Challenges And Best Practices In Managing Place Of Supply For Imports: Accuracy And Compliance

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Published Date:  02-02-2024   Author:   amitha-shet
captainbiz challenges and best practices in managing place of supply for imports accuracy and compliance

Introduction 

Businesses, both old and new, need to have a thorough understanding of the place of supply, as it holds significant importance in national and international trading. 

Apart from having an understanding of the place of supply, you should also have a concept of tax liabilities, statistics of trade, and competitive marketing. You should learn the trick of accurately pointing out the place of supply so that you don’t have to encounter any issues related to transactions. 

Amidst the different challenges that companies and businesses have to go through, there are some strategies upon which you may find peace with the matters that seem the most tangled. 

By choosing to practice the fundamentals that are approved by the experts, inculcating compliance, and keeping up with the latest technologies, you may come across solutions to the challenges that may arise at the time of import, specifically reacting to the place of supply. 

This document is aimed at captivating the readers by highlighting the recent challenges and coming up with a roadmap in the right direction. Let’s delve deeper and know the challenges in detail, their possible outcomes, and the successful strategies to deal with such challenges. 

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Place of supply determination for imports

The determination of the place of supply for the process of imports is one of the most crucial steps toward the accomplishment of successful trading. 

It’s indeed a technical exercise, and along with that, it declares the liabilities of taxes, market position, and statistics of trade. 

A place of supply is any location where the rise in tax on import transactions occurs. There are some of the major factors that should be considered while addressing the place of supply. These are:

  • Delivery terms: Delivery time has a great impact on the place of supply. The importer and the supplier should discuss it before the delivery of the goods. 
  • Mode of transport: The place of supply isn’t directly affected by the mode of payment. However, the mode of transport declares who is supposed to pay and collect the IGST. 

A lot of issues can occur when the place of supply is not correctly identified. You may end up paying extra tax penalties and interest. Within the due time, the IGST should be paid, considering the correct place of supply. 

The tax authorities and the taxpayers can give each other tough times in the form of disputes. Misinterpretation of the place of supply can cause several issues; hence, it’s suggested to identify and get the place of supply declared beforehand. 

Recommendations:

  1. It’s recommended to seek help from any professional or taxation expert so that he can guide you better about the place of supply. 
  2. To fully acknowledge and understand tax compliance, it’s suggested to go through the document of the import contract. 
  3.  Keep a check on the GST portal to stay up to date on the rules of place of supply. 

Impact of place of supply on import duties and taxes 

The import duties and taxes that apply to the imported goods are affected directly by the place of supply. There are some of the basic rules that are applied, keeping in mind the place of supply: 

  1. The IGST is calculated as a percentage of the value of the goods that are imported. The value is also based on the application of the HSB code. 
  2. Another tax is applied to the imported goods just when they enter the customs department. The taxation would be dependent on the value and type of the imported goods. 

Following are the impacts of the place of supply on goods: 

  • If the goods are imported and being supplied within India, the place of supply will be changed to the location of the second supply. 
  • If the goods are simultaneously being imported, the place of supply will be the importer’s location. 
  • There are specific conditions and rules set for certain goods and their import. The rules here are different, and they may have an impact on the levied tax and duties. 

Ensuring the accuracy of a place of supply determination 

Place of supply is considered a vital component in the business of trading. Its identification is very important because it specifies the category and amount of taxes and duties. 

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If an importer finds it difficult to interpret the place of supply, the best way is to hire an expert and bring the process into order. 

Move ahead, keeping these points clear:

  1. Make sure to understand the general rule of place of supply for imports, which is the importer’s location. 
  2. You should properly analyze the transaction of imported goods. 
  3. Don’t forget to document everything as a record. This helps in getting things organized and also helps with the audits as well. 

Implementing best practices for managing the place of supply

  1. It’s recommended to build internal expertise. Educate your team members so that the crucial import scenarios can help them. 
  2. Try to establish internal guides for your team and company. These guides should outline the place of supply for different scenarios. 
  3. There should be a robust system for the collection of transaction data on all imports. 
  4. Invest in different software and tools to automate the process of processing transactions and maintaining records. 
  5. Maintain channels for clear communication. You can also collaborate with various stakeholders to actively get engaged with suppliers, tax advisors, and logistic partners. 
  6. Document every transaction, invoice, and all the details of the process. This helps in maintaining records and helps with audits as well. 

Mitigating risks of non-compliance 

There can be several risks due to non-compliance. Noncompliance can lead to several risks that become difficult to address later on. The issues can be:

  1. Legal risks: If any company or business is at stake for non-compliance, it can expose a brand’s name to lawsuits, criminal charges, and multiple sanctions. 
  2. Reputational risks: If can have an impact on the reputation of the organization and spread faster than anything in the whole market. Trust takes ages to rebuild again. 

Strategies for mitigating non-compliance:

  • There should be a strong culture of compliance in the workplace. There should be a hold on leadership commitments. The team should be trained weekly for clear communication. 
  • There should be regular sessions for the assessment of the risks to identify potential compliance vulnerabilities. 
  • There should be a robust system for easy tracking and data delivery. It also helps automate the operations, so there are fewer chances of human error. 
  • There should be proper procedures and formal policies to be followed in the workspace. There should be implementations of control and checks so that if there are any rule violations, they can be detected. 
  • Bring technology into your business so that things can be automatically done, which can help save time and effort as well. There is different software for compliance with the risk assessments, for maintaining records, and for tracking policies as well. 
  • Conduct regular audits, as that can help you identify your weak points and improve them. It also declares the effectiveness of the CMS. 
  • The future of your organisation is your team. Don’t forget to work harder on them, as they are the foundation of your business. Train them, do their assessments, and educate them so that they can be a source of success for your business. 

Conclusion 

The determination of the place of supply for the goods that are being imported is an essential step for moving up with international trading. 

Even if things are taken care of from the beginning, it gets very hard to ensure a balance between accuracy and the achievement of compliance. 

Companies and businesses may encounter challenges such as changing the rules now and then and different factors such as types of goods, contractual terms, logistics, and the supply chain

They may also encounter challenges related to the accuracy of the data and its availability. Also, multiple factors are happening in the internal process and expertise. All of these factors need to be resolved for the timely delivery of the goods and to avoid any unannounced penalties and tax duties. 

This document contains all the relevant steps that are required to manage the challenges that may be encountered while managing import supplies. 

FAQs

Q1. What is compliance in supply chain management?

Compliance in the supply chain is responsible for checking the following aspects so that there are no penalties and charges at the end or in the middle of the process:

  • Sourcing of the raw materials
  • Timely delivery of finished products to the customer
  • Providing services to the customers 
  • Making sure at every step that the whole process has been done as per the legal and ethical standards of GST

Q2. What are the five key areas of compliance?

These compliance program elements are:

  1. Standards and control
  2. Risk assessment 
  3. Oversight
  4. Training and communication 
  5. Leadership 

Q3. What are the 3 P’s of compliance?

The most important P’s of compliance are procedure, practices, and policy. Without these elements, it’s nearly impossible to achieve success in the compliance department of any company or industry. 

Procedures help create a roadmap and provide it to businesses; practices help bring the culture of compliance to life; and a policy helps set the groundwork. 

Q4. What is the supply issue in 2023?

The year 2023 has faced massive shortcomings in materials. This crucial issue has greatly affected the overall landscape of trading. Raw materials have been sold at hiked prices, which has become a magnificent concern for many countries. 

Due to a shortage of materials, many companies in different countries have witnessed massive changes in the overall turnover of their businesses. 

Q5. What are the compliance risks?

There are various risks related to compliance. Some of them are generalized risks; some are specific to industries; and some are specific to activities or functions. 

The generalised risks are privacy laws, workplace safety, and financial regulations. The industry-specific are those that have to comply with the anti-money laundering laws, and the ones that are specific to activity or functions are breaching of data, control systems, and security of personal credentials. 

Q6. What are the pillars of customs compliance?

The following are the pillars of customs compliance:

  1. Valuation: This area declares what value the goods hold. A similar value will be used to calculate the amount of tax levied to be paid. 
  2. Origin: This area determines where the goods are 
  3. manufactured or produced. The origin has its importance as it declares your benefits from trade agreements. 
  4. Documentation: It revolves around submitting the correct documents that are needed at the time of import and export. Documents are different for different types of goods. 
  5. Classification: This pillar caters to the classification of the type of goods that are either being imported or exported. It’s done with the help of a harmonised system code. If the goods are not properly distinguished, you may face troubles when paying taxes and duties. 

Q7. What is customs integrity?

The practice of ethical and transparent values within the vicinity of customs administration is referred to as customs integrity. 

It focuses on hospitality and honesty, impartiality, transparency, accountability, compliance matters to be dealt with under the laws and regulations set before, and competence and professionalism. 

Q8. What is the customs code?

The term customs code refers to: 

  1. Harmonised code system
  2. National custom legislation 

These customs codes are referred to as distinguished concepts in international trade. 

Q9. What are the two types of compliance?

The two types of compliance are either based on the source of regulation or the basis of the focus of compliance. 

Regulation Compliance is committed to seeing matters related to regulatory and corporate compliance. The focus of compliance is related to the process of compliance and data compliance. 

Q10. What are the goals of trade compliance?

Efficient trading along with securing data. This would facilitate building a fair competition. It also helps protect consumers and their environment.  Trade compliance never fails to find ways for you to win in business terms.

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Amitha Shet

Amitha is a creative enthusiast, which gets her into educating the world about things she comprehends. Finance, business, and digital transformation are the topics that she is profoundly interested in so that she can make things simpler for the audience. She is currently a content strategist for a fintech company. She holds a Bachelor of Engineering in Civil Engineering, although finance is a niche that piques her interest to not just educate but to invest and gain experience.

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