Assignment.

On Export Documentation Packing list And Mate receipts.

Submitted to:MR.Narendra Yadav.

Submitted by:Khushboo Harlalka. (52)

Export Documentation. Introduction

The export process is made more complex by the wide variety of documents that the exporter needs to complete to ensure that the order reaches its destination quickly, safely and without problems. These documents range include those required by the South African authorities (such as bills of entry, foreign exchange documents, export permits, etc.), those required by the importer (such as the perform and commercial invoices, certificates of origin and health, and preshipment inspection documents), those required for payment (such as the South African Reserve Bank forms, the letter of credit and the bill of lading) and finally, those required for transportation (such as the bill of lading, the airway bill or the freight transit order). Documentation requirements for export shipments also vary widely according to the country of destination and the type of product being shipped. Most exporters rely on an international freight forwarder to handle the export documentation because of the multitude of documentary requirements involved in physically exporting goods and it is strongly recommended that you also make use of a freight forwarder to help you work your way through the maze of documentation.

The benefits of documentation

Documentation is a key means of conveying information from one person or company to another, and also serves as permanent proof of tasks and actions undertaken throughout the export process. Documentation is not only required for your own business purposes and that of your business partner, but also to satisfy the customs authorities in both countries and to facilitate the transportation of and payment for goods sold. One value of documentation is that copies can be made and shared with the parties involved in the export process (although you should always ensure that you make identical copies from an agreed-upon master - it is no use making changes without the other party's agreement and then presenting these as the "latest" copies). If the documentation is complete, accurate, agreed upon by the parties involved and signed by each of these of these parties (or their representatives), the document will represent a legally binding document.

Function of export documentation

Export documentation may serve any or all of the following functions:
y y y

An attestation of facts, such as a certificate of origin Evidence of the terms and conditions of a contract if carriage, such as in the case of an airway bill Evidence of ownership or title to goods, such as in the case of a bill of lading

y y y y

A promissory note; that is, a promise to pay A demand for payment, as with a bill of exchange A declarations of liability, such as with a customs bill of entry A receipt for goods received.

Broad categories of export documentation

There are five broad categories of documentation you will encounter when exporting. These are: 1. Documents involving the exporter:         

The Performa invoice The export contract The commercial invoice The packing list Letter of credit Certificate of origin Certificates of health Fumigation certificate Pre-shipment inspection certificate Transport documents

2. Documents required for transportation

    

Bill of lading Air waybill Freight transit order Road consignment note Export cargo shipping instruction

3. Documents required for payment

  

Commercial invoice Letter of credit Transport documents

4. Insurance documents


Marine insurance

Packing lists
Introduction When you prepare your goods for shipment, you will be required to prepare a detailed export packing list. This is a formal document that itemizes quite a number of details about the cargo such as: The exporter or his/her agent---the customs broker or the freight forwarder---reserves the shipping space based on the gross weight or the measurement shown in the packing list. Customs uses the packing list as a check-list to verify the outgoing cargo (in exporting) and the incoming cargo (in importing). The importer uses the packing list to inventory the incoming consignment. it is assumed that the pneumatic tools in the sample L/C contain the following data:

The catalogue or item number of the pneumatic tools is A380 each set is in an inner box and there are two boxes in an export master carton, or a total of 50 cartons for the 100 sets Each master carton: Net Weight .... 20 kgs. (44.1 lbs.) (N.W.) . Gross .... Weight 23 kgs. (50.7 lbs.) . (G.W.) Measurem .... 0.113 CBM (4 cft.) ent (Meas.) . 61 cms. X 61 cms. X 30.5 cms. (2' x 2' x 1') " Package No. " The entries preferably arranged in sequence from the lowest number to the highest, that is, from package No. 1 and up. From the sample L/C, enter "C/No. 1-50" or the like in the field (Package No.), provided it is not inconsistent with the marks and numbers on the master cartons. " Item No. " and " Description of Goods ":The description of the goods in the packing list can be in general terms, provided it is not inconsistent with the description in the L/C. From the sample L/C and data of the pneumatic tools above, entering "A380" and "'ABC' Brand Pneumatic Tools" in the fields will satisfy the

requirements. " Quantity ":It shows the total quantity within a stated range of the package number and the breakdown in each package. The stated range is C/No. 1-50 100 Sets 2 Sets/Ctn.or 100 Sets 2 Sets @ Ctn. or the like in the field. The / and @ used here stands for per or each. " Weight ":It shows the total weight within a stated range of the package number and the weight of each package. The stated range is C/No. 1-50, 1,150 Kgs. 23 Kgs./Ctn.or 1,150 Kgs. 23 Kgs. @ Ctn. or the like in the field and put a notation "Gross Weight".:As far as the carrier is concerned, the gross weight or measurement of a consignment is needed to calculate the Freight. In case the goods are assessed in the importing country or exported on the net weight basis, it is necessary to show the net weight and gross weight in the packing list. The entry may appear as: N.W. 1,000 Kgs. G.W. 1,150 Kgs. " Measurement ":Ocean shipments are most often charged by the cubic meter (CBM or cbm). Enter:5.65 CBM 0.113 CBM/Ctn. in the field (Measurement). Sometimes, it is necessary to include the size or dimensions (length-width-height) of the master package. The entry may appear as: 5.65 CBM 0.113 CBM/Ctn. @ 61 x 61 x 30.5 Cms. Some carriers may calculate the freight on a cubic feet (cft. or cu. ft.) basis. In the case of an irregular shaped cargo, take the three widest dimensions that describe the smallest cubic space enclosing the cargo to determine the measurement. " signature and/or stamp ":The packing list and commercial invoice need not be signed, unless otherwise Stipulated in the letter of credit (L/C). In practice, the original and the

copy of the packing list and commercial invoice are often signed. Marks & Numbers:Please see Shipping Marks and Numbers for detail information. Corrections or Changes in the Packing List:Any visible corrections or changes made in the packing list must be initialled, as in the commercial invoice and all other export documents, by their respective issuers. In practice, the initial usually is done using a rubber stamp bearing the word "CORRECTION" Sample Document: Packing Lists

Packing List For account and risk of Messrs.

UVW EXPORTS 88 Prosperity Street East, Suite 70 Export-City and Postal Code, Exp Country Tel: (07) 1234-5678 Fax: (07) 1 E-mail: export@uvwexports.com Commercial Invoice No. Letter of Credit No.

Issuing Bank Buyer's P.O. or Contract No. Buyer's Department / Store No. Carrier Voyage/Flight No. From (Port of Loading) Via (Transship At) Package No. Item No. Shipment on or about To (Port of Discharge) For Transshipment To Description of Goods Quantity Weight Mea (Kgs./Lbs.) (CB Date Import Permit/License No. Marks & Numbers

UVW EXPORTS

(signature and/or stamp)

It is also important that the details on the packing list (such as shipper's/importer's details, number of items involved, etc.), match what is stipulated on the commercial invoice and bill of

lading/airway bill. You can imagine that if there is a mismatch between the packing list and the other transport/export documents that this may lead to closer scrutiny of the cargo and may ultimately result in delays in the cargo arriving at its destination! Note that pricing information is not required on the packing list.

The purpose of the packing list The packing list should be attached to the outside of a package in a waterproof envelope or plastic sheath marked "Packing list enclosed". The list is used by the shipper or forwarding agent to determine (1) the total shipment weight and volume and (2) whether the correct cargo is being shipped. In addition, customs officials (both local and foreign) may use the list to check the cargo. Packing lists come in fairly standard forms and can be obtained from your freight forwarder. Examples of packing lists Bellaire packing list. Meridian packing list.

MATES RECEIPT When goods are loaded on board ship, they are inspected by tally clerks who record the date of loading, identification marks, weight and/or measurements, the number of individual packs making up the consignment and any defect or comment about the condition in which the goods are received. A special note is made of any damage to individual packs, inadequate outer protection, ambiguous markings, etc. Once loading has been accomplished, the ship's officer in charge of the loading operations signs the mate's receipt which is based on the notes of the tally clerks and embodies any comments or qualifications made in respect of the condition of the goods received. If the mate's receipt is qualified, it is said to be clause or unclean. If it does not contain any adverse observations, it is termed clean. The qualifications on the mate's receipt are later embodied in the bill of lading which, in turn, will be either clause or clean. A signed copy of the mate's receipt is given to the shipper/his freight forwarder once the goods have been loaded on board ship, and he then exchanges this document for the original bills of lading. Representatives of the shipping line compare the contents of the mate's receipt with the contents of the draft bills of lading/shipping instruction which have been prepared by the shipper or his freight forwarder. If there are no discrepancies, the bills are dated and signed on behalf of the shipping line and are then handed over to the shipper/freight forwarder after the freight has been paid. If there are discrepancies, the bill will be claused and then signed.

The full particulars of all bills of lading are entered on the ship's manifest. These include: the relevant marks and numbers, the contents and quantity of the consignment, the shipper's name, the consignee's name, and any other particulars which may be required by the consular authorities of the importing country. The ship's manifest contains the details of the total cargo carried by the ship and is a requirement of naval, port, customs and, on occasion, consular authorities.