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EXPORTDOCUMENTATIONANDPROCEDURES

Exportersshouldseriouslyconsiderhaving the freight forwarderhandle the formidableamountofdocumentation thatexporting requires freight forwardersarespecialistsinthisprocess.Thefollowingdocumentsarecommonlyusedinexportingwhichofthemareactuallyusedineachcasedependsontherequirementsofbothourgovernmentandthegovernmentoftheimportingcountry.1.Commercialinvoice2.Billoflading3.Consularinvoice4.Certificateoforigin5.Inspectioncertification6.Dockreceiptandwarehousereceipt7.Destinationcontrolstatement8.Insurancecertificate9.Exportlicense10.ExportpackinglistSTEP1:Enquiry:ThestartingpointforanyExportTransactionisanenquiry.Anenquiryforproductshould,interalia,specifythefollowingdetailsorprovidethefollowingdataSizedetailsStd.oroversizeorundersizeDrawing,ifavailableSample,ifpossibleQuantityrequiredDeliveryscheduleIsthepricerequiredonFOBorC&ForCIFbasisModeofDispatchSea,airorSea/airModeofPackingTermsofPaymentthatwouldbeacceptabletotheBuyerIfthebuyerproposestoopenanyLetterofCredit,anyspecificrequirementtobecompliedwithbytheExporterIsthereanyrequirementofPreshipmentinspectionandifso,bywhichagencyAnyCertificateofOriginrequiredIfso,fromwhatagency.

STEP2:Proformageneration:Afterstudyingtheenquiryindetail,theexporterbeitManufacturerExporterorMerchantExporterwillprovideaProformaInvoicetotheBuyer.

STEP3:Orderplacement:IftheofferisacceptabletotheBuyerintermsofprice,deliveryandpaymentterms,theBuyerwillthenplaceanorderontheExporter,givingasmuchdataaspossibleintermsofspecifications,PartNo.Quantityetc.(Nostandardformatisrequiredforsuchapurchaseorder)

STEP4:Orderacceptance:ItisadvisablethattheExporterimmediatelyacknowledgesreceiptoftheorder,givingascheduleforthedeliverycommitted.

STEP5:Goodsreadiness&documentation:OncethegoodsarereadydulypackedinExportworthycases/cartons(dependinguponthemodeofdespatch),theInvoiceispreparedbytheExporter.Ifthenumberofpackagesismorethanone,apackinglistisamust.EvenIfthegoodstobeexportedareexcisable,noexcisedutyneedbechargedatthetimeofExport,asexportgoodsareexemptfromCentralExcise,buttheAR4procedureistobefollowedforclaimingsuchanexemption.Similarly,noSalesTaxalsoispayableforexportofgoods.

STEP6:Goodsremovalfromworks:TherearedifferentproceduresforremovingExportconsignmentstothePort,followingtheAR4procedure,butitwouldbeadvisabletogettheconsignmentsealedbytheCentralExciseauthoritiesatthefactorypremisesitself,sothatopeninspectionbyCustomsauthoritiesatthePortcanbeavoided.Ifexportconsignmentsareremovedfromthefactoryofmanufacture,followingtheAR4procedure,claimingexemptionofexciseduty,thereisanobligationcastontheexportertoprovideproofofexporttotheCentralExciseauthorities

STEP7:DocumentsforC&Fagent:TheExporterisexpectedtoprovidethefollowingdocumentstotheClearing&ForwardingAgents,whoareentrustedwiththetaskofshippingtheconsignments,eitherbyairorbysea.InvoicePackingListDeclarationinFormSDF(tomeettherequirementsasperFERA)induplicate.AR4firstandthesecondcopyAnyotherdeclarations,asrequiredbyCustomsOnaccountoftheintroductionofElectronicDataInterchange(EDI)systemforprocessingshippingbillselectronicallyatmostofthelocationsbothforairorseaconsignmentstheC&FAgentsarerequiredtofilewithCustomstheshippingdocuments,throughaparticularformat,whichwillvarydependingonthenatureoftheshipment.Broadcategoriesofexportshipmentsare:UnderclaimofDrawbackofdutyWithoutclaimofDrawbackExportbya100%EOUUnderDEPBScheme

STEP8:CustomsClearance:AfterassessmentoftheshippingbillandexaminationofthecargobyCustoms(whererequired),theexportconsignmentsarepermittedbyCustomsforultimateExport.ThisiswhattheconcernedCustomsofficialscalltheLETEXPORTendorsementontheshippingbill.

STEP9:DocumentForwarding:

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28/05/2015 EXPORTDOCUMENTATIONANDPROCEDURES

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Aftercompletingtheshipmentformalities,theC&FAgentsareexpectedtoforwardtotheExporterthefollowingdocuments:CustomssignedExportInvoice&PackingListDuplicateofFormSDFExchangecontrolcopyoftheShippingBill,processedelectronicallyAR4(originalduplicate)dulyendorsedbyCustomsforhavingeffectedtheExportBillofLadingorAirwaybill,asthecasemaybe.

STEP10:Billsnegotiation:Withtheseauthenticatedshippingdocuments,theExporterwillhavetonegotiatetherelevantexportbillthroughauthorizeddealersofReserveBank,viz.,Banks.UndertheGeneralizedSystemofPreference,importsfromdevelopingcountriesenjoycertaindutyconcessions,forwhichtheexportersinthedevelopingcountriesareexpectedtofurnishtheGSPCertificateofOrigintotheBankers,alongwithothershippingdocuments.Broadly,paymenttermscanbe:DPTermsDATermsLetterofCredit,payableatsightorpayableat...days.

Step11:Banktobankdocumentsforwarding:ThenegotiatingBankwillscrutinizetheshippingdocumentsandforwardthemtotheBankeroftheimporter,toenablehimcleartheconsignment.ItisexpectedofsuchauthorizeddealersofReserveBanktoensurereceiptofexportproceeds,whichfactorhastobeintimatedtotheReserveBankbymeansofperiodicalReturns.

STEP12:Customsobligationdischarge:Asindicatedabove,ExportersarealsoexpectedtoprovideproofofexporttotheCentralExciseauthorities,onthebasisoftheCustomsendorsementsmadeonthereverseofAR4sandgettheirobligation,onthisscore,discharged.

STEP13:ReceiptofBankcertificate:AuthorizeddealerswillissueBankCertificatestotheexporter,oncethepaymentisreceivedandonlywiththeissuanceoftheBankCertificate,theexporttransactionbecomescomplete.ItismandatoryonthepartoftheExporterstonegotiatetheshippingdocumentsonlythroughauthorizeddealersofReserveBank,asonlythroughsuchasystemReserveBankcanensurereceiptofexportproceedsforgoodsshippedoutofthiscountry.

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