7/21/2019 Urs for Export Documentation http://slidepdf.com/reader/full/urs-for-export-documentation 1/14 ARCH PHARMALABS LIMITED USER REQUIREMENT SPECIFICATION TITLE : CREATION OF EXPORT DOCUMENTATION DOCUMENT NO.: URS/SD/003 VERSION No. : 01 EFFECTIVE DATE : 07/06/2010 SUPERSEDES: NIL PAE: 1 of 14 1.0 P!"#o$%: Creation of Pre-Shipment & Post-Shipment Documents. 2.0 S&o#% : To define the user requirement specifications for Export Documentation 3.0 P"o&%$$ D%$&"'#('o) : P"%*S+'#,%)( Do&!,%)($ :* 1) R%&%'-') P&') L'$( "o, (+% F&(o" :- fter the creation of Sa!es "rder# $e recei%e Pacin' (ist from the actor* once the materia! is paced and read* for despatch. Pacin' (ist specifies the +atch ,os.# f'. Date# Exp. Date# Tota! ross /ei'ht# Tota! Tare /ei'ht# Tota! ,et /ei'ht# ,o. of Drums 0) L'&%)&% Co# :- (icence Cop* is required for mentionin' the (icence Detai!s a!on' $ith the exempted ra$ materia!s detai!s for the quantit* to e exported in the Pre-Shipment 2n%oice as per the Customs 3equirement. ) D"! M. L'&%)&% Co# :- Dru' f'. (icence Cop* is required in case of export of dru' and it is mentioned in the Pre-Shipment 2n%oice and (ae! as it is required * the Customs uthorities. 4) C"%('o) o P"%*S+'#,%)( Do&!,%)($ :- Pre-Shipment 2n%oice is created $ith the he!p of the Purchase "rder# Sa!es "rder# Pacin' (ist# (icence Cop* & Dru' f'. (ic cop* and fo!!o$in' documents are required :- a) Pre-Shipment 2n%oice 5E3P) ) Pre-Shipment Pacin' (ist 5E3P) c) "+ Ca!cu!ation 5Exce! Sheet) 5Same as created at the time of Sa!es "rder) d) ir$a* +i!! 2nstructions 6 +i!! of (adin' 2nstructions 5/ord Document) e) Shippin' ars & (ae! 5/ord Document) f) ,on 7 D3 Certificate 6 D3 Certificate 5/ord Document) 5D3 Certificate is prepared as per the format of the rei'ht 'ents and it %arious dependin' upon the rei'ht 'ents) ') ED2 & SD orm 5/ord Document) h) Dru' f'. (icence Cop* 52ncase of Dru') 8) Co*o"')('o) 4'(+ Lo'$('&$ T%, :- The ao%e Pre-Shipment Documents are for$arded to the (o'istics Team for the Custom C!earance of the ateria!. 9) F"%'+( A%)($ :- ir$a* +i!! 2nstructions are for$arded to the rei'ht 'ents so as to ena!e them to create the ir$a* +i!!.
1.0 P!"#o$%: Creation of Pre-Shipment & Post-Shipment Documents.
2.0 S&o#% : To define the user requirement specifications for Export Documentation
3.0 P"o&%$$
D%$&"'#('o) :
P"%*S+'#,%)( Do&!,%)($ :*
1) R%&%'-') P&') L'$( "o, (+% F&(o" :- fter the creation of
Sa!es "rder# $e recei%e Pacin' (ist from the actor* once themateria! is paced and read* for despatch. Pacin' (ist specifiesthe +atch ,os.# f'. Date# Exp. Date# Tota! ross /ei'ht# Tota!Tare /ei'ht# Tota! ,et /ei'ht# ,o. of Drums
0) L'&%)&% Co# :- (icence Cop* is required for mentionin' the(icence Detai!s a!on' $ith the exempted ra$ materia!s detai!s forthe quantit* to e exported in the Pre-Shipment 2n%oice as per theCustoms 3equirement.
) D"! M. L'&%)&% Co# :- Dru' f'. (icence Cop* is requiredin case of export of dru' and it is mentioned in the Pre-Shipment2n%oice and (ae! as it is required * the Customs uthorities.
4) C"%('o) o P"%*S+'#,%)( Do&!,%)($ :- Pre-Shipment 2n%oice is
created $ith the he!p of the Purchase "rder# Sa!es "rder# Pacin'(ist# (icence Cop* & Dru' f'. (ic cop* and fo!!o$in'documents are required :-
a) Pre-Shipment 2n%oice 5E3P) ) Pre-Shipment Pacin' (ist 5E3P)c) "+ Ca!cu!ation 5Exce! Sheet) 5Same as created at the time of Sa!es "rder)d) ir$a* +i!! 2nstructions 6 +i!! of (adin' 2nstructions
) F&(o" Do&!,%)($ :- actor* for$ards documents such as3E 1# Excise 2n%oice and Coa;s $hich is required for the customc!earance of the materia! and the same documents are for$arded tothe (o'istics Department so as to ena!e them to c!ear the materia!from Customs
<) Lo'$('&$ Do&!,%)($ :- ir$a* +i!! and Shippin' +i!! isfor$arded * the (o'istics Dept after the materia! is c!eared from
the customs and !oaded into the ircraft. 2ncase of Sea Shipmentafter the receipt of the Shippin' +i!! fo!!o$in' documents arefor$arded to the rei'ht 'ents on the asis on $hich the* re!easethe +i!! of (adin' a) +i!! of (adin' 2nstructions
) Custom ttested 2n%oicec) Pacin' (istd) easurement S!ip 5or$arded * the (o'istics Team in case of
(C( shipments on!*) 5(C( means (oose Container (oad $hichmeans on!* a part of container is ooed and C( means u!!container (oad $hich means u!! Container is ooed)
is recei%ed fo!!o$in' Post-Shipment documents are prepared :-a)2n%oice 5E3P)
b)Pacin' (ist 5E3P)
c)ir$a* +i!! 6 +i!! of (adin' 5rei'ht 'ents)
d)Certificate of na!*sis 5actor*)
e)Certificate of "ri'in 6 SP 52f required) 5anua!!* t*ped)
f)Shipment d%ice 52f required) 5anua! in /ord Document)
g)/ei'ht & easurement (ist 52f required) 5anua! in Exce!)
h)+eneficiar*;s Certificate 52n Case of (6C Shipments) 5anua!!*
in /ord Document)
i)orm = 52n case of +an'!adesh Shipment) 52n /ord Document)
j)orm & 52n case of Paistan Shipment) 52n /ord Document)k)+i!! of Exchan'e 2 & 22 5anua!!* in /ord Document)
1>) F"%'+( B' :- Pa*ment 3equest is created a'ainst the rei'ht +i!!$hich is raised * the rei'ht 'ents for the ser%ices rendered.Pa*ment 3equest is for$arded to the inance Dept. for the executi%e
of the pa*ment and on the receipt of the cheque from the inanceDept. the same is for$arded to the rei'ht 'ents.
11) A##"o- ) A!(+o"'('o) :- Post-Shipment 2n%oice and Pacin'(ist is appro%ed * the Export Dept. $hi!e the authori?ation is done * the ccounts Dept.
10) F'))&% D%#(. 8 O(+%" D%#(. :- u!! Set of "ri'ina! documentsmentioned ao%e are for$arded to the (o'istics Dept. so as to ena!e
them to for$ard the same to the respecti%e +an for ne'otiation. Cop* of 2n%oice# /+ or +6( & Shippin' +i!! is 'i%en to the
fo!!o$in' departments :-a) aretin' Dept. 5Cop* of a!! the documents) ) Excise Dept. 52nc!udin' cop* of 2nsurance if an*)c) ccounts Dept.
10) Do&!,%)($ "o, Lo'$('&$ D%#(. :- EP Cop* of Shippin' +i!! i.eExport Promotion Cop* of Shippin' +i!! is recei%ed from the (o'isticsafter the shipment is taen p!ace. 2ncase of ir$a* shipment the time!imit is -< da*s after shipment and in case of Sea shipment the time!imit is 0- months.
1) C"%('o) o BRC :- +an 3ea!isation Certificate is prepared on thereceipt of the pa*ment from the customer. This is the confirmationfrom the +an that the Export Proceeds ha%e een rea!ised. This
document is required for the re'u!arisation of the d%ance(icences and DEP+ C!aims. o!!o$in' documents are required for the creation of +3C :-a) +an d%ice 5 Pa*ment d%ice on receipt of pa*ment from the customer) ) EP Cop* of the Shippin' +i!!
5Export Promotion Cop* of the Shippin' +i!! is recei%ed from the customsonce the Export has taen p!ace. Time (imit :- round -1> da*s in case ofir Shipment and 0- months in case of Sea Shipment.)c) Cop* of 2n%oiced) Cop* of ir$a* +i!! 6 +i!! of (adin'e) Cop* of 2nsurance Certificatef) Cop* of rei'ht +i!!') ate 3eceipt 52n case of Sea Shipments)+3C is issued in trip!icate $hich is sumitted to the +an for endorsement.BRC IS CREATED B9 THE LOISTICS DEPARTMENT IN ORD
FORMAT.
EXCEPTIONS / VARIATIONS :*
AVON
1) End @se Dec!aration A 2mport Permit is a!so recei%ed $ith the
Purchase "rder 0) %on re!eases De!i%er* "rder in /ord ormat instead of Sa!es "rder ) %on app!ies for Export Permit on the asis of the 2mport Permit
recei%ed from the customer and fo!!o$in' documents are requiredfor the same :-
a) Customer ac'round info. ) Pacin' (ist
c) 2mport Permit from the Customer d) En'!ish Trans!ation cop* of 2mport Permit 52f required)e) End-@se Certificatef) Demand Draft for 3s. 89>6-') Purchase "rder h) Dru' f'. (ic. Cop* of anufacturin' Site5Time frame :- 8-9 /ees)
4) Pre-Shipment documents i.e 2n%oice and Pacin' (ist is prepared * the (o'istics Dept. on the asis of Pacin' !istrecei%ed from the actor*.
8) %on does not ha%e their o$n (o'istics acti%it*. The* for$ardthe Pre-Shipment Documents to the rei'ht 'ents and
c!earance part is carried out * them and for$ard the ir$a*+i!! 6 +i!! of (adin' A Shippin' +i!! to the !o'istics Dept. at %on9) Post-Shipment documents are prepared * the (o'istics Dept.
and for$arded to +an throu'h inance Dept.) rei'ht 'ents pro%ide the EP cop* of the Shippin' +i!! to the
(o'istics Dept.<) Pa*ment fo!!o$ up is done * the (o'istics Team $ith the
inance team and on the receipt of the pa*ment from thecustomer on due date# +3C is prepared * the inance Team.
=) @pon receipt of the deit notes for commission from thecustomer# Commission reports are updated and fo!!o$ up isdone $ith the inance Dept. for the remittance.
E;#o"( S,#% E;%&!('o) :-
1< R%&%'-') P&') L'$( "o, (+% F&(o" :- fter the creation ofSamp!e Sa!es "rder# $e recei%e Pacin' (ist from the actor* oncethe materia! is paced and read* for despatch. Pacin' (ist specifiesthe +atch ,o.# f'. Date# Exp. Date# ross /ei'ht# Tare /ei'ht# ,et /ei'ht of the samp!e paced.
2< Co)(&(') F"%'+( A%)($ :- rei'ht 'ents are contacted $herein
the* are informed aout the samp!e to sent to the respecti%edestination and the rei'ht 3ates are fina!i?ed and a!so discuss aoutthe necessar* documents required * them for the c!earance of thesamp!e.
3< S,#% Do&!,%)(('o) :- o!!o$in' Documents are required to e prepared :-
a) 2n%oice ) Pacin' (istc) Certificate of na!*sisd) SDSe) End-@se Certificatef) !o$ Chart') Dec!aration 52f the oods are Dan'erous)h) Dec!aration 5That the materia! is sent as free samp!e and not
for sa!e)i) n* other documents as required * the rei'ht 'ents.
=< F"%'+( A%)($ :* Documents are for$arded to the rei'ht 'entsand the* 'o ahead $ith the c!earance acti%ities and on the despatch
of the samp!e the* pro%ide us the ir$a* +i!! for the same.>< I)o",') C!$(o,%" :- Customer is informed that the samp!eis ein' despatached from our end and necessar* despatch detai!sare pro%ided to them.
2f the Customer is Char'ed for the samp!e then it $i!! e a part of ExportDocumentation Procedure
VITALIFE DOCUMENTATION
2n case of Bita!ife (aoratories# Export is done in the name of rchPharma!as (td.# ut oth Pre-Shipment & Post-Shipment documents are prepared at Bita!ife 5ur'aon) itse!f. u!! set of "ri'ina! Documents arefor$arded to the ead-"ffice at umai $here the +an Co%erin' (etter#+i!! of Exchan'e are prepared * the Exports Dept. and the same isfor$arded to the +an throu'h inance Dept. +3C is prepared * theCommercia! Dept. at Bita!ife ur'aon.
MERCHANT EXPORTS
2n Case of erchant Exports documents are recei%ed from the aretin'Dept. on the asis of $hich Export Dept. mo%es ahead $ith the Pre-Shipment and Post-Shipments acti%ities.
P"o?%&($ :* 2ncase of Proect Execution fo!!o$in' are the steps :-1) Export Dept. recei%es an emai! and Purchase "rder $herein the
Export Dept. is requested to create an 2n%oice for the d%ance to erecei%ed from the customer to e'in $ith the proect for e' :- 2f thePurchase "rder 5Proect ) is for @S 8>>>>>6- and ad%ance to erecei%ed is @S 1>>>>>6- then the 2n%oice $i!! e created for
@S1>>>>>6-0) Then rest procedure $i!! e the same i.e creation of Sa!es "rder#3ecei%in' of Pacin' (ist# Creation of Pre-Shipment and Post-Shipment Documents etc.
) /hi!e creatin' Post-Shipment 2n%oice# d%ance amount recei%edear!ier $i!! e mentioned a!on' $ith the reference no. of that 2n%oiceand $i!! arri%e at the +a!ance amount to e recei%ed. or e' :- inear!ier examp!e of @S 8>>>>>6- the ca!cu!ation $i!! e sho$n asfo!!o$s in the Post-Shipment 2n%oice :-T"T( 2,B"2CE B(@E @SD 8>>>>>.>>(ESS DB,CE 3ECE2BED2,ST 2,B ,". FFFFFFF
Chan'e Contro! ,o.6 Date Bersion ,o. Effecti%e date 3eason for Chan'e.
>.0 R%@!'"%,%)($:
S".No. R%@!'"%,%)($
URS/SD/00=/REQ*001 Dru' f'. (ic. ,o. shou!d appear in Pre-Shipment 2n%oices $ith respect to%arious sites and shou!d appear on!* on se!ection of the same.
URS/SD/00=/REQ*002 Dru' Stora'e and Sa!es (icence ,o. shou!d appear in Pre-Shipment 2n%oicesraised from aharashtra.
URS/SD/00=/REQ*003 (ist of exempted 3a$-ateria!s shou!d appear one e!o$ the other. 5ax.!imit of the !ist shou!d e 1> 3a$ ateria!s)
URS/SD/00=/REQ*00= Print 7 "ut of Post-Shipment 2n%oice must e in "ne Pa'e
URS/SD/00=/REQ*00> Print 7 "ut of Post-Shipment Pacin' (ist :- Summar* A Detai!ed.
URS/SD/00=/REQ*006 aximum detai!s in +3C shou!d e piced from the Post-Shipment 2n%oiceURS/SD/00=/REQ*007 "+ Ca!cu!ation shou!d e in the s*stem and shou!d e f!exi!e.
URS/SD/00=/REQ*00 /hen Pre-Shipment 2n%oice is created under d%ance (icence then the saidquantit* shou!d 'et updated in the d%ance (icence 3e'ister a!on' $ith the2n%oice ,o.
URS/SD/00=/REQ*00 Shippin' +i!! ,o. & Date# ir$a* +i!! ,o. & Date# +an ,ame# 2nsurancein 3s.# rei'ht in 3s.& @SD# "+ in @SD# "+ in 3s. shou!d appear inPost-Shipment 2n%oice ut not $hi!e tain' the print out ut the same shou!d e captured in the 2S & +3C
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