SHIPPING DOCUMENTS & TERMS USED IN SHIPPING
SHIPPING DOCUMENTS
DOCUMENTS FOR DECLARATION OF GOODS UNDER FOREIGN EXCHANGE RULES
DOCUMENTS FOR DECLARATION OF GOODS UNDER FOREIGN EXCHANGE RULES
• THE APPROPRIATE DECLARATION FORMS ARE :
– GR FORMS : TO BE COMPLETED IN DUPLICATE FOR ALL EXPORTS (OTHER THAN BY POST) INCLUDING EXPORT OF SOFTWARE IN PHYSICAL FORM.
– SDF FORM :IN DUPLICATE AND APPENDED TO THE SHIPPING BILL FOR EXPORTS DECLARED TO CUSTOMS OFFICES NOTIFIED BY CENTRAL GOVERNMENT WHICH HAVE INTRODUCED EDI SYSTEM FOR PROCESSING SHIPPING BILL.
– PP FORM : FOR EXPORTS BY POST
– SOFTEX : TO BE COMPLETED IN TRIPLICATE FOR EXPORT OF SOFTWARE OTHERWISE THAN IN PHYSICAL FORM IE. MAGNETIC TAPES, DISKS & PAPER MEDIA.
GR FORM
• GR FORM IS AN EXCHANGE CONTROL DOCUMENT REQUIRED BY RBI. THE EXPORTER THROUGH THE GR FORM HAS TO ASSURE TO THE RBI THAT THE EXPORT PROCEEDS WILL BE REALIZED WITHIN 180 DAYS.
• IT IS SUBMITTED IN DUPLICATE, TO THE CUSTOMS, AT THE PORT OF SHIPMENT ALONG WITH THE SHIPPING BILL & THE CUSTOMS CERTIFY THE VALUE DECLARED BY THE EXPORTER & ALSO RECORD THE ASSESSABLE VALUE.
• CUSTOMS RETURNS ONE COPY TO EXPORTER & RETAINS THE ORIGINAL FOR TRANSMISSION TO RBI
• THE EXPORTER IS REQUIRED TO NEGOTIATE THE SHIPPING DOCUMENTS, THROUGH HIS BANKERS (AUTHORIZED DEALERS), ALONG WITH THE GR FORM, WITHIN 21 DAYS OF THE SHIPMENT.
• THE AUTHORIZED DEALER REPORTS TO THE RBI AFTER NEGOTIATION OF DOCUMENTS & HAS TO RETAIN THE DOCUMENTS TILL THE FULL EXPORTS PROCEEDS HAVE BEEN REALIZED, & THEREAFTER SEND THE DOCUMENTS TO RBI.
ELECTRONIC DATA INTERCHANGE (EDI)
• ELECTRONIC DATA INTERCHANGE CAN BE USED TO ELECTRONICALLY TRANSMIT DOCUMENTS SUCH AS PURCHASE ORDERS, INVOICES, SHIPPING BILLS, RECEIVING ADVICES AND OTHER STANDARD BUSINESS CORRESPONDENCE.
• COPING WITH THE INCREASING IMPORTS/EXPORTS THE EXCISE & CUSTOMS HAS COMPUTERIZED THE MANUAL PROCESS OF ASSESSMENT OF BILLS OF ENTRY, CLEARING OF SHIPPING BILLS FOR EXPORT & ALL DOCUMENTS RELATING TOIMPORTS & EXPORTSARE BEINGPROCESSED ON - LINE.
• AT PRESENT ALL TYPES OF BILLS OF ENTRY FOR IMPORT OF GOODS UNDER EXPORT RELATED SCHEMES, E.G., 100% EOUS, EPCG SCHEME, EPZ, STP, EHTP, DEPB, DEEC, & IMPORTS FOR RESEARCH PURPOSES ARE BEING PROCESSEDON EDI SYSTEM.
• A NEW CENTRALIZED ELECTRONIC DATA SYSTEM WILL BE IN PLACE AT MAJOR PORTS, AIRPORTS BY THE END OF THE YEAR (2008), FOR SPEEDY AND HASSLE-FREE CLEARANCE OF EXPORTS AND IMPORTS AS WELL AS TO REDUCE DELAYS INSETTLING DUTY DRAWBACK CLAIMS.
SDF FORMS
• ON ACCOUNT OF INTRODUCTION OF EDI SYSTEM AT CERTAIN CUSTOMS OFFICES, WHERE SHIPPING BILLS ARE PROCESSED ELECTRONICALLY, THE EXISTING DECLARATION IN FORM GR, IS REPLACED BY DECLARATION IN FORM SDF ( STATUTORY DECLARATION FORM) .
• SDF FORM IS TO BE SUBMITTED IN DUPLICATE, ANNEXED TO THE RELATIVE SHIPPING BILL TO THE CONCERNED COMMISSIONER OF CUSTOMS.
• AFTER VERIFYING & AUTHENTICATING THE DECLARATION, THE COMMISSIONER HANDS OVER TO THE EXPORTER, EXCHANGE CONTROL COPY OF THE SHIPPING BILL & THE SDF FORM ANNEXED THERETO.
• THIS MUST BE SUBMITTED TO THE AUTHORIZED DEALER, WITHIN 21 DAYS FROM THE DATE OF EXPORT, ALONG WITH OTHER SHIPPING DOCUMENTS FOR NEGOTIATION.
• THE MANNER OF DISPOSAL OF THE SHIPPING BILL & THE SDF FORM ANNEXED THERETO IS THE SAME AS THAT OF THE GR FORM.
EXPORT OF GOODS & SERVICES REGULATIONS, 2000. DUPLICATE COPY OF SOFTEX ALONG WITH A COPY OF THE INVOICE MAY BE RETAINED BY AUTHORIZED DEALERS.
DOCUMENTS FOR TRANSPORTATION OF GOODS
• THE DOCUMENTS REQUIRED FOR TRANSPORTATION OF GOODS ARE:
– AIRWAY BILL OR AIR CONSIGNMENT NOTE
– BILL OF LADING
– MATE RECEIPT
– COMBINED TRANSPORT DOCUMENT : ICDS HAVE BEEN SET UP AT VARIOUS CENTERS WITHIN THE COUNTRY FOR CONVENIENCE OF EXPORTERS.THE MOVEMENT OF GOODS FROM ICDS TO THE DESTINATION IS COVERED BY THE COMBINED TRANSPORT DOCUMENT.
AIRWAY BILL OR AIR CONSIGNMENT NOTE
• THE RECEIPT ISSUED BY AN AIRLINE COMPANY OR ITS AGENT FOR CARRIAGE OF GOODS, IS CALLED AIRWAY BILL (AWB) OR AIR- CONSIGNMENT NOTE.
• IT IS NOT A DOCUMENT OF TITLE AND IT IS NOT ISSUED IN A NEGOTIABLE FORM.
• THE GOODS ARE DELIVERED TO THE CONSIGNEE MENTIONED IN THE AWB, AFTER IDENTIFYING HIMSELF AS THE PARTY NAMED IN THE AWB AS THE CONSIGNEE / RECEIVER, AGAINST PAYMENT OF CHARGES IF ANY.
• IT IS THEREFORE DESIRABLE TO CONSIGN THE GOODS IN THE NAME OF THE FOREIGN CORRESPONDING BANK, AS IT WILL ENABLE US TO RETAIN THE CONTROL OF THE GOODS, TILL PAYMENT IS MADE/ DOCUMENTS ARE ACCEPTED FOR PAYMENT.
MATE’S RECEIPT
• MATE’S RECEIPT IS A RECEIPT ISSUED BY THE COMMANDING OFFICER OF THE SHIP WHEN THE CARGO IS LOADED ON THE SHIP. THIS RECEIPT IS A PRIMA FACIE EVIDENCE THAT GOODS ARE LOADED IN THE VESSEL.
• MATE’S RECEIPT IS FIRST HANDED OVER TO THE PORT TRUST AUTHORITIES & ON RECEIPT OF PORT DUES, THE PORT TRUST AUTHORITIES, HAND THE MATE’S RECEIPT TO THE EXPORTER OR HIS AGENT.
• THE MATE’S RECEIPT HAS TO BE HANDED OVER SHIPPING COMPANY FOR OBTAINING THE BILL OF LADING.
• THE MATE’S RECEIPT IS A TRANSFERABLE DOCUMENT & CAN BE OF TWO TYPES
– CLEAN MATE’S RECEIPT : THIS SIGNIFIES THAT THE GOODS HAVE BEEN RECEIVED WELL IN ORDER, PROPERLY PACKED & WITHOUT ANY DEFECT OR DAMAGES
– QUALIFIED MATE’S RECEIPT: THIS SIGNIFIES GOODS HAVE NOT BEEN PACKED PROPERLY OR RECEIVED DAMAGED. IN THIS CASE THE SHIPPING COMPANY DOES NOT TAKE ANY RESPONSIBILITY FOR DAMAGE IN TRANSIT.
SHIPPING DOCUMENTS
DOCUMENTS FOR DECLARATION OF GOODS UNDER FOREIGN EXCHANGE RULES
- SECTION 7 OF FEMA 1999, LAYS DOWN THE STATUTORY CONTROL CONCERNING EXPORTS.
- UNDER FEMA REGULATIONS (NUMBER 3), EVERY EXPORTER OF GOODS OR SOFTWARE IN PHYSICAL FORM OR THROUGH ANY OTHER FORM, EITHER DIRECTLY OR INDIRECTLY, TO ANYPLACE OUTSIDE INDIA OTHER THAN NEPAL & BHUTAN SHALL FURNISH TO THE SPECIFIED AUTHORITY A DECLARATION IN PRESCRIBED FORM & SUPPORTED BY SUCH EVIDENCE AS
MAY BE SPECIFIED.
- CERTAIN GOODS & SERVICES LIKE TRADE SAMPLES, PERSONAL EFFECTS,
- PERSONAL GIFTS, GOODS BEING SENT FOR TESTING, DEFECTIVE GOODS BEING SENT OUTSIDE FOR REPAIR ETC ARE EXEMPTED FROM THE ABOVE.
DOCUMENTS FOR DECLARATION OF GOODS UNDER FOREIGN EXCHANGE RULES
• THE APPROPRIATE DECLARATION FORMS ARE :
– GR FORMS : TO BE COMPLETED IN DUPLICATE FOR ALL EXPORTS (OTHER THAN BY POST) INCLUDING EXPORT OF SOFTWARE IN PHYSICAL FORM.
– SDF FORM :IN DUPLICATE AND APPENDED TO THE SHIPPING BILL FOR EXPORTS DECLARED TO CUSTOMS OFFICES NOTIFIED BY CENTRAL GOVERNMENT WHICH HAVE INTRODUCED EDI SYSTEM FOR PROCESSING SHIPPING BILL.
– PP FORM : FOR EXPORTS BY POST
– SOFTEX : TO BE COMPLETED IN TRIPLICATE FOR EXPORT OF SOFTWARE OTHERWISE THAN IN PHYSICAL FORM IE. MAGNETIC TAPES, DISKS & PAPER MEDIA.
GR FORM
• GR FORM IS AN EXCHANGE CONTROL DOCUMENT REQUIRED BY RBI. THE EXPORTER THROUGH THE GR FORM HAS TO ASSURE TO THE RBI THAT THE EXPORT PROCEEDS WILL BE REALIZED WITHIN 180 DAYS.
• IT IS SUBMITTED IN DUPLICATE, TO THE CUSTOMS, AT THE PORT OF SHIPMENT ALONG WITH THE SHIPPING BILL & THE CUSTOMS CERTIFY THE VALUE DECLARED BY THE EXPORTER & ALSO RECORD THE ASSESSABLE VALUE.
• CUSTOMS RETURNS ONE COPY TO EXPORTER & RETAINS THE ORIGINAL FOR TRANSMISSION TO RBI
• THE EXPORTER IS REQUIRED TO NEGOTIATE THE SHIPPING DOCUMENTS, THROUGH HIS BANKERS (AUTHORIZED DEALERS), ALONG WITH THE GR FORM, WITHIN 21 DAYS OF THE SHIPMENT.
• THE AUTHORIZED DEALER REPORTS TO THE RBI AFTER NEGOTIATION OF DOCUMENTS & HAS TO RETAIN THE DOCUMENTS TILL THE FULL EXPORTS PROCEEDS HAVE BEEN REALIZED, & THEREAFTER SEND THE DOCUMENTS TO RBI.
ELECTRONIC DATA INTERCHANGE (EDI)
• ELECTRONIC DATA INTERCHANGE CAN BE USED TO ELECTRONICALLY TRANSMIT DOCUMENTS SUCH AS PURCHASE ORDERS, INVOICES, SHIPPING BILLS, RECEIVING ADVICES AND OTHER STANDARD BUSINESS CORRESPONDENCE.
• COPING WITH THE INCREASING IMPORTS/EXPORTS THE EXCISE & CUSTOMS HAS COMPUTERIZED THE MANUAL PROCESS OF ASSESSMENT OF BILLS OF ENTRY, CLEARING OF SHIPPING BILLS FOR EXPORT & ALL DOCUMENTS RELATING TOIMPORTS & EXPORTSARE BEINGPROCESSED ON - LINE.
• AT PRESENT ALL TYPES OF BILLS OF ENTRY FOR IMPORT OF GOODS UNDER EXPORT RELATED SCHEMES, E.G., 100% EOUS, EPCG SCHEME, EPZ, STP, EHTP, DEPB, DEEC, & IMPORTS FOR RESEARCH PURPOSES ARE BEING PROCESSEDON EDI SYSTEM.
• A NEW CENTRALIZED ELECTRONIC DATA SYSTEM WILL BE IN PLACE AT MAJOR PORTS, AIRPORTS BY THE END OF THE YEAR (2008), FOR SPEEDY AND HASSLE-FREE CLEARANCE OF EXPORTS AND IMPORTS AS WELL AS TO REDUCE DELAYS INSETTLING DUTY DRAWBACK CLAIMS.
SDF FORMS
• ON ACCOUNT OF INTRODUCTION OF EDI SYSTEM AT CERTAIN CUSTOMS OFFICES, WHERE SHIPPING BILLS ARE PROCESSED ELECTRONICALLY, THE EXISTING DECLARATION IN FORM GR, IS REPLACED BY DECLARATION IN FORM SDF ( STATUTORY DECLARATION FORM) .
• SDF FORM IS TO BE SUBMITTED IN DUPLICATE, ANNEXED TO THE RELATIVE SHIPPING BILL TO THE CONCERNED COMMISSIONER OF CUSTOMS.
• AFTER VERIFYING & AUTHENTICATING THE DECLARATION, THE COMMISSIONER HANDS OVER TO THE EXPORTER, EXCHANGE CONTROL COPY OF THE SHIPPING BILL & THE SDF FORM ANNEXED THERETO.
• THIS MUST BE SUBMITTED TO THE AUTHORIZED DEALER, WITHIN 21 DAYS FROM THE DATE OF EXPORT, ALONG WITH OTHER SHIPPING DOCUMENTS FOR NEGOTIATION.
• THE MANNER OF DISPOSAL OF THE SHIPPING BILL & THE SDF FORM ANNEXED THERETO IS THE SAME AS THAT OF THE GR FORM.
EXPORT OF GOODS & SERVICES REGULATIONS, 2000. DUPLICATE COPY OF SOFTEX ALONG WITH A COPY OF THE INVOICE MAY BE RETAINED BY AUTHORIZED DEALERS.
DOCUMENTS FOR TRANSPORTATION OF GOODS
• THE DOCUMENTS REQUIRED FOR TRANSPORTATION OF GOODS ARE:
– AIRWAY BILL OR AIR CONSIGNMENT NOTE
– BILL OF LADING
– MATE RECEIPT
– COMBINED TRANSPORT DOCUMENT : ICDS HAVE BEEN SET UP AT VARIOUS CENTERS WITHIN THE COUNTRY FOR CONVENIENCE OF EXPORTERS.THE MOVEMENT OF GOODS FROM ICDS TO THE DESTINATION IS COVERED BY THE COMBINED TRANSPORT DOCUMENT.
AIRWAY BILL OR AIR CONSIGNMENT NOTE
• THE RECEIPT ISSUED BY AN AIRLINE COMPANY OR ITS AGENT FOR CARRIAGE OF GOODS, IS CALLED AIRWAY BILL (AWB) OR AIR- CONSIGNMENT NOTE.
• IT IS NOT A DOCUMENT OF TITLE AND IT IS NOT ISSUED IN A NEGOTIABLE FORM.
• THE GOODS ARE DELIVERED TO THE CONSIGNEE MENTIONED IN THE AWB, AFTER IDENTIFYING HIMSELF AS THE PARTY NAMED IN THE AWB AS THE CONSIGNEE / RECEIVER, AGAINST PAYMENT OF CHARGES IF ANY.
• IT IS THEREFORE DESIRABLE TO CONSIGN THE GOODS IN THE NAME OF THE FOREIGN CORRESPONDING BANK, AS IT WILL ENABLE US TO RETAIN THE CONTROL OF THE GOODS, TILL PAYMENT IS MADE/ DOCUMENTS ARE ACCEPTED FOR PAYMENT.
MATE’S RECEIPT
• MATE’S RECEIPT IS A RECEIPT ISSUED BY THE COMMANDING OFFICER OF THE SHIP WHEN THE CARGO IS LOADED ON THE SHIP. THIS RECEIPT IS A PRIMA FACIE EVIDENCE THAT GOODS ARE LOADED IN THE VESSEL.
• MATE’S RECEIPT IS FIRST HANDED OVER TO THE PORT TRUST AUTHORITIES & ON RECEIPT OF PORT DUES, THE PORT TRUST AUTHORITIES, HAND THE MATE’S RECEIPT TO THE EXPORTER OR HIS AGENT.
• THE MATE’S RECEIPT HAS TO BE HANDED OVER SHIPPING COMPANY FOR OBTAINING THE BILL OF LADING.
• THE MATE’S RECEIPT IS A TRANSFERABLE DOCUMENT & CAN BE OF TWO TYPES
– CLEAN MATE’S RECEIPT : THIS SIGNIFIES THAT THE GOODS HAVE BEEN RECEIVED WELL IN ORDER, PROPERLY PACKED & WITHOUT ANY DEFECT OR DAMAGES
– QUALIFIED MATE’S RECEIPT: THIS SIGNIFIES GOODS HAVE NOT BEEN PACKED PROPERLY OR RECEIVED DAMAGED. IN THIS CASE THE SHIPPING COMPANY DOES NOT TAKE ANY RESPONSIBILITY FOR DAMAGE IN TRANSIT.
