1.

Customer Enquiry
Action: Customer submits an enquiry for a product (e.g., onions, coconut, garlic).
Responsible: Sales Team
Documentation: Enquiry Form (Email/Phone/WhatsApp), Specification Sheet, RFQ (Request
for Quotation)
When: Start of the process.
DETAILS:
Product Specifications: Verify product details with the customer (quality, quantity,
specifications).
RFQ is received from the customer.
Next Step: Sales team evaluates and prepares a quotation.

2. Supplier Quotation Request

Action: Request quotations from suppliers based on the customer's enquiry.
Responsible: Sales Team
Documentation: Supplier Quotation Request
When: After receiving customer RFQ.
Pricing and Delivery Terms: Verify that pricing and terms meet customer requirements.
Next Step: Sales team receives and evaluates supplier quotations.

3. Supplier Quotation Receipt and Evaluation

Action: Receive and evaluate supplier quotations for pricing, quality, and delivery terms.
Responsible: Sales Team
Documentation: Supplier Quotation
Next Step: Prepare the final quotation for the customer.

4. Quotation Preparation and Submission

Action: Prepare and submit a quotation to the customer based on supplier quotes.
Responsible: Sales Team
Documentation: Quotation Document
When: After receiving supplier quotations.
Before submitting the customer. Check these,
 Price accuracy (cross-check pricing).
 Delivery terms and conditions.
 Payment terms (advance, LC, etc.).
Next Step: Customer reviews the quotation and places an order.

5. Purchase Order from Customer

Action: Accept the customer’s Purchase Order (PO).
Responsible: Sales Team
Documentation: Purchase Order
DETAILS:
Nikosi (or a designated person) visits the supplier to select the best one.
Prepare and send the Proforma Invoice to the customer.
Collect payment from the customer.
When: After the customer accepts the quotation.
Next Step: Send PO to the supplier.

6. Supplier Engagement and Purchase Order Creation

Action: Send the PO to the supplier, finalize the order, and arrange payments.
Responsible: Sales Team
Documentation: Purchase Order, Proforma Invoice, Payment Confirmation
DETAILS:
Make the payment to the supplier.
Find the best logistics option and obtain a quotation.
Perform pre-P&L cost calculation to allocate costs.
When: After customer PO is received.
Next Step: Arrange for logistics and certifications.
7. Cost Verification
Action: Verify supplier’s material costs and terms.
Responsible: Accounts Team
Documentation: Cost Sheet

8. Required Certifications Before Shipment

A. Certificate of Origin
Action: Obtain the Certificate of Origin from the relevant authority (e.g., Chamber of
Commerce).
Responsible: Accounts/Sales Team
When: Before customs clearance, after the goods are packed and ready for dispatch.
Next Step: Submit with customs documents for clearance.
CERTIFICATES:
 LUT- IGST

B. Quality Certificates/Health Certificates

Action: Perform necessary lab tests or quality inspections and obtain certificates.
Responsible: Logistics/Quality Control Team
When: Before packing, ensure goods meet quality requirements and safety standards.
Next Step: Use for customs clearance or customer requirements.
CERTIFICATES:
 Plant Quarantine certificate (Agriculture Product)
 Health Certificate (Provide by Port)
 AQCS (Animal quarantine certificate service) and EIA (Export Inspection Agency)
 Fumigation certificate (wooden product)

C. Insurance Certificate
Action: Arrange for insurance coverage for the shipment.
Responsible: Accounts/Logistics Team
When: Before shipping, once the goods are ready and the logistics are confirmed.
Next Step: Submit insurance details with shipping documentation
9. Logistics Coordination
Action: Book the vessel and ensure shipping space is available.
Responsible: Logistics Team
Documentation: Logistics Quotation, Shipping Bill
DETAILS: Coordinate with shipping companies, handle bookings, and ensure logistics are
arranged.
When: Before shipping.
Next Step: Prepare goods for shipment, ensure all documentation is ready.

10. Packing and Quality Checks

Action: Pack the goods and perform quality control checks.
Responsible: Logistics Team
Documentation: Packing List, Packing Certificate, Quality Certificates, Health Certificate
DETAILS: Ensure packing standards are met and product passes all quality checks.
Next Step: Prepare shipping documents.

11. Shipping and Documentation

a. Shipping Bill and Packing List
Action: Prepare shipping documentation, including the shipping bill and packing list.
Responsible: Logistics Team
When: Before customs clearance and loading the goods.
Next Step: Ensure all documents are in place for dispatch.

b. Bill of Lading (B/L)

Action: Issue the Bill of Lading (B/L) once goods are loaded onto the vessel.
Responsible: Logistics Team
When: After loading the goods, this is the final document needed to prove goods have been
shipped.
Next Step: Submit the B/L to the customer or use for releasing the goods at the destination
port.
c. Dispatch Confirmation
Action: Confirm with the customer once the goods have been dispatched.
Responsible: Sales/Accounts/Logistics Team
When: After shipping.
Next Step: Ensure customer acknowledges the shipment.

12. Invoicing
Action: Issue an invoice to the customer for the goods.
Responsible: Accounts Team
Documentation: Invoice

13. Payment Collection

Action: Collect payment from the customer after invoicing.
Responsible: Accounts Team

14. Post-Dispatch Follow-Up

Action: Follow up with the customer and supplier after the goods have been dispatched.
Responsible: Sales/Accounts/Logistics Team
Documentation: Follow-Up Report

Team Responsibilities
Sales Team: Handles customer enquiries, prepares quotations, manages supplier requests, and
follows up on dispatch and payments.
Accounts Team: Manages payments (to suppliers and from customers), verifies costs, and
handles certifications (e.g., Certificate of Origin, Insurance).
Logistics Team: Coordinates shipping arrangements, books vessels, handles packing, quality
checks, dispatch, and shipping documentation.
Operations Team: Oversees packing and onsite quality checks.
Quality Control: Ensures product meets quality standards and necessary certifications
(Quality Certificates, Health Certificates).
Key Documentation
Enquiry Form (Email/Phone/WhatsApp)
Supplier Quotation Request
Supplier Quotation
Quotation Document
Purchase Order
Proforma Invoice
Payment Confirmation
Cost Sheet
Required Certifications (Certificate of Origin, Health Certificates)
Logistics Quotation
Insurance Certificate
Packing List
Shipping Bill
Airway Bill
Dispatch Confirmation
Follow-Up Report
Invoice
AQCS (Animal quarantine certificate service) and EIA (Export Inspection Agency)
Fumigation certificate
 Timing of Documents and Certificates

DOCUMENT RESPONSIBLE TEAM WHEN TO PREPARE

ENQUIRY FROM SALES TEAM Start
SUPPLIER SALES TEAM Ater receiving RFQ
QUOTATION
REQUEST
PO (purchase order) SALES TEAM After customer accepts quotation
PI (proforma invoice) SALES TEAM After receiving customer PO
CO (certificate of origin) Sales/accounts team Before customs clearance
QC (quality certificates) Logistics / sales Team Before packing & shipping
IC (insurance certificate) Accounts /logistics team Before shipping
PL (packing list) Logistics team Before shipping
SB (shipping bill) Logistics team Before loading goods for shipping
B/L (bill of lading) Logistics team After loading the goods onto the
vessel
CUSTOMS Logistics team Before clearing the goods at the
DOCUMENTS destination
DISPATCH Logistics team /sales team After goods have been shipped
CONFIRMATION
INVOICE Accounts team After goods are dispatched and
cleared
PAYMENT Accounts team After invoicing
COLLECTION
CERTIFICATES:

CEPA (Comprehensive Economic Partnership Agreement) – India & UAE

 A trade agreement between India and the UAE that allows reduced tariffs and
favourable terms on specific products.
 Required Certificate: Certificate of Origin (COO) under CEPA.
 Purpose: To claim tariff preferences.
 Products:
o Agricultural products (fruits, vegetables, spices).
o Textiles and garments.
o Gems and jewelry.
o Engineering goods.

ASEAN-India Free Trade Agreement

 Countries: Brunei, Cambodia, Indonesia, Laos, Malaysia, Myanmar, the Philippines,
Singapore, Thailand, Vietnam.
 Required Certificate: Certificate of Origin (COO) under the ASEAN-India FTA.
 Purpose: To avail of reduced customs duties and trade benefits.
 Example Products:
o Pharmaceuticals.
o Auto components.
o Agricultural products.
o Electronics.

EU Generalised Scheme of Preferences (GSP)

 Countries: European Union (EU) member states.
 Required Certificate: GSP Form A (Certificate of Origin).
 Purpose: To claim reduced duties when exporting to the EU under the GSP scheme.
  Example Products:
o Textiles and garments.
o Leather products.
o Chemicals.
o Organic products.

India-South Korea CEPA

 Countries: India and South Korea.
 Required Certificate: Certificate of Origin under CEPA.
 Purpose: To benefit from lower tariffs.
 Example Products:
o Automobiles and components.
o Electronics.
o Chemicals.
o Pharmaceuticals.

India-Japan CEPA
 Countries: India and Japan.
 Required Certificate: Certificate of Origin (COO) under the India-Japan CEPA.
 Purpose: Tariff reduction and trade benefits.
 Example Products:
o Industrial goods.
o Textiles.
o Agricultural products.
o Machinery.
India-MERCOSUR PTA (Preferential Trade Agreement)
 Countries: Brazil, Argentina, Uruguay, Paraguay.
 Required Certificate: Certificate of Origin under PTA.
 Purpose: Reduced tariffs and trade preferences.
 Example Products:
o Pharmaceuticals.
o Auto parts.
o Chemicals.
o Textiles.

SAFTA (South Asian Free Trade Area)

 Countries: Afghanistan, Bangladesh, Bhutan, India, Maldives, Nepal, Pakistan, Sri
Lanka.
 Required Certificate: SAFTA Certificate of Origin.
 Purpose: Duty-free access or lower tariffs.
 Example Products:
o Tea and coffee.
o Textiles and garments.
o Pharmaceuticals.
o Spices.
 DG CARGO NEEDED THESE DOCUMENTS

UAE:

 Common: DGD, MSDS, Packing Certificate.

 Specific: Certificate of Conformity for certain hazardous materials.

Saudi Arabia:

 Common: DGD, MSDS, Packing Certificate.

 Specific: Special permits for explosives and hazardous chemicals.

European Union (EU):

 Common: DGD, MSDS, Packing Certificate.

 Specific: Compliance with ADR regulations for transportation of hazardous goods.

United States:

 Common: DGD, MSDS, Packing Certificate.

 Specific: Permits from the Department of Transportation (DOT) for regulated
materials.

China:

 Common: DGD, MSDS, Packing Certificate.

 Specific: China Compulsory Certification (CCC) for specific hazardous goods.

Australia:

 Common: DGD, MSDS, Packing Certificate.

 Specific: Compliance with the Australian Dangerous Goods Code.

Canada:
 Common: DGD, MSDS, Packing Certificate.
 Specific: Compliance with the Transportation of Dangerous Goods (TDG) Act.
Japan:
 Common: DGD, MSDS, Packing Certificate.
 Specific: Compliance with the Fire Services Act for flammable materials.
South Korea:
 Common: DGD, MSDS, Packing Certificate.
 Specific: Compliance with K-REACH regulations for chemical safety.
Russia:
Common: DGD, MSDS, Packing Certificate.
 Specific: Permits for explosives and hazardous goods.
Brazil:
 Common: DGD, MSDS, Packing Certificate.
 Specific: Permits from environmental agencies for specific materials.

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