STANDARD OPERATING PROCEDURE FOR IMPORT SHIPMENT

Import Purchase:

 Step 1: Suppliers will email the Proforma invoice (PI) after receiving approval from Anupam Sir
 Step 2: Check the details on the PI address of Environ, date, quantity, value, address of the
supplier, payment terms and delivery terms.

FOR ADVANCE PAYMENT/ LC: On PI country of origin and HS CODE has to be updated.

 Step 3: If anything wrong write to the supplier and ask for revised PI.
 STEP 4: PREPARE PURCHASE ORDER (PO) FROM TALLY AND AFTER ITS SIGNED BY THE
SIGNATORIES ,email the PO to supplier.
 STEP 5: IF PAYMENT TERM IS ADVANCE OR LC: Kindly email the PI and PO to Sharmila Mam and
Vishal patil. Sharmila Mam will intimate the Finance team on the urgency of the payment and
arrange for the payment.
 STEP 6: Nomination of freight forwarder for order; only if Delivery terms ( EXW, FOB )
 STEP 7: Float enquiries to panel of freight forwarders provide them with the exact quantity,
product names, MSDS , delivery term

Example :

Supplier Shandong
Delivery term : FOB Qingdao port
Quantity : NET WEIGHT 12000 KGS
Product : MCA 25

Enquiry to be floated: FOB Qingdao to Nhava Sheva – 1x20ft - NET Weight 12000 kgs :
Quote
Kindly send your best rates for FOB Qingdao to Nhava Sheva port –
Following details are mandatory:
Mandatory details ( or rate will not be considered)
Shipping line
Vessel Schedule
Appx CFS charges
Appx shipping line charges
Transit time
Routing
Free days: 14 days free confirmation at destination.

Unquote

 STEP 8: collate the freight rates received from the panel of freight forwarders : to compa
re the rates received from forwarders kindly jot down them down in an tabular format in e
xcel or word which seems best to handle.
 RATE OF
PO NO- net weight SUPPLEIR NAME EXCHANGE PO Date
Forwarder
liner
port of loading
Freight
LINER charges ( Apprx)
DO
CFS ( Appx)
freight charges
clearance +
transportation
total
PER KG Cost ( INR)

 After working on the rates: Negotiate with the freight forwarder and get the best rates to be
finalized for the shipment.
 STEP 9: Prepare the freight table and send freight approval email to Anupam Sir, kindly check
which freight forwarder used to handle those shipment previously.
Freight approval to be taken for below shipments
(FCL – FOB & EXW)
(LCL- EXW)
 STEP 10: AFTER receiving approval kindly nominate the freight forwarder and mention the final
freight rates on the email and also provide the supplier address, contact details and email id. Ask
for the agent details.
 SETP 11: Update the supplier with the agent details and ask for cargo readiness date.
 Step 12: Provide the consignment instructions to the supplier and freight forwarding agent :
attached for your reference : D:\IMPORT DSR\Environ Consignment details.docx
 STEP 13: Check for the sailing dates and follow up with the forwarding agent.
 Step 14: Kindly update the DSR or update the tally with necessary details required.
 Step 15: Follow up with the supplier for the shipping documents
1. Commercial Invoice ( tally the net weight , value, quantity, product etc)
2. Packing list
3. Certificate of Analysis
4. Certificate of origin ( Some products have benefit under APTA or SAPTA , the
supplier will provide the benefit related certificate )
5. Bill of lading ( for CIF and CFR shipment follow up with the supplier)
 Step 16 The forwarding agent will send the draft b/l for approval kindly check :
1. Shipper Name and address should be updated correctly
2. Consignee / Notify : Name and address should be updated correctly
3. Port of loading and Port of discharge should be checked
 4. In the description product name , no of pallet and gross weight should match with
invoice and packing list
 Step 17 : Check for all the shipping documents and should be available before the shipment
arrival
 Step 18: