of Shakti Forwarders Pvt. Ltd.:

Gandhidham

“Om Guru Shakti”

Sector no- 1, Plot no -

48/8, Gujarat (kutchh) -

370201

Branches:

Mumbai

Plot no-47/A, Little Malabar hill,

Opp. Sindhi Gymkhana, Near Police Chowki, Chembur, Mumbai - 400071

VAPI OFFICE:

SHAKTI FORWARDERS PVT. LTD.

A/218, GUNJAN GARDENS, G.I.D.C. VAPI – 396195

DELHI OFFICE (NOIDA):

SHAKTI FORWARDERS PVT. LTD.

12, 1ST FLOOR, DHARAM MARKET,

ATTA, SECTOR 27, NOIDA – 2013

RESEARCH METHODOLOGY

Research as a term stand for “systematic investigation towards increasing the sum of

knowledge”

Research Methodology is the methods involved in gathering meaningful data.

The data which has been collected from various sources can be categorized into two

fields mainly:-

Primary data:-

Primary data collected through personal interview with the employee of the Shakti

Forwarders pvt. Ltd and we have initiated our research going through the whole step

wise processes of its routine activities.

Secondary data:-

Secondary data is collected through some good articles of shipping times and some

sites from internet.

3.

DATA COLLECTION AND EXPLANATION

EXP ORT

Export preliminaries:

In order to enter into export business, certain preliminary steps have to be taken by

every business organization. The setting up of an export firm is completed in two

stages. They are:

(A) Establishing a business firm-

There are various formalities and registrations to be made with different authorities

before an exporter can enter into export business and accept an export order.

1) Se l ec ti on of na m e of t he f i r m -: An entrepreneur can choose any name for the

firm he wants to start. It is desirable that the name of the firms indicates that the

business relates to export/import.

2) A pproval t o na m e of f i r m -: There is no need to obtain prior approval of

regional licensing authority of DGFT (Directorate General of Foreign Trade) for

the proposed name of business firm. However, if the firm is planning to export

readymade garments to any country; approval from Apparel Export Promotion

Council (AEPC) is required. The entrepreneur has to apply to AEPC in the

prescribed application form for the clearance of the name. Once the name is

approved, registration of firm in that name with AEPC is to be made within a

period of three months. After the registration is done, the firm would become

registered exporter.

3) Reg i s t ra ti on of O rgan i za t i on - : The form of organization can be sole

partnership, partnership firm under Indian partnership act, 1932 or join stock

company registered under the companies act, 1956.

4) O pen i ngofBank A ccoun t - : The firm or company has to open a bank account

with branch of a commercial bank, authorized by reserve bank of India to deal in

foreign exchange. The firm may require pre and post shipment finance for its

business.

5) O b t a i n i ng Per m anent A ccount N u m ber-: export income is subject to a number

of exemptions and deductions under the income tax act. For claiming those

exemptions and deductions, it is necessary for every exporter to obtain permanent

account number from the income tax authority.

6) Reg i s t ra ti on w it h Sa l es T ax A u t hor iti e s - : exporter need not pay sales tax while

making purchases meant for export. But for availing the benefit, firm has to

register with sales tax authorities and secure sales tax number.

B) Obtaining the importer-exporter code number -:

This is required for completing other registrations.

1. I m por t er - E xpor t er Code N u m ber (I E C)-: No

export or import transaction can be made without obtaining an importer-exporter

code number. IEC number is a pre-condition for exports from and imports into

India. IEC number entitles to import or export any item of non-prohibited goods.

This code number is made compulsory now. The registered /head office of the

applicant shall make an application for grant of IEC number to the regional office

of DGFT (known as Regional Licensing Authority), having territorial jurisdiction

over the firm, along with the following documents: profile of the

exporter/importer, demand draft from a bank for rs.1000 as fees, certificate from

the banker of the applicant, two copies of passport size of the applicant,

declaration on applicant’s letterhead that there is no association of the applicant’s

firm with caution listed firms. The licensing authority shall allot the IEC number

in prescribed format. There is no expiry date for iec number. This number is

invariably used in all documents particularly in bill of entry in case of imports

and shipping bill in case of exports.

2.

Reg i s t ra ti onCum M e m ber s h i pCer ti f i c a t e(RC M C) -: it is obligatory

for every exporter to register with appropriate Export Promotion Council

(EPC) and obtain registration cum membership certificate. Any person applying

for import or export license or any other benefit under the current exim policy is

required to obtain registration cum membership certificate (RCMC). The benefits

provided in the current EXIM policy are available only to those having

valid RCMC with the receipt of the certificate the exporter will be known as

“Registered Exporter”

3. Reg i s t ra ti on w it h E xport Cred i t and G uaran t ee

Corpora ti on ( E C G C)-: the exporter should also register with export credit and

guarantee corporation of India (ECGC) in order to secure export payments against

political and commercial risks. It also helps to get financial assistance from

commercial banks and other financial organization.

4. Reg i s t ra ti on w it h o t her au t hor iti es - : it is

desirable for the exporters to become members of local chamber of commerce,

productivity council or any other trade promotion organization recognized by the

ministry of commerce or industry. Local membership helps the exporters in

different ways, including in obtaining certificate of origin, which is vital for

exporter to certain countries.

5. Reg i s t ra ti on for b u s i ne s s i den ti f i ca t i on

nu m ber (B I N ) - : the exporters have to obtain pan based Business Identification

Number (BIN) from DGFT (Director General Foreign Trade) prior to filling for

custom clearance of export goods. Purpose of bin is to bring a common

identification number to all persons dealing with various regulatory agencies such

as custom department, central excise etc.

6. E xport Li cen s i ng - : many items of goods are free

for exports without obtaining any license, if they do not fall in the negative list.

The negative list consist of goods the import or export of which is prohibited,

restricted or canalized.

Proh i b it ed it e m s - : these items can not be exported or imported. These items

include wild life, exotic birds, wood and wood products in the form of logs,

timber, pulp and charcoal.

Re s t r i c t ed it e m s -: these are the items, export or import of which is restricted

through license. They can be imported or exported only in accordance with the

regulations governing in this behalf.

Cana li zed it e m s -: goods which are canalized can be imported or exported through

the canalizing agency, specified in the negative list.

So it is necessary for the exporter to check the nature of the item before he enters into

the contract or even makes efforts to secure the export order. Needless to add, the

items of export agreed upon should not be fall in the negative/ banned list.

Exporter’s incentives & drawback:

Incentives & facilities:

A dvance li cen s e-: inputs required for manufacturing export products can be imported

without payment of custom duty under advance license. Since the raw materials can

be imported before exports of final product, the license issued for this purpose is

called “advance licenses”. An advance license is issued under duty exemption scheme

to allow import of inputs, which are physically incorporated in the export product.

D u t y free rep l en i s h m ent cer ti f i ca t e ( D FRC) : - DFRC is issued to a merchant exporter

or manufacturer exporter for the duty free import of inputs such as raw materials,

components, intermediates, consumables, spare parts, including packing materials to

be used for export production. Such license is given subject of the fulfillment of time

bound export obligation.

D u t y en tit l e m e n t pa ss book s che m e ( D E PB) : - under the DEPB scheme, an

exporter may apply for credit as a specified percentage of fob value of exports, made

in freely convertible currency. The credit shall be available against such export

products and at such rates as may be specified by the director general of foreign trade

(DGFT) by way of public notice issued in this behalf, for import of raw materials,

intermediates, components, parts, packaging materials, etc.

E xportpro m o ti oncap it algoo d s s che m e( E PC G ) : - EPCG scheme was introduced by the

EXIM policy of 1992-97 in order to enable manufacturer exporter to import

machinery and other capital goods for export production at confessional or no

customs duties at all. This facility is subject to export obligation, i.e., the exporter is

required to guarantee exports of certain minimum value, which is in multiple of tit1e

EXPORT PROCEDURE

TOLANI INSTITUTE OF MANAGEMENT STUDIES35

value of capital goods imported.

The different steps involved in export department are as follows:

Step 1:

Exporter sends the following document to Shakti Forwarder:

L e tt er of cred it : Assures exporter his payment promise to pay a seller

(beneficiary) upon receipt of goods by a buyer if certain conditions outlined in the

letter have been met.

It is a method of payment for goods in the buyer establishes which his credit with

a local bank, clearly describing the goods to be purchased, the price, the

documentation required, and a time limit for completion of the transaction. Upon

receipt of documentation, the bank is either paid by the buyer or takes title to the

goods themselves and proceeds to transfer funds to the seller.

Types of letter of credit

C l ean l e tt er of cred it : negotiated against a clean draft without any documents

D ocu m en t ary l e tt er of cred i t : documents specified in the letter of credit must

accompany the draft

Revocab l e l e tt er of cred i t : can be cancelled or revoked any time without the consent

or notice to the beneficiary

Irrevocab l e l e tt er of cred i t : cannot be amended, revoked or modified by the issuing

bank without the express consent of all parties concerned

Thus the issuing bank has definite undertaking to honor drafts drawn under that credit,

provided that the conditions in letter of credit are met.

Conf i r m ed l e tt er of cred it : Issuing bank sends letter of credit to the bank located in

beneficiary’s country with a request to add confirmation to the credit

Confirmation involves legal undertaking on the part of the confirming bank that it will

duly honor payment or acceptance on presentation of documents

Back to back letter of credit:

S E C O N DA RYCR E D I T : In favour of a domestic supplier. The original credit

backs the secondary credit and facilitates the purchase of goods from a local

supplier by the original beneficiary of L/C

Red c l au s e l e tt er of cred i t : Allows exporter to withdraw a predetermined

amount so that he is able to pay his suppliers and purchase relevant letter of credit

Pack i ng li s t : A list which shows number and kinds of packages being shipped, totals

of gross, legal, and net weights of the packages, and marks and numbers on the

packages. The list may be requested by an importer or may be required by an

importing country to facilitate the clearance of goods through customs.

Invo i ce: One of the common to both international and domestic transactions is the bill

(invoice) that the exporter sends to the importer. However, the content of an

international invoice is more complex and should be prepared slightly differently for a

foreign customer than for a domestic one.

Step 2:

On the basis of invoice, Shakti Forwarder preparing Annexure – A, Annexure – C,

Annexure – D and SDF ( Statutory Declaration Form ) along with the invoice.

Step 3:

Send these annexure to the custom house. The custom prepares the shipping bill in

four copies on the basis of these annexure.

Step 4:

Custom calculate the duty (CESS) on the value of the goods.

Using the Treasury Challan the duty can be paid. Cargo can enter the port premises.

Step5:

Custom examined the cargo by using the sample. (Customs examined the cargo only

after the duty is paid) in case of more than one container in one B/L than A.C give

some container no. randomly for examination and that container must be de-stuff by

CHA.

Step 6:

The duplicate shipping bill and wharf age duly paid is given to the container agent.

The container agent hand over the duplicate shipping bill to the vessel agent who is

here uses it for the purpose of filling EGM (Export General Manifest).

The container agent gives the wharf age form paid is given to the container agent

grants the loading permission. (But in case of the break bulk cargo, the CHA itself

submits the wharf age paid form to the port authority, so that loading can be allowed

in the vessel).

Step 7:

In the case of break bulk, after loading the cargo the chief officer issues the mate

receipt, on the basis of which captain of the vessel issues the bill of lading.

Step 8:

Besides all the CHA sends the phytosanitary certificates/pre inspection certificate to

the exporter so that with all documents he can submit this to the bank.

In case of charter, after processing and shipment of the goods following documents

are sent back by the CHA to exporter.

Full set of bill of lading:

For pre carriage is through ship the bill prepared for export is called bill of lading

& if the shipment is by air then the bill prepared is called airway bill.

A bill of lading is a very important document. It is issued by the logistics service

providers. It can be well explained as a document issued by a common carrier to a

shipper that serves as:

A receipt for the goods delivered to the carrier for shipment.

A definition of the contract of carriage of the goods.

A Document of Title to the goods described therein.

This document is generally not negotiable unless consigned "to order." If we ask to

the logistics companies than a Bill Of Lading is a product for them. They do the

whole business on the Bill of Lading. Increase in Bill of Lading shows increase in

company’s turnover.

Bill of Lading , On Board :

A bill of lading acknowledging that the relative goods have been received on board a

specified vessel.

Bill of Lading , Order :

It is a negotiable bill of lading. There are two types:

A bill drawn to the order of a foreign consignee, enabling him to endorse the bill to a

third party.

A bill of lading drawn to the order of the shipper and endorsed by him either "in

blank" or to a named consignee. The purpose of the latter bill is to protect the shipper

against the buyer's obtaining the merchandise before he has paid or accepted the

relative draft.

To get B/L, software (Visual Samudra) is used. Various details are entered in the

software such as Vessel Name & Number, Consignee, Shipper, Notify Address,

Quantity, No. of Packages, Packing List (Details of Material), Container No. etc.

The invoice is given to the company by the shipper. And a shipping bill is generated

in the customs clearance on the basis of the invoice and packing list.

The container is stuffed and the required information is received from the port office,

such as the container number, and the Vessel name and No. The details are entered in

the Software (Visual Samudra) also each B/L is given a manual entry if not

computerized. Than the details are entered in the software and the final print of the

B/L is taken. In B/L there are two types.

Receipt for shipment: If the shipper wants a receipt the shipper can get the receipt

when the container is ready to load on a vessel.

HBL – Hous e Bill of Lading

HBL – House Bill of lading is made when the information is received for the port

office. If the shipper wants a bill before the loading of vessel on board, than HBL is

provided. HBL is also sent to shipper for approval.

MBL – M a s ter B il l of Lad i ng

MBL- Master Bill of lading is the final copy of Bill. It is given to the shipper it

contains all the details of everything. The Bill is used to charge the fees from the

shipper. It is only given after the container is loaded on to the vessel for sail.

Now if the freight charges are paid by the exporter then bill of lading is stamped as

fre i ght prepa i d & if the freight charges are to be paid by importer then bill of

lading is stamped as fre i ght to pay.

Copy of Mate Receipt:

Issued by commanding officer of the ship that cargo has been loaded to the ship name

of the vessel, date of shipment, condition of cargo at the time of receipt, berth, and

description of packages.

Mate receipt is handed over to the port authorities so that port dues are cleared by the

exporter. Bill of lading is issued by the shipping company only after the mate’s

receipt is submitted by the exporter

Self Declaration Form or G R Form:

Under customs act, every exporter is required to declare export value of shipment ad

give an undertaking that export proceeds would be realized within a period of six

months from the date of shipment or due date, which ever is earlier. If customs

clearance for the shipment is made manually, declaration is made in GR form, in

duplicate. If the clearance is computerized, SDF form, in duplicate, is used in place of

GR form.

Copy of shipping bill (triplicate and quadruplicate).

Bill is generated in the customs clearance on the basis of The invoice is given to the

company by the shipper. And a shipping the invoice and packing list. When cargo is

stuffed, inside the container, in our port office or at factory. The details are given to

the corporate office documentation department via fax. The details as such received

are feed in to software called Visual Impex. Than, the details are sent via Ice gate link

to the customs database. In return, the customs allocate a shipping bill number and

print a shipping bill in the port office which is to be collected from the port office.

Further, the procedure goes for carting and loading the cargo into the vessel.

Following three types of shipping bill with custom authorities

D u ti ab l e s h i pp i ng b ill : it is used in case of goods, which attract export duty may or

may not be entitled to duty drawback. It is printed on yellow paper.

Free s h i pp i ng b ill : it is used in case of goods which neither attract any export duty nor

entitled for duty drawback. It is printed on simple white paper.

D ra w back s h i pp i ng b il l : it is used in case when refund of duties is allowed on the

goods exported generally it is printed on green paper, but when the drawback claim is

paid to a bank, then it is printed on yellow paper.

Certificate of origin.

A document provided by the exporter’s chamber of commerce that attests that the

goods originated from the country in which exporter is located.

Documents submitted by CHA to the customs:

Invoice.

Packing list.

Self Declaration Form Or Gr Form

Acceptance of contract.

Letter of credit.

Quality Control Certificate.

Lists of documents required to be submitted by the exporter to

various authorities, organizations, and agencies.

1) To the custom authority:-

Commercial invoice

GR Form ( Original and Duplicate )

Shippers Declaration Form

Copy of the Export Contract /L/c/Export Order

Inspection certificate

AR-4 Form Export License

Export license

Weighment Certificate

Shipping bill

2) To the port authorities:-

Port Trust Copy of the Shipping Bill Wharf age application.

3) To the bank

Letter of credit

Commercial invoice

Bill of lading

Insurance Policy/Certificate

Bill of exchange

GR Form (duplicate copy)

Bank certificate

Export Inspection Certificate

Certificate of Origin

Shipment advice

4) To the RBI:-

Copy of the invoice

Sales Contract

Bill of lading

Inspection / Analysis Report

5) To the EXIM Bank:

Export contract

Letter of Contract

Balance sheet of the exporter

Statement of profit and loss in the transaction covered by the export contract

Statement regarding the projections of the credit requirement.

Short shipment:

In case of short shipment customs sends the short shipment notice Annexure ‘C’ to

the RBI (Reserve Bank of India) along with G R form.

Short shipment notice is in five copies:-

Original – Customs

Second copy – Agent

Third copy – Exporter

One copy – Wharf age refund

One copy is for CESS

Treasure Challan:-

This is document is used at the time of payment of the duty to the customs. It shows

the amount to be paid to the customs authority.

It is in four copies:-

Original

Duplicate

Triplicate

Quadruplicate

Customs keeps the original and duplicate copies. Triplicate and Quadruplicate copies

are sent to the CHA.

3.2IMPORT

I m port P rocedure

The import procedure is quite different the export procedure. It starts with

The importer asks for the three original bills of lading from the bank. The

bank issues the bill of lading only when the importer cleared all the payments due

to the bank.

The importer then sends the following documents CHA :-

a) Bill of lading

b) Invoice

c) Packing list

d) Certificate of origin

e) Pre shipment inspection certificate

f)Insurance certificate

g) Sales contract

h) Bond copy (if H.S.S)

The CHA shows the bill of lading to the shipping agent in order to get the

NOC (Non Objection Certificate in Kandla Port only).

No objection certificate has been issued by the shipping line to make sure that

they have no objection to open the containers for the examination of goods.

CHA then presents the bill of entry to the customs for noting and then customs

gives the import department the serial no. that comes on all copies of bill of entry.

CHA pays wharf age to the port authority and the original copy of wharf age

goes to the treasury of port trust.

Customs give the examination order on the back of original bill of entry in

case of first check procedure.

Cargo is inspected in front of the customs. Customs give the examination

report at the back of the bill of entry.

Customs assessed the duty to ensure that the duty evaluated by the CHA is

correct.

Prior to this, the CHA on the basis of invoice, packing list prepares the bill of entry.

The bill of entry is a proof that the goods have been imported.

For custom clearance purpose, the importer has to submit to the customs authority a

form, which is known as bill of entry.

Bill of entry is in three copies:-

Original copy:-

This is called the customs copy. In first check procedure it contains the examination

report on the back of it.

Duplicate copy:-

It is submitted in port either in container section or in break bulk section along with

wharf age, NOC, Delivery order. It shows charges have been paid to customs and

contain on the back, passed out of custom charges.

Triplicate copy:-

This copy is for central excise for availing certain benefits.

Quadruplicate copy:-

This copy is submitted to the bank.

Port trust copies:-

Out of 5th, 6th, and 7th copies, one copy is given to the port authority. The other two

copies are kept by the CHA for his record.

Types of bill of Entry:-

I. Bill of entry for home consumption

II. Bill of entry for warehousing

III. Bill of entry for Ex-bond clearance for home consumption

Bill of entry for home consumption:-

This type of bill of entry is used when importer wants to take the delivery of goods on

payment of custom duty.

Bill of entry for warehousing:-

This type of bill of entry is used when importer wants to warehousing the goods in

custom bonded warehouse.

Bill of for ex-bond clearance for home consumption:-

This type of bill of entry is used for clearing the goods from custom bonded

warehouse against warehouse bill of entry on the payment of custom duties.

Another important document that is used in import is bill of lading. It plays an

important role both for the exporter and importer.

Calculation of duty in import:

The duty has been calculated on the basis of assessable value.

Assessable value in rupees = CIF (Cost Insurance Freight) value + landing charges

(1% of CIF value and H.S.S. (High Seas Sale) CIF+2%+1)

If the case is of FOB (Free on Board) then freight and insurance is to be added. If

insurance is not there then 1.125% of the C & F (Cost and Freight) value is taken as

insurance charges.

Duty calculation is done by CHA as per the given rate of duty for a particular product.

There are six kinds of duties, which have to be paid at the time of custom clearance in

case of imports those are:

1. Basic Custom Duty

2. CVD

3. Additional cess on CVD

4. Secondary and higher cess on CVD

5. CESS

6. Custom sec & higher education cess

7. Additional Custom Duty

Let us consider that basic custom duty on the ALL ALUMINIUM SCARP is 0%,

CVD 8%, and additional duty is 4%. Say basic custom duty in rupees be X,

Additional custom duty be Y and CVD be Z (12.826688%)

X = 0% of assessable value

Z = Assessable value *8%(CVD)

Y = Assessable value + 4% of ASS. VAL.+Z+ CESS on CVD 2%+ SEC.&HIGHER

EDU.CESS ON CVD 1%+ CUS. EDU.CESS 2+1%

CESS on CVD = 2% of Z

SEC.& HIGHER EDU.CESS ON CVD = 1% OF Z

Total duty amount (in rupees) = X+Y+Z

CUS. EDU.CESS on Total duty =

2% of Z +EDU.CESS ON CVD+S&H EDU.CESS ON CVD

1% of Z +EDU.CESS ON CVD+S&H EDU.CESS ON CVD

Documents to be used in import:

I. Bill of lading

II. Invoice

III. Certificate of origin

IV. 59- Bond warehousing bond

V. Wharf age

VI. Bill of entry

VII. Packing list

VIII. NOC (No Objection Certificate)

IX. Delivery order

X. Treasury challan

XI. Gate pass

DOCUMENTS WHICH ARE TO BE USED IN IMPORT AND EXPORT

CUSTOM CLEARANCE.

Letter of Credit

A Letter of credit is a document containing guarantee of a bank to honor drafts

drawn on it by an exporter, under certain conditions and up to certain amounts,

provided that the beneficiary fulfills the stipulated conditions.

Packing list

Its is a detailed document provided by the exporter that spells out how many

containers there are in the shipment and which merchandise is contained in each

container.

Invoice

It is a document which shows the total amount of the goods and the description of

goods.

Bill of lading

A generic term used to describe a document issued by the carrier to the shipper.

Mate receipt

Mate receipt is issued by the mate (assistant to the captain of the ship) after the

cargo is loaded into the ship. It is an acknowledgement that the goods have been

received on board the ship

Shipping bill

It is issued by the custom authority. Shipping is the main document of the basic of

which the custom permission is given. After the shipping bill is stamped by

custom, then only the goods are allowed to be enter to the deck. It is prepared by

EDI system or manually system.

Certificate of Origin

A document provided by the exporter’s chamber of commerce that attests that the

goods originated from the country in which exporter is located.

Phyto-sanitary certificate

A document provided by an independent inspection company, or the Agriculture

Department of the exporting country’s government, that attests that the goods

confirm to the agriculture standard of the importing country.

Manifest

A document internal to the shipping company (the carrier) that lists all cargo

onboard the transportation vehicle.

Forms AR-4/AR-4A

These forms are meant for applying for the removal of excisable goods for export

by sea/post. Form AR-4 is used for applying for excise inspection at the factory

and form AR-4A is used when goods are to be exported under a claim for rebate of

excise duty or under bond.

Certificate of Measurement

Freight can be charged either on the basis of weight or measurement. When it is

charged on weight basis, the weight declared by the overseas supplier is accepted.

The certificate contains the name of the vessel, the port of destination description

of goods, quantity, length, breadth, depth etc of the packages.

Shipping advice

A shipping advice is used to inform the overseas customer about the shipment of

goods. There is no particular form of shipping advice. The exporter only advises

his importer about the invoice number, Bill of lading / Airway bill number and

date, name of the vessel with date of sailing of the vessel.

Bill of entry

The bill entry is a document, prepared by the importer or his clearing agent in the

prescribed form under bill of entry regulation, 1971, on which clearance of

imported goods can be made.

Certificate of insurance

A document providing by the insurance company of the exporter that the goods

are insured during their international voyage.

SUGGESTIONS

The custom clearance for import and export cargo is such a long procedure so it takes

time to clear, so the employee must be try to make their work on time and quick.

Some of the complicated procedure in custom clearance so if we get the support of all

employees it must be easy.

If custom clearance done through online then it should be more simple.

CONCLUSION

The Indian business environment is changing with the rapid growth in infrastructure

and technology. With the increasing inflows of multinationals, trade has been

increased, which result in stiff competition between the organizations.

Despite of the stiff competition Shakti Forwarfers pvt. Ltd known as the leading

custom clearance agent, because of their effective implementation of quality

management system and customer centric approach.

BIBLIOGRAPHY

Websites:

w ww .cbec.gov.in

w ww .kandlaport.co m

h tt p :// www .cygnu s i nd i a . co m/ pdf s / C ON T A I N E RIS A T I ON %20-%20Ind i a%20and

%20G lobal%20Scenario.pdf

http://www .gmbports .org/port_pog.h tm

http://www .projec ts monitor. com/N ews Images /pho to%207/Tr ans port%20Tabl e.jpg

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