QPR 14 -Quality Procedure for Shipping Dept

7/24/2019 QPR 14 -Quality Procedure for Shipping Dept

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Libra Techcon Limited

QUALITY PROCEDURE

Shipping Department - ISO 9001 2008

Doc No.Page

: QPR / 14: 1 of 4

Issue No. 01 Revision No. 00 Issue Date : 15/05/2009

Office: 2-F, Court Chambers, 35, New Marine Lines, Mumbai-400 020. Tel.: 022-40940500, Fax: 022-22008853,[email protected]

R & D Centre: A-167, TTC MIDC, Khairne, Navi Mumbai- 400 709. Tel.: 022-40896200, Fax: 022-27781629, E-Mail- [email protected]

1.0 PURPOSE :

To ensure that the processes needed for product & service are planned and carried out in a

controlled manner to meet with the specified requirement and to describe the procedure for

shipping activities.

2.0 SCOPE:

It covers the planning & execution of product & services for Shipping at LTL Head Office, which

are required for product & service realisation.

3.0 RESPONSIBILITY :

Vice President (Commercial).

AUTHORITY AND RESPONSIBILITY:

Sr.No. DESIGNATION RESPONSIBILITY AUTHORITY

1. Vice President

Commercial

To appoint C&F Agent for

Shipment of Consignment.

To appoint Transporter for lifting

the consignments from Suppliers.

To appoint Insurance Company

for Transit Marine Insurance

directly or through agent

To approve Custom Invoice

Value as per the Contract. Co-ordination with shipping

department for lifting the goods

from suppliers and to the overseas

client.

To sign C&F Agent

appointment letter.

To sign Transport

appointment letter.

To sign the

appointment for

transit insurancepolicy.

To sign the FinalInvoice.

2. Asst. Manager

Commercial To analyze Custom Invoice Value

as per the value of the Contract In

co-ordination with VP (F) & VP

(C )

To check the Custom documents

before submitting to C&F Agent.

To check the C&F Agent bills

before submitting for payment toAccounts dept.

To sign Custom

documents

To approve the

C&F Agent /

COURIER bills.

To sign the Final

Packing List.

3. Commercial

Officer Shipping To check Documents received

from R&DC as per Dispatch

Procedure (A)

To Prepare Excise & Customs

Documents then send the same to

C&F Agent either in Person or by

COURIER to complete Custom

To sign Custom

documents in

absence of Sr.No.2

To approve the

Transporters bills


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QUALITY PROCEDURE


Doc No.Page

: QPR / 14: 2 of 4




formalities at Docks/Air cargo.

Make necessary arrangement of

transportation for lifting the

goods from Suppliers factory/

Warehouse etc. (Wherever

required) to docks / Air cargo.

Thereafter insure the same against

transit risk. Dispatch Procedure

(B)

To check the Original Custom

Documents received from C&F

Agent after Export of

Consignment for Final Invoicing

to Client as per Dispatch

Procedure (C)

4

.

Secretary To prepare Final Invoice to client

based on the Custom documents.

Sending documents to IndianMerchant Chamber for

authentication and for Certificate

of Origin. Thereafter to send the

documents to Client / Bank.

To prepare application for Proof

of Export with Excise departmentbased on Custom documents.

4.0

PROCEDURE :

4.1 Documents receive from R & D.

4.1.1 Suppliers Proforma Duly Approved by Technical Department.

4.1.2 Suppliers Packing List.

4.1.3 Inspection release note from Technical department R & D or T P I.

4.1.4 Certificate of readiness wherever required.

4.1.5 Test Certificate of vendors wherever required.

4.2 Excise & Custom documents are made at H. O.

4.2.1 Verification of readiness is done on telephone with the vendor if material is packed as

per packing list provided.

4.2.2 Excise documents are prepared wherever Excise is applicable, where excise isapplicable ARE -1 & CT -1 is taken from our excise range and sent to the vendor in

advance to make arrangement with there excise range if any.

4.2.3 Custom Invoice is prepared based on the value projected as per value of the contract.

4.2.4 Custom packing list.

4.2.5 SDF form.

4.2.6 Export value declaration form Annexure A & B.


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Doc No.Page

: QPR / 14: 3 of 4




All the above custom documents are sent to Clearing & Forwarding Agent (C&F Agent) to complete

custom formalities, also a letter authorizing the transporter (wherever required) giving details of the

vendor address to lift the material and bring them to Dock/ Airport is given.

If the material is to be collected from outside octroi limits, C&F Agent to send N form to the

respective octroi naka so the goods after reaching the octroi naka are cleared without payment of

octroi duty.

Thereafter Insurance for Transit risk is made.

Once the goods are lifted we cover insurance of the goods from the vendors factory to our

clients site.

4.3 C&F Agent after export of the consignment will send all the original documents to us for

final billing:4.3.1 Bill of lading / Airway Bill

4.3.2 EP copy of shipping bill

4.3.3 Exchange control copy of shipping bill.

4.3.4 Our custom invoice & packing list.

4.3.5 SDF form endorsed by custom.

4.3.6 ARE -1 wherever applicable endorsed by custom

4.3.7 Mate Receipt from Docks.

After receiving bill of lading / Airway bill an E mail is sent to the Customer giving details of

Dispatch.

4.4 Final Invoicing to Customer:

4.4.1 Invoice is prepared based on custom Invoice.

4.4.2 Packing list is prepared based on custom Invoice.

4.4.3 Invoice is sent to Indian Merchant Chamber for authentication and Certificate of

4.4.4 Origin is obtained from them.4.4.5 Bill of lading / Airway Bill.

These documents are sent to Customer directly if full payment is received. If any payment has to be

collected then, the original documents are sent through Bank.

4.5 Proof of Export (POE)

Once the goods are exported we make an application with our Excise range on receipt of EP

Shipping bill copy, ARE -1 original & duplicate, Mate receipt, Suppliers transporter/duplicate copy

of invoice, bill of lading / Airway bill, our custom Invoice & Packing list endorsed by custom from

our C&F Agent and obtain POE from excise department which is sent to the vendor from whose

factory the goods were exported against ARE-1 & CT- 1 without payments of Excise duty.


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Doc No. : QPR / 14Page : 4 of 4



4.6 Shipping Department Interaction:


5.0 REFERENCE:

Transporter

C&F

Agent

Finance Dept.

Project Dept.SHIPPING

DEPT.

Quality System Manual : QSM 01.

6.0RECORDS:

Sr.No

Name ofRecord

DocumentNo.

File Name Maintained By MaintainedAt

RetentionPeriod

1 Invoice LTL/SHIP

/FM/01

Invoice Commercial

Officer

Shipping

Dept.

1 year after

project completion

2 Packing List LTL/SHIP

/FM/02

Packing List Commercial

Officer

Shipping

Dept.

1 year after

project completion

3 Form SDF ------- Form SDF Commercial

Officer

Shipping

Dept.

1 year after

project completion

4 Export Value

Declaration

------- Export Value

Declaration

Commercial

Officer

Shipping

Dept.

1 year after

project completion

5 Form CT-1 ------- Form CT-1 Commercial

Officer

Shipping

Dept.

1 year after

project completion

6 Form ARE-1 ------- Form ARE-1 Commercial

Officer

Shipping

Dept.

1 year after

project completion

7 Document

Control Index

LTL/SHIP

/FM/03

Document

Control Index

Commercial

Officer

Shipping

Dept.

1 year after

project completion

QPR 14 -Quality Procedure for Shipping Dept

Documents

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