ADS & Export Documents

7/27/2019 ADS & Export Documents

1/102

Documentation

System & Export

Documents

Submitted By:-

Aarushi Singh(1101)

Abhinav Chauhan(1102)1


2/102

Index

Aligned Documentation System

Classification of Documents


3/102

What is Aligned Documentation

System?

The standard izat ion o f the

pre-sh ipment exportdocumentsis done on the

basis of the system, popularly

known as Aligned

Documentation System (ADS)


4/102

Objectives

To simplify trade documentation

on an international scale,bringing benefit to traders.

To enter information on an easy

basis and access the information

with greater convenience.


5/102

Entire

Information

MasterDocument 1

CommercialDocuments

(14/16)

MasterDocument 2

RegulatoryDocuments

(4/9)


6/102

Advantages

Dispenses conventional documentationpreparation: The documents are aligned to one

another. The common items of information

occupy the same relative position on each form.

Easier to complete and access: Commonpositions are used for data items, thus its

possible to use a Master Document whichhelps to produce a range of documents using a

photocopier.


7/102

Benefit to all parties: It speeds upform preparation, cuts cost and

reduces errors.

Better image: Simplifies documentchecking and training new staff. It

enhances an organization'sprofessional image.


8/102

Paper Size and

SpecificationPaper A4Size Length 297 mm

Width 210 mm

Margins Top 10 mm

Left 20 mm

Right 6 mm

Bottom 7mm


9/102

Classification of ADS

DocumentsAlignedSystem

CommercialDocuments

RegulatoryDocuments


10/102

Commercial

Documents

10


11/102

Objectives

To effect physical transfer of goodsfrom exporters place to the

importers place.To transfer property and title of

goods from exporter to importer.

Realization of export proceeds fromthe exporter to importer.


12/102

Classification

Commercial

Documents

PrincipalExport

Documents

AuxiliaryExport

Documents

P i i l E t


13/102

Principal Export

Documents

Commercial Invoice

Packing List

Certificate of Inspection

Bill of Lading/Combined transportation Documentation

Shipping Advice

Certificate of Origin

Insurance Certificate/Policy

Bill of Exchange

A ili E t


14/102

Auxiliary Export

Documents

Proforma Invoice

Intimation for Inspection

Shipping Instructions

Insurance Declaration

Shipping Orders

Mates Receipt

Application for Certificate of Origin

Letter to the Bank for Collection/Negotiation of Documents


15/102

Regulatory

Documents

15


16/102

They have been prescribed by different

government departments and bodies in

the context of export trade.

These documents are meant to comply

with the various rules and regulationsunder relevant laws governing the

export trade.

There are 9 regulatory documentsassociated with the pre-shipment stage

of an export transaction.


17/102

Regulatory Documents

Gate Pass-I/Gate Pass-II

ARE-I

Shipping Bill/Bill of Export

Export Application/Dock Challan

Receipt for Payment of Port Charges

Vehicle Ticket

Exchange Control Declaration Forms

Freight Payment Certificate

Insurance Premium Payment Certificate


18/102

o

Commercial

andRegulatory

Documents

18


19/102

Documents RelatedTo

Goods

Shipment

Payment

Inspection

ExcisableGoods

ForeignExchang

eRegulatio

n


20/102

Documents

Related

toGoods

20


21/102

ProformaInvoice

CommercialInvoice

ConsularInvoice

LegalizedInvoice

CustomsInvoice

PackingNote andPacking List

Certificateof Origin


22/102

Proforma Invoice

It is the starting point of an

export contract.

It sent by the exporter to the

importer on receiving the trade

inquiry.


23/102

Details:-

1) Name and address of exporter

2) Name and address of intending importer

3) Nature of goods

4) Mode of transportation

5) Unit price in terms of internationally acceptedquotation

6) Name of country of origin of goods

7) Name of country of final destination

8) Signature of exporter

9) Period required for executing contract after

receipt of confirmed order


24/102


25/102

Importance:-

1) Forms a basis of all tradetransactions and further

negotiation or contract is made

on this basis.

2) Helps the importer to obtain the

import license.3) Helps to obtain foreign

exchange for completion of

contract


26/102

Commercial Invoice

It is the sellers bill for merchandise or goods

sold him.

It is also known as DOCUMENTS OFCONTENTS as it is contains all the important

information necessary for the preparation of

other export documents

Information about special invoice forms can be

gathered from their respective Export

Promotion Council and any recognized

Chamber of Commerce.


27/102

Details:-

1) Name and address of exporter

2) Name and address of importer

3) Date

4) Exporters reference number

5) Importers reference number

6) Description of goods

7) Terms of sale

8) Identification marks of the package

9) Total number of packages


28/102


29/102

Significance:

1) It is prima facie evidence of thecontract of sale and purchase of

goods

2) It is useful for accounting purposes

3) It is required for claiming incentives

4) It is required in collecting/negotiation

of documents through the bank.


30/102

Consular Invoice

Some of the importing countries

insist that the invoice is to be

signed by the importing countrys

consular located in exporters

country. It is called as the

CONSULAR INVOICE.

Purpose : To secure authentication

of information contained in the

invoice.

I t T


31/102

Importance To

Exporter

Enables

promptclearance

Assurancethat there willbe no importrestrictions

Importer

Speedy

delivery ofgoods

Avoidunnecessaryhardship

Customs

Exporting

can easilyclear goods

Importingneed notcheckpackages.


32/102


33/102

Legalized Invoice

Required by certain Latin

American countries like Mexico

Similar to consular invoice.

Requires certification from

consulate or authorized mission,

stationed in the exporters country


34/102

Customs Invoice

When the commercial invoice is

prepared on the format

prescribed by the customsauthority of the importing

country, it is called Customs

Invoice

It is requirement of USA,

Canada and Australia.


35/102


36/102

Packing Note and Packing

ListPacking Note: Particulars of contents of an

individual pack

Packing List : Consolidated statement of thecontents of the total number of the cases or packs.

Packing note is kept in each concerned case.

Ten copies are prepared

Details of the quantity in Packing List should

conform with the quantity as stated in Bill of Lading


37/102

Details:

1) Date of packing

2) Number of packing note

3) Number of case to which it relates to

4) Contents of case in terms of quantity and weight

5) Marking numbers

6) Name of exporter

7) Name of importer

8) Name of vessel

9) Importers order number


38/102


39/102

Certificate of Origin

It specifies the name of country

where the goods are produced.

It can be obtained from Chamber ofCommerce, Export Promotion

Council and various trade

associations authorized byGovernment of India.


40/102


41/102

Significance:

1) Facilitates the importer to adhere to rules

and regulations of his country

2) To obtain concessional tariff.

3) To ensure the goods are not from bannedcountries

4) To ensure that the goods imported are not

reshipped again


42/102

Documents

Related

toShipment


43/102

Shipping BillMatesReceipt Cart Ticket

Certificate ofmeasurement

Bill of Lading Airway Bill

Bill of Entry


44/102

Shipping Bill

It is the main document for achieving customs

permission

Manual Processing: Exporter required to file

appropriate type of shipping bill to seek order forcustoms clearance.

Computerized Processing: Exporter does not

prepare shipping bill; computer generated

The customs authority endorses duplicate copy of

shipping bill wit Let Export Order and Let Ship

Order

Endorsed shipping bill facilitates exporter to claim

incentives such as excise duty refund and duty


45/102

Shipping Bill

Particulars:

Nature of goods exported

Name of Vessel, master or agents

Flag

Country of destination, destination port

Exporters address

Importers address

Details of packages such as numbers and marks

Quantity details of each case, total number of cases

and aggregate weight

F.O.B. prices and real value as defined in Sea

Customs Act

Whether the merchandise is Indian or foreign originwhich is re-exported.


46/102

Shipping Bill

It is prepared in five copiesCustoms Copy

Drawback Copy

Export Promotion Copy

Port Trust CopyExporters Copy

Types of Shipping Bills

Free Shipping Bill

Dutiable Shipping Bill Yellow Paper

Drawback Shipping Bill GreenPaper/Yellow(Bank)

Shipping Bill for shipping Ex-bond Yellow Paper

Coastal Shipping Bill


47/102

Mates Receipt

Issued by mate (assistant to the captain of ship)

Acknowledgement that good have been received

on board the ship

Types :

Clean Mates Receipt

Qualified Mates Receipt

Bill of Lading is prepared based on Mates

Receipt


48/102

Mates Receipt

Particulars:

Name of Vessel

Date of Shipment

Berth

MarksNumbers

Description and condition of goods at the time they areshipped

Name and address of the shipper

Name and address of the importer

Other required details


49/102


50/102

Cart Ticket

It is prepared by the exporter

The driver of vehicle carries cart ticket

Entry into port is based on verification of cart ticket

with the contents of vehicle by Port authoritiesParticulars

Vehicle number

Description of goods

Quantity

Name of shipper

Shipping bill number

Port of destination


51/102


52/102

Certificate of Measurement

Basis of charging freight

Weight

Measurement

When Measurement basis shipping companyinsists on certificate of measurement issued by

chambers of commerce or other approved

organizations


53/102

Bill Of Lading

Document issued by shipping company or his agenct

Acknowledges receipt of cargo on board

An undertaking to deliver the good in the same order

and condition as received to the consignee or hisagent

Not standardized(Varies across shipping companies)

Signed set of 2 originals are produced(any of which

can be used to transfer title of goods)Non negotiable(Unsigned) copies are also issued forrecord-keeping

B/L should be clean


54/102

Bill of Lading

Types:

Received for shipment B/L

On Board shipped B/L

Clean B/L

Claused or Dirty B/L

Transshipment or through B/L

Stale B/L

To Order B/L

Charter party B/LFreight paid B/L

Freight collect B/L


55/102

Bill Of Lading

Contents

Name and address of the shipper

Name and address of the vessel

Name of port of loading

Date of loading of goodsName of port of discharge and place of delivery

Quantity, quality, marks and other description

Number of packages

Freight paid or payable

Number of originals issued

Name of the shipping company

Voyage number and date

Signature of the issuing authority


56/102

Bill Of Lading

Importance

Exporter

Acknowledgement from shipping company

Helps him send shipping advice to importer

He can hold shipping company liable in case ofdamages

Claim of incentives

Importer

Document of title to the goods

Payment of freight amount

Shipping Company

Collection of freight amount

Protection against wrongful claims


57/102


58/102


59/102


60/102

Bill Of Entry

Importer prepares bill of entry

Prime purpose of paying customs duty

Prepared in triplicate

Classification of goods:

Free Goods

Goods for home consumption

Bonded Goods


61/102

Bill Of Entry

Name and Address of Importer

Name and Address of Exporter

Import license number

Name of port where goods are to be cleared

Description of goods

Value of goods

Rate and value of import duty payable


62/102


63/102

Documents

Related

toPayment


64/102

Letter ofCredit

Bill OfExchange


65/102


66/102

Letter of Credit

Types:

Documentary

Revocable and I r revocable

With Recourse orwithout recourse

Conf i rmedand Unconfirmed

Transferable and Non-Transferable

Fixed and Revolving

Freely negotiable and Restricted

Red clause and Green ClauseBack to Back

Assignable and Non assignable

Stand By


67/102


68/102

Bill Of Exchange

According to negotiable instruments act, 1881,

Bill of Exchange is an instrument in writing

containing an unconditional undertaking, signed

by the maker, directing a certain person to pay a

certain sum of money only to or to the order of, acertain person or to the bearer of the instrument


69/102

Bill Of Exchange

Types

Sight BOE

Usance BOE

Clean BOE

Documentary BOE


70/102

Documents


71/102

Documents

Relatedto

Inspection


72/102

Certificate ofInspection


73/102

Certificate of Inspection

Issued by Export Inspection Agency

Certifies that the consignment has been

inspected under Export(Quality Control and

Inspection) Act, 1963

Certifies that the quality control and inspection

requirements are complied with


74/102

Related

to

Excisable

goods


75/102

GP Forms Form C

Forms

AR4/AR4A


76/102

GP Forms

GP stands for gate pass

It is issued for the removal of excisable goods

from the factory/warehouse

GP1 form Removal of excisable goods on

payment of duty

GP2 form Removal of excisable goods without

payment of duty


77/102


78/102


79/102


80/102


81/102

Form C

Used for applying for rebate of duty on excisable

goods (other than vegetable, non essential oils

and tea) exported by sea

It is to be submitted in triplicate to the collector of

central excise


82/102


83/102


84/102

Forms AR4/AR4A

These forms are for removal of excisable goods

for export by sea/post

ARE-1 forms are now used


85/102

ocumen s


86/102

ocumen s

Related to

ForeignExchange

Regulations


87/102

GR Form PP Form

VP/COD

Form

SOFTEX

Form

GR F


88/102

GR Form

An exchange control document required by RBI

Required to be filled in duplicate, for all exports in

physical form other than by post

An exporter has to realize the export proceeds

within a period of 180 days from the date of

shipment, in India. To ensure control on

realization, RBI introduced this procedure


89/102


90/102

PP F


91/102

PP Form

It is required to be filled in for all export

transactions for all countries to be made by pos t

parcel

Except when made on value payable or cashon delivery basis

Filled in duplicate


92/102


93/102

VP/COD F


94/102

VP/COD Form

It is required to be filled for all export transactions

to all countries by post where the export

proceeds are realized on

Value payable

Cash on delivery basis


95/102


96/102

SOFTEX F


97/102

SOFTEX Form

For export of computer software in non-physical

form

To be prepared in triplicate


98/102


99/102


100/102


101/102


102/102

Thank You