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Export Order Processing

This is a complete system for processing of export orders. It supports the entire life cycle of an order, from its receipt until preparation of all final documents. All statutory documents are prepared as user defined layouts. You can do the follow-ups of pending orders and period wise analysis of orders. Procedures for Advance License and DEPB schemes are also integrated. You can keep track of L/C's received against orders.

The system module details are explained below:

ORDERS FOR EXPORTS
1. ENTRY:- You can enter Customer orders. The order from customers can be broadly bifurcated as Our Exports, Third party & Merchant exports. In case of Order is through the agent, Agents name can be recorded. An order can have multiple products. Product wise quantities and its delivery schedule can be recorded. From point of view of, factory dispatch what packing the product will be delivered (with its Pack Qty and UoM) can also be specified.

The Delivery Schedule supports concept of Lot Sample (that is Pr-Shipment Samples, generally abbreviated as P.S.S.). You can specify the date of P.S.S. required. In addition, Date Of Dispatch of goods from factory, Shipment Date and the actual date of delivery to can be specified.
One can record terms and conditions of the order. Delivery/Shipping details, Banking information, L/C Reference and the insurance, if applicable, can be entered.

2. PACKING CREDITS:- Packing credit availed from a bank can be recorded for the total order value.
3. ORDER CONFIRMATION:- The hard copy of the Order confirmation to the can be printed on the pre-printed or plain stationary.
4. VARIOUS DATE UPDATES/ENTRY:- Useful to modify the order schedule dates. As dates change, you can easily modify, without going into each order's detailed schedules. Dates of Delivery, Shipment, Factory Dispatch, and P.S.S., all of them can be modified. There are internal checks for verifying consistency in these dates. For example, P.S.S. Date cannot be after the Ship Date!
5. PRE-SHIPMENT SAMPLES:- One may send one or more Lot Samples (P.S.S.) for an order's delivery schedule. All P.S.S. sent could be recorded.

PACKLIST
1. PACKLIST ENTRY:- One of more orders can ship together in a Packlist. Multiple delivery schedules of orders can be consolidated in a Packlist. This is the first document in a series of export documents for a shipment. In case of export, where another party manufactures goods, Manufacturer's name can be stored. Shipping details like Vessel/Flight Name, Port of Destination, and Country of Origin. Payment terms, Transport details and insurance policy is entered. The carton wise packing is summarized in packing details. Gross, Tare, Net weights can be entered cartons wise. The same can be basis for Packing Slip for each carton.
2. PACKLIST PRINTING:- Packlist can be printed on the pre-printed stationary prescribed by the Government. One can print company's own stationery.

SHIPMENTS
In case of Third Party Merchant exports, one does not prepare a Packlist. Entry of only shipment information when the third party effects dispatches. The entry procedure is identical to the PackList. This is merely used to record delivery against the merchant exports.
This enables pending order reporting to be accurate and complete

PROFORMA INVOICE
1. ENTRY
For each Packlist, one Proforma Invoice is prepared. Its value is derived form the Packlist. It supports DEPB and Advance License Declarations on the Proforma Invoice.
2. PROFORMA INVOICE PRINTOUT
You can print Proforma Invoice on the pre-printed stationary prescribed by Government.

FINAL INVOICE
1. INVOICE ENTRY
For each Proforma Invoice one Final Invoice is prepared. Export Rer#, S/B# and Date, B/L-AWB# and Date Credit days, Freights, Insurance and FOB value can be recorded. Reference of Bank Draft, which will be prepared for this invoice, can be entered. Invoice Declaration Certificate is printed in the Final Invoice.
2. INVOICE PRINTING
The Invoice can be printed on the pre-printed stationary as prescribed along with the Invoice Declaration Certificate.

L/Cs (LETTERS OF CREDIT)
1. L/C ENTRY
With each new order you can enter L/C received (with its full details) for that order.
2. L/C REGISTER
A register for the L/Cs received can be printed. A separate report for L/Cs expiring by a given date range is available.

DEPB SHIPMENTS
Declaration of Export Pass Book Master This is entry of DEPB Master, Enter Product, Rate and its Value CAP. This will be linked with the Proforma. Hence, no further data entry of Proforma Invoice Certificate is required.

ADVANCE LICENSE
1. ADVANCE LICENCE ENTRY
Enter Product wise Advance Licenses. The Exports done against this License will get populated automatically. Enter the Imports done against this license. This gives the complete picture of Exports & Imports done for a License.
2. REGISTER
This Advance License Register can be maintained for Export and Import.

WORKFLOW MAPPING & CHECKLIST INTERFACE
1. WORKFLOW
You can map workflow of the complete 'Export Order Processing' steps. A shipment's documents set is listed at one place. They start with a Packlist. From the Packlist originates all other documentation. They can be printed together from one single window, where the entire workflow appears at-a-glance. This interface will take care of details like number of copies, which format template to use and so on.
2. CHECKLIST
For one Packlist, using the one window workflow interface, all the documents are printed. This will update an internal log. This is particularly useful when not all documents are printed at a time and some documents are differed for later printing for want of information. It keeps track of pending documents as well as reprints. A senior officer or manager can view the log to see status of completed as well as pending pre-shipment documentation. The User name date & time of printing or re-print of the documents is stored. Thus, it takes care of user accounting.

REPORTS
REGISTERS
1. Order Register
This is a detailed listing of the order. It prints Order wise Order #, Date, Purchase Order reference, Multiple Delivery Schedule Information, Lot Samples Sent Details, Shipments done, Pending Order quantities, and the packing details. This register can be printed for a date period, usually for a month.
2. Exports Sales Register
For a given Party and for a given Date range, it will list all Invoices prepared, its value and the currency. It also prints the Packlist, Proforma Invoice references for that Invoice.
3. Advance License Register
4. L/C Registe

PENDING ORDER ANALYSIS
1. Party wise: Export Type, Product, Location, Currency
2. Product wise: Export Type, Product, Location, Currency
3. Ship Date wise: Export Type, Product, Location, Currency
4. Factory Dispatch Date wise: Export Type, Product, Location, Currency
5. Summaries:
a. Product, Currency wise
b. Currency
c. L/C against Orders
d. Pack wise containers required
e. Lot samples to send Status
6. Queries for all the above
7. Product wise, Party wise Month Column Analysis
ORDER SALES ANALYSIS
1. Party wise Product wise AIR, SEA, Other orders for a period
2. Product wise Party wise AIR, SEA, Other orders for a period
3. Party wise Product wise Month Columnar analysis
4. Product wise Party wise Month Columnar analysis
EXPORT DOCUMENTATIONS
User can define document format as templates. This gives user a complete flexibility of the report formats. This avoids need for software change consequential to minor format changes.
The following documents can be prepared:
1. Bank Letter
2. Bank Hundi/Draft
3. Certificate of Origin (IMC)
4. GSP Form A Bank Certificate of Export and Realization
5. Goods Claim