(i) CG Forms are completed by the exporter in duplicate and submitted to the Customs Authorities along with the Shipping Bill filed with them.
The Shipping Bill is the Customs Document, based on which the goods mentioned therein are accepted by Customs for export. After admitting the Shipping Bill, Customs will give a running serial number on both copies of the GR Form. This number comprises of ten digits, denoting the Code Number of the Port, the calendar year and a six digit running serial number.
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Customs will certify the value declared by the exporter in both copies of the GR Form and also record the assessed value. They will return the duplicate GR From to the exporter and retain the original for transmission to the RBI.
The exporter submits the duplicate GR Form again to customs along with the cargo to be shipped. After examination of the goods and certifying the quantity passed for shipment on the duplicate, Customs will return it to the exporter. The exporter then submits the duplicate GR Form to his Bank along with the export Bill for negotiation/collection.
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(ii) PP Form will not be accepted by Post Offices unless they are countersigned by an AD. The exporter should present the PP Form in duplicated to an AD.
The AD will countersign the form only if he is satisfied that current Exchange/Trade Control Provisions for sending the goods by Post/Parcel Post are complied with.
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The AD will return the original to the exporter, retaining the duplicate with him. The exporter tenders the original PP Form to the Post Office along with the parcel. The original PP Form will be forwarded to the RBI by the Post Office. The exporter submits the relative export Bill for collection/ negotiation to the AD who countersigned the PP Form.
(iii) In the case of VP/COD Form, only one copy is required to be completed by the exporter and submitted to the Post Office along with the relative parcel at the time of dispatch.
(iv) Export of computer software in non/physical form should be declared on the SOFTEX Form. Each set of the SOFTEX Form comprises three copies marked original, duplicate and triplicate, each carrying an identical pre-printed number.
The completed SOFTEX Forms are submitted to the Department of Electronics (DoE) of the Central Government. Authorised Officials of the DoE will verify the form and certify that the software declared in the form has been actually transmitted and the export value declared is found to be in order and accepted.
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The original will be forwarded to the RBI, duplicate will be returned to the exporter and the triplicate retained by the DoE. Each exporter will have to designate a single Branch of an Authorised Dealer to whom the duplicate SOFTEX Form and export Documents in respect of all software exports in non-physical form will be submitted for negotiation/collection.
(v) The Importer exporter Code number of the exporter is to be mentioned on all Export Declaration forms. While completing the forms, the exporters must ensure that all columns are properly completed.
If any Agent’s commission is payable, discount allowed or other deductions are to be made from the gross invoice value, such deductions with appropriate rate must be indicated.
The duplicate GR Form and the like together with relative Shipping Documents and an extra copy of the Invoice should be lodged with the AD named in the form within 21 days from shipment of goods.
In all correspondence with the RBI, exporters should mention the printed number of the relative Declaration Form. In respect of GR Form the ten digits Number affixed by Customs should also be mentioned.
(vi) The Ads to whom the duplicate copies of export Control Forms are handed over retain the duplicate with them till the proceeds have been realised. Thereafter, the duplicate copies of export Control Forms are handed over retain the duplicate with them till the proceeds have been realised. Thereafter, the duplicate is submitted to the RBI by the AD, duly certified.
ADs may accept from their customers for negotiation or collection, Shipping Documents covering exports even where the original declaration on the GR Form had been signed by some other party, provided the customer tendering the bill, countersigns on the duplicate copy of the GR Form undertaking to deliver to the AD the Foreign Exchange proceeds of the shipment, within the prescribed period.
If the exporter fails to realise the proceeds and fails to seek extension of time from the RBI, the AD is expected to report the matter to the RBI in addition to individual default Reports, Ads will also furnish to the RBI a half- yearly consolidated statement of all export Bills outstanding beyond the period prescribed for realisation as at the end of June and December on Form XOS. Based on the individual Reports and the details in the XOS Return, the RBI takes action against the defaulting exporters.
Exporters are liable to be questioned by the RBI till the duplicate export Control Form is forwarded by the AD to the RBI either with a Realisation Certificate or in the event of non-realisation/short realisation, with an acceptable explanation. In their own interest, exporters should seriously follow up with their foreign buyers the matter of unpaid bills.
In case they are not able to realise the full value, they may agree for reduction in value with the prior approval of the RBI. In the extreme case of non-realisation, they must seek permission to write off the bill amount from the RBI. All such requests should be routed through the AD who handled the export Documents.
Of late, Ads themselves have been vested with delegated powers to approve reduction in value or to write off unpaid bills. The powers delegated to Ads are subject to fulfilment of certain conditions and subject to value limitations.