Softex User Manual Version 1.0
Contents
1. Confirmation Screen After preparation of Softex Form as the user clicks on the SUBMIT button a confirmation screen is displayed to the user In the confirmation page the contents of Softex Form are displayed The user may either confirm or cancel the submission of using the buttons provided in this page Following is the outcome on clicking on these buttons e CONFIRM gt Unit user can click on the check box amp later on CONFIRM button The request gets submitted amp it will go to the Unit Approver The message Request submitted successfully is displayed to the user e CANCEL gt Confirmation is cancelled and request remains with the unit maker The unit maker can make the necessary changes and submit it later General Instructions After entering details of each tab the save button has to be clicked to save the information entered are mandatory The Softex Form cannot be submitted without uxn The fields marked with a red asterix mark entering information in the mandatory fields A unique request id will be generated by the system as the unit maker user clicks on the SAVE button for the first time The Softex Form can be tracked in future by using this no The unit will not be able to make any changes in the Softex Form after submitting it to DC office At any given point of time only one user can work on the request The user in whose inbox the Softex Form is lying can only take action 10 Softex User Manual Vers2. Based on the details entered the Amount to be realized will be calculated amp auto populated by system How Export Value will be realized Mode of Realization e The Mode of Realization of export value has to be provided in this section If the option Any other arrangement is selected the details of the same need to be provided f Authorised Dealer s Details In this section details of the Authorised dealer like name address amp Code No are to be provided IV Royalty Details Softex User Manual Version 1 0 SEZ Online Of Ministry of Commerce NSDL onos Management Limited This section tab will be displayed to the user only if the user has selected the option Yes for the question Does contract stipulates payment of royalty in the Softex Form section In this section details like Export date GR PP SOFTEX Form No on which exports were declared royalty agreement details like Percentage of Royalty Amount of Royalty etc have to be provided Further details of the Authorised Dealer through whom payment of royalty will be has been received has to be provided If the Authorised Dealer for receipt of royalty payment is same as the authorised dealer for Realisation of export proceeds the check box Use Authorised Dealer Details Same as Export may be ticked to avoid re entry of same details In this case details of the Authorised Dealer will be auto populated The royalty details will get added succe
3. fields of the Invoice Details section and clicks on the SAVE button Softex User Manual Version 1 0 SEZ Online Of Ministry of Commerce Inbox Search Request New LUT Update LUT Softex Form Upload Upload Status BOE Form DTASale Form Debonding Form Zone to Zone Transfer Form Softex Contract APR Form Status Certification LOA Extension LOA Renewal RES BOE File Upload Shipping Bill Form Bil Of Export Form Export File Upload DTA Proc Form Free Form DTA Proc With Ex Benefit Intra SEZ Transfer Temporary Removal Request ID 141100002481 Field Mark in are Mandatory Invoice Details NSDL Drotabase Management Limited Help Preferences Logout individual Invoice Details Consolidated invoice Detail Help Invoice No Invoice Amount CAD Invoice Date I Action Details Mode Internal Remarks Auto Re assign peer a e Addition of multiple Invoices If the user selects to provide Individual Invoice Details and details of multiple invoices are to be provided it can be done by clicking on the ADD button On addition of multiple invoices the details are displayed in a tabular form e View Edit the details of an Invoice Contact FAQ User can view edit the details of any invoice by clicking on Invoice no from the table in the Invoice List section e Deletion of an Invoice I
4. SEZ Online Of Ministry of Commerce NSDL a ctobase Management Limited Softex User Manual Version 1 0 Softex User Manual Version 1 0 SEZ Online Of Ministry of Commerce NSDL DP octabase Management Limited Intended Audience This document is intended for use by SEZ units for the purpose of submitting SOFTEX Form through SEZ Online system The document describes the process of preparation amp submission of SOFTEX Form through SEZ online system Table of Contents Le IMthOGUCtl ON inneni eat evecare ae ead aah nia eh en aero 3 2 Preparation of Softex FOCI ccisscssecetscecteucssce pevsaceycbeadetecessaasecacidsecudatediea seccancuasdaeeaeiedsh vistas started staah ERa aE EE 3 I Softex Genefal Detallsisccccssesscecsssscecedcvesed oasnens snceeedeye teaver seceen ae a aE aa aO Eaa a E EE SS 4 il Invoice B a eepeneereereeerr perce oraaa E R E E Ea E A E 5 Il Export Detail Seripiseine tie n eaaa i eE aO A aiea E er ee eine tents 6 IV Royalty Details sacs cevesaecsiceed vcavevusushcletetieadeanteieak atid E Ea E A Rae OE EEEE E E AEREE EEE TEENE 7 V Declaration detalls essing eae aaa aa aea aE ENa Naas 9 Vi Add DOCUMENTS vies cceincediicevesi cedeped aaa aaa a aa E E a E Eka E ETARE EAOa aS 9 VII Confirmation Sereen ceeeceescceeseeceececeecceceeneeesaeeesaeceeaaeceeaeecsaeeeeaaeceaceceeaaesaeeeeaaeceeaaeseeaaeeeeaaesseaeeenaees 10 Vill General INStrUCtIONS i 20 a2cnieeetee tiie ee i aiden a alien ae 10 3 Workflow
5. before its submission to DC Office The Softex Form is divided into the following five tabs l Softex General Details Il Invoice Details II Export Details IV Royalty Details if any V Add Document if any Softex User Manual Version 1 0 SEZ Online Of Ministry of Commerce NSDL Do ctobare Management Limited Various sections tabs of the Gist of Contract are explained below Softex General Details The basic details of the Softex are captured in this tab The below mentioned mandatory details are required to be entered by the User SEZ Online szasa w Softex aa in T ea ata Hep Import Export Code Number jEc2332 Category of exporter Sez unt Buyer s Name and Address Contract id Buyer s Name Address City Town Vilage Country Select State Select PIN Relationship with exporting unit if any iether export contractipurchase order already registered with SEZ Orn if No please attach copy of the contractipurchase order Does contract stipulates payment of royalty Oves no Contract Currency Select Submit Dalsia A Softex Form The DC s Office may issue Softex Form No s to units either in bulk at the beginning of every year or at a transaction level i e is
6. ble to edit any field of the request if required and re submit As the unit replies to the deficiency electronically the Softex Request moves to the inbox of the DC Officials again who will be able to view and process it 5 Payment of Transaction charge Once Unit Approver confirms submission of the Softex Request after digitally signing it system will prompt for payment of Transaction charge The following options will be available for payment i My Account User can avail Account deposit scheme for the purpose of payment of transaction charges Payment can be made to this account by Unit Approver user Unit approver user can top up any amount to this account The payment to this account can be made either through Cheque or Demand draft or through online payment gateway ii Online Payment using Gateway In case if the applicant user selects the Online Payment Gateway then user will be directed to payment gateway site from where payment can be made using credit card or through internet banking option When Unit Approver selects a mode of payment and clicks on PAY and then on CONFIRM option request gets submitted to the Customs Assessor at DC s Office The message Request submitted successfully is displayed to the user 6 Printing of Softex Form After submission of the Softex request electronically the Unit has to obtain print out of Softex from SEZ Online System and submit it to DC s office along with necessary supporting do
7. cuments in physical form Following are the instructions for obtaining print out from SEZ Online System a To obtain print out the Unit users have to search for the Softex request through Search Request facility after submission of the Softex Request to the Authorized officer b Print can be obtained either by the Unit Maker User who has prepared the Softex Form or the Unit Approver User c While verification if the DC s Office raises a discrepancy amp the unit needs to make any change in the contents of the Softex Request a fresh print of the Softex Form should be taken from the system after verification as the contents of the Softex Request have changed The DC s Office will affix his stamp and signature on the final copy of the Softex Form 12 Softex User Manual Version 1 0 SEZ Online Of Ministry of Commerce NSDL DP octabase Management Limited SEZOnline System Generated Softex Form Month and Year of Softex Form November 2009 Request ID 140900000242 EXCHANGE CONTROL SOFTWARE EXPORT DECLARATION SOFTEX FORM For declaration of Software Exports through data communication links and receipt of Royalty on the Software Packages Products exported FORMNO SEEPZ1 1 Name and address of the exporter klmkImkIm kmkim kimk 2 SEZ Centre within whose jurisdiction the unit is situated a kannit Mauna Onda Abakas dhhhAdhhh 7 Search Softex Request The unit users can search for any Softex request that t
8. e generated by clicking on Generate Acknowledgement Receipt link Unit user may take the print of acknowledgement receipt and attached supporting documents to it and submit to the DC office Details to be captured in add documents tab mentioned below a Document Name This is mandatory field wherein the Unit user will capture name of document b Document Subject This is optional field wherein the Unit user will capture document subject c Reference Number This is optional field wherein the Unit user will capture document reference number d Remarks This is optional field where the Unit user will capture remarks if any related to document Softex User Manual Version 1 0 SEZ Online Of Ministry of Commerce NSDL Proatabase Management Limited q i S F4 On ne v1 0 8 Welcome Jan Maker Help Preferences Logout gt Ho i Softex Search R Rosana 141000000536 New LUT Softex Form Invoice Export Revalty Add Documents Update LUT Softex Form Add supporting document Upload Fields marked in sre mandatory Upload Status Detail cessfully BOE Form LOA Extension Document Name LOA Renewal p Document Subject Vil VIII Reference Number Remarks Document Reference Document Submitted Document Receipt m documenta Document Name DOS 1 Contract 15 01 2010 Generate Acknowledgement Receipt
9. ement Limited Sr ae Action to be Action options available to the Status Description No taken by Unit User Softex request has been created 1 Created by Unit Maker User but hasn t Unit Maker Submit to Unit Approver been submitted to Unit Approver Softex request has been cancelled 2 Cancelled by Unit Maker but hasn t been Unit Maker Request cancelled amp not processed submitted to Unit Approver further 1 Submit to DC Office B Softex request has been submitted OR 3 Request Initiated Unit Approver by Unit Maker to Unit Approver 2 Send back to Unit Maker OR 3 Cancel the Request Softex request has been sent back Respond to the clarification amp forwards 4 Entity Sent Back nner Unit Maker for clarification or certain changes the same Softex User Manual Version 1 0 14 SEZ Online Of Ministry of Commerce NSDL Poatabase Management Limited Softex request has been submitted by Unit Approver to DC Office But 5 Submitted he DC officer users as the Softex Contract Request is the DC officials has not yet started i under process at DC Office No action has to be taken by the unit processing it DC Verifier Raise A query has been raised by DC 6 Unit Approver Query Officer Query Response A response reply to the query No action can be taken by the unit as Entity Approver i 7 7 raised by DC officer has been DC Officer the Softex Contract is under process Que
10. f user wants to remove a particular invoice from the Softex Form he can do so by selecting the particular invoice and clicking on DELETE button lll Export Details The export related details are to be entered in this section Softex User Manual Version 1 0 SEZ Online Of Ministry of Commerce NSDL BP oatabase Management Limited are Softex Search Request Request ID 141100002481 New LUT Softex Form Invoice Export Royalty Add Documents Update LUT Softex Form Field Mark in are Mandatory Help Upload ei eee For exports through data communication link BOE Form DTASale Form Name of authorized datacom service provider M st Cvsne Coor C nternet C others BREES Type of software exported AAGA Sortare Category Description ACRE Softex Contract APR Form C Data Entry jobs and Conversion Software data Processing 906 Status Certification M software Development 907 LOA Extension C Software Product Packages 908 A Other Computer Software 909 Sao pares D Video TV Software s10 Bil Of Export Form C Other Software o Export File Upload DTA Proc Form Foe Fora Analysis of Export Value Amount Currency rte Ex hos a Full Export Value of which ea ree Gi Net value of exports without transmission charges 11 00 CAD Temporary Removal iTransmission charges included in invoice Do ERS b Transmission charges if payable Separately by the overseas client 0 00 CAD c Ded
11. hey have prepared submitted to DC office by using the search facility provided in the SEZ Online system The users can track the status of their Softex Request by using this facility The Request can be searched on the basis of the following parameters i Date of submission of the Softex request to DC office ii Request ID iii Status of the Softex request All the Softex Requests submitted by the unit are visible to Unit Maker amp Unit Approver users However only those requests which have been prepared by Unit maker but has not yet been submitted to Unit Approver cannot be searched through the search facility provided 8 Reports The Unit Approver may view the following report through the link Report gt Softex Summary Report The report may be generated for date range submission date of Gist of Contract 13 Softex User Manual Version 1 0 SEZ Online Of Ministry of Commerce SEZ Online Softex Summary Report 08 02 2011 E Nelcome Unit Approver inbox From Date Client Name Registration Fee Payment Accept LOA Commencement Of Production Help Preferences Logout amp Industry Jommerce To Date 08 02 2011 fl Unit Lease Deed Account Details y Requesiic 08 02 2011 Request Submission Date 432 SOFTEX Form No Account Deposit Transaction History Various status of Softex Request NSDL Drotabase Manag
12. ion 1 0 SEZ Online Of Ministry of Commerce NSDL Poatabase Management Limited 3 Workflow of Softex Request at the Unit A Preparation of the Softex Request by Unit Maker and its submission to Unit Approver B Submission of Softex Request by Unit Approver to DC s Office after signing digitally through SEZ Online System As Unit Maker submits the document electronically it moves to the Inbox of Unit Approver The Unit approver can open view amp edit the request through his Inbox The Unit Approver can take any of the following actions on a Softex request submitted by the unit maker i Unit Approver can edit if required the contents and submit the Softex request to DC Office ii Unit Approver can cancel the request by selecting cancel in request status iii Submit the Softex Request to DC Office After viewing the contents of the Softex request if Unit Approver finds that the details are in order he may submit it to DC Office Before submission a confirmation screen appears in which the entire contents of the Softex request are displayed to the user The Confirmation screen contains CONFIRM and CANCEL buttons Following is the outcome on clicking on these buttons e CONFIRM gt The system prompts the user for using his Digital Signature Certificate As the user selects his DSC and clicks on OK the request gets submitted to DC s Office The message Request submitted successfully is displayed to the user Once the Sof
13. of Softex Request at the Unit ccccccssssecccecessessssececesessseaeaeeeeecsseesesaeaeeeeeessseesaeeaaeaeeeeeesseeseaaaas 11 4 Verification of Softex Request c ccccccccsssseceeececeesesnseseeecscessesaeaeceeeceseseaseeeeeeeceseeseaaeeeeeesenseeeeesussesaaaeseeeesensees 11 S Payment oft Transaction charge iiccicc ccsvocis zcccivivcaiive siezze cctgeadendcerddedsatiesee gens dese ssaccdeeuncaveeviuencdsddarcacex wasted keai Eta 12 62 Printing OF Softex FON iis iecccezs acc csecesnesqnaduas cs stesdeaqee peatacstsseezgceseetgenteasaaed ved Eai aiea e aeiiae eitea ieaie i raite 12 Te S archiSOttex REQUCSt a sities cevievenstlaecnceuti vacestes tacedutinecuu tli saveslan E A 13 8 REPOMS iooni ieacaca eed ane tied A E E EE E E cance ceet ve ibeacadagandadeateuendenssntcacceeveniedacaneece 13 9 Various status of Softex Request ccccccessccecessessseseeeeecesseseuseeeecesceseeseseceescesecsesaeeseceseesueae seeseuaaaeeeesesseeseaaeas 14 2 Softex User Manual Version 1 0 SEZ Online Of Ministry of Commerce NSDL Poatabase Management Limited 1 Introduction When an SEZ Unit IT ITES enters into a contract with Foreign buyer for export of software or processed analyzed data or call centre services through data link internet e mail or any other electronic mode it may need to submit either the entire copy of Contract or its Gist to the DC s Office for verification Gist of Contract can be filed through SEZ Online System Once a Gi
14. ox Search Request Registration Fee Payment Accept LOA ATARE Field Mark in are Mandatory el Unit Lease Deed SECTION C Mopoi Declaration by exporter Account Deposit VWe hereby declare that lwe amare the seller of the software in respect of which this declaration is made and that the particulars given above are true Transaction History and that the value to be received from the buyer represents the export value contracted and declared above lwe also declare that the software has been developed and exported by using authorised and legitimate datacom links VWe undertake that we will deliver to the bank named above the foreign exchange representing the full value of the software exported as above on or before Reports 02022011 E ie due date for payment or within 180 days from the date of invoice date of last invoice raised during a month whichever is earlier in the manner prescribed in Rule 9 of the Foreign Exchange Regulation Rules 1974 Signature of the Exporter Place mumbai Name unit approver Date 08 02 2011 Designation approver Accept Request Accept request for processing VI Add Documents If DC office requires supporting documents for verification of Gist of Contract the Unit user will capture the document details in the Add Documents tab Add documents tab is not mandatory Once the document details are added an acknowledgement receipt may b
15. ry Response f j i submitted by the unit with DC Officer No action can be taken by the unit as 9 Approved the Softex Contract is under process with DC Officer 15 Softex User Manual Version 1 0
16. ssfully only if the user fills in all the mandatory fields of the Royalty Details section and clicks on the SAVE button SEZ Online 224 wasaa veer ust a wena muh M i Request 10 141100000635 hahen Form invase Gece Royat Aes Documenta SECTION 8 For receipt of Royalty on Saftware Packages Products exported Details of software Packago s Productis exported jes Deser s Nane isver Done i Q rtemet Ris e Addition of multiple Royalty Details Multiple royalty details can be added by clicking on the ADD button On addition of multiple royalty details the summary is displayed in a tabular form e View Edit Royalty Details User can view edit the details of any royalty by clicking on Serial no from the table in the Royalty Details section e Deletion of Royalty Details If user wants to remove a particular royalty detail from the Softex Form he can do so by selecting the particular detail and clicking on DELETE button Softex User Manual Version 1 0 SEZ Online Of Ministry of Commerce NSDL D oatavase Management Limited V Declaration details This section tab will be displayed to the Unit Approver when the Softex request is initiated amp submitted by the Unit Maker to Unit Approver This section displays the declaration to be made by the exporter The user has to enter the relevant details and click on SAVE nment of India SEZ Online 2 n eb 8 20 elp Pre es k tment of Gomnaiarce Inb
17. st of Contract is approved it can be mapped to the Softex Forms which are filed corresponding to the exports related to the contract The Softex Contract link will be enabled only for SEZ units whose e Major Industry is Electronics and Software amp Minor Industry is Electronics Software amp e Major Industry as Trading and Service Units amp Minor Industry is Service Units e Major Industry as BPO The following are the steps for preparation and submission of Request for Softex to DC s office e Preparation of Softex Request by Unit Maker and its submission to Unit Approver e Verification of Softex Request by Unit Approver and its submission to DC s Office electronically using Digital Signature Certificate e Obtain Print out of Softex from SEZ Online System amp submit it to DC s Office along with necessary supporting documents 2 Preparation of Softex Form Unit will be able to access the Softex Form only after entering the details of the Lease Deed pertaining to the lease agreement which it has entered into with the developer of the SEZ in SEZ Online System To prepare a Softex Form Unit Maker will click on SOFTEX Form link A Maker Checker concept has been incorporated at the unit s end in the SEZ Online system for preparation of the Softex Form Unit Maker will prepare a Softex Form amp submit it to Unit Approver who may verify check the correctness of the details of the Softex Form
18. sue Form No to each Softex Form on submission for certification In case Softex Form No s have been issued by the DC s Office in bulk the unit should enter the Softex Form No in the Softex Form while submission If the DC s Office has not issued any Form No s to the unit in Bulk the field Softex Form No should not be entered by the unit while submission However if the unit is not able to submit the Softex Form without the Softex Form No the unit should contact the DC s Office B Exporter s Details The details of this section are auto populated by the System based on the information entered by the unit while submitting Unit Regularisation Request or New Unit Application This includes Name of the exporter Address of the exporter City Town Village State Country and PIN Softex User Manual Version 1 0 SEZ Online Of Ministry of Commerce NSDL Poatabase Management Limited C Buyer s Name and Address The Buyer Details have to be entered in this section K Contract id The Unit may either manually enter or search for the Contract Id using the search picker This Contract ID refers to the ID generated by SEZ Online system on approval of Gist of Contract submitted by the unit to the DC s Office earlier Entering the contract id is essential to map the Softex to the contract which the unit has entered into Buyer Details In this section the name address of the buyer amp Relationship with exporting
19. tex request is submitted to DC office the unit cannot make any changes in the document e CANCEL gt Confirmation is cancelled and request remains with the unit Approver Unit Approver can make the necessary changes and submit it later iv Send back the Softex request The Unit Approver can send back the request to Unit maker user who has prepared it In this case the request shall reach the Inbox of Unit Maker user who in turn can edit and re submit the request to Unit Approver again 4 Verification of Softex Request As the unit submits the Softex request through SEZ Online System the DC s Office will be able to view amp process it If the DC Officials find everything to be in order they will update the status of the request as Approved As Contract Id of Gist of Contract is entered by the unit while filing Softex the DC s Office will be able to verify the contents of the Softex Form after cross verification with the Gist of the Contract 11 Softex User Manual Version 1 0 SEZ Online Of Ministry of Commerce NSDL Po ctabase Management Limited While processing the Softex request if the DC Officials finds a discrepancy or needs a clarification he might raise a Deficiency to the unit electronically asking for clarification Unit Approver after receiving the Softex request marked status as Deficiency will have a facility to view the Softex request and reply to the Deficiency The unit shall also be a
20. uct Agency commission at the rate 0 00 Agency commission amount 0 00 CAD d Any other deductions as permitted by RBI 0 00 CAD Details of other deductions as permitted by RBI e Amount to be realised a b c d CAD How export value will be realised mode of realisation O a Under Lic b Bank Gurantee c Any other arrangement e g advance payment etc including transferiremittance to bank account maintained overseas Please specify Authorized Dealer s Details Authorized Dealers Name Saasa Address kalamm City Town Village Ssaagh Country Botswana bA Other State Aratya PIN 765576576 Authorized Dealer Code Number 4654545 a Name of authorised Datacom Service Provider The name of Authorised Datacom Service Provider has to be selected from amongst the options provided Multiple options can be selected at once If the option Others is selected the name of service provider has to be provided b Type of Software exported The type of software exported has to be selected from the list provided Multiple Types can be selected at once If the option Other Software is selected the details have to be provided c Analysis of Export Value In this section details of Full Export Value Transmission Charges Agency Commission amp Deductions permitted by RBI has to be provided
21. unit if any has to be entered Whether export contract purchase order already registered with SEZ The unit has to specify Yes or No Does contract stipulates payment of royalty The unit has to specify Yes or No On selection of Yes an additional section tab called as Royalty will be displayed to the user where the Royalty details have to be entered Contract currency Unit user will select the contract currency from the drop down list After entering the above mentioned details as the Softex form is saved for the first time an unique request id gets generated by the system On clicking the save button the other tabs of the Softex form are displayed Il Invoice Details Unit will capture the following Invoice details in this tab Invoice details can be enter by selecting either one of the following options The user may either provide the invoice details of all the invoices individually or provide the details in a consolidate manner If the option Individual Invoice Details is selected the Invoice No Invoice Amount amp Invoice Date of each invoice has to be entered If the option Consolidated Invoice Details is selected a summary of the details of all the invoices requires to be entered in the field Invoice Details amp the Total Invoice Amount has to be provided An invoice will get added successfully only if the user fills in all the mandatory
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