Abstract

Internship training report on MANILAL PATEL CLEARING AND FROWARDING

Pvt.Ltd is a leading freight forwarder. The purpose of Internship to study was to identify the
functions of Company. To analyze the potential role of the company in Imports & Exports.

Company mission to provide organizations and individuals the Best Value in Global
Logistics. Companies adopt various services and has infrastructure. Various services
provided in Air freight, Ocean freight, Customs clearance.

The various functions include Import clearance, export clearance, documentation. To

know the relation between the CHA and exporter as well as importer by clearing customs
procedure this requires many procedures.

Research Methodology is the methods involved in gathering meaningful data. Data

collected through personal interview with the employee of the on MANILAL PATEL
CLEARING AND FROWARDING Pvt.Ltd
 Chapter 1
Introduction
Exports and Imports without these two words the concept of trade is irrelevant.
When we say exports it means the outward flow of goods from one country to another. In
imports there is an outward flows of goods from foreign nations. This facilitates the process
of trade. But for the act of an export or import there has to be transportation. Without which
nothing would be possible. It is here that everything starts.

With the bloom of industrial revolution, trade between nations have just boomed
leaps and bounds. Every nation developed or under-developed have understood the
importance of trade for their economies to boom. In todays fast moving world it is very
essential that the trade too gains momentum. Hence to facilitate this momentum the freight
forwarding industry in todays world have picked up immense pace to facilitates the
movement of goods between nations.

Freight forwarding is done mainly through two modes: one via air and other via sea.
Depending on the nature of goods, the transit time, the weight of the commodities and the
size of the commodities, they are sent through via air or sea.

Export and Import documentation is classified into four important divisions:

AIR EXPORT
AIR IMPORT
OCEAN EXPORT
OCEAN IMPORT
CUSTOMS CLEARANCE

For every Import and Export the fifth point ie:- customs clearance plays a very important role
to facilitate it.
Scope of Study:
As we were given a project which had to be done on export-Import documentation, it
is necessary to carefully analyze the documents involved in each process. I was privileged to
take up my internship at MANILAL PATEL Clearing Forwarding Pvt. Ltd (Delhi).

Objectives:
To understand the process of Import and Export procedures
To understand the documentation concept. In both Import and Export
To understand the clearance procedures.
To understand difficulties in forwarding.

Purpose of the Study:

The Main Purpose of the study is to analyze Export and Import documentation. Its uses
to the customer, Agent Shipper, Customs and as to what documents are filled for what
purpose of exports or Imports and why are those documents so very essential for the shipper
as well as the consignee. And how does the agent and Carrier profit out of a shipment, and
what documents are maintained by them, and which of them (documents) are issued to the
consignee and shipper.
 CHAPTER - II

History of the Company:

On 5th of January, 1951 this Company was established in Bombay by Mr. Manilal
H. Patel along with Mr. Madhukar T. Bandiwdekar with the principal objective of
facilitating International Trade. After 50 years of evolution and growth, today we are
one of the largest International Freight Forwarders in India having tie-ups with agents
world wide.

COMPANY PROFILE:
Established in the year 1951, Manilal Patel Clearing Forwarding Pvt Ltd has constituted
itself as a quality service-oriented company assuring you the most professional services matched by
unbeatable rates. It is a Company managed by a team of more than 300 direct and indirect
employees, who are dedicated and sincere to responding promptly to customer demands. We offer
professional and personalized services, guidance in all international and National trade.

MANILAL PATEL Clearing Forwarding pvt ltd (Cargo Division):

As a Cargo Warehousing Agents providing high level professional warehousing

services and care that is the assurance of the safe arrival of your product anywhere,
anytime. Through the integrated inventory management system, they not only provide
control on a worldwide basis but also allow customers to supplement and redistribute
cargo. This approach reduces cycle time while assuring constant availability of product.
Warehousing available at all locations, over 50,000 sq.ft.
their own transport fleet which comprises of Trailers, Trucks & mini Trucks.
MANILAL PATEL Clearing Forwarding pvt ltd (domestic freight forwarding)

At Manilal Patel, we strive to provide the best domestic transportation solutions possible. Through
the railroads and our contract truck carriers, we offer container on flat cars (COFC) and trailer on
flat cars (TOFC) internodes service, stack train shipments, rail car movements, over the road,
dedicated drayage, spotting services, and on-site personnel trained in supply chain management.We
have a combined experience of more than 50 years in this industry and pride our selves on top-
notch customer service.

Vision & Mission:

As an acknowledged leader in the Indian cargo industry, Manilal patel India has constantly
pursued a mission to innovate and bring world class services to its customers in India and abroad
within the domain of global logistics.

Vision -:
"To be acknowledged as service provider of choice for world-class global logistics solutions."

Mission-:
To provide organizations and individuals the Best Value in Global Logistics through

Global & Local Network

Innovative Use of Technology
Caring People

Quality Management:
Organizations depend on customers hence understand their current and future needs and strive to
exceed customer expectations.
Leaders establish unity of purpose and direction for organization, maintain environment for full
involvement of people to achieve objectives.
People involvement at all levels enables in achievement of goals.
For desired result manage activities as a process.
Identifying, understanding and managing interrelated processes as a system contributes to the
organizations effectiveness and efficiency.
 Continual improvement of the organizations overall performance should be permanent
objectives of the organization.
Effective decisions are based on the analysis of data and information
An organization and its suppliers are inter-dependent and a mutual beneficial relationship
enhances the ability of both to create value.

Freight Forwarding:

A freight forwarder, forwarder, or forwarding agent, is a person or company that organizes

shipments for individuals or corporations to get goods from the manufacturer or producer to a
market, customer or final point of distribution.[1] Forwarders contract with a carrier to move the
goods. A forwarder does not move the goods but acts as an expert in supply chain management. A
forwarder contracts with carriers to move cargo ranging from raw agricultural products to
manufactured goods.

Freight can be booked on a variety of shipping providers, including ships, airplanes, trucks,
and railroads. It is not unusual for a single shipment to move on multiple carrier types.
'International freight forwarders" typically handle international shipments. International freight
forwarders have additional expertise in preparing and processing customs and other documentation
and performing activities pertaining to international shipments.

Information typically reviewed by a freight forwarder includes the commercial invoice,

shipper's export declaration, bill of lading and other documents required by the carrier or country of
export, import, and/or transshipment. Much of this information is now processed in a paperless
environment.

The FIATA shorthand description of the freight forwarder as the 'Architect of Transport'
illustrates the commercial position of the forwarder relative to his client. In Europe, some
forwarders specialize in 'niche' areas such as rail-freight, and collection and deliveries around a
large port

CHAPTER - III
OBSERVATIONS
FUNCTIONS OF VARIOUS DEPARTMENTS IN MANILAL PATEL
CLEARING AND FORWARDING PVT. LTD:

The departments that operate in the company are as follows:

Documentation Department
Legal Affairs Department
Survey Department
Finance department
Marketing and Sales Department
Human Resource Department

The various functions performed by each department are drafted below

DOCUMENTATION DEPARTMENT:
The documentation department ensures the safety of records and other related documents.
At the documentation centre, each importer/exporter has a separate earmarked box to keep the
shipping bills and the other related shipping documents.

The documentation staff collects the shipping bills and other related documents from the
importer/exporter and files the same. After checking all the documents, the documents are
segregated according to the CHA vise and entered in the computer system as per the standard
format and the same is entered in the register for record purpose.

The company does the documentation services at a free of cost in order to encourage the
shippers of various import/export cargoes. The documentation charge will not be included in the
total service charge.

VERIFICATION
RECEIPT CONSOLIDATION
OF PROCEED
OF BILLS OF DOCUMENTS
DOCUMENTS

LEGAL AFFAIRS DEPARTMENT:

The legal affairs department provides legal advice to the company in different legal
 matters. The legal department plays the key role in customer service and the legal department also
provides legal advice to the importers/exporters.

The legal department provides all type of legal advice to the company as well as the customers
in terms of clearance issues. Various other issues relating to the business is also resolved with the
help of the legal affairs department.

LEGAL AFFAIRS LEGAL ADVISE

DEPARTMENT GUIDANCE

KEY ROLES AND FUNCTIONS OF LEGAL DEPARTMENT:

The legal department also plays a key role in the documentation department. The
verification of the documents is done by the legal department. The legal department checks and
verifies whether all the documents and proofs are complied with the law and fulfils all the
provisions relating to customs clearance.

Further the legal department also plays a vital role in the survey and examination of
import/export consignments. The department plays an important role in the clearance of cargo.

The legal department has a team of surveyors whose main job is to go to the CFS or ICD
and examine the cargoes on arrival of the containers. The surveyor takes samples of all the
consignment and examines the cargoes which are stuffed in the containers.

It is the duty of the legal department to check whether all the consignments fulfill all the
required provisions of the customs regulation. The survey team classifies the goods into different
categories and examines the same based on their category. The examination technique differs from
each type of cargoes.

Once the examination of cargoes is complete and if the cargoes pass the examination
process, the clearance certificate will be issued by the legal affairs department which will be signed
by the legal department head and it will be passed to the officer of customs. The clearance
certificate is a proof that the cargoes have passed the clearance process and has fulfilled all the
requirements prescribed by the customs regulation.

VERIFICATION
OF
LEGAL AFFAIRS DOCUMENTS
DEPARTMENT SURVEY
EXAMINATION
OF CARGOES

FINANCE DEPARTMENT:

In MANILAL PATEL CLEARING AND FROWARDING Pvt.Ltd Pvt. Ltd. the finance
is maintained in a systematic and organized manner. The department mainly deals with the
finance coming from the sales and the general administrative expenses related to the business and
the selling expenses.

All monetary transaction of the company are handled and brought it into account by the
finance department. Under the finance manger there are senior accountant, accountant and
accountant executives. All payments such as payment of wages and salary, promotional expenses
etc and all receipts such as sales receipts, deposit received etc. are handled by the finance
department. The accounting activities are fully computerized and each transaction can be easily
accessed by all the top managerial staff.

All the financial aspects in regard to the day to day expenses and all other administrative
expenses are managed by the finance officer. Its his duty to estimate the total requirements and
get the funds sanctioned. He is the one who sanctions funds for the sales promotions and other
marketing activities which are carried out in the organization. He keeps the books of accounts and
maintains a clear record of every transaction happening in the organization.
 All the transactions are recorded in the finance department using Tally 9.0, which is one of
thelatest accounting software versions. So we can say that the entire finance department is
computerized and everything is recorded and processed with the help of the software.

In the finance department all the records are cleared every month and the proceeding will be
forwarded to the head of the department and to the top level authority for further processing.

FUNCTIONS OF FINANCE DEPARTMENT:

To estimate the working capital requirements.

To meet the fund requirements.

To collect cash from the sales and service proceedings.

To maintain records of all transactions happening in the organization.

To meet the companys Tax obligation and other Govt. imposed obligations

To pay off the daily expenses.

To sanction funds for marketing activities.

To sanction funds for the sales promotion activities.

To link with all the departments and ensure financial safety.

To maintain the flow of cash

To take care of the purchase bills.

To pay the bills on behalf of the company.

To ensure the availability of funds.

To prepare the financial statements for each year.

HUMAN RESOURCE DEPARTMENT:

 In MANILAL PATEL CLEARING AND FROWARDING Pvt.Ltd PVT. LIMITED, HR
department consists of the following functions.

Recruitment

Training and Development

Performance Appraisal

RECRUITMENT:

The process of recruitment begins after manpower requirements are determined in terms of
quality through job analysis and quality through forecasting and planning.

In this company the employee will be selected according to qualification. Based on

qualification HR department analyze the jobs in respective departments. After analyzing, HR
department conducts the interview. Based on the performance, the candidate will be selected. The
company did not follow any of the selection procedure.

TRAINING AND DEVELOPMENT:

The company conducts regular training programs to the staffs. These training programs are
conducted to enhance and improve the quality of performance of the staffs/members of the
company and also to improve the efficiency of the members in performance of various tasks.

PERFORMANCE APPRAISAL:

Performance Appraisal is an objective assessment of an individuals performance against well-

defined benchmarks. Performance Appraisal of workers is done differently in this company. They
follow a self appraisal method. Forms to be filled are provided to the employee and once they are
filled it is been evaluated by top management.

MARKETING DEPARTMENT:

Marketing is perhaps the most important activity in a business because it has a direct effect
 on profitability and sales.

In MANILAL PATEL CLEARING AND FROWARDING Pvt.Ltd Pvt. Ltd., marketing

department plays a vital role. The major function of the marketing department is to find the
opportunity for new business and to convince the customers to use the services of the company.
The marketing executives fixes the appointment with the companies and directly meets the
customers at their place of business and try to fix the contract with the companies in rendering the
service of customs clearance. This is technically named as Sales Calls. The marketing executives
try their level best to meet the targets given by the company every month.

FUNCTIONS OF THE MARKETING DEPARTMENT:

Focus on the customer

Monitor the competition

Create new ideas

Communicate internally

Manage the given budget

Set the strategy, plan the attack, and execute.

S.W.O.T Analysis -:

STRENGTHS:

More than 50 years of experience in air and sea product

The company has dominant presence in every market segment viz.
Project cargo, container line, consol cargo, etc
MANILAL PATEL has own CHA for clearing cargo
Well developed marketing network for its container operation.
World class service provider with lower cost
Dominate in automotive sectors
Very strong in Europe country

WEAKNESSES:
 Non assert based company in India
Promote the brand name
Lack advertisement.
systems approach Outdated

OPPORTUNITIES:

With the ongoing economic liberalization, Indian trade is increasing at rapid pace. The
company having a dominant presence in all market segments is in a favorable position to
profit.
while major opportunity and anticipation on MANILAL PATEL will place the no one
market leader on sea and air product because it is 15thplace in India and all over the
world 10th place

THREATS:

Increasing domestic street level marketing competitors

Entry of foreign private players with sound technical and systematized knowledge.

MC KINSEY 7S MODEL

The 7-s model of MC Kinsey is a Value Based Management (VBM) model that describes
how one can holistically and effectively organize a company. Together these factors determine the
way in which a corporation operates
 The
first

three elements strategy, structure and systems are considered as hardware of success, the next
four elements are style, staff, skill and shared values are the software of any company.

According to 7s model:

1. STRATEGY:
The way in which a business aims to improve its position in relation to its competition is
embodied in its strategy or the way of doing something in an organization.

In MANILAL PATEL CLEARING AND FROWARDING Pvt.Ltd Pvt. Ltd. they follow a
new strategy to implement their business plans and to attract many customers.

2. SYSTEM

System refers to how the production system, distribution, information system and security
system is maintained in its company.

(i)DISTRIBUTION SYSTEM:

The distribution of services is made in the following ways:

 Direct sales are made within the state and outside the state.
Indirect sales are made outside the country

(ii)INFORMATION SYSTEM:

FLOW OF INFORMATION IN ENSEN SHIPPING

CHAIRMAN

MANAGER

HEAD OF THE
DEPARTMENTS

SECTIONS

(iii) SECURITY SYSTEM:

MANILAL PATEL CLEARING AND FROWARDING Pvt.Ltd Pvt. Ltd. has a strict
security system. In the maintenance of records, after the records have been closed, the records
are kept in the room and closed and the room is opened only after the permission is given by
higher authority. If the visitors want to inter they have to take prior permission with the
authority and after entering they are not supposed to go to any other departments other than the
departments from where they have got permission.

3. STRUCTURE

The general admission of the company is carried out by the following departments and
these are downward communication in the company. The information flows from the top level
of management to the lower levels.

4. STYLE
 The style which is portrayed to outside world is derived from the style and behaviors
exhibits inside the organization.

In MANILAL PATEL CLEARING AND FROWARDING Pvt. Ltd., the internal style
of the organization will be reflected in the performance of the staffs. Therefore an
organizations style is the reflection of its structure.

5. SHARED VALUE

Shared value refers to policies of the company. MANILAL PATEL CLEARING AND
FROWARDING Pvt. Ltd., follows the Quality policy. Quality leading to customer satisfaction
shall be the top priority, this shall be achieved by complying with the requirements of the quality
management system and continuously improve its effectiveness.

6. STAFF

The employees are responsible for the success or failure of the company.

The company has total 50 employees

They are divided as follows:

No. Of workers : 50

Permanent worker : 30
Seasonal worker : 10
Daily wage workers : 10

Company is paying salary of Rs.6, 00,000 per month to its workers.

7. SKILL

Skills here refer to how the training will be given to the employees and employers.

In MANILAL PATEL CLEARING AND FROWARDING India Pvt. Ltd., the training will
be given for 3 months they are:

ON THE JOB:

This is one of the oldest methods, under this method; the individual place is in regular job and
is taught the skill necessary to perform that job on the job training has the advantage of giving
firsthand knowledge and experience under the actual working conditions. This training is
given to employees.

OFF THE JOB:

In this method trainee is separated from the job situations and his attention is focused upon
learning the material related to his future job performance. There is a job opportunity for
freedom of expression for the trainees.
Air Imports process:

Majority of the imports & Exports are done through Sea only because it is the cheapest
way of transportation and coming to Air its very costly compared to Sea. Firstly the
goods are consolidated because there are many customers of same origin or many goods
are to be sent to the same origin by different suppliers.
Air Imports are done when there is a customer who wants the product urgent or it is
perishable in nature. Our company is one of the Indias leading Freight forwarding
company and having branches all over the world.
For the Air Import our agent should be there in abroad also to continue our forwarding.
Firstly the MAWB (Master Airway Bill) is to be prepared it will be between the Agent
abroad, agent in destination and airlines people.
Based on the HAWBs the MAWB is prepared and the No. of goods are entered in the
MAWB also.
 After this a pre-alert will be sent by our agent that xxxx shipment of order number
RES///YYY///1234 is sent to the airlines and the MAWB, HAWB & Flight no. will be
sent by him via mail. We have forward the same mail to the consignee also according
the given consignee details.
We have to check with the customs authority be using ICEGATE which is a base to go
to the customs online the while entering all the details like MAWB No., port of origin,
port of destination, total packages, gross weight, shipment type, & item description.
Then by considering all these items the customs will generate a code that is known as
IGM No.
After this we have to prepare a CAN (Cargo Arrival Notice) which plays a major role it
consists of Freight costs, FSC, Security charges etc.
Before the flight lands we have to check in the online about the flight landing details.
After the flight lands in the port the airlines authority will hand over the goods to the
customs authorities along with the Doc. Then they will issue an Master D.O based on the
MAWB from there they will hand over the goods to airport authorities there the airport
authorities will segregate according to the MAWB already sent by our agent and the will
be keeping in warehouse according to the nature of goods the continues number is given
for the goods.
Then the consignee CHA will come to us to take the D.O generated by us. By taking
both D.Os, MAWB, HAWB, Invoice, Packing list then the goods should be examined
under the supervision of customs authority, then the goods will be finally handover to
the customer.

PROCEDURE TO APPLY IN ICE GATE:

First we have to track the shipments and then we have to open the software to file the
shipment in customs site that is ICE GATE.

o We have to note the job number.

o Then we have to enter the MAWB number, date, destination, No. of packages, qty.
o Then in the same way we have enter the details of consol HAWB.
o Then we have to open the check list in that type the job No. and check the shipment.
o Then it will give a message that your shipment is submitted.
o Then we have to select job & create the file of 1.5v
o Now we have to open the customs ICE GATE site (www.icegate.gov.in)
 o We have to login and upload the file that you have saved previously and submit.
o Before the flight lands the airlines will issue the IGM number which is very important to
know about our shipments.

Preparation of CAN:

CAN means Cargo Arrival Notice one of the most important doc. Prepared by the freight
forwarders the following are the contents in the CAN:

Shipper
Consignee
Origin port
Destination port
MAWB No.
HWAB No.
IGM No/ Date
Flight No/ Date
Description of goods
Weight
No. of Pieces
Freight charges (FSC+ SSC+ EXW+ Storage+ Screening)
Destination charges
D.O Fees
Break Bulk Charges
CC Fee
The CC Fee is collected only on the resolution passed by the
IATA(International Air Transport Authority) that the Charges Collect Fee
should be min of 10 USD or 5% on the freight levied from the consignee.

IMPORT CONSOLE:
Import console means the process done between the origin airport to destination airport or
from the shippers godown to airport.

A person is appointed to look after all the things that should be taken care before the flight
lands in the destination.
IMPORT CHA:

CHA means The Custom House Agent he clears the cargo from the customs on
behalf of the consignee.
He will file the bill of entry in ICE GATE after the flight lands only the authorized
person can do this thing.
We have to approach the AAI for location cum Forwarding slip.
Then the goods are moved from location to Examination area.
Then we have to approach the Apprising Officer along with the Docs. With the Bill
of Entry then he will check the goods and send them to the Examination Officer.
Then the E.O will again check the goods physically and get confirmed whether the
goods are according to the HAWB or not.
After getting it confirmed we have to pay the customs duty.
Then they will issue the customs out charge order.
Then we have to pay the AAI charges in the bank counter.
After that they will issue the gate pass after handling the goods.
AIR EXPORT PROCESS:

Getting required
E.O (verify)
documents from shipper
Value assessed by A.O

Cargo to complex for Report approved by A.O

Filing S.B through online
phy.examination for let export order

Allowed for shipment

Terminal receipts approved by Export
Obtain S.B No
Freight Officer before
handover goods to carrier

Consignment handover
Assessment by A.O Execution of AW Bill to carrier along with AW
Bill

A sales person of freight forwarding company approaches a person who is interested in

export of his goods, or else the client may directly approaches the freight forwarding
company.
If the customer approves and gives business the companys sales person has to reproduce
the details to his organization regarding the goods, export date, destination etc.
After this, the freight forwarder will start negotiating with liner for the carriage of goods.
Then the carrier will offer the rates for the freight forwarder, basing on his feasibility he
will shift to another liner.
If the customer is interested and is willing to go with the rate offered to him them he will
forward his goods to freight forwarding agent. He will collect the goods from shippers
warehouse to the consignees warehouse basing on the Terms Of Trade.
The clear description should be given by the shipper then only freight forwarder will
accept for export.
To export any product from one country to another country there are certain rules that to
export the goods they are:
The exporter should have the PAN otherwise he have to get it from INCOME TAX office.
 After acquiring PAN number we have to get the IEC code (Import Export code) from
DGFT.
Before acquiring the IEC code he can search for consignees and can get the purchase
order number.
Based on the purchase order the shipper will raise the invoice with the contents like

Purchase order number

Invoice numb & date
Shipper name & address
Consignee name & address
Description of goods
No. of packages
Gross weight
Net weight
Price per unit

Shipper will hand over the invoice & packing list to the CHA.
CHA file the invoice in customs ICE GATE by filing we will be getting the shipping
bill number.
Then after getting applied in ICE GATE the invoice & packing list along with the
shipping bill number will be sent to the Freight Forwarders.
First we have to do the air booking in which we will enter the no. of packages,
weight, that are mentioned in the Invoice & Packing list.
After getting the shipping bill number we have to prepare the HAWB and basing on
HAWB we have to make a consolidated MAWB after this a consolidation manifest
should be done.
Simultaneously the space is also booked in the airlines through online or manually
because only few carriers like EK, LH, CATHAY has the chance to book the space in
online for rest of all the carriers booking should be done manually and the payment is
done via cash.
Then the THC/ TC (Terminal handling charges) has to be raised in order to enter the
goods inside the airport.
The CHA will have to fill the annexure C because it is ment for the registration of
 cargo into customs.
Annexure C consists of the following:
Airway bill details.
No. of Packages
Destination Details
Invoice, Packing list &
Shipping bill Checklist.
After that the goods should be moved from shippers godown to cargo airport.
Along with the docs. Like (Invoice, packing list & SDF for free shipment and invoice,
packing list, order confirmation, annexure 3&4, & drawback Declaration)
Then the goods are weighed and if only the goods weight & the weight mentioned in
the AWB is tallied then we can close the MAWB.
Then the goods are taken to Examination officer (E.O) he will examine the goods
according to the given docs.
Then he will check manually by selecting the packages randomly.
After checking a report will be sent online to the Apprising officer.

Then based on the report given by the E.O, A.O will examine again and Apprising
officer will be issuing the LEO (Let Export Order).
After this the goods are taken to the customs bonded area and from there the goods are
handed over to airlines authority along with necessary docs.
From there the airlines will be taken goods & palletize them according to the
destination places.
The airway bill docs. has to be transferred to the respected carries.
After handling the goods to the airlines then we will raise the CCL to the shipper.
We have to follow the goods up to they have received by the agent in the overseas

Preparation of Debit/Credit Note:

Shipper
Consignee
Origin port
Destination port
MAWB No.
 HWAB No.
Shipping bill Number
No. of Packages
Description
Airway bill charges
AAI charges
Documentation charges
Transportation charges
Handling charges
Agency charges
EDI charges
Loading & Unloading charges
Clearing charges
Processing charges
Miscellaneous charges
Service Tax CHA services
EDU CESS on CHA services
High EDU CESS on CHA services

Practical Observations:
According to the terms & conditions if the MAWB is prepaid and the HAWB is collect
then we have to collect charges (airlines charges, freight charges etc) from our overseas
agent.
If both are prepaid then we have to collect charges from the shipper/ consignor/ exporter.
If both are collect we have to collect the charges from our overseas agent.
If it is direct shipment without the involvement of agent we have to collect all the charges
from our overseas agent.
PROCEDURE OF TRANS- SHIPMENT:
The flight lands in the destination airport then the airlines people will hand over the goods
to the airport authority and they will segregate according to the given docs.
Then the CHA will apply Bill of Entry then they will approach the customs people with
necessary docs.
Then the Apprising officer will check the HAWB numb. And No. of packages like that and
he will check the goods and send the goods to the Examination Officer (E.O).
Then the E.O will check the goods physically according to the given docs.
Then if the packages doesnt match with the given docs. Then they wont accept to clear the
shipment.
Then we should send a letter to our agent, consignor and consignee that the goods are
wrongly sent, then they will send a confirmation letter.
We have to approach the banker for guarantee the shipment (it may be the consignee or
consignor banker based on the mistake done).
We have to file the ITSA/ ETSA (Import / Export Trans shipment Application).
With the confirmation send by them and we have to add our confirmation, ITSA/ ETSA
and banks guarantee letter, we have to approach the customs for getting permission to
transship the cargo to the preferred destination.
After getting customs approval we can move the cargo to the preferred destination.
The process will be same as export like the preparation of Airway bill, and other charges
should paid as same as normal export.
After the shipment lands then the customs over there will issue a Landing remark
certificate (it describes that the goods are landed safely without any damage).
Then we have to approach the customs with that certificate for the cancelation of the bond,
if not the bond will be running and we have to pay the interest to the bank.
India Export Performance:
Year 2003 - 2004 2005 - 2006 - 2007 2008 - 2009 -
2004 2005 2006 2007 2008 2009 2010
Value 13854 18314 22840 34615 66638 99689 220711.39
Growth 39% 32% 25% 52% 93% 50% 121.40%
rate

2009 - 2010
2008 - 2009
2007 - 2008
Growth rate
2006 - 2007
value
2005 - 2006
2004 - 2005
2003 - 2004
0 50000 100000 150000 200000 250000

Export:
A function of international trade whereby goods produced in one country are shipped to another
country for future sale or trade.
Exports are exchanged for other products or services.
Exports are one of the oldest forms of economic transfer and occur on a large scale
between nations that have fewer restrictions on trade.
Exports goods helps an economy to grow by selling more overall goods and services.
STEPS INVOLVED IN EXPORT PROCESS:

Step 1:
In the case of first time exporters importers, they need to apply to the Director General of
Foreign Trade (DGFT) regional office for getting Importer-Exporter Code (IEC) Number.
Step 2 :
The exporter has to register with the concerned export promotion council in order to obtain
various permissible benefits given by the government. ,they need to get registered with sales tax
office, and even Export Credit Guarantee Corporation.
Step 3:
The exporter can now go in for procuring orders, by first sending a sample, if required. The
importer sends a purchase order once both exporter and importer have agreed upon the terms and
conditions of the contract like pricing, documents, freight charges, currency etc.
Step 4:
With export order in hand, the exporter starts manufacturing goods or buying them from other
manufacturers.
Step 5:
The exporter makes arrangements for quality control and obtains a certificate confirming the
quality of the goods from inspector of quality control.
Step 6:
Exportables are then dispatched to ports/airports for transit.
Step 7:
The export firm has to apply to an insurance company for marine/air insurance cover.(The
exporter asks the importer to take marine/ air insurance under cost and freight , free on board etc.,
terms of contract.)
Step 8:
The exporter contacts the clearing and forwarding agent (C & F) for storing the goods in
warehouses. A document called Shipping Bill, required for allowing shipment by Customs
Authority is presented by the forwarding agent.
Step 9:
Once the goods are loaded into the ship ,a receipt called Mates Receipt is issued by the
captain to the ship superintendent of the port.
Step 10:
The superintendent calculates port charges and handover to the exporter /C&F agent.
 Step 11:
After making the port payments , the C&F agent or exporter gets the Bills of Lading or
Airway Bill from the official agent of the shipping company or the airline
Step 12 :
The exporter applies to the relevant Chamber of Commerce for obtaining Certificate of Origin,
stating that the goods originated from India.
Step 13:
The exporter sends a set of documents to the importers, stating the date of shipment, name of
vessel ,etc.
Step 14:
Within 21 days after shipment the exporter must present all the documents at his bank which
scrutinizes these documents against the original letter of credit /purchase order.
Step 15:

The exporters bank sends these documents to the importers bank which should make the
payment on of before the due date.

Requirements of Form 13:

o Covering letter.
o Liner booking sheet.
o Checklist copy.
o Then he will take the same empty container to the shipper for the stuffing of goods into
the container.
o Then he will take the cargo to the CFS for clearance.
o The following are the docs. That are to be submitted for the examination of cargo if the
stuffing is done in the warehouse & Factory Stuffing.
o Invoice.
o Packing list.
o Shipping bill checklist.
Types of Shipments:
The following are the types of shipments.
FCL.
LCL.
Break Bulk. Etc..
FCL Full Container Load:

A Full Container Load is a standard (20 or 40 ft length) depending on location of origin

country, but sometimes it is standard container that is stuffed (loaded) and un-stuffed (discharged)
under the risk and account of one shipper and only one consignee.

It means whole container is intended for one consignee. FCL container shipment attracts lowe
freight rates than an equivalent weight of Cargo in Bulk.

The loading reaches its allowable maximum weight or full measurement.

LCL Less than Container load:

LCL means there are more company goods than one company say for ex: in FCL shipment
only one companys goods will be transported in the total container.
This LCL concept is introduced because to earn more profits and the shippers those who
have lesser quantity to export they can use this LCL type of export.
The liner will wait until they have got the enough of orders to fill a 20 foot container.
The companies will have a chain link to collect the cargo and make it as a consolidated
container.
Break Bulk:

When your cargo doesnt fit into the regular container then we have to sent the cargo in a
break bulk container which is having a larger dimension.
This container having more weight capacity.
The items having irregular shape we can use this break bulk container.
For this type of containers, the equipments for loading or unloading comprises only basic
equipments such as overhead cranes, ship side cranes & fork lifts.
Flow Chart for Sea Export Operations

Getting required Physical

documents from Goods Form 13 from
verification by Port gate in
shipper Registration liner
E.O

CHA files
Shipping Bill Report given by
Drop cargo in CFS P.O Loaded in vessel
through online E.O

Check list After verification

After vessel sailed
generated C.F.S A.O releases let Survey & Loading
b/l raised
export order

Submission
allotment of S.B Move empty
A.C Print
No container to CFS

A.O Hand over docs to Liner booking

Scheme Bills
forwarders confirmation

Sea Exports operations:

The sea exports operations has certain functional and operational procedures, filing of
documents and getting the forwarding and clearance for the cargo. where Initially the shipper sends
the scanned copy of invoice and packing list through mail. And self declaration form and order copy
is attached to the file if sent. When the booking is done the empty plot is allotted where the container
will be placed (loading point).

The software used in on MANILAL PATEL CLEARING AND FROWARDING Pvt.Ltd.

Is E-Customs which is commercially called in the market as 4s, in this the details like job no.
shipping bill no. and all other informations that is mention in the invoice and the packing list of the
shipment and it is saved.

New page is opened from the options in the main page informations like shipper name,
address and consignee details. Cargo lists description, number of packages, and value of the cargo.
And save the above details.

Then the second step is to get in to the general info page, where informations about the
destination port, place of delivery, Date and time of the cargo reaching the port of destination. In the
invoice menu, invoice no. Invoice value, currency involved, exchange rate, terms of invoice, unit
value.

Product details, HS code (Harmonized System Code) RITC & ITCHS code to know the
tariffs from the book that has the classifications of Export and Imports items with customs Act 1964.

After filing this all the details and datas will be saved and this will be stored in the data
base for later review purpose. The Government of India is maintaining the webpage named ICE
GATE where we can check the status of the shipment. After the functional procedures and
formalities of the customs, shipping bill can be retrieved, and also the shipping bill can be tracked
when it is under the customs house. Whether Appraising Officer, Deputy Commissioner assessed
the cargo.

At the same time the clearance will be made ready to clear the cargo. The export cargoes
will come from factory where in case of FCL (Full Container Load) the cargo will be loaded in the
factory as such. LCL (Less Container Load) will be brought to the CFS / Ware house and then
stuffed.

The assessment is done checking and verifying the documents for the values, pricing. After
which the Examination Officer (EO), Appraisal Officer (AO), Preventive Officer (PO) have their
role in the warehouse/ container freight station and port, PO will be in gate to check the cargo and in
the cargo inside the premises. Then AO will verify the documents and give the examination order,
the cargo is been examined by the examination officer then it is registered in the system and the
report is made ready. Examination will be done physically for marks, cargo numbers, etc

Appraising Officer will issue the Let Export Officer (LEO) and all the signatures and
attestations is made, CFS formalities and payments are done finally the forwarder will stuff the cargo
in the container. And the Liner and Customs will seal the container and it will be out to the port.

The Liner will issue the form: 13 (port permission). The port permission will be given to the
liner by CCT (Chennai Container Terminal)/ CCTPL (Chennai Container Terminal Private Limited)
which is undertaken by DP world pvt.ltd./ port of Singapore authority and then it will be given to the
forwarder the copy will given to transport person to make sure that the cargo container getting in the
port premises. After which the cargo will be loaded and placed onboard the vessel.
House Bill of Lading:
Original Exchange control copy (shipping bill).

House Bill of Lading is one which is given by liner (container incharge) regarding shipment
inside the container.
HBL should be created by ourselves in our software and we release the HBL. According to
their terms & conditions (Shipper & Consignee) they will be telling us whether to release the cargo
or only after surrendering the originals to the freight forwarders, we will send the message to our
overseas agent to release the cargo at the destination.

Master Bill of Lading:

MBL is one which is given by the vessel owner (ship incharge) regarding container inside
the vessel (container list)

After completion of HBL, We have to send the details to the Liner then basing on the details
send by us they will be sending us a MBL draft and we have to cross check the details which they
have send us. If the draft is ok then we can request for B/L.

MBL instruction should be given by us to the LINER, then he will be issuing the MBL
draft.
We have to go through it for corrections. If all the things are ok then ask them for MBL.
We have to pay the freight to the liner we have to send the payment details and ask for the
SEAWAY bill.

Surrender B/L:

Surrender B/L is a bill issued by the carrier after surrendering the OBL. Then the carrier will
send a message to his overseas agent that to release the cargo without demanding for OBL.

Sea way Bill:

This is a bill given inspite of OBL based on this document the consignee can clear the
shipment without the OBL. Sea Way bill is a receipt given by the liner itself. If the SeaWay bill is
there is no need of having a original BL for releasing the cargo.
Switch B/L:
Switch Bill of Lading are a second set of bill of lading issued by the carrier in substitution for
the set issued at the time of shipment.

The agent who is asked to produce the second set is often not at the load port. The holder of the
bills may decide, for one reason or another, that the first set of bills is unsuitable, and the carrier is
put under commercial pressure to issue switch bills to satisfy his new requirements.

SEA IMPORT:
Imports are an inflow of goods from foreign nations into a particular nation. This process is
very essential for the economic growth and development of a country, as foreign investments and
currency come into a nation. Sea imports have minimum documentations and operations are not that
tedious.

In Sea Imports the process of exports will be carried out by persons(agents) in the other nation
when the goods get on board of the sealiner, the process of imports begin.

Historical data for India Imports:

IMPORT PROCEDURES
Once we receive all mandatory documents from importer we could start the job
First task is to obtain Vessel details from steamer agents on receipt of the same check list is
prepared threw MANILAL PATEL E-CUSTOMS software
 Once the check list is prepared the same is send to IMPORTER for verification and after
prior approval is received we could FILE B/E.
On the Filing of B/E an number gets generated .if the importer is an ACP CLIENT
(ACCREDITED CLIENT PROGRAMME) then we could expect the bill to assesses under
RMS (RISK MANAGEMENT SYSTEM)
If the same assessed under OPEN then that particular shipment bill has to pass on to
customs assessment here customs officials would verify the value & item description
&Write up and all mandatory documents once the same is checked then he would release
the bill.
We could take print out of the bill and duty could be paid

If the bill is under RMS then the procedure would be as:

Obtain endorsement from CFS
Obtain A/O (APPRAISING OFFICER) signature register the bill with E/O
(EXAMINATION OFFICER)
Finally we could obtain PRINT from A/O
Then do billing in CFS and match the tally sheet in cfs last stage cargo could be loaded
in to truck and dispatched to customers premises

If the bill is under OPEN then below is the Procedure:

Obtain the signature from A/O in B/E and register the bill with E/O
Obtain open chit to open the container and to do physical examination of the cargo
Next the bill is taken to E/O to obtain report this would be forwarded to A/O
Finally A/O would give print out for the consignment
Then do billing in CFS and match the tally sheet in cfs last stage cargo could be loaded
in to truck and dispatched to customers premises.

SEA IMPORTS FORWARDING:

Receive the documents from Overseas Agents / Branch Offices
Checking the documents for correctness, in case of discrepancies, message needs to be
sent to Overseas Office for correct set of document
Once, the correct set of documents received, the same will be forwarded to carrier / Co-
loader to file the manifest on actual consignee name.
Received the pre-alert documents will be punched in shatranj
 Regular follow ups with carrier /co-loader for vessels arrival details
Once, vessel connection secured, information will be punched in shatranj package with
information of feeder vessel
Invoice will be raised to customers as per information received from our CS and our
origin routed shipments, sales invoice will be raised as per our agreed tariff and same
will be dispatched to customers through courier
In case of consol container, we need to obtain main line number from carrier and based
on it we have to file the sub line numbers with customs as per customs prescribed
format.
In case of shipment have been co loaded through other consolidator, we need to check
with them for details of IGM number, Line number, CFS movement and De-stuffing
date of the container.
With regard to our consol container, once the sub line number has been filled, we need
to arrange the mail line delivery order from the carrier for De-stuffing of the container.
We need to monitor /push CFS to move the container to CFS on priority basis
Once the container moved to CFS, De-stuffing will be taken place in the presence of
our representative and our nominated surveyor
After the completion of De-stuffing, our surveyor will provide us the details of the
cargo which is loaded according to the details of the cargo condition.
In case of any damage, short landing, excess landing, we need to keep informing our
customer service, concerned sales person, customer and overseas agent immediately
In case of short landing shipment, we need to check with our overseas agent as to know
the missing cargo status to keep inform our customer
In case of excess landed cargo, we need to Re-export the cargo to same origin/ to
different port as per the direction received from our overseas agent
In case of damage, customer will claim the damage cargo loss either through insurance
company or from the service provided by means of filing the claim notice
After the completion of de-stuffing, consignee or consignees nominated Customs
broker will approach our office for taking the delivery order
Our d/o counter will issue the delivery order upon the collection of payment along with
correct set of documents
Once the delivery order has been issued, remittance documents will be sent to CCO
office within next 7 working days from date of d/o issued
 In Case any shipment which is un cleared for more than 15 days, We need to send our
first reminder notice to customer .Second reminder notice will follow after 30 days
and final reminder notice will be sent to customer after 60 days of period
Uncleared shipments status needs to be informed to our overseas agents also to seek the
assistance of shippers to push consignee to clear the shipment as early as possible
And in the event of consignee is not clearing the shipment within the stipulated period
,we can debit the cost involved to our overseas agent as per our agreement

Documents required for import clearance:

Bill of Lading This document gives us the nature of shipment
Invoice-This document gives us the value of the shipment
Packing list- This document gives us package details of the cargo
Certificate of origin: This document gives us the origin of cargo
Write up: This document gives us the detailed product of description
Catalogue: T his document gives us the photographic explanation of the cargo
IEC: Import Export Code

DUTY PAYMENT
Once we receive print of the bill customs duty is to be paid .We have attached separate
sheet for a clear explanation.
There are around 17 banks nominated by government of India through which duty could
be paid online

CFS EXAMINATION
Once duty is paid bill has to be taken to CFS for physical examination of the cargo there
are around 28 CFS in and around Chennai
Customs officials would verify and do physical examination of the cargo.

BILLING PART
Once the cargo is dispatched billing part is the next process on collection of all documents
like CFS RECEIPT & D/O RECEIPT & TRANSPORT DOCUMENT billing job starts .generally
lead time taken for billing is around 02 days on receipt of all documents
ICEGATE:

The declarations (Bill of Entry, Shipping Bills and Consol, IGM, EGM) can be filed remotely
using EDI technology through the Indian Customs & Excise Gateway (ICEGATE). The users can
prepare the declarations from their in-house application as per the format specified by customs and
upload through ICEGATE.

NIC provides software for preparation of Bill of Entry, Shipping Bill and Consol Manifest
documents which can be freely downloaded from htpp://ices.nic.in/ by the trading partners after
registration. The CHA/Importers/Exporters requires registration with ICEGATE
(http://icegate.gov.in) before submitting the declarations in EDI format. The ICEGATE ID provided
by ICEGATE is used to login to the ICEGATE portal for submission of messages. The
acknowledgement to the declarations are also forwarded to the registered e-mail of the user.

ICES:

The declarations submitted through Service Centre or ICEGATE are moved to ICES for
validation and further processing. If no error is found, Bill of entry number/shipping bill number is
assigned and information is forwarded to ICEGATE. If errors are found during validation, errors are
intimated. The SB/BE No. or Error reports are integrated with the portal for view by the user after
login and forwarded as an e-mail attachment.

DOCUMENTS DISPATCH
Once the billing part is completed our last procedure is dispatch .our dispatch department
verifies all documents given below are the documents to be dispatched to our customers

CFS RECEIPT
DELIVERY ORDER
TRANSPORT BILL
B/E & TR6 CHALAN (ORIGINAL)
INVOICE & B/L COPY
IMPORT UNDER LOWER RATE OF DUTY:

There are two types of Imports under the lower rate of duty.

They are:

Project Imports
ATA Carnet

PROJECT IMPORTS:

This type of Imports is normally allowed on Payment of Lower Import duties for those who
would like to setup/ expand the manufacturing activity. Unlike EPCG, project. Imports dont need
commitment of export volumes

ATA CARNET:

This type of benefits is allowed for temporary imports against carnet issued by the origin
country. Imports are allowed normally to those who participate in exhibition/ sales promotion. The
Importer needs to give an undertaking. These are allowed for Import without payment of import
duty with a condition that it should be exported with in specified time frame.

DOCUMENT REQUIRED FOR ATA CARNET CLEARANCE

ATA CARNET CERTIFICATE.

WAYBILL .( MAWB/HAWB/BL)

IMPORT INVOICE & PACKING LIST.

CARGO ARRIVAL NOTICE.

AUTHORITY LETTER TO CHA ADDRESSED TO CUSTOMS.

REGULAR IMPORTS:

Related Party
Imports.
(SVB Cell

Home Consumption

3 rd Party Imports.

Into-Bond &
Ex- Bond.

High Sea Sale Regular Import

Duty Entitlement
Pass Book

Re-Import

HOME CONSUMPTION
Most usual way of Imports where-in the Importer presents documents to the customs, pays
duty. As per prescribed tariff and clear the goods, either for captive consumption or for trading
purposes.

BOND & EX-BOND

This is a type of Import where normally Importer undertakes to Import in Bulk where he gets
qty discounts & Ex-Bonds (Take goods out of Bonded Warehouse) Partial Quantities as and when
required after payment of customs Import duties. This allows Importer to streamline Hiscash flow.
As duties are paid only for quantities Ex-Bonded. This process also helps the Importer /Trader the
much needed JIT supply.

SVB IMPORTS:

Whenever there are Imports into India where both Exporter & Importer being related special
valuation branch (SVB) would monitor transactions. The SVB cell looks into transfer pricing policy.
Registration with customs are mandatory. Documents assessed under this registration normally are
assessed provisionally with an extra 1% deposit which are refundable on finalization of the screening
of rates etc.
HIGH SEA SALE:
This is a process where Importer Imports the goods in Bulk & Sells it to other parties on high
seas i.e. before the ships arrives into the destination port, the ultimate buyer complets all customs
formalities and clears the shipment. Goods can be sold on high seas partly to one or many parties
under split bill of lading.

THIRD PARTY IMPORT:

This is a type of import where the original importer imports the goods and sells it to ultimate
buyer at the destination before clearance but after arrival of the shipment (After endorsement) The
ultimate buyer completes all customs formalities by himself. All Import benefits are availed by the
ultimate buyer.

RE-IMPORT:

These type of imports are allowed for exporting the defective and re-import the same (return
after repair) without payment of duty. Re-import of goods under nil duty can be availed if defective
goods are exported within 6 months from the date of imports and the goods identified are same as the
ones exported.
 EXPORT IMPORT DOCUMENTATION

Proforma Invoice:
Proforma Invoice, as the name suggests ,is a proforma of the invoice. It is prepared by an
exporter and sent to the importer for necessary acceptance. It suggests to a buyer what the actual
invoice would look like and is sent to him when he is ready to purchase the goods.

Packing List:

This statement gives the packing details of goods in a prescribed format. It is a very useful
document for customs at the time of examination and for warehouse keeper of the buyer to maintain
a record of inventory and to effect delivery.

Commercial Invoice :

An invoice is very important as it contains the names of the exporter, importer, and the
consignee, and the description of goods. It has to be signed by the exporter. Other documents are
prepared by deriving information from the invoice. It is required to be presented before different
authorities for different purposes.

Certificate of Origin :

This certificate issued by the local Chamber of Commerce indicates that the goods, which are
being exported, are actually manufactured in a specific country mentioned therein. It is sent by the
exporter to the importer and is useful for the clearance of the goods from the customs authority of the
importing country.

Generalized System of Preference Certificate of Origin :

It indicates that the goods being exported have originated/ manufactured in a particular
country . country and is mainly useful for taking advantage of a preferential duty concession ,if
available. It is issued by government-authorized agencies like The Directorate General of Foreign
Trade and its regional offices, Development Commissioners, Export Promotion Councils etc.
Shipping Bill/Bill of Entry :

It is a requisite for seeking the permission of customs to export goods .It contains a
description of export goods by sea/air. It contains a description of export goods, number and kind of
packages, shipping marks, and number numbers, value of goods, the name of the vessel, the country
of destination ,etc. On the other hand, importers have to submit copies of document called Bill of
Entry for customs clearance.Later, a copy has to be given to the bank for verification.

ARE-1 Form :

This form is an application for the removal of excisable goods from the factory premises for
export purposes. The ARE-1 form has multiple copies which are distributed to different authorities,
including Customs, Range office of Excise, Refund office of Excise , etc.

Exchange Declaration Form (GR/SDF Form):

The RBI has prescribed has prescribed a GR form (SDF) , a PP form, and SOFTEX forms to
declare the export transactions. The GR form contains : a) Name and address of the exporter and
description of goods. b) Name and address of the authorized dealer through whom proceeds of the
exports have been or will be realized. c) Details of commission and discount due to foreign agent or
buyer. d) The full export value, giving break up of FOB, Freight, Insurance, Discount , and
Commission ,etc.

Bills of Exchange:

It is an instrument in writing, containing an order ,signed by the maker , directing a certain

person to pay a certain sum of money only to the order of a person to the bearer of the instrument. It
is commonly known as a draft.

Inspection Certificate:

It is required by some importers and countries in order to get the specifications of the goods
shipped attested. The attestation is usually performed by a government agency or by independent
testing organizations.
Bill of Lading:

This document is issued by the shipping company acknowledging the receipt of the goods
mentioned in the bill, for shipment on board of the vessel. The B/L is the legal document to be
referred in case of any dispute over the shipment. It contains : The shipping companys name and
address The consignees name and address The port of loading and port of discharge Shipping
marks and particulars Number of packages and the goods Gross weight and net weight Freight
details and name of the vessel Signature of the shipping companys agent

Airway Bill This receipt issued by an airlines company or its agent for carriage of goods is a
contract between the owner of the goods and the carrier. It should indicate freight pre-paid or freight
to collect. The first three digits of the Airway Bill Number represents the code, which identifies the
carrier.

Insurance Certificate:

This document ,obtained from the freight forwarder , is used to assure the consignee that
insurance will cover the loss or damage to the cargo during transit (marine/air insurance).

Consular Invoice:

This invoice is needed to be submitted for certification to the embassy of the country
concerned .Its main purpose is to enable the importers country to collect accurate and authenticated
information about the value, volume, quantity, source etc. of the import for assessing import duties
and for statistical purposes. It helps the importer to get goods cleared through customs without any
undue delay.

Customs Examination of Export Cargo:

Customs officer may verify the quantity of goods actually received and enter into the system
and thereafter mark the Electronic shipping bill and also handover all the original documents to the
dock appraiser of the dock who may assign customs officer for examination and intimate officers
name and packages to be examined.
 The Customs officer may inspect/examine the shipment along with Dock Appraiser. The
customs officer enters the examination report in the system. Then marks the Electronic shipping Bill
along with all original documents and check list to Dock Appraiser. If the dock appraiser is satisfied
with documents, examination and system details, he may proceed to allow let export for the
shipment.

Shipping Bill generated by the system three copies, one as customs copy, one as exporter
copy and exchange control copy, all the copies are signed by the Custom Officer and the Custom
House Agent.

HS code:

This is a code derived from the customs tariff book depending on the description of goods
mentioned in invoice.
HS code stands for Harmonized Commodity Description and Coding System . The HS
code is used by Customs agencies world wide to assess duties, collect trade statistics and generally
to control imports and exports.

GR form:

This is a certificate which acts as a guarantee to the exporter for getting his money from the
importer. This certificate is issued by the bank GR form (Guaranteed Remittance Inward form).

If we have uploaded in ICEGATE then the customs will give a exchange control
copy on behalf of GR form. If the shipping Bill is done manually via SEZ online the GR
form is generated. We will get the GR form from the RBI site.
Practical observations in CFS: Exports.
Step 1:

On receipt of cargo in Lorries after confirmation of S/B copy receipt the in pass will prepare
by security staff and the vehicle will send to respective godown.

Step 2:

The go-down in-charge arranges to unload and makes entries in his register. After unloading
the cargo he gives for the vehicle to go out, and he prepares carting order in the system and files the
same in the godown file.

Step 3:
CHAs will come for inspection of cargo, matches the carting order with the S/B and takes the
cargo admission from CFSs admission officer. After that the P.O will verify the marks & nos of
the cargo before registration.

Step 4:

Customs E.O will register the S/B in the system and go to respective go downs for inspection of
cargo.

Step 5:

After due inspection and let export will be given by both A.O and E.O the CHA takes
permission from P.O for stuffing the container. Then the cargo is duly stuffed in the container in the
presence of the surveyor and sealed by customs P.O.

Step 6:

The surveyor gives his tally sheet for stuffing of the container. With the help of tally sheet the
gate pass is prepared in CFS office. After payment of CFS charges the gate pass is give to CHAs rep
for getting P.Os sign.

Step 7:

After getting P.Os signature the vehicle is checked by security and allowed to move to port.
The duty in charge in CFS office enters the container stuffing details in the register.

Step 8:

Weekly statement will be forwarded to D.C (docks) through P.O.

STUFFING:

There are two type of Stuffing the Cargo in Container:

Ware House Stuffing

Factory Stuffing

Ware House Stuffing:

We have to pick up the cargo separately and the container is bought to CFS separately.
The physical examination is done before the stuffing of cargo.
On the presence of the customs officials we can stuff the cargo into the container.
Then the A.O will give the L.E.O & Shipping bill is also to be get printed.
The same things should be submitted to the P.O for the stuffing of cargo, and the
customs seal will be kept beside the shippers seal.
Then he will give a container out permission along with date & time in gate pass.
Then by taking these docs. The transporter will go to port & hand over the container.
Then the port authority will stamp on the EIR (form 13) with the received seal.
The transporter will submit the doc. To us.
Original Exchange Control Copy will be with us and should submit to the shipper.
The Exporter Copy is given to the liner after having a copy for our reference.

Factory Stuffing:

If the stuffing is done at factory, it will undertaken by preview of central excise officers

One seal will be of liners seal and another will be of shippers seal.
We have to forward the endorsement to CFS to get the shipping bill.
Then we have to approach preventive officer for getting the container out permission he
will be issuing the gate
Pass along with the date & time.
By this we can take the container to port.
But here if there is any problem with the packages they will taken out for examination
and the shippers seal will be broken for the examination.
 Then after the cargo got cleared from the customs our person will take printout of
shipping bill copies like EXPORTER COPY, EXCHANGE CONTROL COPY, and
also form 13 and hand over it to the transporter.

Customs Clearance for Import:

Step 1
Documentation
Filing Bill of Entry
Tracking & Placing of Container

Step 2
Inspection (Technical Write Up)

Step 3
Assessment and Assessment Approval
Assessment Approval
Pre Audit (Concurrent Audit)

Step 4
Payment of Customs Duty
Release order
Terminal handling & Gate Pass

Step 5

Transport to Consignees Door

Practical observations in CFS: Imports

Step 1:

Trailers will come from the port on PNR movement are entered in register at the security gate.
P.O will verify the time taken and seals of the container. After obtaining permission from the P.O
gate pass will be prepared by security and import containers are offloaded in import yard.

Step 2:

After the container is offloaded in the yard import department enters the details in the register
and issue gate out pass to the trailer.
Step 3:

CHA will come with B/E for inspection import dept. prepares the open order sheet and CHA
will get approval from A.O and P.O.

Step 4:

Container seal is verified & cut in the presence of P.O and CHAs representative. After the
inspection done by A.O/E.O the containers are sealed. After completing all customs formalities and
payment is done to CFS the gate pass will be issued to CHAs rep. for getting sign from P.O.

Step 5:

After P.O signed on the gate pass the import dept. allows the container to leave the CFS
premises. Import dept. collects the D.O, copies of B/E, out of charge from A.O and file the bills for
their records.

Step 6:

Daily and weekly reports on container arrivals and balance containers are being forwarded to DC
(Docks).

Import Cargo Process in CFS:

Bonding:

Receipt to all documents.

Confirm vessel details from liner and forward checklist to customs for approval.
Once approval receive file warehouse B/E
Once B/E number allotted Bill under customs assessment.
Once customs formalities completed we have to process double duty bond in customs.
Once double duty completed bill is moved to cfs examination.
Once CFS examination process is completed obtain escort in customs.
And container could be picked up only on the next day and bonded in concerned CFS.
Ex-Bond Formalities:

Prior intimation to be given by customer wheather cargo to be taken in duty or scheme bills.
On confirmation received firm customer with check list file BOE.
Next assessment formalities to be completed in customs.
Customer to pay duty and take delivery of the cargo.

SUGGESTIONS

The customs clearance of import and export is such a long procedure so it takes time to
clear, so the employee must be try to make their work on time and quick.
The support of the employees in complicated procedure in customs clearance will be
helpful.
If customs clearance done through online then it must be more easy.
It could be better if the CFS buy scanner machines.

Conclusions
SKILLS AND QUALITIES ACQUIRED BY ME IN THE ORGANIZATION:
Inter personnel Skills
Positive Attitude
Behavior in the work place
Punctuality
Team Spirit
Hard ships of work
How to maintain a good relationship with superiors
Understanding of a work atmosphere
Honesty
The Price of Personality
The value of status
Humility