Export procedure

1. Shipment MechanismShipment Mechanism
Prepared & PresentedPrepared & Presented
BYBY
MD.AL-MAMUN HOSSAINMD.AL-MAMUN HOSSAIN
SM-EXPORTSM-EXPORT
ALIN FOOD PRODUCTS LTDALIN FOOD PRODUCTS LTD

2. TOPIC:TOPIC:
 Order CollectionOrder Collection
 Shipment ProcedureShipment Procedure
 Payment CollectionPayment Collection

3. Order CollectionOrder Collection
 Mode of order collectionMode of order collection
- Importer- Importer
- Own Set up /establishment- Own Set up /establishment
In terms of importer, we have to followIn terms of importer, we have to follow
the below terms to collect the orderthe below terms to collect the order
- Desk officer must communicate to- Desk officer must communicate to
importer from 20importer from 20thth
of the runningof the running
month for the next month order.month for the next month order.
- He must collect the order from the 1- He must collect the order from the 1stst
day of the monthday of the month

4. Order CollectionOrder Collection
ImporterImporter
--To get the order Desk officer must sendTo get the order Desk officer must send
all the shipment information of runningall the shipment information of running
month within 25month within 25thth
..
-PI & JO must be prepared & delivered to-PI & JO must be prepared & delivered to
Factory within 12 hours of orderFactory within 12 hours of order
received.received.
- Shipment must be done within 10 days- Shipment must be done within 10 days
from the date of order received.from the date of order received.

5. Order collectionOrder collection
Own Set UpOwn Set Up
In terms of own set us we have to follow theIn terms of own set us we have to follow the
below termsbelow terms
-Order need to be collected within 24-Order need to be collected within 24thth
ofof
the running month for the next month.the running month for the next month.
-To collect the order within the time frame-To collect the order within the time frame
we have to communicate front line withinwe have to communicate front line within
2222thth
of the month through giving them theof the month through giving them the
advanced report, such as SS of full month.advanced report, such as SS of full month.

6. Order collectionOrder collection
Own Set UpOwn Set Up
-PI & JO must be prepared & delivered to-PI & JO must be prepared & delivered to
Factory within 12 hours of order received.Factory within 12 hours of order received.
- Full month order must be placed in FactoryFull month order must be placed in Factory
with 6with 6thth
of the month.of the month.
-Shipment must be done daily basis .-Shipment must be done daily basis .
- Must need to maintian order sheet and- Must need to maintian order sheet and
pipe linepipe line

7. Sample Picture of stock pipe lineSample Picture of stock pipe line

8. Sample Picture of Order SheetSample Picture of Order Sheet

9. Shipment ProcedureShipment Procedure
 Shipment Procedure involves the below twoShipment Procedure involves the below two
Parts.Parts.
1) Pre-shipment Part/Procedure1) Pre-shipment Part/Procedure
2) Post-shipment part/Procedure2) Post-shipment part/Procedure
Pre-shipment Part/ProcedurePre-shipment Part/Procedure
Pre-shipment procedure includes the belowPre-shipment procedure includes the below
steps:steps:

10. Shipment ProcedureShipment Procedure
pre-shipment partpre-shipment part
11) Preparing a Cost Effective SC:) Preparing a Cost Effective SC:
-Focusing Point to prepare a Cost effective SC-Focusing Point to prepare a Cost effective SC
are CBM, Container, Weight , Companyare CBM, Container, Weight , Company
selection (Production Wise, Bond & non-bond)selection (Production Wise, Bond & non-bond)
LCL & CI.LCL & CI.
some more below common condition need tosome more below common condition need to
finalize for an effective SC, Trans shipment,finalize for an effective SC, Trans shipment,
part shipment , freight subject to change,part shipment , freight subject to change,
Finalize the Contact term (FOB,CNF OR CIF)Finalize the Contact term (FOB,CNF OR CIF)
SC Sample picture at next slideSC Sample picture at next slide

11. Pre-Shipment PartPre-Shipment Part
Sample Picture of a SCSample Picture of a SC

12. Shipment ProcedureShipment Procedure
pre-shipment partpre-shipment part
 2) JO placement:2) JO placement:
JO is one of the vital part of our regularJO is one of the vital part of our regular
task. So before placing JO we have totask. So before placing JO we have to
update the below informationupdate the below information
- Price,- Price,
-Coding matter,-Coding matter,
-Shipping Mark,-Shipping Mark,
-Consignment no,-Consignment no,
-Special requirement-Special requirement
sample picture of a JO at next Slidesample picture of a JO at next Slide

13. Pre-Shipment PartPre-Shipment Part
Sample Picture of a JOSample Picture of a JO

14. Shipment ProcedureShipment Procedure
pre-shipment partpre-shipment part
 33) Production Follow up with on line) Production Follow up with on line
production pictures & PSI report:production pictures & PSI report:
- On line production pictures, will help us- On line production pictures, will help us
to identify the accurateto identify the accurate
coding,labeling,packaging,Cartooningcoding,labeling,packaging,Cartooning
production default base on JO.production default base on JO.
- PSI report on the other hand will help- PSI report on the other hand will help
us to identify the above all plus recipe,us to identify the above all plus recipe,
ingredients, nutrition fact etc.ingredients, nutrition fact etc.
-PSI sample picture at next slide.-PSI sample picture at next slide.

15. Shipment ProcedureShipment Procedure
pre-shipment partpre-shipment part
 4) Collect the EXP from Bank( Export4) Collect the EXP from Bank( Export
Permission): required paper for EXPPermission): required paper for EXP
collection, - SC, CI & EXP paper ( 1collection, - SC, CI & EXP paper ( 1stst
original &original &
22ndnd
original)original)
 5) Fixing the shipment date5) Fixing the shipment date
 6) Collecting Health certificate(Phyto): this6) Collecting Health certificate(Phyto): this
paper includes -carton quantity,-weight,-paper includes -carton quantity,-weight,-
exporter name, -shipper name, -issue dateexporter name, -shipper name, -issue date
with concerned seal & signature.with concerned seal & signature.
-Sample picture at next two slides-Sample picture at next two slides

16. Shipment ProcedureShipment Procedure
pre-shipment partpre-shipment part
 7) Sending Vat-11, C&F Document & Bond Paper7) Sending Vat-11, C&F Document & Bond Paper
Papers for Vat-11Papers for Vat-11
- Sales Contact, Bank attested, 1 copy 4 photo- Sales Contact, Bank attested, 1 copy 4 photo
copycopy
-CI Original, 1main 4 photo Copies-CI Original, 1main 4 photo Copies
-PWL, 1 main 4 photo Copies-PWL, 1 main 4 photo Copies
-EXP Photocopy (Bank attested)-EXP Photocopy (Bank attested)
- Cfr certificate 5 copy- Cfr certificate 5 copy
Papers for C&FPapers for C&F
- Sales Contact, Bank attested, 1 copy- Sales Contact, Bank attested, 1 copy
- CI, pl 3 main and 2 photo copies- CI, pl 3 main and 2 photo copies

17. Shipment ProcedureShipment Procedure
pre-shipment partpre-shipment part
- EXP original, 2 pages- EXP original, 2 pages
- Phyto, Original- Phyto, Original
Bond PaperBond Paper
- SC, Bank attested, 1 copy- SC, Bank attested, 1 copy
- EXP Copy, Bank attested, 1 copy- EXP Copy, Bank attested, 1 copy
8) DR (Delivery Request) & DO ( Delivery8) DR (Delivery Request) & DO ( Delivery
Order) completion with actual warehouseOrder) completion with actual warehouse
codecode
-DO Sample picture at next slide-DO Sample picture at next slide

18. Shipment ProcedureShipment Procedure
Pre-shipment partPre-shipment part
 9)9) Selecting the Shipping Line:Selecting the Shipping Line:
Bellow process need to be followed to select aBellow process need to be followed to select a
shipping lineshipping line
- Mail to different shipping lines- Mail to different shipping lines
- Collect the freight quotation- Collect the freight quotation
- Make a Comparison sheet by quotation,- Make a Comparison sheet by quotation,
- Sent this to accounts & Chief Sir for approval- Sent this to accounts & Chief Sir for approval
cover page sample picture of comparison sheet atcover page sample picture of comparison sheet at
next slide:next slide:

19. Shipment ProcedureShipment Procedure
Pre-shipment partPre-shipment part
 10) Following up the stuffing through below10) Following up the stuffing through below
task:task:
-Container placement at loading point-Container placement at loading point
- Container Checking- Container Checking
-Taking container snap in 6 step-Taking container snap in 6 step
-Ensuring right placement of goods-Ensuring right placement of goods
- Ensuring the proper weight for each 40 HC- Ensuring the proper weight for each 40 HC
-Promotional item need to ensure-Promotional item need to ensure
-Foreign sample need to ensure-Foreign sample need to ensure
-Need to check properly locked & net used.-Need to check properly locked & net used.
- Over & short shipment both are not- Over & short shipment both are not
allowed. ( focusing on CBM)

20. Shipment ProcedureShipment Procedure
Post Shipment Part/ProcedurePost Shipment Part/Procedure
 1) Collecting the stuffing pictures, loading1) Collecting the stuffing pictures, loading
sheet & shipment advice.sheet & shipment advice.

21. Shipment ProcedureShipment Procedure
post-shipment partpost-shipment part
 2) Submitting SI (shipping Instruction)2) Submitting SI (shipping Instruction)
 3) Collecting the Freight Invoice & submitting to3) Collecting the Freight Invoice & submitting to
Accounts for bill transferAccounts for bill transfer
Relevant PapersRelevant Papers
- Freight Invoice- Freight Invoice
- Comparison Sheet- Comparison Sheet
- Commercial Invoice- Commercial Invoice

22. Shipment ProcedureShipment Procedure
post-shipment partpost-shipment part
 4) Collecting the BL4) Collecting the BL
Before collecting the BL we need to check theBefore collecting the BL we need to check the
BL draft as per shipping instruction. SampleBL draft as per shipping instruction. Sample
Picture at slide no.31Picture at slide no.31
 5) Collecting the CO ( Certificate of Origin)5) Collecting the CO ( Certificate of Origin)
from MCCI. Required Papers for thisfrom MCCI. Required Papers for this
- CO form two PCS with filling up the- CO form two PCS with filling up the
required informationrequired information
- SC one copy, - CI one copy- SC one copy, - CI one copy
- PWL one copy, - BL photo copy,- PWL one copy, - BL photo copy,
A sample pictures of CO at slide no.32A sample pictures of CO at slide no.32

23. Shipment ProcedureShipment Procedure
post-shipment partpost-shipment part
 6) Arabic Translation, Notary AND Ministry6) Arabic Translation, Notary AND Ministry
attestation for GCCattestation for GCC
- CO- CO
- Commercial Invoice- Commercial Invoice
- Phytosanatry certificate- Phytosanatry certificate
7) Make GSP/SAPTA /SAFTA7) Make GSP/SAPTA /SAFTA
- BAPA (Document set verification)- BAPA (Document set verification)
- EPB ( Document set issue &- EPB ( Document set issue &
authorization)authorization)
GSP sample picture of next slideGSP sample picture of next slide

24. Shipment ProcedureShipment Procedure
post-shipment partpost-shipment part
 8) Collecting the Payment from Buyer8) Collecting the Payment from Buyer
 9) Sending the Buyer doc. Min 6 days before9) Sending the Buyer doc. Min 6 days before
of reaching the container at destination. At theof reaching the container at destination. At the
same time we have to inform buyer aboutsame time we have to inform buyer about
sending the doc by giving air bill no.sending the doc by giving air bill no.
Required Papers for Buyer documents areRequired Papers for Buyer documents are
- CO, 3 copies with original- CO, 3 copies with original
- SC, one copies- SC, one copies,,

25. Shipment ProcedureShipment Procedure
post-shipment partpost-shipment part
- CI, 5 copies- CI, 5 copies
- PWL, 5 copies- PWL, 5 copies
-BL, two copies with main,-BL, two copies with main,
-Phyto, 5 copies with main, & GSP-Phyto, 5 copies with main, & GSP
 10) Sending the all SC softcopy to buyer at10) Sending the all SC softcopy to buyer at
the end of the monththe end of the month

26. Shipment ProcedureShipment Procedure
post-shipment partpost-shipment part
 12) Submitting Bank Document12) Submitting Bank Document
- Bank attested Sc one copy- Bank attested Sc one copy
- CI 3 copies, custom seal & sign- CI 3 copies, custom seal & sign
- PWL 3 copies, custom seal & sign- PWL 3 copies, custom seal & sign
- Bill of export one set photocopy- Bill of export one set photocopy
- BL, one set photocopies- BL, one set photocopies
- Freight Invoice 3 copies- Freight Invoice 3 copies
- EXP 2- EXP 2ndnd
original copyoriginal copy
- Forwarding Letter two copies( one for bank- Forwarding Letter two copies( one for bank
& one for Office copies)& one for Office copies)

27. Shipment ProcedureShipment Procedure
post-shipment partpost-shipment part
 13) Submitting CI document13) Submitting CI document
required papers for CIrequired papers for CI
- Bank attested SC one copyBank attested SC one copy
- Custom seal signed CI one copyCustom seal signed CI one copy
-Custom seal signed CI one copy-Custom seal signed CI one copy
-EXP one page both side one copy-EXP one page both side one copy
- Bill of Export full set (Original)Bill of Export full set (Original)
- B/L – one copyB/L – one copy
-Freight Invoice-Freight Invoice
-TT Copy or reference copy-TT Copy or reference copy
- Bank FW Letter Office copy- Bank FW Letter Office copy

28. Payment CollectionPayment Collection
 Payment Collection:Payment Collection:
-Payment collection is one of our most vital-Payment collection is one of our most vital
activities of our regular task.activities of our regular task.
- Collecting payment has been challenging- Collecting payment has been challenging
task for us.task for us.
-Any delay of collection creates of port-Any delay of collection creates of port
damage which is lose for us.damage which is lose for us.
- So all the Desk officers must be very- So all the Desk officers must be very
careful on payment collection.careful on payment collection.

29. Payment CollectionPayment Collection
Payment Collection mode:Payment Collection mode:
Our Payment collection mode depends on ourOur Payment collection mode depends on our
below Business Nature.below Business Nature.
1) Own Set up1) Own Set up
2) Importer2) Importer
in terms of Own set up:in terms of Own set up:
payment mode is TT & 100% 90 days credits ispayment mode is TT & 100% 90 days credits is
approved from the date of EXP issue.approved from the date of EXP issue.
If any over due interest charge is imposed toIf any over due interest charge is imposed to
them.them.

30. Payment CollectionPayment Collection
In terms of importerIn terms of importer
it can be any of the below payment modeit can be any of the below payment mode
1)TT(50%+50%)(Telegraphic Transfer)1)TT(50%+50%)(Telegraphic Transfer)
2) L/C ( Latter of Credit )2) L/C ( Latter of Credit )
3) CAD (Cash Against Documents)3) CAD (Cash Against Documents)
NOTE: We proffered TTNOTE: We proffered TT
Below terms should be followed for importerBelow terms should be followed for importer
payment collection:payment collection:
- SC, CI & Shipping advices should be sent to- SC, CI & Shipping advices should be sent to
buyer as reminder of payment collection afterbuyer as reminder of payment collection after
very soon of shipment done.very soon of shipment done.

31. Payment CollectionPayment Collection
--Desk officer should remind importer once aDesk officer should remind importer once a
day for payment.day for payment.
-If TT not come 10 days before reaching the-If TT not come 10 days before reaching the
container desk officer must talk tocontainer desk officer must talk to
Importer over phone.Importer over phone.
-Buyer document can’t be sent without-Buyer document can’t be sent without
receiving the full amount.receiving the full amount.
- If any default of term of collection the- If any default of term of collection the
payment need to talk to Management .payment need to talk to Management .

32. AT A GLANCEAT A GLANCE
1) Order Collection1) Order Collection
2) SC preparation2) SC preparation
3) JO placement3) JO placement
4) Production follow up4) Production follow up
5) EXP collection5) EXP collection
6) Fixing shipment date6) Fixing shipment date
7) Collecting the health certificate7) Collecting the health certificate
8) Sending Vat-11, C&F doc. & bond paper8) Sending Vat-11, C&F doc. & bond paper
9) Complete the DR & DO9) Complete the DR & DO
10) Selecting the shipping line10) Selecting the shipping line
11) Following up the stuffing11) Following up the stuffing
12) Collection the stuffing pictures, loading sheet &12) Collection the stuffing pictures, loading sheet &
shipping advice.shipping advice.

33. AT A GLANCEAT A GLANCE
13) Submitting SI13) Submitting SI
14) Collecting the Freight Invoice14) Collecting the Freight Invoice
15 ) Collecting the BL15 ) Collecting the BL
16) Collecting the CO16) Collecting the CO
17) Complete the Arabic, Notary & Ministry got GCC17) Complete the Arabic, Notary & Ministry got GCC
18) Preparing GCP, SAPTA & SAFTA18) Preparing GCP, SAPTA & SAFTA
19) Collecting the payment from Buyer19) Collecting the payment from Buyer
20) Sending the buyer Document20) Sending the buyer Document
21) Sending the SC softcopy to buyer21) Sending the SC softcopy to buyer
22) Sending Del VS Undel soft copy to buyer22) Sending Del VS Undel soft copy to buyer
23) Submitting Bang Document23) Submitting Bang Document
24) Submitting CI Document24) Submitting CI Document

34. THANKS TO ALLTHANKS TO ALL
THE ENDTHE END