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OFFICE OF THE COMMISSIONER OF CUSTOMS,
CUSTOM HOUSE, CHENNAI.

 

C. No. S.Misc/11/2001/Sys Unit                                                                                                                 19/02/2001

 

PUBLIC NOTICE NO.  32  /2001

           

Sub:     Amendment to Public Notice No.210/98, Dated 09/11/98, issued for  computerised Processing of Shipping Bills under the Indian Customs EDI System-Exports (ICES/E) at the Custom House, Chennai.

- - - - - - - - - - -

 

            Attention of the Importers, Exporters, Custom House Agents and Trade is invited to the procedure of filing EGM as detailed in Para 20 of the P.N.210/98 read with PN 223/2000, under the Indian Customs EDI System for Exports (ICES/E-referred to as the system).

 

Henceforth, the Shipping Lines (including the Steamer Agents) may submit Export General Manifest (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 FILING THE EGM BY FLOPPY

 

            The EGM on floppy can be submitted in the following way

 

i)                    The Shipping Line has to furnish the Voyage Details to Service Centre as detailed in PN 223/2000 dated 18.08.2000 and EGM Rotation Number allotted.

 

ii)                   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.

 

iii)                 Once 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.

 

Procedure to be followed in the Service Centre is explained in detail below:

 

iv)                 No part submission is permitted.  The Shipping Line shall take all necessary precautions and submit the EGM in full.

 

v)                  If any amendments are to be made subsequent to 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 name>.egm

 

File format:

 

First Line                                  <manifest>

Second Line                             <egm_master>F

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

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

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

Container details                       <egmcont>F

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

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

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

                                                <END-egmcont>

                                                <END-egm_master>

                                                <END-manifest>

 

Field Delimiter :

 

ASCII Character (29)  ^]

 

Number of elements

 

Line Details:

 

Shall have 11 elements, each separated by field delimiter, i.e. each field shall end with field delimiter.

 

If the number of delimiters is not equal to 11, the record will get rejected.

 

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:

 

Refer Annexure 1 of the Public Notice

 

If the layout of the file is in the order mentioned above, 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 SB 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 of 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 SB 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 number of containers mentioned in the EGM, if the Nature of Cargo is ‘C’ or ‘CP’

10.              Nature of cargo, if ‘LB’ or ‘DB’, the Total quantity and Unit quantity Code shall be not Null.

11.              Rotation Number mentioned against the SB shall match with EGM

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

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

14.              SB shall be in the EGM queue.

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

 

NOTE:

 

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

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

Validations #12 to #15, if failed, system would mark error flags against the EGM Line.  The Shipping Line shall approach the D.C.(Exports) 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 Numbers mis-match

                                                (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 Line has to request the Service Centre to submit the EGM to the Customs, if it is satisfied with the reports generated.  On submission, the Shipping Bills will move to the respective queues.

 

The Shipping Bills corresponding to the 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(Exports) 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 SB is in ‘STUFF’ queue.

 

b)                  Pending for short shipment amendment i.e., the SB may be either in ‘SHORTSHIP’ or ‘AMD_AC’ queues.

 

SHORTSHIP’: indicates that Preventive Officer has entered the stuffing report and declared as short shipped.  The Shipping Line/Agent/CHA has to file short ship amendment request through the Service Centre

 

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 SB is not matching with EGM line particulars.

 

There is no provision for amending the SB.  Care shall be taken by the CHA to get the amendment done immediately after getting the SB print and before filing of the Sailing Report.

 

Error Code ‘C’

 

Code ‘C’ implies that the Container Numbers mentioned in the SB is not matching with EGM line particulars.

 

The Preventive Officer is authorized to amend the Container Number mentioned in the SB.

 

All the Code Directories required for filing EGM/SB are available with Systems Unit, Chennai 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.

 

 

                                                            Sd/-

                                                (M.V.S. PRASAD)
                                       Commissioner of Customs (SEA)

 

 

//   ATTESTED   //

 

 

 

(BASWARAJ NALEGAVE)

DY. COMMISSIONER OF CUSTOMS (EDI)


ANNEXURE  - I

 

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                   -           Containerized & 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)                                             /*Submission 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 (1)                E – Empty/L-Loaded

 

 

  

ANNEXURE - II

 

SAMPLE FILE STRUCTURE

 

(The flat file should have extension as <filename>.egm)

 

<manifest>

<egm_master>F

1106^]31102000^]1224315^]02112000^]INMAA1^]MYPKG^]INMAA1^]C^]^]^]^]

1106^]31102000^]1224385^]02112000^]INMAA1^]MYBK1^]INMAA1^]C^]^]^]^]

1106^]31102000^]1224108^]01112000^]INMAA1^]JPSDJ^]INMAA1^]C^]^]^]^]

<egmcont>F

1106^]31102000^]1224315^]02112000^]PCIU3346379^]L^]

1106^]31102000^]1224385^]02112000^]PCIU3369287^]L^]

1106^]31102000^]1224385^]02112000^]PCIU3270720^]L^]

1106^]31102000^]1224108^]01112000^]PCIU3203784^]L^]

1106^]31102000^]1224108^]01112000^]CRXU1605078^]L^]

1106^]31102000^]1224108^]01112000^]PCIU3340175^]L^]

<END-egmcont>

<END-egm_master>

<END-manifest>

 

 

SAMPLE FILE FOR BULK CARGO (WITHOUT ANY CONTAINERS).

 

<manifest>

<egm_master>F

1106^]31102000^]1224315^]02112000^]INMAA1^]MYPKG^]INMAA1^]C^]^]^]^]

1106^]31102000^]1224385^]02112000^]INMAA1^]MYBK1^]INMAA1^]C^]^]^]^]

1106^]31102000^]1224108^]01112000^]INMAA1^]JPSDJ^]INMAA1^]C^]^]^]^]

<egmcont>F

<END-egmcont>

<END-egm_master>

<END-manifest> 

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