EXPORT

TRAINING MODULE
OMTRANS MUMBAI
 MODULES LIST
• 1) SHIPMENT TYPES
• 2) INCO TERMS
• 2) EXPORT PROCESS
• 3) SCOPE OF WORK
• 4) ROLESS & JOB RESPONSIBILITY
• 5) OFFICE ETHICS & ETTIQUETTES
• 6) MAIL WRITTING ETTIQUETTES
• 7) REPORTING ETTIQUETTES
• 8) MEETINGS & ETTIQUETTES
 SHIPMENT CLASIFICATION & TYPES
TYPE OF SHIPMENT MODE OF SHIPMENT
1) MODE OF SHIPMENT
1) EXPORT SHIPMENT 1) BY SEA

2) IMPORT SHIPMENT 2) BY AIR

A) AIR B) SEA C) ROAD D) MULTIMODE
3) BY ROAD

2) SHIPMENT TYPES

A) EXPORT B) IMPORT
 ASSOCIATED PARTNERS/ STAKE
HOLDERS
• 1) SHIPPER
• 2) CONSIGNEE
• 3) SHIPPING LINE
• 4) AIR LINE
• 5) TRANSPORTERS
• 6) FORWARDERS
• 7) CLEARING AGENT
• 8) CUSTOMS
• 9) CFS
• 10) OTHERS
 DEPARTMENTS INVOLVED IN EXPORT
• SALES
• PRICING
• BOOKING
• TRANSPORTATION
• CLEARANCE
• COORDINATION
• ACCOUNTS
• BILLING
 EXPORT PROCESS
• 1) BOOKING
• 2) TRANSPORTATION
• 3) CLEARANCE
• 4) COORDINATION
• 5) ACCOUNTS
• 6) BILLING
 SALES
• CUSTOMER MEETS
• RECEIVING INQUIRIES
• SHARING THE INQUIRIES TO PRICING DEPARTMENT
• TAKING THE RATES FROM RESPECTIVE DEPARTMENT
• ADDING THE RESPECTIVE MARGINS
• SENDING THE QUOTATION TO CUSTOMERS
• FINALIZING THE BUSINESS
• INFORMING THE CO-ORDINATOR AGAINST SUBJECT SHIPMENT
 FREIGHT PRICING DEPARTMENT
• RECEIVING THE INQUIRY FROM THE SALES TEAM
• APPROACHING THE RESPECTIVE SERVICE VENDOR FOR RATES
REQUIREMENT
• TAKING THE RATES FROM THE AGENCIES
• NEGOTIATING THE RATES WITH SERVICE AGENCIES
• SHARING THE SUITABLE RATES TO SALES TEAM
• AFTER CONFIRMATION, INSTRCUTING THE BOOKING DESK TO TAKE
THE BOOKING ON RESPECTIVE MODE AND SCHEDULE AS REQUIRED
 BOOKING DESK
• RECEIVING THE INSTRUCTION FROM PRICING DESK
• PLACING THE BOOKIG REQUEST TO THE RESEPCTIVE SERVICE AGENCIES
• GETTING THE BOOKInG FROM THE RESPECTIVE AGENCIES
• TAKING THE RESPECTIVE SCHEDULE FROM THE AGENCIES
• SHARING THE BOOKING WITH TRANSPORT, CHA, COORDINATOR FOR FURTHER
PLANNING OF SHIPMENTS
• ADDITIONALLY, MAKING THE RESPECTIVE AMENDMENT, CANCELLATION,
SPLITTING, ROLLOVER BOOKING AS DESIRED AND REQUIRED BY SHIPPER OR
SITUATION.
• MAINTAINING THE DETAILS ON DAILY BASIS AND SHARE DSR ON DAILY BASIS
TO MANAGEMENT
 TRANSPORTATION
• TAKING THE PLANNING FROM THE CONCERNED DESK/SALES/COORDINATOR
• ARRANGING THE VEHICLES TO MATCH THE SCHEDULE
• PLACING THE VEHICLES/CONTAINERS TO FACTORY AS PER GIVEN SCHEDULE
• PICKUP THE CONTAINERS UNDER SOUND CONDITION AND DAMAGE FREE OR
AS SPECIFIED.
• REPORTING THE VEHICLE/CONTAINERS DETAILS TO
SHIPPER/CHA/COORDINATORS
• ONCE STUFFED, GETTING BACK THE VEHICLES TO PORT WITHIN TIME.
• COORDINATING WITH CHA FOR OFFLOADING OF VEHICLE/CONTAINERS
• SUBMITTING THE BILLS AGAINST RESPECTIVE SHIPMENT AND JOB DETAILS.
 CHA DEPARTMENT
• SHIPPER SEND EXPORT DOCUMENTS TO CHA TEAM
• FILING THE SHIPPING BILL - CHECK LIST AGAINST INVOICE & PL
• SENDING THE CHECKLIST TO SHIPPER FOR APPROVAL
• AFTER APPROVAL FINALIZING THE CHECK-LIST
• SUBMITTING THE CHECKLIST & EXPORT DOCUMENT TO CUSTOMS FOR CLEARANCE
• HANDLING THE QUERRY OF CUSTOMS AND SOLVING THEM
• SUBMITTING VGM/FORM 13 AND TAKING FORM 13 FOR SUBJECT SHIPMENT.
• GETTING THE LEO DONE FROM CUSTOMS AND GIVING HTE MOVEMENTS TO PORT IN THE CONTAINERS
• TAKING APPROVAL FROM SHIPPER/COORDINATOR/SALES FOR ANY ADDITIONAL CHARGES OCCURED
FOR THE SHIPMENT
• ARRANGING THE REQUIRED SERVICE PROVIDER AS INSTRUCTED/QUOTED FOR SUBJECT SHIPMENT
• ARRANGING AND SUBMITTING THE RESPECTIVE INVOICES TO THE ACCOUNTS WITH JOB NO.S
MENTIONED.
 CO-ORDINATION DEPARTMENT
• Receiving the booking from booking desk
• Following with transporter for placement of vehicles/containers
• Following with shipper for the stuffing of containers and documents
• Following with CHA team for filing of the invoices and checklist approval/ LEO , stuffing of containers , port in of containers
• following with Shipper for SI draft and submitting the same to lines
• Following with S.line for first print and sharing the same with shipper for approval
• Draft once approved, giving confirmation to line, arranging the invoice from line and submitting the same to accounts.
• Once payment done, approaching the line to release the BLs within 7 days to avoid LDC charges
• Incase any dipsutes in invoices than to raise it with liner, follow up to closure with CN or Revisd inv.
• After the shipment is cleared , encure cost booking and submitting the file to billing department for billing
• additional responsibility to give fund planning to accounts every weekend to arrange funds
• Preparing daily DSR and sharing the same to respective seniors and desks.
• Ensuring the billing is done immediately once the shipment is complete
• checking transshipment of respective shipments.
 BILLING DEPARTMENT
• RECEIVE THE FILES SUBMITTED FOR BILLING
• CHECKING WHETHER TEH RESPECTIVE COST ARE PRE-BOOKED WITH ACCOUNTS
• CHECKING THE QUOTATION IS IN ORDER AS OER FILE SUBMITTED
• CHECKING WHETHER THERE ARE ANY ADDITIONAL CHARGES BEING INVOLVED OTHER THAN
QUOTED OR DECIDED
• SEEKING NECESSARY APPROVAL FOR ALL ADDITIONAL CHARGES
• ONCE ALL THE CHARGES AND QUOTATION IS IN ORDER THAN PREPARING COST SHEET
• PREPARING FINAL INVOICE AND TO SEND THE SAME TO CUSTOMERS AS PER THEIR
REQUIREMENT AND DESIRED FORMATS.
• PREPARING AND MAINTAINING THE DAILY DSR , SHARING THA SAME TO RESPECTIVE
SENIORS
• SUBMITTING THE FILES TO ACCOUNTS FOR FINAL CLOSURE.
 FILE SUBMISSION ETIQUETTES
• ENSURE THE FIRST PAGE FORM IS DULY FILLED
• ATTACH THE BOOKING COPY AND CHECK LIST DULY FILLED
• ATTACH THE QUOTATION COPY
• OPEN THE E-FREIGHT JOB NO. AND THE SAME TO BE MENTIONED ON THE FILE.
• ATTACH SHIPPPER INVOICE/PACKING LIST
• ATTACH THE CHECKLIST COPY
• ATTACH THE DRAFT BL COPY AND FINAL BL COPY
• ATTACH THE SHIPMENT RESPECTIVE INVOICES
( LINE,CHA,TPT,CFS,BUFFER,LASHING,FUMIGATION,INSURANCE,COO AND OTHER AS PER SCOPE
OF WORK.
• ADDING THE AGENTS INVOICES WHEN APPLICABLE
• SUBMITTING THE FILES TO BILLING WITH ALL THE NECESSARY AND SHIPMENT RELATED
DOCUMENTS AND INVOICES
 OFFICE ETHICS AND ETIQUETTES
• MAINTAIN OFFICE TIMING AND TO BE FOLLOWED RELIGIOUSLY
• UNDERSTAND YOUR WORK AND COMPLETE YOUR WORK IN HAND ON DAILY BASIS
• DO NOT KEEP THINGS PENDING UNNECESSARILY
• DO NOT HESITATE TO SHARE PROBLEMS WITH SENIORS
• INFORM THE SENIORS ABOUT THE ISSUES ON TIME TO ACHIEVE SOLUTION
• MAINTAIN HEALTHY AND SUPPORTIVE RELATIONS WITH YOUR FELLOW COLLEAGUES AND
DEPARTMENT
• DO NOT USE FOUL LANGUAGE, AVOID SHOUTING AND ALWAYS APPROACH FOR DISCUSSION TO
GET EASY AND QUICK SOLUTIONS
• DO NOT INDULGE IN NON-RELATED ISSUES AND TO AVOID OFFICE POLITICS
• RESPECT YOUR FELLOW COLLEAGUES, JUNIORS, SENIORS AND EVEN OFFICE LOWER LEVEL STAFF
• DO NOT SHARE ANY TYPE OF INFORMATION TO OUT SIDERS/ COMPETITORS
• MAINTAING YOUR DAILY WORK AND SHARE YOUR DSR ON DAILY BASIS
 MAIL WRITTING ETIQUETTES
• ALWAYS ACKNOWLEDGE THE MAIL WITH RESPECTFUL NOTATIONS
• MAINTAIN MAIL SUBJECT WITH CRISP DETAILS EASY FOR TRACKING
• ALWAYS START WITH SHIPPER/POD/INV NO./SHIPMENT /JOB NO.
• ALWAYS SEND THE MAIL TO EVERYONE USING RESPECTFUL NOTATIONS
• GIVE COMPLETE DETAILS AND RELATED FACTS FOR BETTER UNDERSTANDING OF THE ISSUES IF
ANY
• ALWAYS SEND UPDATE MAILS TO CUSTOMERS RELATED TO THEIR SHIPMENT, GENERAL RULES
AFFECTING THE SHIPMENTS, ANY UPDATES RECEIVED FROM ANY AGENCY, UPDATE ON
SHIPMENT STATUS.
• INCASE THERE ARE ANY DEVIATIONS FROM THE STANDARD PROCEDURE THAN WITH PRIOR
INFORMATION TO RESPECTIVE SALES PERSON, INFORM THE CUSTOMER ABOUT THE ISSUES AND
ADDITIONAL COST IF ANY.
• ALWAYS MAINTAIN A HABIT TO WRITE IT IN THE MAIL RATHER THAN VERBAL COMMUNICATIONS
 BILL OF LADING
• BILL OF LADING IS A DOCUMENT WHICH IS ISSUED BY EITHER AND LINE
OR FORWARDER.
• A bill of lading is a legal document issued by a carrier to a shipper that
details the type, quantity, and destination of the goods being carried. A
bill of lading is a document of title, a receipt for shipped goods, and a
contract between a carrier and a shipper.
• TYPE OF BL
• 1) ORIGINAL BILL OF LADING:
• 2) SEAWAY BILL OF LADING
• 3) TELEX BILL OF LADING
 BL TYPES
• 1) ORIGINAL BILL OF LADING: IT IS BASICALLY HARD COPY OF BILL OF LADING DULY SIGNED AND
AUTHORIZED
MASTER BILL OF LADING ( ISSUED BY S LINE - AFTER SAILING)
HOUSE BILL OF LADING ( ISSUED BY FORWARDER - AFTER SAILING)
RFS BL: IT IS A TYPE OF BL WHICH IS ISSUED BEFORE SAILING OF THE VESSEL.
2) SEAWAY BL: IT IS BASICALLY SOFT COPY OF THE BILL OF LADING EITHER ISSUED BY LINE OR FORWARDER
3) TELEX RELEASE BL: IT IS A MAIL CONTAINING BL DETAILS SENT FROM ORIGIN LINER TO DESTINATION
LINERS.
4) SURRENDER BL: IF THE SHIPPER DO NOT WANT TO SEND THE ORIGINAL BL AT DESTINATION THAN HE
INSTRUCT TO SURRENDER THE BL AT ORIGIN. THE BL IS SURRENDERED AT SHIPPING ORIGIN OFFICE AND A
MESSAGE IS SENT TO DESTINATION LINE OFFICE TO RELEASE TEH CARGO
5) SWITCH BL: IT INVOLVES 2 BL. IST BL THERE IS 1 SHIPPER AND ONE CONSIGNEE. FIRST BL IS THAN
SURRENDERED AND A NEW BL IS ISSUED IN WHICH THE FIRST CONSIGNEE BECOMES THE SHIPPER AND A
NEW CONSIGNEE IS ADDED.
 SHIPPING INSTRUCTIONS
SHIPPER SHIPPING BILL DATE
CONSIGNEE FREIGHT TERMS
NOTIFY BL TYPE
BOOKING NO. PAYER NAME
VESSEL NAME PAYER ADDRESS
VOYAGE NO.
DESCRIPTION OF GOODS
MARKS AND NO.S
CONTAINER DETAILS
SEAL DETAILS
CARGO DETAILS
SAID TO CONTAIN
NET WEIGHT
GROSS WEIGHT
SHIPPING BILL NO.
 AMS
• ADVANCE MAINFEST SYSTEM
• AMS IS FILED BY LINE/FORWARDER FOR US DESTINATION SHIPMENTS
• IT SI FILED AS A TYPE OF ADVANCE DETAILS OF THE CARGO WHICH WOULD BE
REACHING TO US AND BY WHICH MODE OF TRANSPORT.
• DEADLINE TO FILE THE AMS IS 2 DAYS BEFORE VESSEL SAILING FROM LAST
TRANSSHIPMENT PORT IN VIA VESSEL / 2 DAYS BEOFR VESSEL ETD FOR DIRECT
VESSEL
• IT IS FILED THROUGH VILDEN
• THE AMS FOLLOWING DETAILS ARE REQUIRED, SHIPPPER, CONSIGNEE, MBL
NO.,HBL NO. SCAC CODE LINE, SCAC CODE FORWARDER, VESSEL NAME, VOYAGE,
POL, POD, DESCRIPTION OF CARGO, HS CODE, CONTAINER NO. SEAL NO. , CARGO
WT, PACKAGES.
 ISF( IMPORT SECURITY FILING)
• ISF IS FILED BY THE CONSIGNEE
• IT IS BASICALLY FILED TO GIVE THE DETAILS TO US CUSTOMS OF
SHIPMENT ARRIVING IN US.
• IT INCLUDES, SHIPPER, MANUFACTURER, SELLER, BUYER, CONSIGNEE,
STUFFING ADDRESS, FORWARDER/CONSOLIDATOR, CONTAINER
DETAILS, HS CODE, MBL NO., HBL NO, POL, POD, VESSEL NAME,
VOYAGE NO., ETA TRANSSHIPMENT, ETD TRANSSHIPMENT, ETA POD,
PACKAGES.
 EXPORT MEETING
• ATTEND MEETING CALLED BY ANY OF THE DEPARTMENT HEAD- SUB HEADS.
• SHARING YOUR REPORTS ON DAILY RUNNING SHIPMENTS.
• SHARING THE ISSUES AND PROBLEMS IN HAND FOR GETTING SOLUTION.
• TAKING NOTE OF MEETINGS SO THAT COMMON PROBLEMS CAN BE ADDRESSED AND SOLVED
TIMELY.
• DISCUSS JOBS PENDENCY
• DISCUSS SHIPMENT PENDENCY
• DISCUSS BILLING PENDENCY
• DISCUSS WORK/VOLUME IN HAND EVERY WEEK.
• DISCUSS WHO WILL CLOSE WHICH ISSUE AND FOLLOW UP ON THAT.
• DISCUSS ON APPROVAL FOLLOW UP, EITHER FROM CUSTOMER/BOSS.
• PREPARING MINUTES OF MEETING AND SHARING WITH THE MANAGEMENT EOD.