PORT PROCEDURES : Export cargoes can be brought into the port only after the ship has been all owned a berth and declared for loading. Some port authorities in India require the shippers to pay Fort charges and have their Shipping Bills passed by the Customs-House before bringing goods to the docks. At the Bombay Port, however, shippers have the facility of paying charges after shipment.
Before bringing the cargo to the shipment shed, the shipper lies to obtain "carting permission: from the Shed Superintendent and also the ship's agent on the prescribed document. This document is known differently at different ports, e.g., Dock Challan at Calcuna, Port Trust Copy of the Shipping Bill at Bombay and Export Application at other ports in India.
When goods are brought at the dock gate, the shipper has to present the port documental and the while Ticket (in duplicate) to the Gate Inspector. At the gate, the documents are compared and checked to ensure that only such goods as have been permitted are brought to the docks for shipment. The "packages, bundles, cases in each vehicle are counted to see that their number tallies with the number mentioned in the respective vehicle tickets. Vehicles are then allowed to move to the concerned shipment shed and particulars of cargo passed through the gate recorded in a register maintained at this point.
Coinciding with the arrival of the vehicles in the shipment shed, the Shipper submits the Vehicle Ticket duly endorsed by the Gate Inspector, Export Application/DocWChallan/Port Trust Copy of Shipping Bill, Shipping Bill (duly passed by customs) and a receipt in lieu of payment of port charges, where necessary, to the Shed Superintendent. As cargo is unloaded in the shipment shed, details of the cargo received are entered in the 'Shed Export Cargo Register' which is maintained shipper-wise and ship wise.
The Shipper then approaches the Customs Appraiser and the Customs Preventive Officer for Physical Examination of Goods and obtains 'Let Export ket Ship' endorsements in the Port Trust's documents also. The cargo is then allowed to be shipped. On completion of shipment, details of cargo actually shipped are recorded in the 'Shed Export Cargo Register; from the 'Shipping Tally Sheets' which are maintained by the Port Trust and also the shipping lines.
On receipt of cargo on board, the Master of the vessel issues a document called the 'Mate's Receipt' in respect of every shipment taken on board. At some ports, the issuance of Mate's Receipt is preceded by another document which has to be exchanged for the Mate's Receipt.
The Mate's Receipt is subject to the terms and conditions stated in the shipping company's regular Bill of Lading. At most ports in India, the port authorities collect the Mate's Receipts from the Master or the Chief Officer of the vessel and pass them on to the respective shippers only after ensuring receipt of all port dues. No caused Mate's Receipts are accepted by the port authorities, unless authorised by the shipper(s).
After connecting he Mate's Receipt, the shipper (exporter or his agent) prepares the Bill of Lading on blank forms supplied to him by the shipping company. He presents 213 originals and some non-negotiable copies of the document at the shipping company's office for signature of the authorised officer along with the Mate's Receipt. The Mate's Receipt is an important document because it is required to be exchanged for the Bill of Lading. The shipper must, therefore, collect this document from the Shed Superintendent immediately after it has been received by the latter to amid delays and problems which might follow if this is not collected in time.
Bills of Lading may be marked 'Freight Pald' or Freight to Pay'. If the freight is pre-paid, i.e., paid by the exporter, the Bill of Lading is marked or stamped to that effect and where freight is not pre-paid, the Bill of Lading is marked 'Freight to Pay': or 'Freight Collect' The Mate's Receipt is retained by the shipping company. Before signing and parting with the Bills of Lading, the shipping company ensure that all the clauses appearing on the Mate's Receipt are reproduced on the Bills of Lading also.