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Role of export department in export of bikes

The export deppt at YMI is merely a subsidiary of YMC,


Japan. Unlike the export dept it is not active in the export
of units and parts of motor bikes. The motorcycles to be
exported at surajpur plant and Faridabad plant is involved
in executing the order received from YMC, japan and
preparing and forwarding the documents for export to the
parties involved.

The export dept has absolutely no interaction or contact


with the overseas buyer except in the case of the direct sale,
which is done in the case of Nepal and Bangladesh. All
contracts are between YMC, japan and the overseas buyer.
YMI only dispatches the order as per the instruction
documents for the japan. Further it prepares all the required
documents for the respective parties i.e. finance, importer
etc on dispatch of goods, YMI send the document to the
importer’s bank the time period specified in the letter of
credit.

Countries of export

ASIA

Bahrain Bangladesh Bhutan


Iran Lebanon Mongolia
Kuwait Qatar Nepal
Oman UAE Srilanka
Turkey Veitnam Yemen
Mauritious

AFRICA

Ivory cost south Africa Zimbabwe


Kenya Cameron Ghana
Madagascar Guiana uganda
Nigeria Tanzania

SOUTH AFRICA

Argentina costa Rica Honduras


Paraguay barbardos dominican
Jamaica peru chile
Ecuador mexico uruguay
Columbia Guapemala panama
Venezuela

OTHER

Denmark france germany


Japan UK USA
Philippines
TYPES OF DOCUMENTS

ENQUIRE

The importers in the foreign markets send their


requirement of YMI motorcycles to the export
division by fax through the mean of PURCHASE
ORDER stating the total approximation delivery
period.

PURCHASE ORDER

It specifies all the details of goods. In it rate and


relevant terms and condition of trade like the prices
are to be quoted as FOB, C&F, or payment to be
made in advance or through letter of credit.
If the concerned buyer is satisfied with the product
and all terms and conditions, the company places
order or negotiations some terms to mutual consent.
Once the reputation is established between two
parties, all then has no problem in procuring order
regularly. It can receive order on telephone or fax and
similarly can negotiate terms on telephone.

Letter of credit

It refers to a promise made by the importer’s bank to


exporter that the payment shall be made to him
provided the shipment made by him in strict
compliance with the terms and conditions of the
export contract. The bank does not deal in the goods,
they deal in the documents. Therefore an importer
can specify to the bank that the exporter has sent the
shipment in strict compliance with the terms and
conditions of the export contract.

INVOICE

It is the bill containing the details of goods sent,


along with their rate and amount. The invoice is the
basic document. As a document of contents, it must
fully identify the overseas shipment and serve a basic
for the preparation of all other documents. It includes
the following things.
 Invoice number and date
Exporter’s reference
Buyers order number and date
Other reference
Exporter name
Consignee name
Buyer’s name(if other than consignee)
Mode of transport to the port
Port of discharge and final destination
Terms of delivery and payment
GR1 number
AR4 number
Case mark
Mode of contract

PACKING LIST

It is a list showing the details of the goods containing


in each parcels/shipment. Packing list has to be
prepared in the aligned document form. The only
difference from the invoice is that it does not have
the description of price and rate of goods.

BILLS OF LADDING

The B/L is a document issued by the shipping


company or its agent acknowledging the receipt of
the goods mentioned.
For preparation of B/L the exporter should submit the
complete set of B/L together with the mate’s receipt
in the standardized aligned form to the shipping
company which will calculate the freight amount on
the basis of weight as certified by the recognized
member of chamber of commerce. It serves the
following purpose:-
It is a document for the title of the goods
It is the receipt of goods
B/L is generally out in the sets of two or three
originals. The master of the ship or the agent of the
shipment company duly signed all the originals. All
the originals are equally valid for taking the delivery
of goods. Few extra copies of B/L are also issued
generally marked as “non negotiable copy” which
can not be used for taking delivery.

TYPES OF B/L

Following are the some types of B/L:

• Received for shipment B/L- certifies only the receipt


of goods.
• On deck B/L- certifies and contains a remark that
goods are shipped on deck.
• Through B/L- it covers the whole voyage and is
acceptable if transshipment is permitted.
• Clause B/L- it is B/L containing additional clause
limiting the responsibility of the shipping company
and including defective condition of the goods.
• Clean B/L- a clean B/L is one which does not bear any
superimposed clause or annotation, which expressly
declare a defective condition of the goods or the
packaging.

SHIPPING BILL
Shipping bill is the main document required by the custom
authority for allowing shipment. Shipment bill lies with regard to
the good being subject to:
 Export duty
 Free of duty
 Entitlement of duty drawback
 Entitlement of credit of duty under DEPB scheme
 Re-export of imported goods.

The formats presented for the shipping bill are as follows:-


 White shipping bill- for export of duty free goods prepared in
triplicate in the standardized format.
 Green shipping bill- for export of goods under the claim of
duty drawback in quadruplicate.
 Yellow shipping bill- for export of dutiable goods prepared in
triplicate.
 Pink shipping bill- for the export of the duty free goods
exbond prepared in triplicate.
 Blue shipping bill- for the export under the DEPB scheme
prepared in seven copies.

NOTE: when the goods are to be cleared by the land custom, bill
of export is prepared instead of shipping bill.

AIRWAY BILL/CONSIGNMENT NOTE

The receipts is issued by an airline company or its agent for goods


is called airway bill or consignment note. It is not a document of
title and is not issued in a negotiable form. The goods are to be
delivered to the consignee mentioned in the airway bill as
consignee/receiver against payment of charge, if any.
The railway bill consists of 3 originals and 6 to 11 copies. It is a
non-negotiable document.
BILL OF EXCHANGE

A bill of exchange is defined as an unconditional written order


prepared by an exporter asking the importer to pay a specific sum
of money to a specific sum of money to a specific person time. The
specified amount is represented by the amount of invoice, the
specified person refers to the bank and the amount is a matter of
negotiation between and exporter.

It is of two types:
 Sight bill of exchange
 Usance bill of exchange
 In sight B/E the payment is to be made by the importer
immediately or on demand to get the document.
 In usance B/E payment is to be made after expiry of a certain
period of time.

MATE’S RECEIPT

The chief of the vessel issued it after the loading of the goods. It
contains the following:
 Name of the shipper
 Place of receipt & voyage number
 Port of loading
 Port of delivery & port of discharge
 Marks and number
 Description of goods
 Gross weight

The receipts ate of transferable nature and must be presented at the


shipping company’s office to be exchanged in to the bill of lading.

COMBINED TRANSPORT DOCUMENT


Inland container depot has been set up at various centers at the
country. These dry ports have made it possible to cover the entire
movement of goods from ICD to destination under the transport
document called Combined Transport Document.

CERTIFICATE OF ORIGIN

PHD chamber of commerce and industry certifies that the goods


listed in the invoice are of Indian origin and manufactured in India
as well. In some cases as per requirement of client, the embassy of
the buyer’s country certifies the Indian manufactured goods.

GSP CERTIFICATE OF ORIGIN

It is very much similar to the certificate of origin and also issued


by PHD chamber of commerce and industry. The only difference is
that the COMMON WEALTH COUNTIES seek it.
TRANSSHIPMENT BILL:
This document is issued for the goods imported to custom
port/airport intended for transshipment.

SHIPPING ORDER

shipping order is issued by the shipping line intimating the


exporter about the reservation of the shipment space of cargo
through a particular vessel from a specified port and on a specific
date.

SHIPPING ADVICE

A shipping advice is issued to inform the overseas buyer about the


shipment of goods. It is prepared in aligned document. The
exporter only advice his importer about the invoice number. Bill of
lading, airway bill no, name of the vessel, port of export and the
quantity and the sailing of the vessel.
EXTERNAL INSPECTION AGENCY REPORT

The importer hires an inspection agency operating on an


international level. These inspection agencies are known as
External Inspection Agency (EIA). They have a network of office
worldwide. The inspection is carried out for:
 Quality
 Quantity
 Stuffing
 Marketing
 Packing
 Price comparison

On the successful inspection an inspection and a clean report of


finding CRF is issued.

SOME IMPORTANT EXPORT DOCUMENTS

 AR 4 FORM- it is an application for removal of excisable


goods for export by rail/air/sea.
 GR FORM- it is an exchange control declaration form, a RBI
a document containing the name of the bank through which
payment has to be received and the custom assessable value
in rupees. Declaration is made under Foreign Exchange
Regulation act.
DOCUMENTATION
PROCEDURE OF
YMI
Order received from importer
 Purchase order
 Letter of credit

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