This action might not be possible to undo. Are you sure you want to continue?
Role of Proper Documentation
Correct documentation alone can ensure: swift passage of goods to the customer, Customs clearance, Transfer of title, and Prompt payment for the goods supplied
“You help yourself and your buyer by appropriate and correct documentation”
Export Documents Commercial Documents Principal Auxiliary Regulatory Documents
The Concept of Master Documents The two master documents. . The two.one for commercial use and the other for regulatory documents meant for customs. RBI and port trust-have maximum advantage of alignment and minimum cost and time for preparing individual documents. Different forms used in the international trade transaction are printed on paper of the same size and in such way that the common items of information are given the same relative slots in each of the documents. Aligned Documentation System (ADS) is based on the UN layout key.master documents contain all the information that is common to individual documents.
realising export proceeds There are other ‘Auxiliary documents’ required for preparation and procurement of principal export documents .Commercial Documentation ‘Principal export documents’ by customs of trade are required for: .effecting physical transfer of goods .transferring of title of goods from an exporter to an importer .
Regulatory Documentation These are prescribed by different government departments in compliance with the requirements under relevant laws Documents incidental to customs clearance of export/import consignment. etc are covered in this category . foreign exchange regulations.
from time to time Government announces many special schemes and incentives These relate to duty free imports. Documentation relating to above are called assistance or incentive documentation . concessional import duties. etc. duty drawbacks on exports and excise related export goods.Assistance and Incentive Documentation For promoting exports.
Principal Export Documents Commercial Invoice Packing List Bill of Lading/Combined Transport Document Certificate of Inspection/Quality control Insurance Certificate/Policy Certificate of Origin Bill of Exchange Shipment Advice .
unless otherwise stated in L/C .Commercial Invoice It is the document of account of sale rendered by buyer to the seller It is a prima facie evidence of the contract of sale and purchase Description of merchandise must correspond exactly to the details in the L/C and should be made on the paper of the seller and signed by him It should be made in the name of the opener.
New Zealand. Mauritius. Kenya. Tanzania. Nigeria. Fiji. Ghana.Consular Invoice Needed mostly by Latin American countries. Helps importer to get goods customs cleared easily Consular invoice has to be got certified by the embassy of country concerned . Australia. The importer’s country require this to collect accurate import details for assessing import duties & for other statistical purposes. Uganda. etc.
Customs Invoice Required by countries like USA. for allowing entry of goods at preferential tariff rates Invoice forms are generally available at the consular office of the importing country & should be signed and witnessed after duly filling the same. . Canada. etc.
Taiwan etc. Turkey. Latin America.Legalised/Visaed Invoice Required by some countries in Middle East. These invoices are sworn for their genuineness by seller as being correct before appropriate Consulate /Chamber of Commerce /Embassy and bear the stamp and authentication .
Such invoices are called as a certified invoice .Certified Invoice Sometimes exporter is asked to certify on the invoice about the goods being of particular origin or packed at particular place and in accordance with a specific contract.
to shipping agent .Packing List It shows details of goods contained in each parcel/shipment Shows item by item the contents of containers or parcels shipped Enables buyer/receiver to check received items correctly Specified number of copies are kept inside the package. sent to buyer. sent with shipping documents.
Following documents are used in export as transport documents: Ocean freight: Bills of Lading Air Freight: Airway Bills / Air consignment note Rail/Road: Railway Receipt /Consignment Note Post: Post Parcel Receipt . c. d. b.Transport Documents a.
It is acceptable for negotiation under L/C.g. . rail and ship. e. A CTD provides an alternative to establishing a series of separate and nonuniform contracts for each segment of the total transport process. The movement is carried out by more than one mode.Combined Transport Document It is a document for multi-modal movement of goods in container.
and Undertaking to deliver the goods in the like order and conditions as received to the consignee or his order of assignee provided freight and other charges have been duly paid It is a document of title and by practice transferable. .Bill of Lading It is a document issued by the shipping company or its agent acknowledging the receipt of goods on board of vessel.
Types of Bill of Lading Clean Bill of Lading Claused Bill of Lading On Board Bill of Lading Stale Bill of Lading .
buyer or his agent. .Airway Bill / Air Consignment Note It is the receipt issued by the airline for the carriage of goods It is not treated as a document of title and is not issued in negotiable forms Indian Exchange Control discourages consignment of goods in the name of either importer.
Post Parcel Receipt It evidences merely receipt of goods for exports by post office It is not treated as a document of title It is advisable to send post parcels in the name of foreign correspondent bank instead of to the buyer .
Specialized inspection agencies are there in India Self inspection certificates can also be given by export houses with good record of exports .Inspection certificate It indicates that the goods have been inspected before sealing for export.
Marine Insurance Policy / Certificate Marine insurance is intended to protect the insured against the risk of loss or damage to goods in transit due to marine perils .
agrees to indemnify the latter against the loss incurred in respect of goods exposed to perils of sea and incidental to sea voyage .Insurance Policy Marine Insurance Policy is a contract whereby the insurer. in consideration of a payment of premium by the insured.
.Insurance Certificate It gives details of the shipment insured together with a shortened version of the provision of open cover It is a more convenient document than a policy and more easily intelligible It does not have legal standing. cannot be assigned.
etc on payment of a small fee. . Export Promotion Council.Certificate of Origin It is required by the importer for clearance of goods in his country Also required for taking advantage of preferential tariffs granted to exports from India in a particular country Obtainable from a recognised Chamber of Commerce.
Generalised System of Preferences (GSP) Certificate Many developed countries have adapted GSP Exporters from developing countries including India are entitled to a concessional rate of import duty in these countries Issued usually by Export Inspection Agency .
signed by the maker. directing a certain person to pay a certain sum of money only to or to the order of a person or to the bearer of the instrument ‘Sight Draft’.Bill of Exchange Also known as ‘Draft’ It is an instrument in writing containing an unconditional order. ‘Usance Draft’ There is no standard format for Bill of Exchange .
Shipment Advice ‘Shipment Advice’ is sent by exporter to importer intimating the date of shipment of consignment by a named vessel and its ETA at the destination port. Shipment advice is sent in the prescribed format along with following documents: 1. Non negotiable copy of the B/L. Commercial invoice. and 4. 2. Packing list. Customs invoice . 3.
Letter to bank of collection/negotiation of documents .Auxiliary Documents The seven auxiliary documents are 1. 6. Proforma Invoice 2. Insurance Declaration 5. Application for certificate of origin. Mate's Receipt 7. Intimation for inspection 3. Shipping instructions 4.
Vehicle ticket - Port Port (contd) .1/AR4 Form ( for Central Excise) 2.Regulatory Documents There are seven regulatory documents associated with the pre-shipment stage of the export transaction: 1. ARE. Shipping Bill/Bill of Export (for Customs) 3. Port Trust Copy of Shipping Bill/ Export Application/Dock Challan 4.
Freight Payment Certificate Steamer Agents 7.Insurance Co. Exchange Control Declaration/GR/PP forms RBI 6.) 5. Insurance Premium Payment Certificate .Regulatory Documents (contd. .
1/AR4 forms should be of different colors indicated below: Original---.ARE.Blue (Central Excise Officer) Sixtuplicate.Pink (Rebate sanctioning authority ) Quadruplicate---Green (Chief Accounts Officer at Collectorate Head Quarters) Quintuplicate---.White (Returned to Exporter) Duplicate--. The different copies of ARE.Yellow (optional copy to exporter) .Buff (Do) Triplicate--.1 Form It is used for claiming excise rebate / duty drawback from the GoI.
These are of 4 types White : Export of duty free goods (3 Copies) Green : Export under claim for duty drawback (4 copies) Yellow : Export for dutiable goods (3 copies) Pink : Export of duty free goods ex-bond (3 copies) Blue: Export under DEPB scheme (7 copies) .Shipping Bill Most important document required by custom authorities for allowing exports. It contains all details of goods shipped.
volume. . Vehicle Ticket It is an entry pass issued by the port trust authority to the shipper to allow the latter to bring export cargo to the port for their dispatch to the importer. weight etc.Port Trust Copy of Shipping Bill/ Export Application/Dock Challan An exporter has to pay the port and dock charges when the shipment is sent by sea. The amount is assessed on the basis of nature of goods.
Declaration Documents GR Forms Prescribed by the RBI under FEMA to ensure that the Forex receipts in respect of exports are repatriated to India. Both copies submitted to customs at port of shipment along with shipping bill. running serial no. on both copies Customs returns duplicate copy and retains original Exporter submits GR form and other documents to his bank/authorized dealer for collection of export bills within 21 days . Customs gives ten no. Prepared in duplicate.
Submitted in duplicate Customs gives back one copy along with a copy of the shipping bill marked as ‘Exchange Control Copy’ Should be given to authorized dealer within 21 days . SDF is used.SDF Forms Where shipping bills are processed electronically.
. Postal articles intended for any permissible foreign destinations may be booked at any of the post office in India . All such parcels are routed through the ‘foreign post offices’ located in major cities.PP Forms Completed in duplicate Exports to all countries are to be declared on PP Form when goods are sent by post parcel. PP form or No objection certificate from the Reserve Bank of India is required to be enclosed to the parcel depending upon the value of the goods being exported.
i.SOFTEX Forms Used in export of software otherwise than in physical form.e magnetic tapes. discs. etc. Valuation of Software Exports Disposal of SOFTEX form (triplicate) Should be submitted not later than 30 days along with invoice to the valuation authorities .
Other documents Freight Payment Certificate Premium Payment It is like receipt for payment of freight Insurance Certificate It is like receipt for payment of insurance premium. .
.Mistakes in Documentation Particulars often incorrectly declared Quantity vis a vis Units of Qty Gross weight & Net weight Invoice No/Date & ARE 1 No in the SB Port of Destination/ Discharge Description of goods Currency Viz USD/GBP/Aus D/Euro etc CIF Value/FOB Value Export promotion Scheme opted.
Other Documents Black list certificate Weight Note Languages certificate Certificate of Chemical Analysis Phytosanitary certificates Conditioning certificate Antiquity Certificates Certificate of measurement Transshipment bill Shipping Order .
Thank You .
This action might not be possible to undo. Are you sure you want to continue?
We've moved you to where you read on your other device.
Get the full title to continue listening from where you left off, or restart the preview.