Brief report on logistics --Rohit GhuleSerum Institute is recognized as a reliable source of High Quality vaccines and biologicals. Company supplies products to International Health Agencies like the WHO, UNICEF, PAHO and also to more than 140 countries across the globe.The supply for International Health Agencies like the WHO, UNICEF, PAHO is done according to orders obtained by tendering and bidding whereas Private market orders are obtained by the marketing heads of the company. Documentation Importance of documentationCorrect and precise documentation is very important as: It alone can secure the swift passage of goods through the customer, resulting in prompt payment of goods exported. It leads to good image and reputation of the exporter.

Significance of Export documentationDocuments are important for the following reasons: As an evidence of shipment and title of goods For obtaining payment For assessment of correct duty for clearance For obtaining export licenses For obtaining export finance For claiming export benefits

Process flow:1. Purchase order :A purchase order (PO) is a commercial document and first official offer issued by a buyer to a seller, indicating types, quantities, and agreed prices for products or services. Acceptance of a purchase order by a seller forms a contract between the buyer and seller, so no contract exists until the purchase order is accepted. It is used to control the purchasing of products and services from external suppliers.

2. Order Entry:This is a process of recording an order into the company's entry system. Once an order has been entered, the company can view information about this order and make necessary changes for the entry. The most important objectives of order entry are speed and accuracy so that customers can receive what they have ordered as quickly as possible and marketers can determine which promotions are working best. In addition to product and customer information, order entry captures payment types, currency, document number, PO number, remarks by the buyers regarding shelf life, labeling, monitoring devices etc. This order entry is sent to packing department for batch allocation process.

3. Batch allocationThe batch allocation process, which is normally run as part of nightly processing, checks all inventory items in a specific location against the order for the item. The packing department then generates the batch allocation report confirming the batch reservation intimation as described in the order entry. Details about the type of packing, Vials/ampoules, cold dogs, Mfg/Exp date, CENTRAL DRUG LABORATORY (CDL) status (1 or 2). Dimensions, Net/wt, Gross/wt,

4. Booking to CUSTOMS HOUSE AGENT (CHA):A customs house agent (CHA) is licensed to act as an agent for transaction of any business relating to the entry or departure of conveyances or the import or export of goods at a customs station. CHA has to do proper planning for the target vessel, check for the Cut off time and accordingly advice the exporter to load the cargo. Before the Cargo leaves from factory gate, CHA should take the Container No. & Bottle Seal No. CHA has to punch these two particulars to generate the Shipping bill no. By the time cargo reaches at the Port Gate CHA should be ready with the Shipping Bill (not the Checklist). If the shipping bill is ready at the time cargo reaches at port gate, CHA can immediately let the cargo get into the container yard of the shipping liner. This can avoid demurrage/ detention of trailer and additional cost of Buffer yard.5. Commercial & regulatory documents: Commercial documents:Commercial InvoiceInspection certificateInsurance certificateBill of Lading / AWBCertificate of originBill of ExchangeShipment advicePacking list

Regulatory documentsShipping billARE1/ ARE2/ ARE3 form (Excise)RBI Export Declaration forms (GR/SDF/PP)Application for remittance of currencyVarious licensesBank realization certificate

6. Classification of documents (Pre & post shipment) Documents before shipment (Pre-shipment)Proforma InvoiceExport orderLetter of creditPre-shipment inspection certificateCustom InvoicePacking listShipping BillARE1/ ARE2/ ARE3 form (Excise)RBI Export Declaration forms (GR/SDF/PP)

Documents after shipment (Post-shipment)Bill of lading (B/L)Airway bill (AWB)Road way bills and Rail way billsPost parcel receiptCouriers receiptInvoices: Proforma, commercial, legalized, customs invoiceCertificate of origin: preferential & non preferential COO.Risk covering documents: Insurance policy, certificate, cover noteBill of exchange Bank certificate of export and realization

7. Documents to banksPreparation and submission of documents is done to exporters bank for negotiations / collection of payments.