TRAINING MANUAL FOR NEW JOINEE

CO-ORDINATOR JOB PROFILE:

JOB RESPONSIBILITIES OF A CO-ORDINATOR.

1) Receiving shipment file from booking desk with basic shipment details duly filled
2) Tracking the container pickup status from transporter
3) Asking the shipper for export invoices
4) Co-ordinating with CHA for clearance status
5) Asking draft SI from shipper
6) Submitting the SI to shipping line and taking first draft ( inttra/portal/mail)
7) Submitting the BL draft to shipper for approval
8) Confirmation of draft to the shipping line
9) Submitting the payment request of freight and local charges to accounts
10) Releasing the BL ( original MBL/HBL, seaway,surrender, telex release)
11) Filing AMS, ISF, ACD as per shipment requirement
12) Submitting the BL to the shipper or surrendering subject to confirmation of
payment receipt or management approval.
13) Sending pre-alert to agent pre-alert
14) Following the delivery of the shipment
15) Maintaining DSR for daily movement of shipment.
16) Sending DSR to management and shipper.
17) Submitting the file for closing with all the attachment duly attached in E-FREIGHT
SUITE.
1) Receiving shipment file from booking desk with basic shipment details duly filled
File must include the following things duly filled as mentioned below:
A) Shipper name
B) Scope of work
C) Pol
D) Pod
E) No. of containers
F) Shipping line
G) Buying
H) Selling
I) Gate open details
J) Booking copy
K) SI cut off
L) Port cut off
M) Vessel Sailing date.

2) Tracking the container pickup status from transporter

Stuffing schedule and pick up tracking will be received or asked to transport
department and the same to be submitted to the customer through mai.

3) Asking the shipper for export invoices

Once the containers are stuffed the export invoice required for clearance process
must be asked from the shipper. Ensure the same are being marked to the CHA team
for clearance process

4) Co-ordinating with CHA for clearance status

Once the exporter invoices are received taking up with the cha team for clearance
process. Informing shipper if any additional charges are accrued due to issues in
custom clearance process

5) Asking Draft SI from Shipper

Once the no. Of containers which are planned to pick up and all the invoices are
received. Than ask the shipper to provide the SI draft or if the customer does not
provide draft make a draft based on details mentioned in the invoice and send to the
customer for approval.

6) Submitting the SI to shipping line and taking first draft ( inttra/portal/mail)

Once the draft SI is received or confirmed than the same to be submitted to shipping
line through the medium suitable and acceptable
A) Through INTTRA
B) Through the shipping line website
C) Through the mail to NVOCC
7) Submitting the BL draft to shipper for approval
Once the SI is submitted than to chase the line, NVOCC, forwarder to issue the first
print. Check it with the SI details received from the customer. Once it is cross
checked send the draft BL copy to customer for approval and changes if any.
Ammend the changes given by the shipper in the SI draft.

8) Confirmation of draft to the shipping line

Once the BL draft is approved by the shipper, submit the necessary changes to the
LINE,NVOCC,FORWARDER to make necessary changes and than to confirm the draft
is OK to be processed for final release of the BL.

9) Submitting the payment request of freight and local charges to accounts

Once the draft is approved, chase SHIPPING LINE ,NVOCC, FORWARDER to provide
the freight invoice ( USD) and local charges invoice ( INR) and the same to the
submitted to the accounts attached with the payment request against subject job
specific to shipment file.

10) Releasing the BL ( original MBL/HBL, seaway,surrender, telex release)

Once the payments are processed, submitting the payment details to the
LINE,NVOCC,FORWARDER to release the BL. The Type of BL must be pre-defined as
per the requirement of the shipper. (ORIGINAL/SEA WAY/ RFS). INcase if the shipper
wants to surrender the same than surrender request on shipper letter head must
accompany in original for surrender.

11) Filing AMS, ISF, ACD as per shipment requirement

AMS: FILED FOR USA 3 DAYS BEFORE VESSEL SAILING FROM POL
ISF: SUBMITTED TO SHIPPER IN DESIRED FORMAT WITH DETAILS DULY FILLED 2 DAYS
BEFORE VESSEL SAILING FROM POL
ACD: FILED FOR CANADA 3 DAYS BEFORE VESSEL SAILING OR SENDING TO OUR
AGENT FOR FILING

12) Submitting the BL to the shipper or surrendering subject to confirmation of

payment receipt or management approval.
Once we receive the payment confirmation or customer falls under credit scheme, or
untill there is a hold to release BL from account or management. We can release the
BL with confirmation from management.

13) Sending pre-alert to agent:

Once the BL is released and our HBL is involved in the shipment than the same need
to be submitted to the agent with PRE-ALERT ADVICE. Adding shipment brief details
with the MBL& HBL duly copy attached.

14) Follow up on delivery of shipment:

Once the shipment is sailed from POL, taking an update on deliver of the shipment to
the consignee at destination. To chase and solve the problems arised if any.
Confirming that the empty containers are being submitted back to the line.
15) DSR
Maintaining Daily DSR of shipments which must includes shipper details, vessel
details, schedules details, booking details, scope of work, clearance, extra charges ,
remarks. The shipment details must be shared to customer either on weekly,
monthly basis their nature and quantum of shipment. Sending copy of the dsr to
management for preparation and maintaining of MIS

16) Close the file for billing

We have a integrated ERP software through which we keep records of our shipments
and also it helps in the overall process. After the shipment once done the co-
ordinator must submit the file to billing depart ment for final invoicing. The file must
accompany all the major documents related to shipment, all cost which we have
accrued during the shipment, addititonal charges if any, selling quotes, approval for
the respective additional charges.

CHA PROCESS UNDER DOCK STUFFING SHIPMENT

Once the invoice and packing list is shared by shipper, the same is shared with SB
filing team.
Cha team shares check list with shipper basis the invoice given for checking and
approval.
Shipper check and confirm the checklist is OK to proceed for shipping bill no.
Generation
Once the shipping bill is filed and no. Is received the cha person calls the vehicle for
cfs entry
Cargo in registered with gate po for entry in cfs against registered SB no.
Once entry is confirmed, cfs operation team is informed for carting request
Carting permission is taken in the yard
Subsequent and suitable equipment are arranged for carting
Once carting is done for complete cargo as per filed shipping bill the receiving of
cargo is taken from yard incharge.
After carting, invoice, packing list, check list, cargo receipt documents are submitted
to customs for clearance registration purpose.
Once Shipping Bill is registered with customs, the examiner examines the cargo
Once cargo and supportive documents are in order than the examiner files report
and the same is forwarded to superintendent for LEO
Once the superintendent is satisfied with cargo and documents, then he finalises the
SB and releases LEO.
Once the LEO is obtained, the containers are called in to cfs from empty container
depots as per the booking copy for stuffing of the cargo.
Once cargo is stuffed, container load list plan is issued by CFS and the same is being
shared with customs for approval.
Once the CLP is approved, the container is sealed, the form 13 are applied with the
shipping line
Once the form 13 are received, the containers are loaded on vehicles and moved to
the port as per the scheduled vessel.
CHA PROCESS UNDER FACTORY STUFFING SHIPMENT

Once the containers are stuffed in factory, shipper send the document Invoices,
packing list, and subsequent other documents as per nature of cargo.
The same are being filed by CHA for taking check list.
Checklist is shared with shipper for approval.
Once approved than shipping bill no. is taken after doing the E-Sanchit of
documents.
Once the Shipping bill no. Is received than the shipper links the E-seals , vehicle and
container details on subject Shipping bill.
After that the vehicles are moved from factory to port for clearance process.
Once the vehicles reached port , the same are called for clearance in central parking
plaza for clearance
The seal are than read and entry receipts are taken.
All the documents, like Invoice, Packing list, Checklist, and other relevant documents
are than submitted to customs officer for further clearance process.
Registration of documents is done and documents are than processed to examiner
for examination purpose.
In the meantime the request for form 13 is raised with shipping line.
Once everything is in order than shipping line issues form 13 through odex.
Once the examination is cleared the examiner proceeds with the report and
forwards the documents to superintendent for releasing LEO
Once the superintendent is satisfied with the documents and cargo, he authorizes
the SB and grants LEO.
Once the LEO is done the copy of LEO, FORM 13 are than submitted at the parking
out gate for exit.
Once the vehicle is moved out of the parking it approaches to the respective port
gate for port entry,
After survey the vehicle enters the port gate and receives a receipt of port entry.
The container is than offloaded in the designated yard nominated to shipping line
and as per planned vessel.

DDP SHIPMENT:
Here the scope of work consist the following: ALL THE EXPENSES WILL BE BORNE BY
SHIPPER.
The terms are mutually decided between the shipper and buyer/consignee.
Following are process and cost involved.

FACTORY:
Once the cargo is ready, the shipper send the invoice/packing list/other related
documents to cha for filing.
Cha provides checklist for approval to shipper
Shipper approves the checklist
Cha takes the shipping bill no. After E-sanchit of documents
Than SB no. Is shared with the shipper for either the seal linking in case of factory
stuffing or moves the cargo to CFS for clearance
Once the cargo is received either at port or cfs the clearance process is taken care.
Similarly SI are submitted to shipping line and vgm and form 13 request are
submitted
After confirmation, the form 13 is received.
Once the clearance is done, the LEO is granted and the containers are released
towards the port for entry along with the form 13
After this the shipping line gives the first print for checking and approval
The same to be shared with shipper for approval
Once shipper given confirmation, the same to be shared with line for BL confirmation
Once vessel is sailed and containers are on boarded the line to be approached for
invoice for freight and local
Once the invoices are received the, the same to be checked for correct costing
Once the costing is as per our buy pre-decided the same to be submitted to accounts
for payment
Once the payment is released share the same with line and get the matching done
and receipts to be generated if any
Getting the bls released from the liner
Sharing the pre-alert to the agents with the required details and bl copies
Tracking the cargo till the container reaches destination port
Once the cargo reaches destination port, BL copy to be submitted by the consignee
to the agent for further process
Taking the respective delivery order from the liners
Once the DO is received and the cargo is custom cleared than arranging the
transportation from port to place of delivery
Informing the consignee about the time and date of delivery of the shipment
Loading the cargo /container on the vehicles and moving the same to the consignee
factory/warehouse/ desired place of delivery
Offloading the cargo and getting the documents duly endorsed as proof of delivery
Returning the empty containers back to empty yards.
Top export incentives for exporters
Below are a few export incentives schemes in India that helps MSMEs and
sellers avail benefits:

1. SEIS (Service Exports from India Scheme)

SEIS was introduced to encourage sellers who export notified services. Under
this export scheme, an incentive of 3-7% of the net foreign exchange earnings
is provided to service exporters. The requirement from an exporter is to have
an active IEC with minimum net foreign exchange earnings worth US$ 15,000
(INR 11L approx) to be eligible for a claim under the scheme .
2

2. RoDTEP (Rebate of Duties & Taxes on Exported

Products scheme)
Replacing the old MEIS (Merchandise Exports from India Scheme) in a phased
manner from December 2020, the RoDTEP is the new export incentive scheme
that offers refund on all hidden and other taxes that were not refunded any
other export incentive scheme. This can be central and state taxes on
transportation fuel used on export products, duties on electricity used for
product manufacturing, toll tax, stamp duties on import-export legal
paperwork, etc .3

Understanding RoDTEP scheme: A guide for Indian exporters

3. EPCG (Export Promotion Capital Goods Scheme)

Under this scheme, capital goods (goods that are used to manufacture other
products like leather used to make leather bags, etc) used in the pre-
production, production, and in post-production of final export products can be
imported at 0% customs duty, also called Zero duty EPCG. This scheme also
helps reduce the service exporter’s capital costs .
4

Related read: All you need to know about Interest Equalisation Scheme and its
benefits

4. RoSCTL (Rebate on State & Central Taxes and

Levies scheme)
The The new export incentive scheme — RoSCTL, introduced in 2019, is
applicable on all readymade apparel and textiles like bedsheets, clothing,
garments, carpets, rugs, etc. This scheme grants refund on taxes such as VAT
on transportation fuel, captive power, ‘mandi’ tax and electricity duty .
5

5. AAS (Advance Authorization Scheme)

Advance Authorization Scheme (AAS) allows duty-free imports of raw
materials, which are required to produce and manufacture final export
products. The provision covers fuel, packaging material, and some wastage
during the production of the final product. It allows exporters to import raw
materials at 0% import duty if those raw materials will be used to manufacture
export products . 6

6. NIRVIK Scheme
Providing high insurance cover, reduced premium for small exporters and a
simplified claim settlement process, the NIRVIK scheme was introduced by the
ECGC (Export Credit Guarantee Corporation of India). It is primarily an
insurance cover guarantee scheme that provides a cover of up to 90% of the
principal and interest, as against the current credit guarantee of only up to
60% loss .
7

7. EOU Scheme (Export Oriented Units)

The EOU scheme was introduced in 1980 with the aim to encourage exports by
creating additional production capacity, earn foreign exchange to the country
and to generatinge additional employment. 2 It provides a few waivers and
concessions in compliance and taxes to the exporters. The companies that are
set to export their 100% production of goods are allowed to set up an Export
Oriented Unit (EOU) . 8

8. GST refund for exporters

GST (Goods & Services Tax) Act offers a few schemes to exporters in India:
LUT Bond Scheme – Exporters can export goods without paying any GST by
obtaining a ‘Letter of Undertaking’ (LUT) bond.
IGST Refund – Exporters can pay Integrated GST on exports, and later claim
the refund of that amount from the customs department.
1% GST benefit for merchant exporters – Merchant exporters can get export
goods from local suppliers at a 0.1% concessional GST rate . 9

Related read: Guide to the Export Oriented Units (EOUs) scheme and how to
avail its benefits

9. Duty Free Import Authorisation (DFIA Scheme)

The purpose of the Duty Free Import Authorization (DFIA) scheme is to allow
the duty-free imports of raw materials. This export incentive scheme enables
duty-free imports of fuel, oil, inputs, energy resources, and the catalyst
consumed/ utilized in the process of production of export products. Imports
under this scheme shall be exempted only from the payment of Basic Customs
Duty (BCD) . 10

10. Duty Drawback Scheme (DBK Scheme)

This scheme is a special rebate under Section 75 of the Indian Customs Act on
exported products or materials. It allows exporters to get concessions or
compensation on applicable products used in the processing of goods that are
manufactured in India and then exported to foreign countries . 11

11. Duty Entitlement Passbook (DEPB) Scheme

The DEPB scheme consists of two parts — post-export DEPB and pre-export
DEPB (eliminated with effect from April 1, 2000). Exporters can avail this
scheme after the export at predetermined credit on the FOB (Free On Board)
value of products. The DEPB rates depend on the FOB value or value cap,
whichever is lower. The key benefit of this scheme is that it can be availed on
all import goods except restricted products such as gold, gold pens, gold
watches, nibs, etc . 12

12. Interest Equalisation Scheme (IES)

This export incentive scheme provides pre- and post-shipment export credit to
exporters. It is implemented as well as governed by the Reserve Bank of India
(RBI) and respective banks. The scheme provides 5% of interest to all
manufacturers in the MSME sector and 3 % financial support to all exporters in
416 tariff lines .
13

13. Market Access Initiative (MAI) Scheme

The MAI scheme provides financial assistance in export promotion activities to
export promotion organizations, trade promotion organizations, national-level
institutions, research institutions, exporters, laboratories, etc.

14. Transport and Marketing Assistance Scheme

(TMA Scheme)
The TMA scheme provides financial support to transport and marketing of
agricultural products. It is extended to all exporters of eligible agricultural
products who are registered with the concerned Export Promotion Council as
per the Foreign Trade Policy. The scheme remained in operation for exports up
to 31.03.2021.