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ARCH PHARMALABS LIMITED

USER REQUIREMENT SPECIFICATION


TITLE : CREATION OF EXPORT DOCUMENTATION
DOCUMENT NO.: URS/SD/003
EFFECTIVE DATE :
07/06/2010

VERSION No. : 01

SUPERSEDES: NIL

PAGE:

1 of 14

1.0

Purpose:

Creation of Pre-Shipment & Post-Shipment Documents.

2.0

Scope :

To define the user requirement specifications for Export Documentation

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.

ARCH PHARMALABS LIMITED


USER REQUIREMENT SPECIFICATION
TITLE : CREATION OF EXPORT DOCUMENTATION
DOCUMENT NO.: URS/SD/003
EFFECTIVE DATE :
07/06/2010

VERSION No. : 01

SUPERSEDES: NIL

PAGE:

2 of 14

7) Factory Documents :- Factory forwards documents such as


ARE 1, Excise Invoice and Coas which is required for the custom
clearance of the material and the same documents are forwarded to
the Logistics Department so as to enable them to clear the material
from Customs
8) Logistics Documents :- Airway Bill and Shipping Bill is
forwarded by the Logistics Dept after the material is cleared from
the customs and loaded into the Aircraft. Incase of Sea Shipment
after the receipt of the Shipping Bill following documents are
forwarded to the Freight Agents on the basis on which they release
the Bill of Lading a) Bill of Lading Instructions
b) Custom Attested Invoice
c) Packing List
d) Measurement Slip (Forwarded by the Logistics Team in case of
LCL shipments only) (LCL means Loose Container Load which
means only a part of container is booked and FCL means Full
container Load which means Full Container is booked)
e) Shipping Bill
9) Post Shipment Documents :- Once AWB / B/L & Shipping Bill
is received following Post-Shipment documents are prepared :a) Invoice (ERP)
b) Packing List (ERP)
c) Airway Bill / Bill of Lading (Freight Agents)
d) Certificate of Analysis (Factory)
e) Certificate of Origin / GSP (If required) (Manually typed)
f) Shipment Advice (If required) (Manual in Word Document)
g) Weight & Measurement List (If required) (Manual in Excel)
h) Beneficiarys Certificate (In Case of L/C Shipments) (Manually
in Word Document)
i) Form 9 (In case of Bangladesh Shipment) (In Word Document)
j) Form 3 & 7 (In case of Pakistan Shipment) (In Word Document)
k) Bill of Exchange I & II (Manually in Word Document)
10) Freight Bill :- Payment Request is created against the Freight Bill
which is raised by the Freight Agents for the services rendered.
Payment Request is forwarded to the Finance Dept. for the executive
of the payment and on the receipt of the cheque from the Finance
Dept. the same is forwarded to the Freight Agents.

ARCH PHARMALABS LIMITED


USER REQUIREMENT SPECIFICATION
TITLE : CREATION OF EXPORT DOCUMENTATION
DOCUMENT NO.: URS/SD/003
EFFECTIVE DATE :
07/06/2010

VERSION No. : 01

SUPERSEDES: NIL

PAGE:

3 of 14

11) Approval and Authorization :- Post-Shipment Invoice and Packing


List is approved by the Export Dept. while the authorization is done
by the Accounts Dept.
12) Finance Dept. & Other Dept. :- Full Set of Original documents
mentioned above are forwarded to the Logistics Dept. so as to enable
them to forward the same to the respective Bank for negotiation.
Copy of Invoice, AWB or B/L & Shipping Bill is given to the
following departments :a) Marketing Dept. (Copy of all the documents)
b) Excise Dept. (Including copy of Insurance if any)
c) Accounts Dept.
12) Documents from Logistics Dept. :- EP Copy of Shipping Bill i.e
Export Promotion Copy of Shipping Bill is received from the Logistics
after the shipment is taken place. Incase of Airway shipment the time
limit is 7-8 days after shipment and in case of Sea shipment the time
limit is 2-3 months.
13) Creation of BRC :- Bank Realisation Certificate is prepared on the
receipt of the payment from the customer. This is the confirmation
from the Bank that the Export Proceeds have been realised. This
document is required for the regularisation of the Advance
Licences and DEPB Claims.
Following documents are required for the creation of BRC :a) Bank Advice ( Payment Advice on receipt of payment from the customer)
b) EP Copy of the Shipping Bill
(Export Promotion Copy of the Shipping Bill is received from the customs
once the Export has taken place. Time Limit :- Around 7-10 days in case of
Air Shipment and 2-3 months in case of Sea Shipment.)
c) Copy of Invoice
d) Copy of Airway Bill / Bill of Lading
e) Copy of Insurance Certificate
f) Copy of Freight Bill
g) Mate Receipt (In case of Sea Shipments)
BRC is issued in triplicate which is submitted to the Bank for
endorsement.
BRC IS CREATED BY THE LOGISTICS DEPARTMENT IN WORD
FORMAT.
EXCEPTIONS / VARIATIONS :AVON
1) End Use Declaration + Import Permit is also received with the

ARCH PHARMALABS LIMITED


USER REQUIREMENT SPECIFICATION
TITLE : CREATION OF EXPORT DOCUMENTATION
DOCUMENT NO.: URS/SD/003
EFFECTIVE DATE :
07/06/2010

VERSION No. : 01

SUPERSEDES: NIL

PAGE:

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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

ARCH PHARMALABS LIMITED


USER REQUIREMENT SPECIFICATION
TITLE : CREATION OF EXPORT DOCUMENTATION
DOCUMENT NO.: URS/SD/003
EFFECTIVE DATE :
07/06/2010

VERSION No. : 01

SUPERSEDES: NIL

PAGE:

5 of 14

they are informed about the sample to sent to the respective


destination and the Freight Rates are finalized and also discuss about
the necessary documents required by them for the clearance of the
sample.
3) Sample Documentation :- Following Documents are required to be
prepared :a) Invoice
b) Packing List
c) Certificate of Analysis
d) MSDS
e) End-Use Certificate
f) Flow Chart
g) Declaration (If the Goods are Dangerous)
h) Declaration (That the material is sent as free sample and not
for sale)
i) Any other documents as required by the Freight Agents.
4) Freight Agents :- Documents are forwarded to the Freight Agents
and they go ahead with the clearance activities and on the despatch
of the sample they provide us the Airway Bill for the same.
5) Informing Customer :- Customer is informed that the sample
is being despatached from our end and necessary despatch details
are provided to them.
If the Customer is Charged for the sample then it will be a part of Export
Documentation Procedure
VITALIFE DOCUMENTATION
In case of Vitalife Laboratories, Export is done in the name of Arch
Pharmalabs Ltd., but both Pre-Shipment & Post-Shipment documents are
prepared at Vitalife (Gurgaon) itself. Full set of Original Documents are
forwarded to the Head-Office at Mumbai where the Bank Covering Letter,
Bill of Exchange are prepared by the Exports Dept. and the same is
forwarded to the Bank through Finance Dept. BRC is prepared by the
Commercial Dept. at Vitalife Gurgaon.
MERCHANT EXPORTS
In Case of Merchant Exports documents are received from the Marketing
Dept. on the basis of which Export Dept. moves ahead with the PreShipment and Post-Shipments activities.

ARCH PHARMALABS LIMITED


USER REQUIREMENT SPECIFICATION
TITLE : CREATION OF EXPORT DOCUMENTATION
DOCUMENT NO.: URS/SD/003
EFFECTIVE DATE :
07/06/2010

VERSION No. : 01

SUPERSEDES: NIL

PAGE:

6 of 14

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

ARCH PHARMALABS LIMITED


USER REQUIREMENT SPECIFICATION
TITLE : CREATION OF EXPORT DOCUMENTATION
DOCUMENT NO.: URS/SD/003
EFFECTIVE DATE :
07/06/2010

AVON

VERSION No. : 01

SUPERSEDES: NIL

PAGE:

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ARCH PHARMALABS LIMITED


USER REQUIREMENT SPECIFICATION
TITLE : CREATION OF EXPORT DOCUMENTATION
DOCUMENT NO.: URS/SD/003
EFFECTIVE DATE :
07/06/2010

VERSION No. : 01

SUPERSEDES: NIL

PAGE:

8 of 14

ARCH PHARMALABS LIMITED


USER REQUIREMENT SPECIFICATION
TITLE : CREATION OF EXPORT DOCUMENTATION
DOCUMENT NO.: URS/SD/003
EFFECTIVE DATE :
07/06/2010

VERSION No. : 01

SUPERSEDES: NIL

PAGE:

9 of 14

ARCH PHARMALABS LIMITED


USER REQUIREMENT SPECIFICATION
TITLE : CREATION OF EXPORT DOCUMENTATION
DOCUMENT NO.: URS/SD/003
EFFECTIVE DATE :
07/06/2010
5.0

VERSION No. : 01

SUPERSEDES: NIL

PAGE:

10 of 14

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

Print-Out of Post-Shipment Invoice should be in one page.

URS/SD/003/REQ-006

Print Out of Post-Shipment Packing List :- Summary + Detailed.

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

ARCH PHARMALABS LIMITED


USER REQUIREMENT SPECIFICATION
TITLE : CREATION OF EXPORT DOCUMENTATION
DOCUMENT NO.: URS/SD/003
EFFECTIVE DATE :
07/06/2010

5.0

VERSION No. : 01

SUPERSEDES: NIL

PAGE:

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Requirements:

6.0
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:

Change Control No./ Date

Version No.

Effective date

Reason for Change.

ARCH PHARMALABS LIMITED


USER REQUIREMENT SPECIFICATION
TITLE : CREATION OF EXPORT DOCUMENTATION
DOCUMENT NO.: URS/SD/003
EFFECTIVE DATE :
07/06/2010

VERSION No. : 01

SUPERSEDES: NIL
NAME & DESIGNATION

PAGE:

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SIGNATURE &
DATE (DD/MM/YYYY)

PREPARED BY:

Ms. Anupama S. Shenoy

CHECKED BY:

(Asst. Mgr. Exports)


Mr. Ravi Mangalth

REVIEWED BY:

(DGM Exports)
Mr. Govind Joshi

AUTHORISED BY:

(GM IT)
Mr. S.R. Surve
(AVP QA & Regulatory)

10.0

Approval:

ARCH PHARMALABS LIMITED


USER REQUIREMENT SPECIFICATION
TITLE : CREATION OF EXPORT DOCUMENTATION
DOCUMENT NO.: URS/SD/003
EFFECTIVE DATE :
07/06/2010

VERSION No. : 01

SUPERSEDES: NIL

PAGE:

13 of 14

ARCH PHARMALABS LIMITED


USER REQUIREMENT SPECIFICATION
TITLE : CREATION OF EXPORT DOCUMENTATION
DOCUMENT NO.: URS/SD/003
EFFECTIVE DATE :
07/06/2010

VERSION No. : 01

SUPERSEDES: NIL

PAGE:

14 of 14

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