PREFACE

Master of Business Administration, MBA is one of the most reputed professional courses
including both theory and practical as a part of two years curriculum. After completion of
first year students are required to undergo summer training for eight weeks.

Realizing the practical experience is an important as academic for all round development of
management personnel. Summer training is an exercise by means of which student learn
many things which cannot be taught in classroom.

The summer training process is an endeavor to converts all that’s virtual into a real image i.e.
it helps in applying the entire theoretical concept in to the real corporate world.

The major objective of training is to make students familiar with the organization culture
and practical work environment.

This report has been divided into 3 parts.

First part includes the Introduction of Organization. Which covers About Aditya Birla Group,
Company Profile,Idea’s Partner, and Service and Products..

Third part covers finding, interpretations through Research Methodology.

Last part includes conclusion, suggestion & annexure.

KRISHAN AVTAR

SHARMA

MBA II YEAR
 ACKNOWLEDGEMENT

I express my sincere thanks to my project guide, Ms. Richa Jain, Asst. Prof.,MBA(OKIMR) for
guiding me right from the inception till the successful completion of the project. I sincerely
acknowledge her for extending their valuable guidance, support for literature, critical
reviews of project and above all the moral support she had provided to me with all stages of
this project.

I would also like to thank the Director Sir Dr. K. C. Shringi

 DECLARATION

I hereby declare that the present report entitled “To Study Export Import
Documentation & Procedure at I.L. (“INSTRUMENTATION LIMITED KOTA”) is
based on my original work and indebtedness to other work/ publication has
been duly acknowledged at relevant places.

KRISHAN AVTAR

SHARMA

MBA II YEAR
 EXECUTIVE SUMMARY

Customer is king Some Marketing guru rightly says this proverb. In the present scenario the
customer is the driving force the all activities going on the organization. If a organization
want to grow at the remarkable pace then it has to take a good care of its customer’s.

The importance of customer relationship management is that with precise information

companies can focus on issues that truly drive customer satisfaction. A directed focus often
leads to cost reduction because companies can emphasize improvement in area of
customer relationship leads to more loyal customers, who tend to be the most profitable
customer. An inclusive customer satisfaction and loyalty program can therefore, be
considered a sources of future profits.

The research used in project is qualitative type. This primary objective of my research is to
find out how CRM is maintain in Idea Cellular and my secondary objective is to find out
customer satisfaction at idea cellular at kota. For which I prepared a questionnaire.
 CONTENTS

 CERTIFICATE FROM ACADEMIC GUIDE

 CERTIFICATE FROM COMPANY
 CERTIFICATE FROM INTERNAL/EXTERNAL EXAMINER
 PREFACE
 ACKNOWLEDGEMENT
 DECLARATION
 EXECUTIVE SUMMARY

CHAPTER CHAPTER NAME PAGE

NO. NO.
1 INTRODUCTION OF
ORGANIZATION
2 CONCEPTUAL FRAMEWORK
3 RESEARCH METHODOLOGY
4 ANALYSIS & INTERPRETATION
5 FINDINGS
6 CONCLUSION
7 SUGGESTION &
RECOMMENDATION
APPENDIX
BIBLIOGRAPHY
CONTENTS

1. OBJECTIVE

2. COMPANY PROFILE

3. EXPORT DOCUMENT

4. EXPORT PROCEDURE

5. IMPORT DOCUMENTS

6. IMPORT PROCEDURE

7. SUGGETION

8. CONCLUSION

9. BIBLIOGRAPHY
COMPANY PROFILE
(1) ABOUT COMPANY: -

INTRODUCTION

Instrumentation limited was registered in march 1964

and established with USSR Collaboration(UNITLD STATES OF SOVIET REPUBLIC)

Instrumentation limited was started with the total capital investment of about Rs. 150
millions in 1968.

The Kota unit employees are on Technical base which is staffed by 226 engineers mid
1389 skilled worker. Instrumentation limited has multiiuiit company. It has two plants. One
at Kota (raj) and the other is Palghat (Kerela),

Instrumentation limited Kota was setup by govt. of India to manufactured modern,

Measurement and control instruments on turn key basis. To process plant such a Steel,
petrochemical, fertilizers and thermal power station.

The main products items of instrumentation limited comprise of temperature, pressure tran
smitters ,magnato -Electronic instruments Electronic recorder, Indicators and Controller
spars parts. At present [he total no. of staff of instrumentation limited are about 1700,

Officers-200

Supervisees-700

Workers-800

The instrumentation Kota is being managed by managing director Mr K.N.Mishra,

Who is the overall in charge with a team of managers like Vice president, Personnel
Manager Marketing managers, Purchase manager, Production manager etc and
Employees involve under this team.
To above there are other officers like supervisors, office staff and other
workers.

The total no. Of stuff are 1700

WORKERS OFFICERS
800 200

STAFF OF
INSTRUMENTAL
LIMITED KOTA
 SUPERVISORS
700

SHIFTED HAVE WORKING PERIOD OF

INSTRUMENTATION LIMITED: -

Shift (A>7 A,M. To 3 P.M.

Shitl(B)-3P.M. To 11P.M.

Shift(C)-8A.M. To 5P.M.

PLANT LOCATION:-

Instrumental ion limited Kola are located in KOTA (Rajsthan), It is uMocale

at jhalawar road, which is main road. And it is nearly to kola city area, There
are no problems of transportation so the material is easily available and the
products are easily transported to one place to another place. There is less
transportation cost so location of the company is on the right place.
ORGANISATION STRUCTURE

Board of Director
 Chairman-cum-Managing Director

Company
Secretary

Business Acquisition Procurement Manufacturing

Group Facilities

Projects Customer CP & IT Marketing

DDC Unit Services Unit

Kota Palakkad
Exports Regional & Branch
Unit Unit
Division Site Offices Offices

Subsidiary
Corporate
Unit
F&A

REIL
Corporate
P&A
Corporate
R&D

VARIOUS DEPARTMENTS OF COMPANY:-

> Accounts department

> Production department.

* Fabrication Shop.

*Mcchanical Shop.

*Plastic Shop. ^Wiring Shop.

*Heat Treatment deppt.

> Purchase department

> Marketing department

> Personnel Administration department

> PPC department (production planning £control)

> Quality control department

> CNC department (Computerized treatment control)

> Foreign Purchase department

COMPANY QUALITY OBJECTIVES

> Achieving customer satisfaction.

> Process improvement.

> Product conformity.

> On time delivery,

> Introduction to new products/ variants,

> Prompt after sale services

> Development of skill of peoples

QUALITY POLIC1ES-KQTA UNIT:-

> Our quality policies are to ensure satisfaction of customers by providing

products and services of Nation/International quality standards.

> We manufacture and provide services in the field of Telecom Exchange,

Railway Signaling Relay, Solar Dusk down System, Static Energy Meter and
Uninterrupted power supplies system.

> We carryout continual improvement in all process of QMS, products and

services by involving people and developing skill of Employees.
 13

QUALITY MANAGEMENT PRINCIPLES:-(ISO-9001-

2000)

> CUSTOMER FOCUSED: -

Organization depends on their customers and therefore should

understand current and future customers needs should meet
customer requirement and strive to exceed customer expectation.

> LEADERSHIP:-

leaders established with of purpose and direction of the organization they

should create and maintain the Internal environment in which people can
become fully involve in achieving ihe organizational
objectives

>INVOLEMENT OF PEOPLE:-

People at all levels are the essence of an organization and their full
investment enables their ability to be used for the organization
benefit

>PROCESS APPROACH:-
 A desired result is achieving more efficiently

when activities and relate resources are managed as a process

approach

> SYSTEM APPROCH OF MANAGEMENT:-

Identifying understanding and m:i ringing interrelated processes

as a system contributes to organization effectiveness and efficient
in achieving it objectives.

MODEL OF A FROCKS BASED QUALITY MGT. SYSTEM

CUSTOMERS

REQUIREME
 CONT1NUAL IMPROVEMENT OF THE
QUALITY MGT. SYSTEM

Measur
ement

analysis &
improve

REQUIRE

MENT"---
 INSTRUMENTATION LIMITED-VARIOUS PLAN
LS/UNITS/SLIBSIUERIES COMPANIES: -

REIL
RAJSTI1AN ELECTRONICS &
INSTRUMENTATION LMT. JAIPUR

ILPEL INSTRUMENTAL LIMITED

IL-POWER ELECTRONIC-K.OTA INSTRUMENTATION CONTROL VALVE.
LTD PALGHAT

IDCL
INSTRUMENIATION DIGITAL
CONTROL LMT. KOI'A
> EMPLOYEES WELFARE:-

The employees and managerial persons are so interrelated to each other that they call
them selves the "members of Instrumentation limited group".

Different employees welfare programmers are held by the company for the

Example is the HOUSING Facility, Education loan for the employees as well as his
family. Transportation Facility, Medical Facility. Medical leave. Cell

Phone Charges. Oil facility etc.

All these things improve the skills and faith of the employees.

For die development of the managerial persons company holdup various

Participation activities,

Nearly 1700 employees are employed in the company. Medical checkups are

Made by me company time to lime.

So that to save the employees from the physical injury. Employees are

Promoted on the requirement as per their skills.

Employees are to be worked in three shifts of 8 hours each.

SOME ANOUNCES ON THE COMPANY DAY:-

> EDUCATION FEES:- 9th class =50 to 55/month

10th & 11th = 55 to 60/month

12th -55to60/month

> Samuhic durghatana biiria yogna.

> Shift All ounce;- Shift(B)-8Lo9/Shift. Shift(C)-9to 10/Shift.

> Medical reward:- 800 to 900/year

> Subsidiary Iran spoliation Allowances

> CL (certain Leave)-40 days/year (workers -20 days/year (supervisors/officers)

 j

PROJCTS OF COMPANY:-

KOTA UNIT:-

> TELICOM PRODUCTS

> C-DOT TELICOM EXCHANGE

> MAX-XL-SBM WITH THE ISDN &NSE

> DDF FOR POWER

> PANNELS& ANNUNCIATORS

> SMART TRANSMITTERS

> RECORDER/INDICATORS

> GAS&LIQUED ANAUSER

> DEFENS PRODUCTS

> OFFICE PLATE & FLOW NOZZELS

> REILWAYS1NCNALLING

> SOLENOID VALVES

PALLAKKAD UNIT:-

> CONTROL VALVE

> LOW&HIGIIAN'LICATIONS

> ELECTRICALS AND PREUMATIC ACTUATORS

> BUTTERFLY VALVES

> FLOW ELEMENTS

 > SAt^ETY VALVES

KOTA UPS>

> UPS SYSTEM

> LINE INTERECTIVE UPS SYSTEM

> DOUBLE CONVERSATION ON LINE UPS

EXPORT DOCUMENT
Following explanations gives an up-to-date picture of Export Documents and
the use

EXPORT ORDER:

An order is a commercial transaction, which is also of concern Lo their respective countries,

since it affects the balance of payment position of both Ihe containers. It is therefore, not
just a matter of product, manufacturing packing, shipment and payment but also one of the
concern to licensing authorities, exchange control authorities and banks dealing in export
trade. The exporter is required to produce copies of export order to various Government
departments/financial institutions e,g. obtaining export licenses when the product is
covered under the restricted items or canalized items for export, availing post-shipment
finance and other incentives and dealing with inspection authorities, insurance
underwriters, customs offices and exchange control authorities etc, for various purposes.

ORDER ACCEPTANCE:

The order acceptance is another important commercial document prepared by the exporter
confirming the acceptance of order placed by the importer, Under mis document he commits the
shipments of goods covered at the agreed price during a specified time. The order
acceptance normally covers the name and address of the exporter, name and address of
the consignee, port of shipment, country of final destination, the description of goods, quanlily,
price each and total amounts of the order, terms of delivery, details of freight and insurance,
mode of transport, packing and marking details, term of payment etc.

MATE'S RECEIPT:

Mate's receipt is issued by the chief of vessel after the cargo is loaded and it contains the name
of shipping line, vessel, port of loading, port of discharge, place of delivery, marks and
numbers, numbers and kind of containers, description of goods, container status/seal number,
gross weight, condition of cargo at the time of its receipt on board the vessel and shipping bill
number and date. The mate's receipt is of a transferable nature and must be presented
immediately at die shipping company^ office to be exchange into bill of lading,
BILL OF LADING:

The bill of lading is a document issued by the shipping company or its agent
acknowledge the receipt of goods mentioned in the bill of shipment on board the vessel
and undertaking to the delivers the goods in the like order of assignee, provided the freight
and other charges specified in the bill of A lading and as soon as the exporter obtains the
mate receipt, he should prepare the bill of lading in the fonns obtained Irom the shipping
company or its agent. The exporter or his shipping agent has to fill up the is form with relevant
details from the shipping agent has to fill up this form with relevant details such as the name of
the consigner, date and place of shipment, name and destination of the vessel the
description, quantity and destination of goods, marks and numbers, invoice number, GR number,
gross and net weight, number of packages and amount of freight etc.

AIRWAY BILL/AIR CONSIGNMENT NOTE: Airway bill is the receipt issued by the airline
company for the carriage of goods under certain terms and conditions. airway bill is not
treated, as a document of title is not issued in negotiable form airway bill is generally issued
in 3 copies. 1 copy each is for the carrier, consignee and ,he consignor, Indian exchange
control discourancc consignments of goods in
the name of cither importer, buyer or his agent if the export is not covered under a
letter of credil wilh such requirement. Since the goods are delivered to the consignee mentioned
in the airway bill, after identifying himself as the party numed in the airway bill as consignee
or receiver of the goods, against payment of charges, if any, to hold the control over the goods
until payment or the commitment for payment is made, the exporter should consign the
goods in the name of the foreign correspondent bank.

CERTIFICATE OF QRlGIN: The exporter should obtain certificate of origin from any
recognized chamber of commerce, Export Promotion Council or " Government
Department on payment of a small fee.

G.S.P. CERTIFICATE: The EEC countries comprising France, Germany, Belgium,

Luxembourg, Netherlands, Italy, UK, Ireland, Denmark and Greece have adopted the
generalized system of preferences. Under GSP manufacturers and semi manufacturers from
developing countries including India will be entitled to a concessional rate of import duty in
Ihese countries.
PACKING LIST:

A packing list should include (he date of packing, connecting invoice number, order number,
details of shipping such as the name of the steamer, bill of lading, number and dale of sailing,
case number to \vhich the list relates, details of goods such as quantity and weight and item
wise details. Normally 12 copies of packing list should be prepared. The 1*' is to be kept inside the
package, copies to be sent with shipping documents, 3 copies to the agent and 2copies

retained by the exporter,

CERTIFICATE OF INSPECTION:

It is issued by the Inspection Agency Concerned, certifying that the consignment has
been inspected as required under Export Quality Control and Inspection Act. 1963 and
satisfies the conditions relating the quality control and inspection as applicable to it and is
certified export worthy,

CERTIFICATE OF MEASUREMENT:

Freight can be charged either on the "*" basis of weight or measurement. When it is charged on
weight basis, the weight 9 declare by the exporter is accepted. However a certificate of
measurement from the Indian Chamber of Commerce or any other approved organization may be
obtained by the exporter and given to the shipping company for calculation of necessary
freight.

SHIPPING ORDER:

Shipping order is issued by the shipping line intimating the " exporter about the reservation of the
space of shipment of cargo through a particular vessel from a specified date.

CART/LORRY TICKET:

The Ticket is prepared for admittance of cargo through the port gale. This is also known as 'Vehicle
Ticket or Gate Pass1. This includes the details of export cargo i.e, shippers name, cart number,
marks on packages, quantity and description.
COMMERCIAL INVOICE:

An invoice is a document which contains the detailed description of goods consigned, the
consignor's name, the consignee name, ^ name of acceptance or contract number and date,
country of origin, marks and number and number of packages, special marketing if any, quantity
shipped, selling price to the purchaser for each unit and total, terms of payment, terms of sale
(FOB, C&E GIF, FAS), amount of freight and insurance if applicable, import license number,
particulars about packing, consular and customs declaration.

SHIPPING BILL:

Shipping bill is an important document required by customs authorities for following

shipment. It is prepared by the exporter and it contains the name of the vessel, master or agents,
flag, port at which goods are to be discharged,
country of final destination, exporter's name and address, details about packages,
number and description of goods, marks and numbers, quantity, details about each
case, FOB price, real value as defined in Ihe sea customs act, whether Indian or
Foreign merchandise to be re-exported, total number of packages with total weight
and value and the name and address of the importer.

• The shipping bills are of following types:

Doty Free Shipping Bill:

This type of shipping bill printed on White paper and used for the guods for which neither
duty nor fees are applicable. It is also used for the goods manufactured out of materials
imported under the duly free import.

Dutiable Shipping Bill:

this type of shipping bill is used tor goods subjected to export duty, which cither entitled
or not entitled for drawback. This shipping bill is used separately in respect of which export
duly is levied on the basis of market price and tariff assessed value and printed on Yellow
paper for all goods except Mica and Jute.

Drawback Shipping Bill: If the export of goods is simultaneously by duly free and subject
to export duty, this type of shipping bill is compulsory lo be used whether alone with any
other shipping hill. This type of shipping bill is printed on trie Green paper.

Shipping Bill For Shipment EX-BOND:

In case of goods imported for re-export and kept In-Bond, this type of shipping bill is used
which is printed on Yellow paper.

FREIGHT DECLARATION:

Freight declaration is to be attached to the export documents, if the importer agrees to

pay the freight, when the exporter pays the freight, he also should submit the same
declaration.
EXPORT PROCEDURE
 Obtaining 1EC Number

Processing an export order

Entering into export contract

To examine the export contract

Instruction to the factor/ supplier

Proof of offsetting to PHARMEXCIL,

 Quality control inspection

Central Excise Clearance

Dispatch of the documents to the export

department of the firm by the factory
office

Induction of the OIA in the logistics

Pre requisites, prior to stuffing in the

container

Issurance of mate’s receipt and bill of

lading

Certificate of origin
 Preparation of various sets of
documents

Certificate of origin

Shipment advice to the importer

Presentation of document to bank

At the bank, these documents are

processed in the following manner

Rebate of central excise duty and

duty drawback

Summation of an dosed documents

Indomitable, keeping no scope of uncertainty or changes in the purchase order pm the

part of Ihe buyer) and where necessary drawing attention of importer Lo the rtgj
discrepancies in the terms and condition on the contract/ letter of credit Lo avoid the
problems later.

Instruction lo Ihe Victor/supplier- If the above-mentioned documents are in order, delivery

mote (in duplicate) containing the specifications and other details of the order is sent to
factor for the manufacture and dispatch of the export cargo to Ihe port of shipment
 Proof of offsetting to PHARMRXCL- As soon as exports has been made copies of
following documents in duplicate are sent to the PHARMEXC1L to meet the fulfillment of
the offsetting constraint. They are-
a) Invoice (one copy)
b) Packing list

c) Visa/Special custom invoice

d) Shipping bill (EP Copy)

QualSiv control Inspection- When the production is being done the packing and
folding department of the exporter makes an inspeclion of the quality of goods that

whether or not it confirms to the requirements of the purchase order.

Central Excise Clearance- when production schedule is over and the goods are

ready for dispatch at the factor}' doors, and the AR,E form with six copies depicting
the description of the goods and its value is prepared. Of the total seven copies, six. Copies arc
of administrative importance, three of which (original, duplicate, triplicate) arc sent to the
excise department and remaining the company retains three,

Dispatch of the documents to the export department of the f i r m by Ilic factory office-

the factory office prepares a dispatch advice and sends sit lo the export department along
with the following documents; Railway receipt/lorn' receipt AR.-4 form (original & duplicate)
Duplicate copy of delivery note signed by the factory office it states that the consignment has
been sent lo the stale town.

Induction of Ihe CHA (Custom House Agont> in the logistics- As soon as the

goods arc ready to clear the factory gates Ihe management of the cargo goes into the
hands of CHA, who further looks upon the future course "of action vis-a-vis the

indomitable, keeping no scope of uncertainty or changes in the purchase order pm the

part of Ihe buyer) and where necessary drawing attention of importer Lo the rtgj
discrepancies in the terms and condition on the contract/ letter of credit Lo avoid the
problems later.
Documentation process required person with lot of knowledge of this field.

1. The CHA on the behalf of exporter fills the request form for the use of terminals for
exports. With the request form; the exporter or CHA submitted some additional
documents. These documents are packing list and commercial invoice.

2. As per Ihe requirements of the exporter the Export Customer Relation Officer (CR) provide
the required services and the fill the charges sheet. The payment of the same is to be paid
to ICD in advance.

3. The ICD'S export in-charge generate specific and unique index number for the particular
request.

4. For the movement of empty container the CR issues form number # 12 to the transfer,
Mumbai.

5. The transporter picks up the empty container of a particular shipping line and sends it to the
factory of an exporter for stuffing.

6. Then the container get stuffed and brought to ICD for the required the documentation
procedure and customs examination and clearance procedure.

7. Following documents arc generated -

(a) If the factory of the exporter lies outside the PCMC area, 3 copies of loaded
container gate pass are generated -

- 1 copy is sent to chief superintendent of PCMC octroi post.

- 1 copy is given to transporter.

- 1 retains with gate in charge of ICD.

(b) If the factory lies in the PCMC. 3 copies of empty container gate pass along with 3
copies of loaded container gate pass are generated. All of them are distributed
to the authorities as same as above. These documents fulfill the octroi
requirement and serve as an instruction lo gale in-charge to let the container
come inside the premises of the company for custom examination and clearance.

8. The CHA on the behalf of exporter submits the shipping bills to the customs department.
Shipping bill is a statement showing the specification of the goods to be exported.
9. The role of customs department start from this stage. First the appraiser watches the
documents submit Led by the CHA thoroughly, if he feels the physical examination
necessary, he indicates the examiner for the same. In the normal case it is carried
down sequentially. After the assessment the appraiser signs the shipping bill, invoice
and packing list- Once the appraiser signs. The CHA fills challan and pays die customs
duty.

10. The appraiser then gives order for the physical examination of the goods to be
exported. The Inspector goes in export warehouse and examination the goods and
cross checks them with packing list, commercial invoice and shipping bill, after
physical examination the customs department allows to clear the cargo for exports. The
bottle seal is put to the container.

11. The duty signed transference copies are given lo in a sealed and stamped envelope,

12. ICD export in-charge, after receiving commercial invoice, shipping bill transicrcncc copies
generates following documents -

(a) Job Order - 6 copies

- 1 copy to customs department, Pune.

- 1 copy to CHA/lmporter

- 1 copy to transporter.

- 2 copies Lo shipping line or NVQCC (Non Vessel Operating Common Carrier)

LCL EXPORTS & CUSTOMS CLEARANCE PROCEDURE

1. CHA on behalf of exporter Fills the request form tor the use of terminal for export
and submits commercial invoice and packing list along with It.

2. The details are then feed in CFS management system in order to generate a
specific and unique Index number tor the particular shipment.

3. Exports in-charge generates 3 copies of gate pass bulk for allowing ihe truck
loaded with goods enter inio the premises of the ICD.

4. 1 copy of this gate pass is sent to chief superintendent octroi post, PCMC. 1 copy
has been given to transporter and 1 copy remains with ICD gale in-charge,

5. After the arrival of the break bulk goods, export in-charge generates issue note
for warehouse in-charge to assign a specific location in export warehouse.
Security guard present notes the records of number of packets and location
assigned down there in activity slip.

6. Warehouse in-charge ensures the location of consignment, as each separate

consignment is stacked in a separate segment divided in with in the export
warehouse. These segments arc equally divided sections of the dimension 25
meter * 25 meter (L*B) segregated by a thick yellow line.

7. After the customs clearance and examination procedure (same as FCL export) goods
are permitted to be stuffed in the closed CBT (closed body truck).

R. Next step involves the generation of letter for the customs department, Dronagiri which is
the place from where the LCL goods are consolidated and converted into FCL for loading
it on the vessel.

9. Same as above 6 copies of job order are generated out, such as 1 copy to customs
department, Drouagiri, 1 copy to CI1 A/Importer.

1 copy to transporter.

2 copies to shipping line or NVOCC (Non Vessel Operating Common Carrier).

1 copy for port trust authority. 1 copy remains with Dynamic Logistics for the records.
10. Exporter in-charge also generated 3 copies of gate pass for allowing the CBT to leave
the premises of ICD. From these 3 copies, 1 is sent lo chief superintendent of octroi post
PCMC, 1 given to transporter and 1 copy remains with gate in-charge.

11. CHA submits the transference copies to the ICD export in-charge in a sealed and stamped
envelope.

12. The CBT is allowed to depart from the premises of ICD after checking gate pass.

13. These goods are consolidated in a 20 feet or 40 feel container at Dronagirl and finally
loaded on the vessel.
AIR EXPORT PROCEDURES

1. CHA/Exporter fills the request form for the use of terminal for exports along with the airway
bill, commercial invoice, packing list and shipping bill.

2. Feeding the CFS management system with relevant details of the particular consignment
generates the index number.

3. Further 3 copies of gate pass are generated and distributed to the authorities
accordingly (as above),

4. 1 copy of this gale pass is sent to chief superintendent octroi post, PCMC. I copy is
given to transporter and 1 copy remains with 1CD gate in-charge.

5. After the arrival of the break bulk goods, export incharge generates issue note for
warehouse security guard present notes the record of number of packets and location
assigned down there in activity slip.

6. There is a special location for air cargo in the export warehouse, as it needs special attention.
Here at export warehouse of it is two segments at extreme right corner of the warehouse.

7. CHA approaches the customs department for the apprising and inspection of cargo in
order to gel it cleared. He obtains shipping bills and transference copies duly signed by the
authorities and further submits the same with the exports in-charge of 1CD office.

8. The stuffing sheet is sent to warehouse in-charge to make arrangement for stuffing the cargo in
the CBT.

9. Following documents are prepared for ftirthcr movement of air cargo -

- Export General Manifest 6 copies

- Inland Way Bill - 3 copies

- Transit Permit - 6 copies

10. Export general manifest is a consolidated report of the cargoes stuffed In one CRT,
Transit permit is the statement showing the transportation of loaded CBT to Sahar air
cargo complex; Inland way bill is a document serves same purpose as shipping bill
serves in shipping,

11. The documents are distributed accordingly to the authorities concerned (same as above).

12. CHA submits the transference copies along with EGM and transit permit duly signed
by the customs authority, sealed and stamped. These transference copies arc sent
Sahar air cargo complex for customs for customs formalities at Airport,

13. The gate pass is generated and CBT is allowed to proceed for SACC, Mumbai,
 IMPORT DOCUMENTS

Following explanation gives us an up-to-date picture of Import documents and

Ihe use and requirement of each document:

1. IMPORT ORDER: An Import order Is a commercial transaction which is not only

important to the importer and Exporter, but is also of concern to their respective countries,
since it affects the Balance of Payment position of both Ihe countries. It is therefore, not
 just a matter of product, manufacturing, packing, shipment and payment, but also of
one of concern to licensing authorities, exchange control authorities and banks dealing
in foreign exchange. The Importer is required lo produce copies of Import order to
various Government department/Financial institution e.g. obtaining import licenses
when the product is covered under the restricted items or canalized items for Imports,
arranging import finance and dealing with customs offices and exchange control
authorities etc. for various purposes,

2. ORDER ACCEPTANCE: Order acceptance is another important document prepared by

the Exporter confirming the order received from the overseas Importer. Under the
order acceptance the Exporter gives his confirmation to the order placed by the Importer
and commits a specified time. Sometimes, the Exporter needs a copy of his order
acceptance signed by the Importer. The order acceptance normally covers the name
and address of the Exporter, the name and address of the consignee, port of
shipment, country of final destination, the description of goods, quantity, price and
each and total amount of the order, terms of delivery, freight and insurance details, terms
of payment, mode of transport, packing and marking details etc, A common format of
Export price quotation, proforma invoice and order acceptance is used by many
Exporters.

3. LETTER OF CREDIT: At the request of the Importer his hank issues a letter of credit
in favour of the Exporter through its correspondent in the country of the Exporter
giving him authority to draw bills up lo a particular amount (as per the contract price)
covering a specified shipments of goods and assuring him of payment against the
delivery of shipping document The operations of letters of credit have been regulated and
are govern by UCP 500 of International Chamber ofCommerce, Paris.

4. TRANSPORT DOCUMENTS -

- Ocean Freight -various types of Bill of Lading

- Air Freight- Airway Bill/Air Consignment Note

- Rail/Road-Railway Receipt/Consignment Note

- Post-Way Bill issued by Foreign Post Office

- Courier- Courier Receipt/Way Bill

5. CERTIFICATE OF ORIGIN: Many counties require a certificate from the overseas
supplier stating the origin of goods and certified by the Chamber of Commerce or any
other recognized authority in the Exporter's country.

6. PACKING LIST/NOTE: A packing list/note includes the date of packing, connecting invoice
number, order number, details of shipping such as the name of the steamer. Bills of Lading
number and date of sailing, case number to which the list/note relates, details of goods such as
quantity and weight and item wise details, packing list helps the Importer or his agents to
clear the goods easily from customs author ities/ports.

7. CERTIFICATE OF INSPECTION; Certificate of Inspection is issued by the Inspection

authorities in die Exporter's country certilying that the goods have been inspected under
the recognized quality control standards and satisfies the conditions relating to control
and inspection as applicable to it and is export worthy. The Importer may also demand
for a certificate of inspection from his own designated inspection agency in the
Exporter's country is required.

8. 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. This certificate contains the name of the vessel, Ihe port of destination,
description of goods, quantity, length, breath, deplh etc. of the packages.

9. COMMERCIAL INVOICE; An invoice is a document drawn by the Exporter on his

overseas Importer which contains the details description of goods consigned, the
consignor's name, the consignee's name, the name of steamer, number and date of bill
of lading, order acceptance or contract number and date, country or origin, marks and
number and number of packages, special marking, if any quantity shipped, selling
price to the purchaser for each unit and total, terms of payment, terms of sale {FOB, C&F,
CIF,FAS), amount of freight and insurance if applicable, Import license number,
particular about packing, consular and customs declaration. Invoice is a prima facie
evidence of the conlract of sale and purchase and should be strictly in accordance with the
sale and purchase contract and must be signed by the Exporter or by the person acting on his
behalf.

I0 .FREIGHT DECLARATION;_ Freight declaration is required to be obtain from the overseas

supplier, in berth the cases, when the Importer agrees to pay the freight or the overseas supplier
pays the freight
11. BILL OF ENTRY: The bill of entry is a document, prepared by the Importer or his
clearing agent in the prescribed from under Bill of Entry Regulation, 1971, on the
strength of which clearance of Imported goods can be made. The different kinds of Bill
of Entry used tor following purposes:

(a) Bill of Entry for goods Imported for home consumption (white coloured):
This kind of Bill of Entry is used where the Imported goods are cleared from
the port on payment of customs duty.

(b) Bill of Entry Tor warehouse (yellow coloured): This kind of Bill of Entry is
also known as 'Warehousing or Into Bond Bill of Entry' used where the duty is
not paid but the Imported goods are transferred to customs recognized bonded
warehouses.

(c) Bill of Entry for Ex-Bond clearance for home consumption (green
coloured): This kind of Bill of Entry is used where the Importer intend to clear
the dutiable goods from a Bonded warehouse, which were warehoused under a
particular
 IMPORT PROCEDURE

*
IMPORT AND CUSTOMS CLEARANCE PROCEDURES

The procedures followed along with all aspects of documentation and clearance from
customs authority can be explained as follows

1. The CHA on behalf of Importer fills the request from for the use of terminal for Imports.
With the request form; the Importer or CHA submitted some additional documents.
These documents are -

- Bill of Jading or Airway bill

- Commercial invoice

- Packing List

2. As per the requirements of the Importer, the customer relation executive (CR)
provides Ihe required services and fills the charges sheet. They payment of the same is
to be paid to ICD ADVANCE.

3. The ICD'S Import in-chorge generates specific and unique Index Number tor the
particular request,

4. The documentation procedures start with the generation of Index Number, following
documents are generated -

- Job-Order form No. # 5-6 copies

- No objection certificate form No. # 13-3 copies

- Gate pass form No, # 2-3 copies

5. Job order is a statement of request made by the CR Imports of ICD to port trust manager
to make necessary arrangements to unload the container from the ship or vessel and
load it on the trailer so that it can be brought to ICD. All the 6 copies are distributed
among various authorities as follows -

- 1 copy to customs department, Pune.

- 1 copy to CHA / Importer

- 1 copy to transporter
 - 2 copies to shipping line or NVOCC

- 1 copy from which is to be submitted to port trust authority

- 1 copy remains with Dynamic Logistics for the records

6. 1 copy of NOC is submitted to deputy commissioner (customs), as a request to

bring the container to the dry-port, ICD. The charges tor the same are debited from
the account of importer. The duplicate copy of NOC is sent to port trust authority
after being signed by customs authority. The triplicate copy of NOC remains with
ICD.

7. From the 3 copies of Gale Pass, one is sent to chief superintendent (octroi) so as
to facilitate the transportation from port to ICD, 1 copy is given to transporter and 1
copies goes to gate in-charge to let the trailer enter the premises.

8. The CHA, forthe purpose of custom clearance submits the bill of entry to the customs
authority.

9. The Bill of entry submitted by CHA is then compared with Import General
Manifest (IGM) submitted by the NOVCC or carrier itself. After comparison the bill
has been assigned a specific number.

10. After the assignment, of a specific identification number CHA gives the bill of entry
to appraiser who checks the classification of goods, value of goods and duty
applicable on the same- First the appraiser checks the document submitted by the
CHA thoroughly, if he feels the physical examination necessary, he indicates the
examiner for the same. In the normal case it is carried down sequentially. After the
assessment the appraiser signs the bill of entry. Once the appraiser signs Ihe
B.CXE. the CHA fills challan and pays the customs duty.

11. Now Ihe CHA approaches the examiner to carried out physical examination order is
a statement of instruction to ICD that the cargo is to be de-stuffed for the purpose of
physical examination by the cusloms authority and not for the final delivery to the
Importer as he had not yet cleared the dues of shipping line.

12. Alter the checking the examination order imports in-charge prints de-stuffed sheet so as to
instruct yard in-charge to arrange for de-stuffing and customs examination of imported
cargo,
13. The custom examiner opens the packet, which he desires and randomly examines the
weight, quantity and order specifications mentioned in the documents backing the
particular Import shipment. If all the goods are found as per order, the goods are considered
customs cleared.

14. The remaining procedure contains no complication as |he CHA submits the deliver)'
order to the ICD office and takes issue note. The cargo is de-sluffed from the
container in the case of ICD de-stuffing, while in the case of factory de-stuffing the
yard in-charge has been instructed to let the container go to factory for de-stuffing.
CONCLUSION

I would like to conclude by specifying the fact (hat "DOCUMENTATION" plays a major role in
International competition.

I would like to conclude that; "CARRY PAST CORPORATION" is providing the belter
services to customers.
BIBLIOGRAPHY

BOOKS:

a. EXIM India year book

b. How to export? (M.I. Mahajan)
c. How to import? (M.I. Mahajan)
d. EXIM policy, procedure and documentation (M.I. Mahajan)

WEB SITES:

WWW.ILKOTA.NIC.IN

WWW.EXIM.COM