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i) Name and address of the importer.(ii) Description of goods it should be precise indicating important technical specifications and physical features enabling the identification of the product easily.(iii)Price of the product: should be quoted internationally accepted or mutually agreed currency it should be generally, should be on C.I.F. basis or in other words, the price will include cost and charges from carrying the product the place of exporter to the destination port together with freight and insurance. In case of discounts, it should be clearly mentioned.(iv)Condition of sale: Since the proforma carries legal obligations on the part of the exporter to supply the goods to the importer if it is accepted by the latter. Therefore it is necessart to mention conditions of sale clearly. The important conditions relating to the validity of the period of invoice, delivery schedule, inspection of goods, and terms of payment should be very clear. When the proforma invoice is accepted and communicated to the exporter, it becomes a confirmed order for export. In the process the importer sends back the copy of the proforma invoice duly signed signalling the acceptance of conditions contained in it. It also marks as the commencenent of the export transaction.
The export order must clearly mention the mode of payment involving letter of credit, documents against payment (D/P) or documents against a Acceptance (D/A) etc. The best mode of payment in this context is through an irrevocable and confirmed Letter of credit. The important terms and conditions of export order i.e. delivery schedule, packing, inspections marketing etc. must agreed should be strictly admitted. The documents needed by the importer must be forwarded to the negotiating bank in the proper specified form and manner. It is the duty of the exporter to confirm the export order only when he finds the terms satisfactory and according to agreed terms. Primaryinfo.com
After confirming the export order, it becomes necessary to make arrangement for producing the goods to meet export order. An internal indent is increased on the manufacturing unit mentioning almost all the particulars of the export order together with the importer's instructions and the date by which the goods must be ready and other formalities completed, date of shipment etc. There remains nothing to be left on the discretion of the works manager. Primaryinfo.com
exporter has to prepare two important document- AR-4A form and Gate pass form GP- 1 or GP-2 AR-4A form is prepared in quadruplicate and form GP-1 or GP-2 in triplicate. GP-1 form is used when the exporter goods are removed from the factory under used when the exporter goods are removed from the factory under claim for rebate of duty and from GP-2 is prepared when goods are to be removed under bond. The AR-4A and GP-1 or GP-2 are submitted to the Range Superintendent, Central Excise who after necessary formalities signs all the copies. The Central Excise office may make the physical verification of the goods at the factory and seal the package on the request of the exporter. In this case form AR-4 will be used in place of form AR-4A." All other formalities followed are the same: The Central Excise Officer, after scrutiny "returns the original and duplicate copies of form AR-4/AR-4A. The triplicate copy is sent to Maritime collector, the fourth copy of form GP-2 is in the back to the exporter by the Excise Department.
There is a simple procedure for the regular manufacturer exporter. For this purpose they are recognised as an 'exporter worthy' unit by the Export Inspection Council and such a unit has only to submit an application for the goods to be exported and therefore inspection is not necessary. Thereafter the goods are sent to the port of shipment and Railway Receipt is obtained.
The primary function of transport packaging in marketing abroad is to ensure safe of the product during transit. Mere insurance of the goods is no excuse for not being careful about damages or pilferage in transit. "The materials used in packaging should be such that protect the goods from the ill-effects of moisture, gas, light, air, etc. so that goods may preserve its attributes, shape, weight, stability, fragility rigidity and durability etc." In this way packaging plays an important part in the storage, preservation, protection and distribution of the product. The mandatory provisions regarding packaging of the goods imported also have important place in the packaging of goods for exports. Primaryinfo.com
thereafter the exporter applies for the marine insurance policy, obtained in duplicate. This is the stage at which of all formalities regarding floor price regulations, canalations certificate origin, ECGC cover and consular invoice (if necessary) are completed. Then the exporter sends the documents listed (next slide)to his clearing and forwarding accompanying detailed instructions Primaryinfo.com
(i) commercial invoice in duplicate mentioning full particulars of the products, packages, price and the market real value,(ii) Original Export order in original, (iii) Original L/C,(iv) form showing code no,(v) 4A-AR/AR-4 (original and duplicate),(vi) Excise gate pass (original), (vii) Packing and weight lists,(viii) Certificates of inspection,(ix) Declaration form in triplicate, (x) Consulare invoice (where necessary),(xi) Export licence, (xii) purchase memo, and(xiii) Railway Receipt."
Thereafter the clearing and forwarding agent submits the Port Trust copy of the Shipping Bill to the shed superintendent of the Port Trust. "He allows to bring the export cargo to the transit shed for physical examination. In the case of shed cargo, the Cock Challan is prepared, where the ship loads overside, the dock charges are indicated on the shipping Bill and no dock challan is prepared. The dock challan is then processed and is handed over to the clearing and forwarding agent after necessary formalities viz. After collection of cheque or cash. The shipping Bill including dock challan is submited the port trust authorities. In case of overside cargo, Cart ticket, Boat Note along with shipping bill and Dock challan are carried by the Authorised Licensed accompanying the goods for making the cargo is checked, and the necessary documents are examined and then super who cargo takes over control of the cargo for shipment."
Then takes place the registration of the Boat Note and the shipping Bill. The Mates Receipt is prepared by the ships export clerk after loading the goods. "It is signed either by the captain of the ship or his agent and delivered to port-commissioner's shed. The clearing and forwarding agent makes the payment of the port charges and collect the Mate's Receipt. It is then presented to the preventive officer for certifying the fact of shipment on all copies of the documents which need post-shipment and endorsement from the preventive office. The clearing and forwarding agent obtains the bill of lading (two copies negotiable and about a dozen non-negotiable) from the shipping company against the Mate's Receipt."
When the goods are shipped and the required documents are sent to the importer, now it is the stage to collect the payment from the importer and thus, the exporter contacts the 'negotiating' bank. Where he is required to submit the following documents (next slide) for the materialization of the negotiation
(i) GRI form (duplicate copy),(ii) Bill of Exchange (First and second copy), (iii) Full set of clean on board Bill of lading (three negotiable and as many non- negotiable copies are required)(iv) Original Letter of Credit,(v) Commercial Invoice (two copies),(vi) Packing list (four copies),(vii) Marine Insurance Policy (two copies),(viii) Bank certificate in prescribed form (two copies),(ix) Consular Invoice," if necessary.Primaryinfo.com
These documents are processed here in light of the terms and conditions of the original L/C. Then ollowing set of document is transmitted to the importer by the first air mail. This is followed by a secon set of these documents y the second air mail to ensure that, in case the first is misplaced in transit the importer may take delivery of the consignment throught the documents in the second set. These include:(i) Bill of Exchange,(ii) Custom Invoice,(iii) Insurance Policy list. The original copy of the bank certificate together with the attested copies of the commercial invoice are returned to the export. The duplicate copy of the bank certificate is forwarded to the concerned joint chief Controller of Imports and Exports.
To get the import replenishment license, exporter must submit the prescribed application form together with the following documents:
A separate application for cash assistance is submitted to the Joint Chief Controller of Imports and Exports together with the same documents as submitted for the import replenishment license. "Alternatively, a reference can be made in the application that the document have been submitted in connection with the import replenishment scheme" for the exporters.
In case an exporter wants to claim duty drawback must fill a Drawback Shipping Bill. It is also an application regarding duty and central excise duty paid on all raw materials, components, and consumable utilised in producing the final products. The concerned departments process the Drawback Shipping Bill and when he is satisfied with the authenticity of the documents, issue a refund order to the exporter. There is a procedure to provide Drawback to the exporter in advance immediately on presentation of the shipping under 'Duty Drawback Credit Scheme 1976' through the Eligible Bank. Such an advance is provided for ninety days free of interest and is adjusted. Primaryinfo.com
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