EXPORT - 71

IMPORT - 71

PUBLIC NOTICE NO. 131/2001 Date: 05/12/2001

Subject:- Amendment to Public Notice No. 42/99 dated 22/3/99, issued for Computerised Processing of Shipping Bills under the Indian Customs EDI System – Exports (ICES/E) at the New Custom House, Mumbai – Filing of EGM on floppy.
In partial modification of Public Notice No. 42/99 dated 22/3/99 attention of the importers, exporters, Custom House Agents and the trade is invited to the procedure of filing EGM on floppy under the Indian Customs EDI System for Exports (ICES/E-referred to as the system).

Henceforth, the shipping lines (including the Steamer Agents) shall submit Export General Manifests (EGM) on a floppy disk. The procedure to be followed for submitting EGM through a floppy, the file structure, and format of text file (with an example) are given in the Annexures to this Public Notice.

PROCEDURE OF FILLING THE EGM BY FLOPPY

The EGM on floppy can be submitted in the following way :

i) The submission of EGM has to be done only after all the formalities are completed viz., generation of Rotation Number, Entry Outwards, Port clearance and Sailing Report.

ii) The shipping lines shall furnish the voyage details to the Service Centre and obtain allotment of the rotation number.

iii) One the EGM Rotation Number is assigned by the ICES, the Shipping Line has to prepare the data floppy containing the Cargo and Container details and submit to the Service Centre.

iv) The Shipping Line shall take all necessary precautions and submit the EGM in full.

v) If any amendments are to be made subsequent t the EGM submission D.C.(Exports) has to be contacted for amending the same.

PROCEDURE TO BE FOLLOWED IN THE SERVICE CENTRE

Shipping Agent has to submit the data floppy at the Service Centre. The Service Centre Operator would load the data floppy on to the System. System would verify the file layout. The file layout shall be as follows:

Shipping Agents have to create the EGM with file name as :

File format :

File Line

Second Line

Line Details --------------------

--------------------

--------------------

Container details

--------------------

--------------------

--------------------

Field Delimiter :

ASCII Character (29)]

Number of eliments

Container Details :

Shall have 6 elements, each separated by field delimiter, i.e. each field shall end with field delimiter.

If the number of delimiters is not equal to 6, the record will get rejected.

List of Elements :

Please refer to Annexure – 1 of this Public Notice.

If the layout of the file is in the order mentioned as in Annexure – 1 of this Public Notice, the EGM file will get accepted, otherwise rejected.

If the EGM is accepted, the data will be copied in to the Service Centre area/system and further validation would be carried out.

The validations are as follows :

1. Whether the EGM is already submitted?

2. Validity of the EGM Number

· Whether the Rotation Number (EGM No.) is assigned through ICES?

· Whether Port Clearance has been given or not?

· Sailing Report has been entered or not?

· Whether EGM is cancelled or not?

EGM Line, Container Line and Shipping Bill Level validations

3. Duplicate Shipping Bill Numbers will get rejected.

4. Port of Origin, Port of Destination and Gateway Port Code : shall be valid six digit code.

5. Port or Origin should not be equal to Port of Destination.

6. Nature of Cargo : Shall be ‘C’, ‘CP’, ‘P’, ‘LB’, ‘DB’.

7. Nature of Cargo mentioned in EGM line shall match with Shipping Bill information.

8. Nature of cargo, if ‘C’ or ‘CP’, the container information should exist.

9. The number of containers mentioned against the Shipping Bill shall match with the

11. Rotation Number mentioned against the Shipping Bill shall match with EGM.

12. The total packages mentioned in the EGM should match with Shipping Bill information, if the nature of cargo is ‘C’ or ‘CP’.

13. Vessel Sailing Date shall be greater than or equal to LEO date of Shipping Bill.

14. Shipping Bill shall be in the EGM queue.

15. The Container numbers of the EGM shall match with Shipping Bill information

NOTE:

Validation #1 and #2, if failed, complete EGM will get rejected.

Validation #3 to #11, if failed, concerned EGM lines will be rejected.

Validation #12 to #15, if failed, system would mark error flags against the EGM Line. The Shipping Line shall approach the D.C(Export) for amendment of the EGM Line.

Description of error flags :



	Error flag                                Description

	P                                           Number of packages mis-match

				      	(validation #11)

	L                                            LEO date greater than Sailing Date

                                                		(validation #12)

	Q                                             SB is not in EGM Queue

                                                		(validation #13)

	C                                              Container Number mismatch

                                                		(validation #14)

Check list and error report :

Service Centre would provide the checklist of accepted EGM Lines with error flag, if any and Error Report of rejected Lines.

Modification of information :

The Shipping Line after making necessary corrections in the data can resubmit the floppy (containing complete EGM information) to the Service Centre.

Submission:

The Shipping Bills corresponding to EGM lines marked with error flag/s (validation checks #12 to # 15 have failed) are moved to a queue named ‘EGM_ERR’. Further procession of Shipping Bills will be stopped until the same is rectified either in EGM line or in the Shipping Bill information.

Once the EGM is submitted, re-submission of the floppy is not permitted.

If any amendments are to be made subsequent to the EGM submission, DC(Export) has to be contacted for amending the same.

Amendment of the EGM by DC (Exports)

· Systems will not allow amending the EGM Lines for which the Shipping Bills have moved to the proper queues.

· The amendments are carried out in two steps.

· In the first step, DC (Exports) can insert new lines and can amend any of the line parameters.

· In the second step, the amended line(s) is to be submitted. On submission, the System would carryout the validations mentioned above and move the corresponding SBs to the respective queues.

AMENDMENT OF THE SHIPPING BILLS WHICH ARE IN ERROR QUEUE DUE TO MISMATCH WITH EGM INFORMATION BY THE DC(EXPORTS)

As mentioned above, the Shipping Bills are moved to the ‘EGM_ERR’ queue in case of mismatch of information.

Error Code ‘Q’ Code ‘Q’ implies that the SB is not in the EGM queue. It may be due to : a) Stuffing report not entered i.e., the Shipping Bill is in “STUFF” queue. b) Pending for short shipment amendment i.e., the Shipping Bill may be either in “SHORTSHIP” or “AMD_AC” queues. ‘AMD_AC’ : The short ship amendment request is filed and is awaiting approval of Assistant Commissioner. Error Code ‘L’ Code ‘L’ implies that Let Export Order is granted after filing of Sailing Report. Error Code ‘P’ Code ‘P’ implies that number of packets mentioned in the Shipping Bill is not matching with EGM line particulars. There is no provision for amending the Shipping Bill. Care shall be taken by the CHA to get the amendment done immediately after getting the Shipping Bill print and before filing of the Sailing Report. Error Code ‘C’ Code ‘C’ implies that the Container Numbers mentioned in the Shipping Bill is not matching with EGM line particulars. The Preventive Officer is authorised to amend the Container Number mentioned in the Shipping Bill. All the Code Directories required for filing EGM/Shipping Bill are available with Systems Unit, Mumbai Customs. Concerned associations may procure the relevant directories on a floppy on any working day from DC(EDI) / AO(EDI). These associations are also requested to furnish the directories to their members. Yours faithfully, ( RAMESH RAMACHANDRA) COMMISSIONER OF CUSTOMS (GENERAL) MUMBAI. ANNEXURE 1 FILE STRUCTURE FOR EGM FLOPPY SUBMISSION EXPORT GENERAL MANIFEST – MASTER PARTICULARS Remarks 1. Message Name Character (10) egm_master 2. Message Type Character (1) F 3. EGM Number Number (5) /*Rotation Number*/ 4. EGM Date Date (ddmmyyyy) /*Submission Date*/ 5. SB No. Number (7) /*Shipping Bill No.*/ 6. SB Date Date (ddmmyyyy) /*Shipping Bill date*/ 7. Port of Origin Character (6) 8. Port of Destination Character (6) 9. Gateway Port Character (6) 10. Nature of Cargo* Character (2) 11. Total Quantity Number (12.3) 12. Unit of Quantity Character (3) 13. No. of Packages Number (8) *NATURE OF CARGO COULD BE : C - Containerized P - Non-containerized-Packaged LB - Liquid Bulk DB - Dry Bulk CP - Containerised & packaged EXPORT GENERAL MANIFEST – CONTAINER PARTICULARS Remarks 1. Message Name Character (10) egmcont 2. Message Type Character (1) F 3. EGM Number Number (5) /*Rotation Number*/ 4. EGM Date Date (ddmmyyyy) /*Submissioner Date*/ 5. SB No. Number (7) /*Shipping Bill No.*/ 6. SB Date Date (ddmmyyyy) /*Shipping Bill date*/ 7. Container Number Character (11) 8. Container Status Character (6) E-Empty / L-Loaded ANNEXURE II SAMPLE FILE STRUCTURE SAMPLE FILE FOR BULK CARGO (WITHOUT ANY CONTAINERS) F.NO.S/1-107/2001 EDI