Filing Activity(Pradeep Sawant)

S. No. Activity S. No.

1 Pickup the paper bunch form the stack within the reach of the hands 1
2 Throw original AWB in the dustbin 2
3 Check each and every page whether all the docs are proper 3
I 4 Open Invoice Document I 4
5 Click on export button on Visual Impex Home Page 5
6 Type Exporter's Name 6
7 Type Exporter's id 7
8 Click Save 8

9 Click on Consignee 9
10 Click on copy previous job 10
11 Search available job by typing 7-8 letters and by clicking on 'Go' button 11
12 Click 'OK' two times 12
13 Click on Exporter 13
II 14 Type Exporter's name II 14
15 Click Save 15
16 Click Consignee 16
17 Type consignee's name and address given in invoice 17
18 Type consignee's country 18
19 Type buyer's name and address if other than consignee 19
20 Click Save 20

21 Click invoice 21
22 Type SB heading given in AWB 22
23 Type invoice number 23
24 Type invoice date 24
III 25 Type term of delivery III 25
26 Type currency of transaction 26
27 Type exchange rate 27
28 Type total invoice value 28
29 Type total product value 29

30 Click first cell of Product column 30

31 Click other info 31
32 Type Product discription given in invoice 32
33 Type RITC code 33
IV 34 Type Quantity IV 34
35 Type Unit 35
36 Type Unit price 36
37 Type per 37
38 Type Amount 38
 39 Click Main(If Applicable) 39
40 Type EXIM code 40
41 Click AR4(If Applicable) 41
42 Type AR4 number 42
V 43 Type AR4 date V 43
44 Type Commissionarate 44
45 Type Division 45
46 Type Range 46
47 Click Save 47

48 Click Freight Insurance and other charges 48

49 Calclulate Freight(If Applicable) 49
50 Type Freight amount 50
51 Calclulate Insurance(If Applicable) 51
VI 52 Type Insurance amount VI 52
53 Click Annexture C1(If Applicable) 53
54 Select nature of payment 54
55 Type period of payment 55
56 Click save 56

57 Click Shipment 57
58 Type Destination country 58
VII 59 Type Destination port VII 59
60 Type HAWB number 60
61 Click Save 61

62 Click Other details 62

63 Type Final destnation country 63
64 Click Save 64
65 Click EXP 65
66 Click Checklist 66
VIII 67 Click Print VIII 67
68 Close current job window 68
69 Click OK 69
70 Stapple the bunch 70
71 Put checklist with paper bunch 71
72 Put it on the stack on the right side 72
 Filing Activity(Pradeep Gajre)
Activity
Pickup the paper bunch form the stack within the reach of the hands
Throw original AWB in the dustbin
Check each and every page whether all the docs are proper
Open Invoice Document
Click on export button on Visual Impex Home Page
Type Exporter's Name
Type Exporter's id
Click Save

Click on Consignee
Click on copy previous job
Search available job by typing 7-8 letters and by clicking on 'Go' button
Click 'OK' two times
Click on Exporter
Type Exporter's name
Click Save
Click Consignee
Need not be typed if the
Type consignee's name and address given in invoice
consignee is in the database
Type consignee's country
Type buyer's name and address if other than consignee
Click Save

Click invoice
Type SB heading given in AWB
Type invoice number
Type invoice date
Type term of delivery
Type currency of transaction
Type exchange rate
Type total invoice value
Type total product value

Click Main(If Applicable)

Type EXIM code
Click AR4(If Applicable)
Field will only be entered if
Type AR4 number applicable otherwise just visit
Type AR4 date the page to check whether
Type Commissionarate entries were made from
previous job.
Type Division
Type Range
Click Save
Click Freight Insurance and other charges
Calclulate Freight(If Applicable)
Type Freight amount
Calclulate Insurance(If Applicable)
Type Insurance amount
Click Annexture C1(If Applicable)
Select nature of payment
Type period of payment
Click save
There can be big variation in
time performing this activity due
to various reasons depending on
the term of delivery and if
Freight and/or Insurance are
applicable then also these may
need to be calculated manually
if not specified in invoice

Click frist cell of Product column

Click other info
If the product is the same as
Type Product discription given in invoice from the copied job this time
Type RITC code will be reduced.
Type Quantity
The time taken will also depend
Type Unit on the product decription length
Type Unit price as well as the number of
products
Type per
Type Amount

Click Shipment
Type Destination country
Type Destination port
Type HAWB number
Click Save

Click Other details

Type Final destnation country
Click Save
Click EXP
Click Checklist
Click Print
Close current job window
Click OK
Stapple the bunch
Put checklist with paper bunch
Put it on the stack on the right side
S No. AWB No. I II III IV V VI VII VIII Total
1 6575348544 7 29 39 73 9 44 11 16 228 I
2 1320428745 9 49 29 71 10 10 11 14 203
II
3 1325999883 8 63 17 53 4 8 12 27 192
4 2764149463 40 80 38 25 55 22 13 15 288 III
5 6571697790 13 77 27 20 7 21 22 18 205
6 6575290105 27 95 48 65 23 19 27 24 328 IV
7 1037943583 15 28 19 53 9 14 16 14 168
8 6580500006 17 73 22 15 6 9 36 15 193
VI
9 6575295860 8 40 22 304 13 10 19 20 436
10 6581338175 7 67 33 41 9 16 40 13 226
V, VII, VIII
11 6581207006 47 63 32 58 8 25 26 9 268
12 6581205525 10 39 30 37 19 5 14 11 165
13 2765539921 9 39 22 17 5 33 11 17 153
14 6570944236 10 61 17 29 22 26 13 25 203
15 6580680746 11 29 26 12 21 13 14 15 141
16 2765621891 10 50 31 50 59 22 17 22 261
17 2762052554 9 47 16 53 8 54 15 18 220
18 1334986192 11 30 19 12 16 47 24 15 174
19 1319782892 15 111 18 27 5 15 39 16 246
20 6580437360 7 57 22 94 17 39 20 17 273
21 6581077090 11 73 22 86 17 43 18 17 287
22 6571110733 9 96 21 46 20 47 21 22 282
23 6571184351 11 83 30 28 5 39 20 17 233
24 6580436785 8 78 13 215 7 5 37 18 381
25 6575158601 11 29 17 77 27 39 14 13 227
26 6571699621 14 66 23 20 7 18 24 21 193
27 7364784906 21 59 26 46 47 20 20 29 268
28 1334986236 21 54 23 12 29 20 17 15 191
29 6575448342 7 57 26 107 20 23 17 21 278
30 6575448434 9 81 28 93 25 14 19 21 290
Average 13.73 60.1 25.2 61.3 17.63 24 20.23 17.83 240.03
Comments
New Exporter
Consignee from database
Large Consignee address
Shipping Bill Heading is main reason for variation in time
Same product from the copied job
11 Products in 1 invoice
16 Products in 1 invoice
Depends on nature of payment, Freight and/or Insurance may
need to be calculated manually
Here less entries are made but need to be checked because of
entries may exsist due to copied job.

I
II
III
IV
V
VI
VII
VIII

Average time(in sec) required in filing per shipment

S No Activity
1 Pick up the paper bunch from the stack
2 Check each and every information entered in Visual Impex from the documents
3 Mark each entry given in checklist

4 If no correction then type job number in visual impex

5 Press enter
6 Click "Generate SB"
7 open job submission page of ICEGATE website
8 Click Browse
9 Type job number
10 Click Submit
11 Put paper bunch on the stack on the right side

4 If there are corrections then enter job number in Visual Impex

5 Click GO
6 Make corrections
7 Click Save
8 Click EXP
9 Click Checklist
10 Click Print
11 Put checklist with paper bunch
12 Type job number in visual impex
13 Press enter
14 Click "Generate SB"
15 open job submission page of ICEGATE website
16 Click Browse
17 Type job number
18 Click Submit
19 Put paper bunch on the stack on the right side
S. No. Time
1 110
2 139 160
3 107 140
4 92
5 84 120
6 93 100
7 113
8 106 80
9 97 60
10 79
11 125 40
12 121 20
13 103
14 98 0
0 5 10 15 20 25 30 35
15 104
16 93
17 104
18 117
19 129
20 83
21 110
22 96
23 132
24 120
25 84
26 97
27 106
28 119
29 88
30 93
Average 104.73
35
S No Activity S. No. Time
1 Pick up the paper bunch from the stack 1 35
2 Unstapple the bunch with the help of stappler 2 31
3 Discard original AWB 3 31
4 Take out one copy of each document to make custom's set 4 45
5 Restapple the remaining documents 5 58
6 Write job number ot this stappled bunch 6 49
7 Put it on its stack 7 41
8 Arrange takenout documents in predecided order 8 42
9 Pinup the custom's set 9 38
10 Put it on its stack 10 58
11 58
12 45
120 13 55
14 106
100 15 60
16 46
80 17 53
18 80
60 19 70
20 55
40 21 45
22 50
20 23 59
24 64
0 25 39
0 5 10 15 20 25 30 35 26 57
27 67
28 43
29 48
30 52
Avrage 52.67
S. No. Activity
1 Pick up the custom's set from the stack
2 Type job number on ICEGATE website
3 Click "Show" button

4 If Acknowledgement is positive then write SB# and Date from the website on custom's set
5 Forward it to Customs Clearance team

4 If Acknowledgement is negative then click on 'Pending Jobs' on website

5 Read the reason given
6 rectify it in visual impex
7 Click save
8 Click EXP
9 Click Checklist
10 Click Print
11 Put checklist with paper bunch
12 Click Browse
13 Type job number
14 Click Submit
15 Put it back on the stack of custom's set
Note: Get sectorwise checklist from filing team

Remark: Get MAWB from NCG and type it in first row of MAWB
column and copy it. S No. Time
Type Destination Code of MAWB 1 26
2 27
S. No. Activity 3 21
1 Type Shipper's Name 4 29
2 Press Alt+Tab to open 'querry.Ipx' 5 23
3 Type HAWB no. 6 22
4 Press Enter and look no. of pieces 7 22
5 Press Alt+TAB to go back to excel sheet 8 24
6 Type no. of pieces 9 24
7 Press Alt+Tab to open 'querry.Ipx' 10 29
8 look gross weight 11 24
9 Press Alt+TAB to go back to excel sheet 12 24
10 Type gross weight 13 37
11 Paste MAWB no. 14 27
12 Press Alt+Tab to open 'querry.Ipx' 15 25
13 look volumetric weight 16 21
14 Press Alt+TAB to go back to excel sheet 17 22
15 Type volumetric weight 18 22
16 Type HAWB no. 19 33
17 Type scheme 20 29
18 Go to next row in excel sheet 21 22
19 Open the photocopy of next AWB 22 30
23 23
24 21
Remark: After making the data entry for an MAWB get the sum of
pieces, weight and volume columns under this MAWB 25 20
Delete the entries of volume done in SB no. column Average 25.08

BOLD Depends on number of Lots on that day

Italics Depends on number of MAWB on that day
Remark: Get Bunch of custom's set from filing team
Type Date inexcel sheet and Copy it

S No. Activity
1 Pick up the custom's set from the stack
2 Press Ctrl+F
3 Type HAWB no. and press Enter
4 Type SB no.
5 Paste SB date
6 Put custom's set in sector's stack

Remark: Save and close the excel sheet and mail this sheet to ground
operations, NCG and transportation team
Wait for acknowledgement for readiness from all
After receiving acknowledgement go for Annex C Activity

BOLD Depends on number of Lots on that day

Italics Depends on number of MAWB on that day
 Scanning
S No. Activity
1 Takes bunch of EP copy
2 Scans it
3 Types AWB no.
4 Saves the document
5 Staples the document
6 Puts it in the drawer
7 Press enter.

Remark while document is scanned, person prepares another document

and keeps it on the scanner.
To complete whole cycle, person does not take more than 30 seconds
Handling of Objections

Some shipment does not have required documents

These shipment goes to Govind and Devkar

Sr no. Activity
1 Checking of document and deciding which document is required
2 Finding the phone number of customer from the document
3 Calling the customer
4 Explaining customer the problem
5 Mailing customer about the required document
The whole process average time is 11.20 mins
Calling takes about 6 mins
NOTE
1 The whole process depends upon nature of objection
2 Customer availability
3 There are about 13 objections everyday
4 Only on an average 6 get solved on same day
5 Customer takes time to send a person with the required documents
6 Some objection requires customer to scan and mail the document