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 NO.

CHAPTER NAME PAGE 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

STAFF OF INSTRUMENTAL LIMITED KOTA

WORKERS

800

OFFICERS

200

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.

SUPERVISORS

700

ORGANISATION STRUCTURE

Board of Director

Chairman-cum-Managing Director

Company Secretary

Business Acquisition Group

Procurement Manufacturing Facilities

Projects DDC Unit

Customer Services

CP & IT Marketing Unit

Kota Unit

Palakkad Unit

Branch Offices

Regional & Site Offices

Exports Division

Corporate F&A

Corporate P&A

Subsidiary Unit

REIL

VARIOUS DEPARTMENTS OF COMPANY:-

> Accounts department

> Production department.

* Fabrication Shop.

*Mcchanical Shop.

*Plastic Shop. ^Wiring Shop.

*Heat Treatment deppt.

> Purchase department

> Marketing department

Corporate R&D

> 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.

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:-

13

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

CONT1NUAL IMPROVEMENT OF THE

QUALITY MGT. SYSTEM

Measur

ement

analysis &

improve

REQUIRE

MENT"---

INSTRUMENTATION LIMITED-VARIOUS PLAN

LS/UNITS/SLIBSIUERIES COMPANIES: -

INSTRUMENTATION CONTROL VALVE. LTD PALGHAT

ILPEL

IL-POWER ELECTRONIC-K.OTA

IDCL

INSTRUMENIATION DIGITAL CONTROL LMT. KOI'A

REIL

RAJSTI1AN ELECTRONICS & INSTRUMENTATION LMT. JAIPUR

INSTRUMENTAL LIMITED

> 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)

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

j

> 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 bil l 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 bil l 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 bil l 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

To examine the export contract

Obtaining 1EC Number

Instruction to the factor/ supplier

Proof of offsetting to PHARMEXCIL,

Processing an export order

Entering into export contract

Pre requisites, prior to stuffing in the

container

Induction of the OIA in the logistics

Central Excise Clearance

Dispatch of the documents to the export

department of the firm by the factory

office

Issurance of mate’s receipt and bill of

lading

Certificate of origin

Quality control inspection

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

Summation of an dosed documents

Rebate of central excise duty and

duty drawback

At the bank, these documents are

processed in the following manner

Presentation of document to bank

Shipment advice to the importer

Preparation of various sets of

documents

Certificate of origin

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 rm 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