Libra Techcon Limited

QUALITY PROCEDURE
Shipping Department - ISO 9001 2008
Issue No. 01

1.0

Revision No. 00

Doc No.
Page

: QPR / 14
: 1 of 4

Issue Date

: 15/05/2009

PURPOSE :
To ensure that the processes needed for product & service are planned and carried out in a
controlled manner to meet with the specified requirement and to describe the procedure for
shipping activities.

2.0

SCOPE:
It covers the planning & execution of product & services for Shipping at LTL Head Office, which
are required for product & service realisation.

3.0

RESPONSIBILITY :
Vice President (Commercial).
AUTHORITY AND RESPONSIBILITY:
Sr.No.
DESIGNATION
RESPONSIBILITY
1.
Vice President
To appoint C&F Agent for
Commercial
Shipment of Consignment.
To appoint Transporter for lifting
the consignments from Suppliers.
To appoint Insurance Company
for Transit Marine Insurance
directly or through agent
To approve Custom Invoice
Value as per the Contract.
Co-ordination with shipping
department for lifting the goods
from suppliers and to the overseas
client.
2.
Asst. Manager
To analyze Custom Invoice Value
Commercial
as per the value of the Contract In
co-ordination with VP (F) & VP
(C )
To check the Custom documents
before submitting to C&F Agent.
To check the C&F Agent bills
before submitting for payment to
Accounts dept.
3.
Commercial
To check Documents received
Officer Shipping
from R&DC as per Dispatch
Procedure (A)
To Prepare Excise & Customs
Documents then send the same to
C&F Agent either in Person or by
COURIER to complete Custom

AUTHORITY
To sign C&F Agent
appointment letter.
To sign Transport
appointment letter.
To sign the
appointment for
transit insurance
policy.
To sign the Final
Invoice.

To sign Custom
documents
To approve the
C&F Agent /
COURIER bills.
To sign the Final
Packing List.

To sign Custom
documents in
absence of Sr.No.2
To approve the
Transporters bills

Office: 2-F, Court Chambers, 35, New Marine Lines, Mumbai-400 020. Tel.: 022-40940500, Fax: 022-22008853,E-Mail-libra@bom3.vsnl.net.in
R & D Centre: A-167, TTC MIDC, Khairne, Navi Mumbai- 400 709. Tel.: 022-40896200, Fax: 022-27781629, E-Mail- admin@libratechcon.com

Libra Techcon Limited

QUALITY PROCEDURE
Shipping Department - ISO 9001 2008
Issue No. 01

Revision No. 00

4
.

Secretary

Doc No.
Page

: QPR / 14
: 2 of 4

Issue Date

: 15/05/2009

formalities at Docks/Air cargo.

Make necessary arrangement of
transportation for lifting the
goods from Suppliers factory/
Warehouse etc. (Wherever
required) to docks / Air cargo.
Thereafter insure the same against
transit risk. Dispatch Procedure
(B)
To check the Original Custom
Documents received from C&F
Agent after Export of
Consignment for Final Invoicing
to Client as per Dispatch
Procedure (C)
To prepare Final Invoice to client
based on the Custom documents.
Sending documents to Indian
Merchant
Chamber
for
authentication and for Certificate
of Origin. Thereafter to send the
documents to Client / Bank.
To prepare application for Proof
of Export with Excise department
based on Custom documents.

4.0 PROCEDURE :
4.1 Documents receive from R & D.
4.1.1 Suppliers Proforma Duly Approved by Technical Department.
4.1.2 Suppliers Packing List.
4.1.3 Inspection release note from Technical department R & D or T P I.
4.1.4 Certificate of readiness wherever required.
4.1.5 Test Certificate of vendors wherever required.
4.2 Excise & Custom documents are made at H. O.
4.2.1 Verification of readiness is done on telephone with the vendor if material is packed as
per packing list provided.
4.2.2 Excise documents are prepared wherever Excise is applicable, where excise is
applicable ARE -1 & CT -1 is taken from our excise range and sent to the vendor in
advance to make arrangement with there excise range if any.
4.2.3 Custom Invoice is prepared based on the value projected as per value of the contract.
4.2.4 Custom packing list.
4.2.5 SDF form.
4.2.6 Export value declaration form Annexure A & B.
Office: 2-F, Court Chambers, 35, New Marine Lines, Mumbai-400 020. Tel.: 022-40940500, Fax: 022-22008853,E-Mail-libra@bom3.vsnl.net.in
R & D Centre: A-167, TTC MIDC, Khairne, Navi Mumbai- 400 709. Tel.: 022-40896200, Fax: 022-27781629, E-Mail- admin@libratechcon.com

Libra Techcon Limited

QUALITY PROCEDURE
Shipping Department - ISO 9001 2008
Issue No. 01

Revision No. 00

Doc No.
Page

: QPR / 14
: 3 of 4

Issue Date

: 15/05/2009

All the above custom documents are sent to Clearing & Forwarding Agent (C&F Agent) to complete
custom formalities, also a letter authorizing the transporter (wherever required) giving details of the
vendor address to lift the material and bring them to Dock/ Airport is given.
If the material is to be collected from outside octroi limits, C&F Agent to send N form to the
respective octroi naka so the goods after reaching the octroi naka are cleared without payment of
octroi duty.
Thereafter Insurance for Transit risk is made.
Once the goods are lifted we cover insurance of the goods from the vendors factory to our
clients site.
4.3 C&F Agent after export of the consignment will send all the original documents to us for
final billing:
4.3.1 Bill of lading / Airway Bill
4.3.2 EP copy of shipping bill
4.3.3 Exchange control copy of shipping bill.
4.3.4 Our custom invoice & packing list.
4.3.5 SDF form endorsed by custom.
4.3.6 ARE -1 wherever applicable endorsed by custom
4.3.7 Mate Receipt from Docks.
After receiving bill of lading / Airway bill an E mail is sent to the Customer giving details of
Dispatch.
4.4 Final Invoicing to Customer:
4.4.1 Invoice is prepared based on custom Invoice.
4.4.2 Packing list is prepared based on custom Invoice.
4.4.3 Invoice is sent to Indian Merchant Chamber for authentication and Certificate of
4.4.4 Origin is obtained from them.
4.4.5 Bill of lading / Airway Bill.
These documents are sent to Customer directly if full payment is received. If any payment has to be
collected then, the original documents are sent through Bank.
4.5 Proof of Export (POE)
Once the goods are exported we make an application with our Excise range on receipt of EP
Shipping bill copy, ARE -1 original & duplicate, Mate receipt, Suppliers transporter/duplicate copy
of invoice, bill of lading / Airway bill, our custom Invoice & Packing list endorsed by custom from
our C&F Agent and obtain POE from excise department which is sent to the vendor from whose
factory the goods were exported against ARE-1 & CT- 1 without payments of Excise duty.

Office: 2-F, Court Chambers, 35, New Marine Lines, Mumbai-400 020. Tel.: 022-40940500, Fax: 022-22008853,E-Mail-libra@bom3.vsnl.net.in
R & D Centre: A-167, TTC MIDC, Khairne, Navi Mumbai- 400 709. Tel.: 022-40896200, Fax: 022-27781629, E-Mail- admin@libratechcon.com

Libra Techcon Limited

QUALITY PROCEDURE
Shipping Department - ISO 9001 2008
Issue No. 01

Revision No. 00

4.6 Shipping Department Interaction:

Doc No.
Page

: QPR / 14
: 4 of 4

Issue Date

: 15/05/2009

Finance Dept.

C&F
Agent

SHIPPING
DEPT.

Project Dept.

Transporter
5.0 REFERENCE:
Quality System Manual :

QSM 01.

6.0 RECORDS:
Sr.
No
1

Name of
Record
Invoice

Document
No.
LTL/SHIP
/FM/01
LTL/SHIP
/FM/02
-------

Packing List

Form SDF

4
5

Export Value
Declaration
Form CT-1

-------

Export Value
Declaration
Form CT-1

Form ARE-1

-------

Form ARE-1

Document
Control Index

LTL/SHIP
/FM/03

Document
Control Index

-------

File Name
Invoice
Packing List
Form SDF

Maintained By
Commercial
Officer
Commercial
Officer
Commercial
Officer
Commercial
Officer
Commercial
Officer
Commercial
Officer
Commercial
Officer

Maintained
At
Shipping
Dept.
Shipping
Dept.
Shipping
Dept.
Shipping
Dept.
Shipping
Dept.
Shipping
Dept.
Shipping
Dept.

Retention
Period
1 year after
project completion
1 year after
project completion
1 year after
project completion
1 year after
project completion
1 year after
project completion
1 year after
project completion
1 year after
project completion

Office: 2-F, Court Chambers, 35, New Marine Lines, Mumbai-400 020. Tel.: 022-40940500, Fax: 022-22008853,E-Mail-libra@bom3.vsnl.net.in
R & D Centre: A-167, TTC MIDC, Khairne, Navi Mumbai- 400 709. Tel.: 022-40896200, Fax: 022-27781629, E-Mail- admin@libratechcon.com