Professional Documents
Culture Documents
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1.0
Purpose:
2.0
Scope :
3.0
Process
Description :
Pre-Shipment Documents :1) Receiving Packing List from the Factory :- After the creation of
Sales Order, we receive Packing List from the Factory once the
material is packed and ready for despatch. Packing List specifies
the Batch Nos., Mfg. Date, Exp. Date, Total Gross Weight, Total
Tare Weight, Total Net Weight, No. of Drums
2) Licence Copy :- Licence Copy is required for mentioning the
Licence Details along with the exempted raw materials details for
the quantity to be exported in the Pre-Shipment Invoice as per the
Customs Requirement.
3) Drug Mfg. Licence Copy :- Drug Mfg. Licence Copy is required
in case of export of drug and it is mentioned in the Pre-Shipment
Invoice and Label as it is required by the Customs Authorities.
4) Creation of Pre-Shipment Documents :- Pre-Shipment Invoice is
created with the help of the Purchase Order, Sales Order, Packing
List, Licence Copy & Drug Mfg. Lic copy and following
documents are required :a) Pre-Shipment Invoice (ERP)
b) Pre-Shipment Packing List (ERP)
c) FOB Calculation (Excel Sheet)
(Same as created at the time of Sales Order)
d) Airway Bill Instructions / Bill of Lading Instructions
(Word Document)
e) Shipping Marks & Label (Word Document)
f) Non DGR Certificate / DGR Certificate (Word Document)
(DGR Certificate is prepared as per the format of the Freight
Agents and it various depending upon the Freight Agents)
g) EDI & SDF Form (Word Document)
h) Drug Mfg. Licence Copy (Incase of Drug)
5) Co-ordination with Logistics Team :- The above Pre-Shipment
Documents are forwarded to the Logistics Team for the Custom
Clearance of the Material.
6) Freight Agents :- Airway Bill Instructions are forwarded to the
Freight Agents so as to enable them to create the Airway Bill.
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Purchase Order
2) Avon releases Delivery Order in Word Format instead of Sales Order
3) Avon applies for Export Permit on the basis of the Import Permit
received from the customer and following documents are required
for the same :a) Customer background info.
b) Packing List
c) Import Permit from the Customer
d) English Translation copy of Import Permit (If required)
e) End-Use Certificate
f) Demand Draft for Rs. 560/g) Purchase Order
h) Drug Mfg. Lic. Copy of Manufacturing Site
(Time frame :- 5-6 Weeks)
4) Pre-Shipment documents i.e Invoice and Packing List is
prepared by the Logistics Dept. on the basis of Packing list
received from the Factory.
5) Avon does not have their own Logistics activity. They forward
the Pre-Shipment Documents to the Freight Agents and
clearance part is carried out by them and forward the Airway
Bill / Bill of Lading + Shipping Bill to the logistics Dept. at Avon
6) Post-Shipment documents are prepared by the Logistics Dept.
and forwarded to Bank through Finance Dept.
7) Freight Agents provide the EP copy of the Shipping Bill to the
Logistics Dept.
8) Payment follow up is done by the Logistics Team with the
Finance team and on the receipt of the payment from the
customer on due date, BRC is prepared by the Finance Team.
9) Upon receipt of the debit notes for commission from the
customer, Commission reports are updated and follow up is
done with the Finance Dept. for the remittance.
Export Sample Execution :1) Receiving Packing List from the Factory :- After the creation of
Sample Sales Order, we receive Packing List from the Factory once
the material is packed and ready for despatch. Packing List specifies
the Batch No., Mfg. Date, Exp. Date, Gross Weight, Tare Weight,
Net Weight of the sample packed.
2) Contacting Freight Agents :- Freight Agents are contacted wherein
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Projects :- Incase of Project Execution following are the steps :1) Export Dept. receives an email and Purchase Order wherein the
Export Dept. is requested to create an Invoice for the Advance to be
received from the customer to begin with the project for eg :- If the
Purchase Order (Project ) is for US$ 500000/- and advance to be
received is US$ 100000/- then the Invoice will be created for
US$100000/2) Then rest procedure will be the same i.e creation of Sales Order,
Receiving of Packing List, Creation of Pre-Shipment and PostShipment Documents etc.
3) While creating Post-Shipment Invoice, Advance amount received
earlier will be mentioned along with the reference no. of that Invoice
and will arrive at the Balance amount to be received. For eg :- in
earlier example of US$ 500000/- the calculation will be shown as
follows in the Post-Shipment Invoice :TOTAL INVOICE VALUE
USD 500000.00
LESS ADVANCE RECEIVED
AGAINST INV NO. _______
DATED. _______
USD 100000.00
BALANCE TO BE RECEIVED
USD 400000.00
4.0
Process flow
Diagram
AVON
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Requirements:
Sr.No.
URS/SD/003/REQ-001
URS/SD/003/REQ-002
URS/SD/003/REQ-003
Requirements
Drug Lic. No. should appear in Pre-Shipment Invoice with respective to
different Plant.
Drug Storage and Sale Lic. No. Should appear on Invoices raised from
Plants in Maharashtra.
URS/SD/003/REQ-004
Field for Drug Mfg. Lic. Should be created in the Pre-Shipment Invoice
stage but should appear on the Invoice only when selected.
Exempted Raw Materials should appear one below the other
URS/SD/003/REQ-005
URS/SD/003/REQ-006
6.0
Reports:
Sr.No.
URS/SD/003/REP-001
URS/SD/003/REP-002
7.0
Output:
Sr.No.
URS/SD/003/OUT-001
URS/SD/003/OUT-002
URS/SD/003/OUT-003
Reports
Statements :- Party Wise, Product Wise, Monthly Sales Statement, Quarterly
Sales Statement, Yearly Sales Statement.
Commission Statements
Reports
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Requirements:
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Reports:
Sr.No.
Sr.No.
URS/SD/004/REQ-001
URS/SD/004/REP-001
URS/SD/004/REQ-002
URS/SD/004/REP-002
URS/SD/004/REP-003
URS/SD/004/REQ-003
URS/SD/004/REQ-004
7.0
Output:
Sr.No.
URS/SD/004/REQ-005
URS/SD/004/OUT-001
URS/SD/004/REQ-006
URS/SD/004/OUT-002
URS/SD/004/REQ-007
URS/SD/004/OUT-003
URS/SD/004/REQ-008
Requirements
Reports
Drug Mfg. Lic. No. should appear in Pre-Shipment Invoices with respect to
Sales
Report
:- Party-Wise,
Product-Wise,
Location
various
sites and
should appear
only on selection
of the Wise,
same. Detailed Sales
Report, Monthly Sales Report, Quarterly Sales Report, Yearly Sales
Report.
Drug Storage and Sales Licence No. should appear in Pre-Shipment Invoices
Commission
Report
raised from Maharashtra.
Latest
Price Statement
with respective
to Customer
andthe
Products
along
List of exempted
Raw-Materials
should appear
one below
other. (Max.
with
Mode
of
transport.
limit of the list should be 10 Raw Materials)
Print Out of Post-Shipment Invoice must be in One Page
Reports
Print
Out of Post-Shipment Packing List :- Summary + Detailed.
Pre-Shipments Documents.
Maximum
detailsDocuments
in BRC should be picked from the Post-Shipment Invoice
Post-Shipment
FOB
Calculation
should be in the system and should be flexible.
Sample
Documents
When Pre-Shipment Invoice is created under Advance Licence then the said
quantity should get updated in the Advance Licence Register along with the
Invoice No.
URS/SD/004/REQ-009
8.0
Abbreviations : Shipping Bill No. & Date, Airway Bill No. & Date, Bank Name, Insurance
in Rs., Freight in Rs.& USD, FOB in USD, FOB in Rs. should appear in
Post-Shipment Invoice but not while taking the print out but the same should
be captured in the MIS & BRC
9.0
Revision History:
Version No.
Effective date
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NAME & DESIGNATION
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SIGNATURE &
DATE (DD/MM/YYYY)
PREPARED BY:
CHECKED BY:
REVIEWED BY:
(DGM Exports)
Mr. Govind Joshi
AUTHORISED BY:
(GM IT)
Mr. S.R. Surve
(AVP QA & Regulatory)
10.0
Approval:
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