AssignmentInternational Business & Finance

Topic: Procedure of Import Documents

Submitted to: Prof. Muhammad AkramSubmitted by: Abubakar Riaz

Roll. No: 478Section: G ‘Morning’Semester: 8th

Hailey College of CommerceUniversity Of The Punjab

Procedure of Import Documents

Table of Contents

Imports: 2

Types of import 2

Role of the Internet 2

Letter of credit 3

Terminology 3

International Trade Payment methods 4

Documents 6

Procedure 30

Flow Chart 32

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Imports:The term "import" is derived from the conceptual meaning as to

bring in the goods and services into the port of a country. The buyer of such goods and services is referred to an "importer" who is based in the country of import whereas the overseas based seller is referred to as an "exporter".[1] Thus an import is any good (e.g. a commodity) or service brought in from one country to another country in a legitimate fashion, typically for use in trade. It is a good that is brought in from another country for sale.[2] Import goods or services are provided to domestic consumers by foreign producers. An import in the receiving country is an export to the sending country.

Imports, along with exports, form the basis of international trade. Import of goods normally requires involvement of thecustoms authorities in both the country of import and the country of export and are often subject to import quotas, tariffsand trade agreements. When the "imports" are the set of goods and services imported, "Imports" also means theeconomic value of all goods and services that are imported. The macroeconomic variable I usually stands for the value of these imports over a given period of time, usually one year.

Types of importThere are two basic types of import:

1. Industrial and consumer goods2. Intermediate goods and services

Companies import goods and services to supply to the domestic market at a cheaper price and better quality than competing goods manufactured in the domestic market. Companies import products that are not available in the local market.There are three broad types of importers:

1. Looking for any product around the world to import and sell.2. Looking for foreign sourcing to get their products at the cheapest

price.3. Using foreign sourcing as part of their global supply chain.

Direct-import refers to a type of business importation involving a major retailer (e.g. Wal-Mart) and an overseasmanufacturer. A retailer typically purchases products designed by local companies that can be manufactured overseas. In a direct-import program, the retailer bypasses the local supplier (colloquial middle-man) and buys the final product directly from the manufacturer, possibly saving in added costs. This type of business is fairly recent and follows the trends of theglobal economy.

Role of the InternetMany online auction websites are now providing wholesalers through

a wholesale list, generally, the lists that require a fee to view, may not be updated frequently, the data may be old, and the companies listed may no longer be in business.

Another form of online middlemen are B2B trade companies. These cater mainly to big businesses who are importing large quantities of goods

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from foreign countries. They also have sister sites that serve smaller orders for small businesses. In addressing the concerns of listed companies' legitimacy and dependability, such B2B portals may inspect suppliers at their actual premises before they list suppliers. Alternatively, these companies may also branch out of cyberspace and organize their own sourcing fairs, where thousands of buyers and suppliers can meet face-to-face.Letter of credit

A standard, commercial letter of credit ("LC") is a document issued mostly by a financial institution, used primarily in trade finance, which usually provides an irrevocable payment undertaking.

The LC can also be source of payment for a transaction, meaning that redeeming the letter of credit will pay an exporter. Letters of credit are used primarily in international trade transactions of significant value, for deals between a supplier in one country and a customer in another. They are also used in the land development process to ensure that approved public facilities (streets, sidewalks, stormwater ponds, etc.) will be built. The parties to a letter of credit are usually abeneficiary who is to receive the money, the issuing bank of whom the applicant is a client, and the advising bank of whom the beneficiary is a client. Almost all letters of credit are irrevocable, i.e., cannot be amended or cancelled without prior agreement of the beneficiary, the issuing bank and the confirming bank, if any. In executing a transaction, letters of credit incorporate functions common to giros and Traveler's cheques. Typically, the documents a beneficiary has to present in order to receive payment include a commercial invoice, bill of lading, and documents proving the shipment was insured against loss or damage in transit. However, the list and form of documents is open to imagination and negotiation and might contain requirements to present documents issued by a neutral third party evidencing the quality of the goods shipped, or their place of origin.Terminology

The English name “letter of credit” derives from the French word “accreditation”, a power to do something, which in turn is derivative of the Latin word “accreditivus”, meaning trust. The Application any defence relating to the underlying contract of sale. This is as long as the seller performs their duties to an extent that meets the requirements contained in the LC.International Trade Payment methods Advance payment (most secure for seller)Where the buyer parts with money first and waits for the seller to forward the goods Documentary Credit (more secure for seller as well as buyer)Subject to ICC's UCP 600, where the bank gives an undertaking (on behalf of buyer and at the request of applicant ) to pay the shipper ( beneficiary ) the value of the goods shipped if certain documents are submitted and if the stipulated terms and conditions are strictly complied.Here the buyer can be confident that the goods he is expecting only will be received since it will be evidenced in the form of certain documents called

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for meeting the specified terms and conditions while the supplier can be confident that if he meets the stipulations his payment for the shipment is guaranteed by bank, who is independent of the parties to the contract. Documentary collection (more secure for buyer and to a certain

extent to seller)Also called "Cash Against Documents". Subject to ICC's URC 525, sight and usance, for delivery of shipping documents against payment or acceptances of draft, where shipment happens first, then the title documents are sent to the [collecting bank] buyer's bank by seller's bank [remitting bank], for delivering documents against collection of payment/acceptance Direct payment (most secure for buyer)Where the supplier ships the goods and waits for the buyer to remit the bill proceeds, on open account terms.

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Documents & Procedure

Required for Import of a Commodity

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Pro forma Invoice

A pro forma Invoice is much the same as a commercial invoice which, when used in international trade, represents the details of an international sale to the Customs authorities. A pro forma invoice is presented in the place of a commercial invoice when there is no sale between the sender and the importer, or if the terms of the sale between the seller and the buyer are such that a commercial invoice is not yet available at the time of the international shipment. A pro forma invoice is required to state the same facts that the commercial invoice would and the content is prescribed by the governments who are a party to the transaction.

INCO Terms:Incoterms rules are standard trade definitions most commonly used

in international sales contracts. Devised and published by the International Chamber of Commerce, they are at the heart of world trade.

Among the best known Incoterms rules are, FOB (Free on Board), CIF (Cost, Insurance and Freight), and CPT (Carriage Paid To).

ICC is currently revising Incoterms 2000. The new edition, Incoterms® 2010, is expected to enter into force on 1 January 2011.

H.S. Code:The Harmonized Commodity Description and Coding System (HS) of

tariff nomenclature is an internationally standardized system of names and numbers for classifying traded products developed and maintained by the World Customs Organization (WCO) (formerly the Customs Co-operation Council), an independent intergovernmental organization with over 170 member countries based in Brussels, Belgium.

Pro forma invoice includes: Name of Importer Name of Exporter Description of goods There Tarrif number (HS code) Quantity Price in currency agreed and Packing INCO Terms Origin of Merchandise Payment condition i.e Irrevocable LC at sight Last date of Shipment Country of origin Final Destination Advising bank details Signature of Exporter

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Application Form

This is the form given by the Advising bank and is filled by the importer. A special adhesive stamp of 100PKR is pasted.

LC at sight:LC becomes payable once it is presented along with the necessary

documents, e.g. goods orders, shipping documents.

TranshipmentTransshipment or Transhipment is the shipment of goods or container

to an intermediate destination, and then from there to yet another destination.

Partial shipment:Delivery of an order in two or more consignments, if allowed by

the customer or under theterms of a letter of credit.

Following information is filled: Applicat’s name and full address Benificiary’s name and full address Type of LC i.e. LC at sight Total amount including C&F Shipment destination from origin to final Date of expiry All other charges amount and due written

In case of india shipment and transshipment cant be on Israeli/Indian vessels/Airlines is Prohibited

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I-Form

This is a form for imports and is basically used of taxation purpose. It is the application for permission under the foreign exchange regulation act 1947 to purchase foreign exchange for the payment of imports.

Beneficary:Person or other legal entity for whose present or future interest

(benefit) an annuity,assignment (such as a letter of credit), contract, insurance policy, judgment, promise, trust, will, etc., is made.

Indentor:The purchaser of the commodity the buyer of the goods

The following information is posted in this document: Authorized dealer name Beneficiary’s name and address Indentor’s name and registration number Description of goods ITC No. (HS code) Quantity Port of Shipment Date of shipment Invoice value in Foreign currency Other terms and conditions Stamp and signature of the importer

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Insurance Cover Note

Document evidencing issuance of an insurance policy and gives a summary of the informationgiven in a certificate of insurance.

Insurance cover note is issued on pro forma invoice, its is required for the bank to issue the LC. First the schedule is made then the Final receipt is issued to importer.

War and SRCC:War, Strikes, Riots, and Civil Commotions Risks 

C & F(Cost and Freight.) Seller owns goods until they are loaded on vessel;

selling price includes all costs so far plus cost of ocean freight.

The conditions required for Cover note Name of the bank Name of participant Detail of goods covered with their HS code The period insuraed Mode of convance Sum covered Contribution calculation Exchange rate Declaration Other conditions and warrities like Computer millium charges, radio

active exclusion clause, war, strike clause etc.

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LC Document

What Does Irrevocable Letter Of Credit - ILOC MeanA letter of credit that can't be canceled. This guarantees that a buyer's payment to

a seller will be received on time and for the correct amount.

This is the document called the ‘LC’ it shows didderefnt conditions and terms on which both the parties are agreed upon.

UCP Rules:The Uniform Customs and Practice for Documentary

Credits (UCP) is a set of rules on the issuance and use of letters of credit. The UCP is utilised by bankers and commercial parties in more than 175 countries in trade finance. Some 11-15% of international trade utilises letters of credit, totalling over a trillion dollars (US) each year.

Reimbursement bankA bank providing cover for a payment order.

Explaination: First of all the SWIFT code is displayed Form of LC i.e Irrevocalbe LC Date of Issue; it is read in opposte direction i.e. 080328 this means

28th of 3rd month march of year 2008 Rules that are applicable are mentioned that are UCP Latest version

i.e. UCP 600 Applicatn’s name Beneficary name Currency code and amount Partial shipments allowed or not Port of loading Last date of shipment Descriptions of goods Charges outside Pakistan are on beneficy’s account Period of presentation Reimbursement bank name

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SWIFT Code:(Society for Worldwide Interbank Financial Telecommunication)

The SWIFT Bank Identification Code is an internationally-recognized system of codes for identifying banks (see ISO 9362). These codes are commonly used to identify the banks involved in an international wire transfer.

It is not the only coding system for banks - individual countries also have their own sets of codes which are used to identify banks in national interbank business. For example, ABA numbers (or routing codes) identify banks in the US and Canada, Sort Codes identify banks in the UK.

SWIFT is the Society for Worldwide Interbank Financial Telecommunication, a member-owned cooperative through which the financial world conducts its business operations with speed, certainty and confidence. More than 9,000 banking organisations, securities institutions and corporate customers in 209 countries trust us every day to exchange millions of standardised financial messages.

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Bill of Lading/ Railway Bill/ Airway Bill:A bill of lading (sometimes referred to as a Bloor B/L) is a document

issued by a carrier to a shipper, acknowledging that specified goods have been received on board as cargo for conveyance to a named place for delivery to the consignee who is usually identified. A thorough bill of lading involves the use of at least two different modes of transport from road, rail, air, and sea. The term derives from the verb "to lade" which means to load a cargo onto a ship or other form of transportation.

The bill of lading issued when the merchandise is loaded on the carrier and is the guarantee that the goods has been sent by the exporter

Bill of ladingThe bill issued will the shipments arrives in ships through sea way

Airway BillWhen the goods are shipped through airline, airway bill is issued

Railway ReceiptWhen the goods are dispatched by railway track, railway receipt is

issued.

PortsTheir there two kinds of ports

Dry PortIn Pakistan there are many dry port like At present, there are six dry

ports running under the management of Railways: Lahore’s Established in 1973, Karachi Dry Port Established in 1974, Quetta Dry Port Established in 1984, Peshawar Dry Port Established in 1986, Multan Dry Port Established in 1988, Rawalpindi Dry Port Established in 1990

Sea Port:There are three sea ports in Pakistan that are Port Qasim and Port

Gwadar, port keti Bander, port karachi.Port Qasim maximum sea weight capacity is 25,000 MT

The mentioned terms required. Consignee name Notify address Currency agreed upon Goods details and HS Code number Packing list Detailed packing list

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Commercial Invoice

A commercial invoice is a document used in foreign trade. It is used as a customs declaration provided by the person or corporation that is exporting an item across international borders.[1] [2] Although there is no standard format, the document must include a few specific pieces of information such as the parties involved in the shipping transaction, the goods being transported, the country of manufacture, and the Harmonized codes for those goods. A commercial invoice must also include a statement certifying that the invoice is true, and a signature.

The invoice is the receipt for the goods shipped

The mentioned things on Commercial invoice Exporter name Importer name Pro forma Number Vessel number Port of loading Final destination Terms and delivery of payment Marks and number of container Description of goods Quantity Tariff and HS code Rate per KG and amount in currency decided Stamped by exporter bank

Invoice contains amount due to the importerWhereas the packing list includes only the information about packing, no amount is shown in this list.

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Packing List:A shipping list, packing list, packing slip (also known as a bill of parcel, unpacking note, packaging slip, (delivery) docket, delivery list, or customer receipt), is a shipping document that accompanies delivery packages, usually inside an attached shipping pouch or inside the package itself. It commonly includes an itemized detail of the package contents and does not include customer pricing. It serves to inform all parties, including transport agencies, government authorities, and customers, about the contents of the package. It helps them deal with the package accordingly.

The mentioned things on Commercial invoice Exporter name Importer name Pro forma Number Vessel number Port of loading Final destination Terms and delivery of payment Marks and number of container Description of goods Quantity Packing further details Tariff and HS code Stamped by exporter bank

Packing list includes only the information about packing, no amount is shown in this list.

Whereas the Invoice contains amount due to the importer

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Bill of Entry:Declaration (on a prescribed form) by an importer or exporter of the

exact nature, precise quantity and value of goods that have landed (entered inwards) or are being shipped out (entered outwards). Prepared by a qualified customs clerk or broker, it is examined by customs authorities for its accuracy and conformity with the tariff and regulations. See also customs entry.

When all the duties and charges are paid the Custom Duty officer (CDO) issues a bill of entry. And now the importer is allowed to ship the commodity to the desired place.

Declared Value:It is a value that is declared by the importer

Assessed Value:It is the value that is calculated by the CDO and duties are charged

on Assessed rate.

The bill of entry contains following information Exporter/ Consignor’s name Importer/Consignee’s names NTN number HS Code Currency name and code Description of goods Number of cartons Declared value, rate Assessed rate and value Port of shipment Delivery terms Marks and Container numbers

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Indemnity BondIt's a bond to repay a lender in the event of a shortfall in a loan

repayment.

Coverage for loss of an oblige in the event that the principal fails to perform according to standards agreed upon between the oblige and the principal.

The indemnity Bond is issued for the collector of customs in the custom house

Warehouse name and license number Date of deed of indemnity Importer’s name Total sum amount 2 witnesses are also required The bond must be on a stamp paper of above 50PKR or so A post dated cherub must be attached with this bond

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Certificate of Origin

A Certificate of Origin [1] (often abbreviated to CO or COO) is a document used in international trade. It traditionally states from what country the shipped goods originate, but "originate" in a CO does not mean the country the goods are shipped from, but the country where their goods are actually made. This raises a definition problem in cases where less than 100% of the raw materials and processes and value are not all from one country. An often used practice is that if more than 50% of the sales price of the goods originates from one country, that country is acceptable as the country of origin (then the "national content" is more than 50%). In various international agreements, other percentages of national content are acceptable.

Certificate of origin is a proof that the goods made are purely manufactured into final good where they are claimed

This document shows the following details

Consignor Name Consignee Consigned through Packages detail is given with their HS Code Description of goods is given Detailed packing list is given i.e. Bags numbers and kinds of packing Gross weight in KGs Number of pieces Value in Rupees and in dollars Stamped by the origin country

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Detailed Procedure:

Eligibility:The least criteria for importing a commodity are that:

Account Number; LC can also be issued on cash basis Member of ICC; Company must have Membership in international

Chamber of Commerce Company’s STN and NTN SECP Registered Company

Dealing:First of all the both parties who want to purchase and sell the

Commodity deal with each other and bargain on different points. They settle the product price INCO Terms, its quantity, Weight, Shipment date, payment methods, type of LC, Exchange rate, Freight charges and other information.

Issuance of Performa Invoice:When the dealing is finalized all the agreed conditions settled are

then written in printed form called the preformed invoice.

Insuring the Commodity:To issues a LC against a commodity mostly large in quantity,

insurance of the commodity must be taken, a copy of preformed invoice is given to the insurance company for the issuance of insurance cover note. Insurance is issued on some reserve or goodwill of the importer.Documents required are

Performa invoice Certificate of Origin

Certificate of origin is the document assuring the concerned that the goods/commodity shipped are fully made by the claiming country’s company

Application for issuance of LC:Once the preformed invoice and cover note is issued, an application

is written to a bank for the issuance of letter of credit against it. The documents that are required are as below

Performa Invoice Insurance Cover Note Application Form I- Form

Here the I-Form is used for the eligibility of importing a commodity and for deduction of tax, nowadays only STN and NTN is used, the use of I-Form is very rare.

LC Draft:

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Procedure of Import Documents

After this procedure an LC Draft is issued based on all the information given to bank, it is a almost a letter of credit but not yet approved, this is presented to importer to make some corrections and changes, once approved by importer and stamped the final LC document is sent to beneficiary bank/exporter for his confirmation through SWIFT code.

SWIFT/ TELEX:The advising bank then sends this Letter of credit advice to the

Beneficiary bank in SWIFT Coding, the bank communicate with each other in this coding. Other formalities and payments are also made in this code.

Exporter will take notice:When the exporter receive the letter of credit advice, if he agrees on

it the LC is approved if not then further amendments will be done up till finalization of terms and conditions. The exporter always gives 7 days ‘free time’ to pay all the duties and expenses to clearing agent. This time period can be expanded on request up to 14 and then 21 days in this period no dammar age is charged.

Shipment Documents sent:When the dealing gets final, the exporter sends original shipping

documents to importer’s bank and copies to importer. And set of original documents placed in the ‘container’ of commodities it. The shipping documents contain:

Bill of lading/ Airway Bill/ Railway Receipt Commercial Invoice Packing List Detailed packing list

Payment to the Advising Bank and retirement:When payment is made to the advising bank, the bank then releases

the original shipping documents. Then bank then issues a retirement note and after that the LC is closed on payment.

Further Procedure after retirement of LC

Clearing of Shipment:Once the payment is made the original documents received are given

to clearing agent.

Assessments of Value of Commodity:Now as the documents are handed over, the duties are calculated on

assessed rate on the exchange rate decided.Duties charged are

Custom duty(CD) i.e. according to the H.S. Code (mentioned in FBR) Sales tax (ST) i.e. 16% of the total value. Its fixed

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Income tax(IT) i.e. 4% (for commercial), 3% (for manufactures) of the total value, it’s also fixed

Federal excise duty(FED) i.e. 1% Additional sales tax i.e. 2%

There are also other charges like Dammar age charged on not clearing the shipment on due date

Issuance of bill of Entry:When all the duties and charges are paid the Custom Duty officer

(CDO) issues a bill of entry. And now the importer is allowed to ship the commodity to the desired place.

Bonded Warehouse:Bonded warehouse is used when the importer is not willing or doesn’t

want to pay the due amount in full. The importer stores the commodity in the bonded warehouse where he can pay for commodity and ship the goods in installment. It requires following documents:

Indemnity bond Post dated cherub

Indemnity bond is the guarantee by the importer that he will pay the full amount as scheduled otherwise the commodities can be confiscated.

Payment Flow Chart based on original Documents

Beneficiary/Exporter:Payment is made to importer when the original shipping documents

are handed over to its bank.

Beneficiary Bank:The beneficiary bank sends these documents to the advising bank

and receives the payment form it.

Guarantee of State BankThe state bank gives the guarantee to the beneficiary bank on the

behalf of Government of Pakistan.

Advising bank:The advising bank charges the importer and receives the money and

distributes the documents

Importer:When the importer pays its due amount the bank hands over the

original shipping documents to it.

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Flow of Documents

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