export documents

1. Export from India required special document depending upon the type of product and destination
to be exported. Export Documents not only gives detail about the product and its destination port
but are also used for the purpose of taxation and quality control inspection certification.
Shipping Bill/ Bill of Export
Shipping Bill/ Bill of Export is the main document required by the Customs Authority for
allowing shipment. A shipping bill is issued by the shipping agent and represents some kind of
certificate for all parties, included ship's owner, seller, buyer and some other parties. For each
one represents a kind of certificate document.
Export Documents for Post Parcel
In case of Post Parcel, no Shipping Bill is required. The relevant documents are mentioned
below:
Customs Declaration Form - It is prescribed by the Universal Postal Union (UPU) and
international apex body coordinating activities of national postal administration. It is
known by the code number CP2/ CP3 and to be prepared in quadruplicate, signed by the
sender.
Dispatch Note - It is filled by the exporter to specify the action to be taken by the postal
department at the destination in case the address is non-traceable or the parcel is refused
to be accepted.
Commercial invoice - Issued by the exporter for the full realizable amount of goods as
per trade term.
Consular Invoice - Mainly needed for the countries like Kenya, Uganda, Tanzania,
Mauritius, New Zealand, Burma, Iraq, Australia, Fiji, Cyprus, Nigeria, Ghana, Zanzibar
etc. It is prepared in the prescribed format and is signed/ certified by the counsel of the
importing country located in the country of export.
Customs Invoice - Mainly needed for the countries like USA, Canada, etc. It is prepared
on a special form being presented by the Customs authorities of the importing country. It
facilitates entry of goods in the importing country at preferential tariff rate.
Legalized / Visaed Invoice - This shows the seller's genuineness before the appropriate
consulate or chamber or commerce/ embassy.
Certified Invoice - It is required when the exporter needs to certify on the invoice that
the goods are of a particular origin or manufactured/ packed at a particular place and in
accordance with specific contract. Sight Draft and Usance Draft are available for this.
Sight Draft is required when the exporter expects immediate payment and Usance Draft
is required for credit delivery.
Packing List - It shows the details of goods contained in each parcel / shipment.
Certificate of Inspection – It is a type of document describing the condition of goods
and confirming that they have been inspected.
Black List Certificate - It is required for countries which have strained political relation.
It certifies that the ship or the aircraft carrying the goods has not touched those
country(s).

2. Manufacturer's Certificate - It is required in addition to the Certificate of Origin for
few countries to show that the goods shipped have actually been manufactured and is
available.
Certificate of Chemical Analysis - It is required to ensure the quality and grade of
certain items such as metallic ores, pigments, etc.
Certificate of Shipment - It signifies that a certain lot of goods have been shipped.
Health/ Veterinary/ Sanitary Certification - Required for export of foodstuffs, marine
products, hides, livestock etc.
Certificate of Conditioning - It is issued by the competent office to certify compliance
of humidity factor, dry weight, etc.
Antiquity Measurement – It is issued by Archaeological Survey of India in case of
antiques.
Shipping Order - Issued by the Shipping (Conference) Line which intimates the exporter
about the reservation of space of shipment of cargo through the specific vessel from a
specified port and on a specified date.
Cart/ Lorry Ticket - It is prepared for admittance of the cargo through the port gate and
includes the shipper's name, cart/ lorry No., marks on packages, quantity, etc.
Shut Out Advice - It is a statement of packages which are shut out by a ship and is
prepared by the concerned shed and is sent to the exporter.
Short Shipment Form - It is an application to the customs authorities at port which
advises short shipment of goods and required for claiming the return.
Export – Import Documentation
The Documentation required for Customs, Central Excise, DGFT, RBI& Banks has to be
incorporated in the Software.
Merging intelligence with Exports/Imports
Management of export/import business is tremendously elaborate task that requres a dedicated
and a carefully designed system for controlling and absording various requirment. To
revolutionize the management of your exports business, We at Intraweb Solutions present
EximIntraSoft. As this is a web applicatin we know the secutify of that and information, we have
taken care at every stage and given permission and IP address tracker so that the user cannot
open the softare from any place. Also maintaning the history of every user and at any point
admin can block any user down the line.
This exceptionally flexible product effectively manages your business right from the Inquiry
stage to Payment realization stage. The facility of generating various MIS Reports keeps you in
control of the organization’s performance. It can be easily integrated with most of the popular
accounting softwares by export and import of data.
Linces and Document Management

3. Our Software systemizes the management of licenses and documents, catering to every minutest
of detail involved in the procedures of export. It takes care of online applications, license details
against export invoices, duty drawbacks claim against exports Invoices and prints various
documents such as Invoice, Packing list, Shipping bill, Certificate of Origin, Commercial
Invoice, Commercial Packing List, Bank Realization Certificate, Bills of Exchange and so on in
standard formats.
Featured
EximIntrasoft is an exceptionally flexible product that effectively manages your business right
from the Inquiry stage to Payment realization stage. It can be easily integrated with Tally
accounting software by export and import of data. Its unique features like LC expiry alarming,
faxing and emailing of documents, messaging and chatting through LAN network have proven
extremely useful to organizations.
Following is a list of its significant features:
Manages Export from Inquiry Received to Payment Realized
Provides data entry screens that look similar to the actual documents
Provides user defined Reports
Provides user defined Packing List
State of the art and user friendly interface format
Facility of e-mailing and faxing of documents
Creates item master with images of the item
Creates user defined letters
Enables export of data to Tally Accounting Software
Provides checklist of documents required
DEPB / DFRC / DEEC / DRBK License and Incentive management under one roof
List of other softwares : Full ERP Software / Accouting Software / Inventory Software /
Accounts with Inventory + Barcode Software / Hr & Payroll Software
/ CRM Software / Export & Import Software ..can be customised according to the client
requirement and budget..
Pre Shipment Documents :-
Cost Sheet
Order Acceptance
Proforma Invoice
Invoice
Packing lists (5 types)
Special customs Invoice
Drafts bill of Lading
Form SDF
Certificate of Origin (7 Chambers)
GSP Certificate

4. Marine Insurance Declaration
Shipping Instructions
Shipment Advice
Intimation for Inspection
Certificate for Inspection
Certificate of Health
Certificate of Analysis
Post Shipment Documents :-
Bank Invoice
Commercial Invoice
Commercial packing List
Bank Certificate – Horizontal format (Form No. 1)
Bank Certificate – Vertical Format (Form No. 1)
Letter to bank for Collection/Negotiation
Bills of Exchange
Cost Sheet
Excise Documents :-
AREI
Form C
Form CTI
Proof of exports
EDI Shipping Bills :-
Annexure A
Annexure B
Annexure C
Annexure D DEPB Declaration
DEPB / DEEC / DBK documents
- Appendix 10 A - DBK application
- Appendix 10 B - Advance license application
- Appendix 10 C - DEPB application
- Appendix 10D - DFRC application
Reports :-
Export Register
Consignee wise Exports
Country wise Exports
Item wise Exports
Pending Order details

5. LC Register
An Export - Import Application for Exporters, Importers and EOU's
Export Management enables the effective management of the business of
an exporter and importer. EMS is a complete solution and not just a simple
documentation system. It computerizes all the operations of an export
department and covers enquiry, negotiation, order confirmation, pre & post
shipment documentation, L.C. tracking, realization, alerts and export
benefits tracking (A/L, DFRC, DEPB & duty drawback).
The Import Management caters to Enquiry to Suppliers, Quotation from
Suppliers, Order to Suppliers, Letter of Credit, Pre-Shipment Invoice, Bill of
Entry, Custom Duty Tracking, Bond warehouse, Goods Issue, Supplier
Invoice, Payments, Product movement and Licence Tracking.
Thus, as an importer, you can track and manage the goods, payments and
documents through the Import life cycle and generate important reports.
The Import department in an organization can function smoothly and
efficiently, with the help of the Import module.
EMS generates Proforma, Order confirmation, Pre-shipment & Post-shipment
documents as per the ADS format and various MIS reports like Export
register. EMS also tracks the Export Benefits like Advance licence , Duty
drawback, DEPB and DFRC.
EXPORTS
EMS comprises of the following modules:
Order Processing: The Order processing module consists of Enquiry,
Quotation & Confirmed Order.
Enquiry :- The system has a provision to monitor Buyer's Enquiries. Enquiry
details consist of Buyer details, Item details, Payment terms, mode of
Shipment and Packing Information.
Quotation and Negotiation:- Based on the Buyer's enquiries a quotation
can be prepared and sent to the buyer to bid for an order. The system
generates quotations from enquiries. Quotations can also be prepared

6. without referring to any Enquiry. To facilitate negotiation, quotations can be
revised and also created from existing quotations.
Confirmed Order :- The system maintains confirmed Buyer's Orders which
are generated from Quotations. Confirmed orders can be prepared without
referring to the quotation. They can also be prepared from existing
confirmed orders. Scheduling of shipment of items and amendments to the
confirmed order are also facilitated.
Letter Of Credit :- EMS maintains Letter Of Credit (L.C.) details for
confirmed Orders.
Shipment:- Shipment details may be of two types viz. Pre-Shipment &
Post-Shipment
Pre-Shipment :- Pre-Shipment details are generated from Order
Confirmation. There can be one or more pre-shipment invoices for each
Confirmed Order.
Post-Shipment :- Post-Shipment details are generated from Pre-Shipment.
An Export Invoice is generated from one or more pre-shipment invoices.
Realization :- It involves Realization details such as Export Invoice for
which the payment is being realized, the currency, the exchange rate, the
amount realized etc.There can be several realization entries for one Export
Invoice and several export invoices for an L.C.
Alarm: The alarm module gives you the pending status of the transaction
activities such as quotations, order confirmations and shipments. The
pending status can be filtered company-wise and buyer-wise.
Export Benefits :The export management system tracks Export Benefits
such as Advanced License ( D.E.E.C ), Duty Entitlement Passbook Scheme (
D.E.P.B ) and Duty Drawback. They could be pre-export or post-export.
Detailed export benefit modules are also available as an option.
1.Advance License (AL):An exhaustive Advance licensing module takes care of
various issues from the application for AL to transfer,surrender and closure. The AL
Application can be generated along with a host of relevant MIS reports .
2. Duty Entitlement Passbook Scheme(DEPB):The DEPB module takes care
of various issues from the application of DEPB (pre and post export) to transfer, surrender
and closure. Besides generating the document for the DEPB application, relevant MIS
reports are also provided

7. 3.Duty Drawback: The main objective of the Duty drawback module is to
track the Duty Drawback claimed money for import duty or excise duty paid
raw material while exporting the items.
Documents
The following pre-shipment documents are generated as per the ADS
format
1. Pre-Shipment Invoice
2. Pre-shipment Packing List
3.GR Form in pre-printed format / SDF form.
4. Shipping Instructions.
5. Proforma Invoice
The following post-shipment Documents are generated as per the
ADS format
1. Export Invoice
2. Final Packing List
3. Bill of Exchange on plain paper and pre-printed format
4. Bill of Lading Instructions.
5. Certificate of Origin in pre-printed format.
6. Bank Certificate of Export.
7. Generalized System of Preferences (GSP) in pre-printed format.
8. Shipment Advice
9. Bank Negotiation Letter
Any document besides the above mentioned can be generated as per
an exporter's needs or as required by the laws of the country.
The system allows part-shipment as well as clubbing export orders
for shipment.
Reports:-The following MIS reports are generated by the system
1. Enquiry Register
2. Quotation Register
3. Order Status reports
a.Item-wise
b.Invoice-wise
4. L.C. Status report
5. Sales Analysis report
a.Product-wise

8. b.Agent-wise
c.Country-wise
d.Buyer-wise
6. Export Register
7. DEPB Utilization Report
8. Advance Licence Tracking Report
9. Commission Tracking Report
IMPORTS
Enquiry to Vendor :-
An Importer can raise an enquiry to Vendors.
Quotation from Vendors :-
EMS tracks Quotaions based on an enquiry. EMS can generate direct
Quotation.
Purchase Order :-
EMS generates the confirmed Orders and prints Purchase Order. EMS also
tracks the schedules for the order.
Letter of Credit :-
EMS tracks the LC details for Imports.
Bill of Entry
EMS tracks the Bill of entry details. EMS has a facility to mark each imported
item in the bill of entry against the type of licence and licence no. If the item
is imported against a licence and the quantity and amount of the items in
respective licences will be debited. Once Bill of entry is made, EMS also has
a facility to assign items to a physical location (i.e. bonded or non-bonded
warehouse). This updates inventory of the respective warehouses. EMS
calculates Custom duties.
Licence Tracking
EMS tracks the Bill of entry details. EMS has a facility to mark each imported
item in the bill of entry against the type of licence and licence no. If the item
is imported against a licence and the quantity and amount of the items in
respective licences will be debited. Once Bill of entry is made, EMS also has

9. a facility to assign items to a physical location (i.e. bonded or non-bonded
warehouse). This updates inventory of the respective warehouses. EMS
calculates Custom duties.
EOU
Bond 17 Tracking
Bond 17 can be tracked in EMS. This is linked with Imports Purchase,
Exports sales, Job work issue and Job work receipt.
CT3 and Procurement Certificate
CT3 application & CT3 certificate in case of Local purchase, and Procurement
Certificate application and Procurement Certificate in case of EOU will be
generated from EMS.
Generation of Re-warehousing certificate/Warehousing certificate:
Re-warehousing certificate/warehousing certificate will be generated from
EMS on the basis of information entered in EMS.
Permission application and Licence Tracking
Permission Application will be track material and the quantity, which can be
issued for a period from and to. Information will also used to track the
permission details.
Letter of Credit
For Importer
Application for letter of credit can be printed from the system. EMS will track
limit, LC Balance and Purchase Orders against an LC.
For Exporters
Details of LC received
Generation of Re-warehousing certificate/Warehousing certificate:
Re-warehousing certificate/warehousing certificate will be generated from
EMS on the basis of information entered in EMS.

10. Permission application and Licence Tracking
Permission Application will be track material and the quantity, which can be
issued for a period from and to. Information will also used to track the
permission details.
Integration with ERP's
EMS is seamlessly integrated with leading ERP's like Oracle 11i, SAP, BAAN
and MFG/Pro.
EMS integrated with Sales Order, Purchase and Finance module of ERP's.
Information from various ERP modules can be pulled to EMS all documents
and reporting related information for international trade can be done in EMS.
EMS has in build adaptors and bridges, which ensures validation and security
of data fetched from ERP to EMS.