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The objective of the scheme is to involve the states in the export effort by
providing assistance to the State Governments for creating appropriate
infrastructure for the development and growth of exports.
States do not perceive direct gains from the growth in exports from the State.
Moreover, the States do not often have adequate resources to participate in
funding of infrastructure for exports. The proposed scheme, therefore, intends
to establish a mechanism for seeking the involvement of the State Governments
in such efforts through assistance linked to export performance
Some export documents are required to be prepared before the shipment of goods
while some others are required while completing customs formalities. In addition,
some documents are issued by the shipping company. All such documents are useful
for completing the procedure of exporting are called shipping documents.
EXPORT DOCCUMENTATION
1} INVOICE
• Proforma invoice
• commercial invoice
• consular invoice
2} TRANSPORT DOCCUMENTS
• mate receipt
• bill of lading
• airway bill
• ARE 1 form
• Packing list
• Letter of credit
• Export Declaration
3} PAYEMENT OF DOCUMENTS
• Bill of exchange
4} CUSTOMS DOCCUMENTS
• shipping bill
6} MISCELLANEOUS DOCCUMENTS
• Marine insurance policy
• Insurance certificate
• Bill of entry
• Health certificate
7} CERTIFICATE
• certificate of origin
• combined certificate of origin and value
1} INVOICE
A} PROFORMA INVOICE
Proforma invoice is quotation given in the form of regular invoice it is sent as a reply
to an inquiry.
1. Proforma invoice contains the terms and conditions of sale. It may be the
basis to conclude a contact of sale
2. It supports a tender for sale contract.
3. It is used in case of export on consignment basis indicating to the agent the
price at which goods should be sold.
B} COMERCIAL INVOICE?
Countries that do not require a consular invoice, uses the commercial invoice as the
document upon which the import duty is based.
The exporter may also sometimes be asked, when providing an export quotation for
the foreign buyer, to supply a pro forma commercial invoice.
This document shows the foreign buyer what the commercial invoice will look like if
the foreign buyer places the order. The exchange authorities in the foreign country
sometimes require it before an import license is issued
1. Commercial invoice is useful for the collection of payment from the importer.
2. It is useful for completing export formalities with export inspection agency,
negotiating bank, excise & custom authorities.
3. It is useful to settle disputes about payment.
4. It is useful for the collection of export incentives & preparation of shipping
bill.
5. It is useful for accounting purposes.
{b} IMPORTANCE /USES OF COMMERCIAL INVOICE TO THE
IMPORTER:
C} CONSULAR INVOICE
This is a form, usually obtainable only from the Consulate of the importing country,
on which the exporter or its agent must enter a detailed description of the goods being
shipped. Such a form is required by certain countries.
On the consular invoice, there is space not only for the name of the goods but also for
any marks carried, the number of the items, their weight, the value and origin of the
goods and a declaration that the information given is correct.
In some countries, the goods must be described in terms of the customs tariff of the
importing country and the tariff number of the items given. Export Trade Barriers
Most countries requiring consular invoice also insist that the document be "legalized"
that is, have its accuracy sworn to by the exporter or its agent at the consulate of the
importing country.
Consular invoice is a certificate issued by the trade consulate of the importers country
Stating that goods of particular value are being imported from a particular country by
A particular importer
1. The importer gets quick delivery of goods & that too without opening the
containers for verification purpose.
2. Goods are delivered quickly after the calculation of duty as per the consular
invoice received.
3. The importer is rest assured that banned goods are not sent.
1. The work of customs authorities become easy & quick. Goods are cleared
quickly.
2. Duty calculation is possible on the basis of consular invoice received this
means the physical verification is not required.
3. No need to open the cargo to calculate the value of goods.
4. Loss of time & re-packing of the goods are avoided.
(2)TRANSPORT DOCCUMENTS
MATE RECIPT
Mate’s receipt is issued by the mate or master (commanding officer) of the vessel it is
a primia facie evidence that goods are laded in the vessel. Mate’s receipt is an
acknowledgement of the goods received on board the ship.
(a) Clean receipts indicate that goods have been properly packed & there is no defect
of any kind in the packaging.
(b) Qualifies receipts means packaging is defective & that shipping company will not
be responsible for damages of any kind
BILL OF LADING
A document supplied to the exporter by the shipping company that is transporting the
goods to their foreign destination, listing, item by item, the goods being shipped. It
serves three basic purpose:
3. To record transfer of title (or ownership) from the seller to the buyer when payment
for the goods takes place. Airlines use what is called an Air Waybill.
WHAT IS BILL OF LADING?
Bill of lading is a document of title to the goods it is issued by the shipping company
& serves as a receipt from the shipping company which undertakes to deliver the
goods at agreed destination payment of freight.
• Name & address of the shipper/consignee & the name of the shipping
company
• Name of the ship voyage number & date of loading of goods on the ship
• Quantity Quality marks & description of goods
• Number of originals issued
• Port of shipment & port of destination & date of loading
• Number of packages
• Signature of issuing authority
• Freight paid or payable.
This bill states that the goods are consigned to a specified person and it is not
negotiable free from existing equities, i.e. any endorsee acquires no better rights than
those held by the endorsor. So, for example, if the carrier or another holds a lien over
the goods as security for unpaid debts, the endorsee is bound by the lien although, if
the endorsor wrongfully failed to disclose the charge, the endorsee will have a right to
claim damages for failing to transfer an unencumbered title.Also known as a non-
negotiable bill of lading.
This bill uses express words to make the bill negotiable, e.g. it states that delivery is
to be made to the further order of the consignee using words such as "delivery to A
Ltd. or to order or assigns". Consequently, it can be endorsed by A Ltd. or the right to
take delivery can be transferred by physical delivery of the bill accompanied by
adequate evidence of A Ltd.'s intention to transfer. Also known as a negotiable bill of
lading.
This bill states that delivery shall be made to whosoever holds the bill. Such bill may
be created explicitly or it is an order bill that fails to nominate the consignee whether
in its original form or through an endorsement in blank. A bearer bill can be
negotiated by physical del
(A)CLEAN B/L
Clean bill of lading means a bill without any adverse remarks about conditions
Of goods.
(B)Claused B/L
It bears some adverse remarks when goods are not properly packed & show
Signs of damage. The shipping company puts adverse remarks e.g. Goods
Damaged.
(E)Direct B/L
When the ship carries goods from the port of shipment to the port of
destination shipping company issues direct bill of lading
AIRWAY BILL
ARE-1 FORM
This form is to be filled by exporter who claims rebate of duty paid on finished
goods or export under bond or under Letter of Undertaking (LUT). It also contains
a Certificate from Central Excise officer, certifying that the amount of duty has
been paid on goods which is specified on the ARE-1 form (in case of export
under rebate).
It also contains a certificate from Central excise Officer that he has examined the
goods and that particular in ARE – 1 and in the invoice are correct. The ARE-1
form also contains a certificate from customs officer certifying that goods were
shipped under his supervision.
The manufacturer exporter has to fill the details in the ARE-1 form in five copies.
Each of the 5 copies has different colour for easy processing. The five copies are
as follows:
4 - Quadruplicate - Green
5 - Quintuplicate - Blue
The five copies are handed over to the Excise Inspector for processing.
6} Packing list
This little-used document supplements the commercial invoice when numerous units
of the same product are being shipped or when quantities, weight or contents of
individual units in a shipment vary. Generally a separate list is prepared for each
package, showing the weight, measurements and contents. (Specification of the
outside dimension of each case and the total weight of the shipment is often included
in the required data.) Custom officials may carry out a partial examination by
Checking a certain number of the cases. If the packing list proves accurate for these,
the rest of the shipment is assumed to be in order.
Letter of credit
Export Declaration
Under the Import and Export (Registration) Regulations, every person who
imports or exports any article other than an exempted article is required to lodge with
the Commissioner of Customs and Excise an accurate and complete import or export
declaration within 14 days after the importation or exportation of the article
Prosecution may be initiated against any person who fails to lodge the required
declaration, or knowingly or recklessly lodges any declaration that is inaccurate in
any material particular.
BILL OF EXCHANGE
A bill of exchange provides some protection to the exporter against the importer
for not paying the bill amount provided it is documentary bill of exchange in D/A
OR D/P.
(4)CUSTOMS DOCUMENT
Shipping bill is required by different agencies for inspection & filling they are
prepared in five qualities & include
• Customs copy
• Drawback copy
• Export promotion copy
• Port trust copy
• Exporters copy
(5)EXCHANGE CONTROL DOCUMENTS
WHAT IS PP FORM?
CONTENS OF FORM GR
PREPERATION OF FORM GR
• Form GR is used for declaring exports to all countries other than Nepal &
Bhutan. It is to be completed in duplicate
• Form GR is used to declare receipt of foreign exchange.
• All entries should be made in the currency of the commercial invoice
• Banks name concerned with the realization of export proceeds should be
noted clearly
• The code number of exporter should be noted correctly & the clauses
which are not applicable should be scored out.
OPERATION OF GR
INSURANCE CERTIFICATE
BILL OF ENTRY
HEALTH CERTIFICATE
Health certificate is required for exports of food products, seeds, and animal
meat products etc. the certificate is used by the health department of the
exporting country certifying that these items are free from infection & contamination.
(7) CERTIFICATES
Certificate of Origin is a document, which indicates the country in which the goods were
produced, is required whenever preferential duties are claimed.
Many countries require the exporter to complete and sign a Certificate of Value.
In this document, the exporter states that the invoice contains a true and full statement of
the price paid for the goods by the importer and that there is no other arrangement
between the exporter and the foreign buyer about the purchase price.
The purpose is to discourage double invoicing whereby the importer presents one invoice
for customs duty calculation but in fact pays the exporter a larger sum based on true
invoice.
Often no separate document is required for the statement of value. Consular invoices
usually contain a space in which a declaration of value must be made.
Sometimes, a Chamber of Commerce or similar organization must certify the value of the
goods before the Certificate of Value is acceptable to the Customs authorities in the
importing country.
PROJECT REPORT
ON
“STUDY OF EXPORT IMPORT DOCUMENTATION”
SUBMITTED TO
UNIVERSITY OF MUMBAI
SUBMITTED BY
MR. Amit Dwarikaprasad Gaud
T.Y.B.COM.
ROLL NO. 82
ACKNOWLEDGEMENT
First and foremost, I would like to thank University of Mumbai for giving
me an opportunity to prepare a project report on “STUDY OF EXPORT
IMPORT DOCUMENTATION”. And I would like to express my
gratitude towards my project guide. Prof.U.M. Maske, because of whom I
was able to select such an informative and researchable topic and complete
this project within the stipulate period. They provided most valuable,
qualitative and quantitative information to this Project Report and for his co-
operation and helps in the same.
The information submitted in this project is true and original to the best of
my knowledge. I also hereby declare that this project report has not been
submitted any time to the University of Mumbai and any other university or
institute for the award or any degree or diploma.
___________________________
SIGNATURE OF THE STUDENT
(MR. Amit Dwarikaprasad Gaud)
ROLL NO.82
DATE:________________ PLACE:
MUMBAI
CERTIFICATE
___________________ _______________________
PRINCIPAL T.Y.B.COM CO-ORDINATOR
(DR. K.A. PATIL) (PROF. U.M. MASKE)
GUIDE CERTIFICATE
This is to certify that this project is based on an original project study carried
out by Mr. Amit Dwarikaprasad Gaud, a study of Third Year Bachelor of
Commerce (T.Y.B.Com.) under my guidance. The information provided in
this project is true and original to the best of my knowledge.
__________________
PROJECT GUIDE
(PROF. U.M. MASKE)
PRIMARY DATA:
• Various meetings with Prof. U.M. Maske in the college.
SECONDARY DATA
Secondary data are collected from the following sources:
• College Library Books
• Magazines
• Booklet & Broacher
• Websites.