The Tool Desk
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What you must have in place before ordering
Use this sequence before paying a supplier or allowing a shipment to leave China. Fixing an incorrect classification, missing licence or wrong importer name after arrival can delay release and create duty, penalty or storage exposure.
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1. Identify the importer of record
Decide which Indian legal entity will appear as importer on the purchase documents and bill of entry. The entity—not an employee, freight forwarder or supplier—bears responsibility for the customs declaration, duties, restrictions and records.
2. Obtain and verify the IEC
The Directorate General of Foreign Trade (DGFT) issues the IEC, which ICEGATE describes as a 10-digit identifier tied to the entity’s Permanent Account Number (PAN). Commercial imports normally cannot be completed without the correct IEC. Ensure the legal name and address on the IEC match the importer details used with the bank, GST registration, invoice and customs filing.
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3. Confirm GST registration and the importing state
If the business is GST-registered and intends to take input-tax credit, record the GSTIN and the relevant state code for the importing registration. The GSTIN must be declared correctly in the bill of entry; a mismatch can prevent credit reconciliation even when IGST was paid.
4. Classify the product before you quote a landed cost
Assign the product to the appropriate Harmonized System (HS) heading and Indian Customs Tariff Item. Classification can depend on composition, function, technical specifications, degree of processing, packaging and intended use. Do not rely on a supplier’s HS code without checking the Indian tariff treatment. Use the ICEGATE Compliance Information Portal and current tariff notifications to identify duty, tax, regulator and procedure requirements for that exact item.
5. Screen for restrictions and product regulation
Check whether the item is prohibited, restricted, subject to a policy condition, or supervised by a Participating Government Agency. Depending on the product, release or subsequent sale may require a licence, no-objection certificate (NOC), testing, labelling, registration or conformity evidence. Make this check before shipment; a customs broker cannot cure a missing statutory approval after the goods arrive.
Core import documents
India’s Foreign Trade Policy and the ICEGATE e-SANCHIT guidance identify three basic documents for an ordinary goods import. Customs may require additional records for regulated, restricted or specially claimed goods.
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| Document | What it establishes | Checks to perform before filing |
|---|---|---|
| Bill of lading, airway bill or applicable transport receipt | Shipment, carrier, consignee, packages, weight and routing | Importer name, marks and numbers, package count, gross weight and destination agree with the invoice and packing list. |
| Commercial invoice-cum-packing list (or separate invoice and packing list) | Seller, buyer, description, quantity, price, currency, terms and packing details | Use precise descriptions, unit values, total value, Incoterms where used, country of origin and model or part numbers. The packing information must reconcile with the transport document. |
| Bill of entry | The importer’s formal customs declaration for assessment and clearance | Confirm IEC, GSTIN/state code, HS/Customs Tariff Item, valuation, origin, exemption claims and attached supporting documents. |
Additional records can include purchase orders or contracts, freight and insurance evidence, technical literature, certificates of analysis, licences, NOCs, test reports, origin documents and correspondence supporting classification or valuation. Keep the version actually used for the declaration, not only a later corrected draft.
How to calculate customs duty and landed cost
Start with the product’s Indian tariff classification and the customs value. Then retrieve the current basic customs duty and every applicable surcharge, cess, IGST, compensation cess, exemption, quota or trade-remedy measure from the official tariff and compliance systems. The result is product-specific; a percentage quoted for “Chinese imports” is not a reliable estimate.
Cost components to model
| Component | How to treat it in your model |
|---|---|
| Transaction or assessable value | Use the customs valuation accepted for the shipment. Check whether freight, insurance, assists, royalties, related-party pricing or other additions affect the assessable value. |
| Basic customs duty and other customs levies | Apply the rate and conditions for the exact Customs Tariff Item on the filing date. Include any applicable surcharge or cess. |
| IGST and compensation cess, if applicable | Customs collects import IGST and any applicable compensation cess. The tax base and rate follow the current law and tariff treatment for the goods. |
| Logistics and clearance charges | Add international freight, insurance, terminal and port charges, examination or handling charges, broker fees, storage, demurrage risk and inland delivery. |
A practical landed-cost worksheet should show the tariff item, valuation basis, each levy, exchange-rate assumption, freight and insurance, port charges, brokerage and domestic delivery separately. Keep the tariff notification or portal result used for the quote and rerun the calculation if the shipment date, product specification or port changes.
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China origin does not automatically mean a preferential rate
Country of shipment and legal origin are not interchangeable. A supplier statement or commercial certificate does not by itself create a lower Indian rate. Verify whether a valid origin-based scheme applies, whether China qualifies under that scheme, and what documentary and substantive origin rules must be met. Also check current anti-dumping, safeguard, quality-control and other trade-remedy notifications. The DGFT certificate-of-origin system provides scheme filing and tariff-lookup functions, but the applicable notification and conditions must still be confirmed for the product.
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Filing the bill of entry correctly
Section 46 of the Customs Act requires electronic presentation through the customs automated system, subject to the statutory exceptions. In ordinary cases, file by the end of the day before the vessel or aircraft’s expected arrival; advance filing is permitted within the limits and conditions set by customs. Your filing agent or internal team should monitor arrival changes so a late or amended declaration does not create avoidable delay.
The importer who presents the bill of entry is responsible for the declaration. Section 46 states that the importer must ensure “the accuracy and completeness of the information given therein,” “the authenticity and validity of any document supporting it,” and compliance with restrictions or prohibitions under customs law or any other applicable law. Treat the declaration as a controlled record, not a draft prepared solely by the supplier.
Pre-submission reconciliation
- Match the importer’s legal name, address, IEC and GSTIN across the bill of entry, invoice, transport document and purchase contract.
- Reconcile product descriptions, model numbers, quantities, units, package count and weights.
- Check currency, price, payment terms, freight, insurance and any assists or commissions relevant to valuation.
- Confirm the HS/Customs Tariff Item against the product’s actual construction and use, not merely the supplier’s code.
- Attach licences, NOCs, test reports and other regulator documents required for the item.
- Review origin and any exemption, quota or trade-remedy claim before submission.
GST on imported goods and input-tax credit
Imports are treated as inter-state supplies under GST. Import IGST is collected through customs rather than charged as an ordinary domestic invoice. For a GST-registered importer, eligible import IGST can generally be used as input-tax credit against outward GST, provided the credit satisfies GST law and the customs documentation is correct.
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- Give the GSTIN and correct state code to the customs filer before the bill of entry is prepared.
- Check the final bill of entry after assessment: importer name, GSTIN, state code, taxable value, IGST and any compensation cess should be correct.
- Reconcile the customs duty payment and bill-of-entry data with the GST books and the relevant electronic credit records.
- Restrict credit to the amount and goods that are eligible under GST rules; blocked credits, non-business use and documentation failures remain the importer’s responsibility.
- Retain the bill of entry, payment evidence, purchase records and reconciliation supporting the credit claim.
Import IGST credit is not a reason to understate value or select an incorrect tariff item. Customs assessment and GST entitlement are separate compliance questions, and both depend on truthful records.
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Self-clearance or an authorised customs agent?
Indian customs rules allow an importer to handle clearance directly or appoint an authorised customs agent. The choice should reflect the shipment’s complexity rather than only the agent’s fee.
| Decision factor | Self-filing | Authorised agent |
|---|---|---|
| Importer control | Direct control of declarations, documents and responses. | Delegated preparation and filing, while the importer remains responsible for accuracy. |
| Classification and valuation capability | Requires in-house tariff and valuation expertise. | Useful when the product has technical, related-party or exemption issues; verify the agent’s reasoning. |
| Regulatory complexity | Manage licences, NOCs, testing and agency queries internally. | Can coordinate routine regulator interactions, but cannot replace a required licence or approval. |
| Port familiarity and response time | Best where the team knows the port systems and can answer queries promptly. | Local experience may reduce avoidable procedural delay, especially for unfamiliar ports. |
| Fees and audit trail | Lower external fees but higher internal time cost. | Brokerage fees apply; require copies of filings, assessment orders, duty challans and correspondence. |
| Corrections before assessment | Immediate visibility of errors and amendments. | Agree in writing who reviews drafts and approves amendments before submission. |
If you appoint an agent, verify that the person or firm is authorised, define who approves classification and valuation, and require a complete electronic and paper audit trail. The importer cannot transfer statutory responsibility simply by giving a power of attorney.
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Supplier documents and origin
Ask the supplier for an invoice and packing list that describe the goods in commercially and technically meaningful terms. “Parts,” “samples” or “general merchandise” is rarely sufficient for a defensible classification. Obtain origin evidence appropriate to any scheme or notification you intend to claim, and verify that it meets the rule for the finished product.
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Some categories can be held until Indian standards, testing, labelling or agency approvals are satisfied. Confirm the requirement for the exact model and intended use, including whether compliance must exist before import, before sale, or at both stages.
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Valuation and related parties
Keep purchase contracts, price lists, payment records and freight documents. Unusually low prices, royalties, assists, tooling supplied by the buyer or related-party relationships can trigger valuation questions. A broker’s acceptance of an invoice does not eliminate the need for supporting evidence.
What to retain for audit and future shipments
Create one file per shipment, with a consistent naming convention and access controls. Retain:
- IEC, PAN, GST registration and authorised-signatory records.
- Purchase order or contract, supplier invoice and packing list.
- Bill of lading or airway bill and freight and insurance records.
- Bill of entry, assessment communications, examination report where applicable and duty-payment evidence.
- Classification and valuation analysis, tariff or notification extracts used, and origin documents.
- Product licences, NOCs, test reports, conformity or labelling evidence.
- Broker instructions, draft approvals, amendments and final correspondence.
- GST reconciliation and the records supporting any input-tax credit.
Retention periods can vary by the applicable customs, GST and sector rules. Use the longest applicable period in your record policy and preserve documents in a form that can be retrieved and read later.
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Common failure modes and recovery steps
The shipment is already at the port but a licence is missing
Stop requesting release on the assumption that a later upload will solve the problem. Identify the responsible regulator, ask customs what documentary or procedural route is available, and determine whether re-export, amendment or another lawful disposition is required. Storage and demurrage can continue while the issue is resolved.
The supplier’s HS code produces an unexpected duty
Re-examine the Indian classification using technical specifications, composition and intended use. Compare the proposed heading with the tariff notes and seek a reasoned written classification from your internal specialist or authorised agent. Do not change the code solely to reach a target landed cost.
GST input credit does not reconcile
Compare the final bill of entry with the GSTIN and state code supplied at filing, then reconcile the IGST amount and importer identity in the customs and accounting records. If the declaration is wrong, ask the customs filer about the permitted correction process and document the outcome; do not claim unsupported credit.
Customs questions the declared value
Provide the contract, payment evidence, freight and insurance records, product specifications and any related-party explanation. Keep the response consistent with the invoice and earlier declarations. If the transaction is genuinely complex, obtain specialist valuation advice before agreeing to an amended value.
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A repeatable pre-shipment checklist
- Importer of record selected and IEC verified against PAN.
- GSTIN and importing state confirmed, if registered.
- Indian HS/Customs Tariff Item documented with technical support.
- ICEGATE compliance result checked for duty, tax, agencies and procedures.
- Restricted, prohibited and product-specific requirements cleared.
- Invoice, packing list and transport instructions reconciled.
- Origin, exemption, quota and trade-remedy claims verified.
- Self-filing or authorised-agent responsibilities agreed in writing.
- Landed-cost worksheet updated for the expected port and filing date.
- Audit-file folders created before the goods leave China.
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