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7/27/2019 ADS & Export Documents
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Documentation
System & Export
Documents
Submitted By:-
Aarushi Singh(1101)
Abhinav Chauhan(1102)1
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Index
Aligned Documentation System
Classification of Documents
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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)
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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.
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Entire
Information
MasterDocument 1
CommercialDocuments
(14/16)
MasterDocument 2
RegulatoryDocuments
(4/9)
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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.
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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.
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Paper Size and
SpecificationPaper A4Size Length 297 mm
Width 210 mm
Margins Top 10 mm
Left 20 mm
Right 6 mm
Bottom 7mm
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Classification of ADS
DocumentsAlignedSystem
CommercialDocuments
RegulatoryDocuments
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Commercial
Documents
10
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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.
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Classification
Commercial
Documents
PrincipalExport
Documents
AuxiliaryExport
Documents
P i i l E t
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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
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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
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Regulatory
Documents
15
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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.
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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
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o
Commercial
andRegulatory
Documents
18
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Documents RelatedTo
Goods
Shipment
Payment
Inspection
ExcisableGoods
ForeignExchang
eRegulatio
n
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Documents
Related
toGoods
20
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ProformaInvoice
CommercialInvoice
ConsularInvoice
LegalizedInvoice
CustomsInvoice
PackingNote andPacking List
Certificateof Origin
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Proforma Invoice
It is the starting point of an
export contract.
It sent by the exporter to the
importer on receiving the trade
inquiry.
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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
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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
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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.
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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
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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.
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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
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Importance To
Exporter
Enables
promptclearance
Assurancethat there willbe no importrestrictions
Importer
Speedy
delivery ofgoods
Avoidunnecessaryhardship
Customs
Exporting
can easilyclear goods
Importingneed notcheckpackages.
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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
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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.
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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
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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
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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.
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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
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Documents
Related
toShipment
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Shipping BillMatesReceipt Cart Ticket
Certificate ofmeasurement
Bill of Lading Airway Bill
Bill of Entry
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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
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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.
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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Documents
Related
toPayment
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Letter ofCredit
Bill OfExchange
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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
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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
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Bill Of Exchange
Types
Sight BOE
Usance BOE
Clean BOE
Documentary BOE
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Documents
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Documents
Relatedto
Inspection
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Certificate ofInspection
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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
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Related
to
Excisable
goods
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GP Forms Form C
Forms
AR4/AR4A
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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
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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
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Forms AR4/AR4A
These forms are for removal of excisable goods
for export by sea/post
ARE-1 forms are now used
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ocumen s
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ocumen s
Related to
ForeignExchange
Regulations
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GR Form PP Form
VP/COD
Form
SOFTEX
Form
GR F
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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
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PP F
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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
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VP/COD F
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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
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SOFTEX F
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SOFTEX Form
For export of computer software in non-physical
form
To be prepared in triplicate
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Thank You