WORKSHOP

ON THE COMMON ERRORS NOTICED IN THE EGM AND THE PROCEDURE FOR RECTIFICATION

SECTION 41. Delivery of export manifest or export report:

(1) The person-in-charge of a conveyance carrying export goods shall, before departure of the conveyance from a customs station, deliver to the proper officer in the case of a vessel or aircraft, an export manifest, and in the case of a vehicle, an export report, in the prescribed form: (2) The person delivering the export manifest or export report shall at the foot thereof make and subscribe to a declaration as to the truth of its contents. If the proper officer is satisfied that the (3) export manifest or export report is in any way incorrect or incomplete and that there was no fraudulent intention, he may permit such manifest or report to be amended or supplemented.

To ensure that all the goods which leave territorial waters of India has been duly accounted for. To ensure that all the obligations imposed on the master/steamer agents of the vessel under the provision of Sec 41 and 42 of the Customs Act, 1962 have been duly fulfilled. The exporter or the goods under section 156(f) of the Customs Act and short-shipment goods framed under Customs Act, 1962 have been duly fulfilled.

 Primary liability to file this declaration is on the person in-

charge of the vessel or craft. This declaration must be filed before the departure of the vessel or craft. (Section 41). Section 148 allows all acts to be done by a person in-charge of conveyance, to be done by his agent also. A person who represents himself as an agent and accepted as such by the proper officer will be liable for fulfillment of all obligations and also to penal consequences such as penalties and confiscations.

 Go to ICEGATE website ; Click on the SERVICES>

Exporter/Importer > Document Status > Shipping Bill

 Go to Shipping Bill status in ICEGATE website.

Click on Current status

1.

If the EGM is not filed for the concerned Rotation Number (Vessel) OR the concerned Shipping Bill is not figuring in the EGM filed, that Shipping Bill will move to the EGM queue.

2. At the time of filing EGM, the System will match the Shipping Bill details furnished in the EGM with that of the Shipping Bill. If there is any mismatch, that Shipping Bill will move to the EGM Error queue.

In the Shipping Bill, EGM related details (furnished by the CHA/exporter in Annexure-C) are entered by the Customs staff at the time of Examination/Stuffing. In the EGM, Shipping Bill related details are furnished by the Steamer Agents. At the time of filing EGM, the System will match the Shipping Bill details furnished in the EGM with that of the Shipping Bill. If there is any mismatch, that Shipping Bill will move to the EGM Error queue. Otherwise, the Shipping Bill will move to the next queue.

Ascertain the current queue of the Shipping Bill (S/B). 1. If the current queue of the S/B is EGM, ascertain whether EGM has been filed for the concerned Rotation Number (Vessel). If No, ask the Shipping Line/Agent to file EGM for that vessel (Rotation Number) immediately. If Yes, Annexure in the prescribed format by Steamer Agent has to be submitted at the Service Centre for including that S/B in the already filed EGM (EGM Amendment Add). The officers posted in EDC have to approve the EGM Amendment. After the approval, ascertain the current queue of the Shipping Bill (S/B) again.

Ascertain the current queue of the Shipping Bill (S/B).

2. If the current queue of the S/B is EGM_ERR, ascertain the Error Flag(s). identify the reason for error(s), by verifying the Mates Receipt/Bill of Lading with details of Shipping Bill and the EGM. If required, till a provision is made available for the Shipping Lines/Agents and the CHAs, to view the details submitted in the S/B & EGM, they can approach the Export Documentation Section

ERROR CODES C

Count 3659

%age 49.85

Total %age 62.40

N
G

749
1113

10.20
15.16

19.74
16.44

L
R T

725
21 29

9.88
0.29 0.40

13.15
2.68 0.98

Container No. Mismatch (Error Code: C) If the Container Number mentioned in the Shipping Bill (S/B) differs from the Container Number mentioned in the EGM against that S/B, EGM will be submitted with error flag C [Container Number Not Matching] and the S/B will move to the EGM Error Queue with this error code. In the Shipping Bill, container details (furnished by the CHA/exporter in Annexure-C) are entered by the Customs staff at the time of Examination/Stuffing. In the EGM, container details are furnished by the Steamer Agents. Mismatch of container number may be due to wrong entry either by Customs or by Steamer Agents. (i) If the mistake is in the EGM, Annexure has to be submitted at the Service Centre for EGM Amendment - Update. This EGM Amendment has to be approved by the officers posted in EDC. (ii) If the mistake is in the S/B, officers posted in EDC have to be contacted for Container Number Amendment in the S/B.

Number of Container Mismatch (Error Code: N) If the Total Number of Containers mentioned in the S/B differs from the Total Number of Containers mentioned in the EGM against that S/B, EGM will be submitted with error flag N [Number of Containers Not Matching] and the S/B will move to the EGM Error Queue with this error code.

In the Shipping Bill, container details (furnished by the CHA/exporter in Annexure-C) are entered by the Customs staff at the time of Examination/Stuffing. In the EGM, container details are furnished by the Steamer Agents. Mismatch of number of containers may be due to wrong entry either by Customs or by Steamer Agents.
(i) If the mistake is in the EGM, Annexure has to be submitted at the Service Centre for EGM Amendment Delete for deleting the concerned S/B from the EGM. This EGM Amendment has to be approved by the officers posted in EDC. After the approval of deletion, Annexure has to be submitted at the Service Centre for EGM Amendment Add for including that S/B in the EGM with correct details. This EGM Amendment has to be approved by the officers posted in EDC. (ii) If the mistake is in the S/B, post stuffing stage, direct amendment is not possible in the S/B. In those cases, a procedure as detailed separately below has to be followed.

Nature of Cargo Mismatch (Error Code: T)

If the Nature of Cargo mentioned in the S/B differs from the Nature of Cargo mentioned in the EGM against that S/B, EGM will be submitted with error flag T [Nature of Cargo Not Matching] and the S/B will move to the EGM Error Queue with this error code. In the Shipping Bill, cargo details (furnished by the CHA/exporter in Annexure-C) are entered by the Customs staff at the time of Examination/Stuffing. In the EGM, cargo details are furnished by the Steamer Agents. Mismatch of nature of cargo may be due to wrong entry either by Customs or by Steamer Agents. (i) If the mistake is in the EGM, Annexure has to be submitted at the Service Centre for EGM Amendment - Update. This EGM Amendment has to be approved by the officers posted in EDC. (ii) If the mistake is in the S/B, post stuffing stage, direct amendment is not possible in the S/B. In those cases, a procedure as detailed seperately has to be followed.

Number of Packets Mismatch (Error Code: P) If the Nature of the Cargo is C or CP, and if the Total Number of Packets mentioned in the S/B differs from the Total Number of Packets mentioned in the EGM filed against that S/B, EGM will be submitted with error flag P [Number of Packets Not Matching] and the S/B will move to the EGM Error Queue with this error code. In the Shipping Bill, packet details (furnished by the CHA/exporter in Annexure-C) are entered by the Customs staff at the time of Examination/Stuffing. In the EGM, packet details are furnished by the Steamer Agents. Mismatch of number of packets may be due to wrong entry either by Customs or by Steamer Agents. (i) If the mistake is in the EGM, Annexure has to be submitted at the Service Centre for EGM Amendment - Update. This EGM Amendment has to be approved by the officers posted in EDC. (ii) If the mistake is in the S/B, post stuffing stage, direct amendment is not possible in the S/B. In those cases, a procedure as detailed seperately has to be followed.

EGM Not filed under the Rotation Number mentioned in the S/B (Error Code: R) If the EGM is not filed under the Rotation No. mentioned in the S/B and EGM is filed for that S/B under another Rotation No., EGM will be submitted with error flag R [Rotation (EGM) Number Not Matching] and the S/B will move to the EGM Error Queue with this error code.

(i) If the mistake is in the EGM, Annexure has to be submitted at the Service Centre for EGM Amendment Delete for deleting the concerned S/B from the wrong EGM. This EGM Amendment has to be approved by the officers posted in EDC. After the approval of deletion, Annexure has to be submitted at the Service Centre for EGM Amendment Add for including that S/B in the correct EGM. This EGM Amendment has to be approved by the officers posted in EDC.
(ii) If the mistake is in the S/B, officers posted in EDC have to be contacted for Rotation Number Amendment in the S/B.

Sailing Report Not Entered (Error Code: G)

If the Sailing Report for the vessel (EGM) is not entered at the time of submission of EGM for the S/Bs covered under that EGM, EGM will be submitted with error flag G [Sailing Report Not Entered] and the S/Bs will move to the EGM Error Queue with this error code. EGM can be filed before sailing of the vessel and Sailing Report is entered in the EDI System by the Preventive Officer posted at Harbour Main Gate. The reason for the error code G may be due to either non entry of Sailing Report or vessel not yet sailed.
This is not an error. (i) Once the Sailing Report is entered in the System, the concerned S/Bs will move out of EGM Error queue automatically. (ii) However, in certain instances, it is observed that despite entry of Sailing Report, the error code G still persists. In such cases, officers posted in EDC have to be contacted for clearing this error.

LEO date greater than Sailing Date (Error Code: L) If LEO granted for a S/B is cancelled in the System for amendments, the same would be granted again after carrying out the amendments in the System. If Sailing Report for the vessel (EGM), under which the said S/B is covered, is entered in the System before granting the subsequent LEO, then EGM will be submitted with error flag L [LEO Date Greater than Sailing Date] and the S/B will move to the EGM Error Queue with this error code. At times, while entering the Sailing Report, the Preventive Officer posted at Harbour Main Gate enters the sailing date wrongly as a prior date.

There is no option to rectify this Error.

In such cases, officers posted in EDC have to be contacted for exercising the option Force Full Removal of SBs from EGM-ERROR, which will remove the concerned S/B from the EGM Error queue.

Queue Mismatch - SB Not Ready for EGM (Error Code: Q)

In the EDI System, EGM for a S/B can be filed prior to LEO or Stuffing Report. At the time of filing of EGM, the EDI System expects the current queue of the S/B as "EGM". If LEO is not granted for that S/B, current queue will be 'EXAM_SUP'. If Stuffing Report is not entered (after LEO) for that S/B, current queue will be 'STUFF'. If EGM is filed when the current queue of the S/B is 'LEO' or 'STUFF', EGM will be submitted with error flag Q [Queue Not Matching - SB Not Ready for EGM] and the S/B will move to the EGM Error Queue with this error code.
This is not an error. Once the LEO is given in the System by the Appraiser/Superintendent concerned and the Stuffing Report (wherever applicable) is entered in the System by the Preventive Officer concerned, this error code will be cleared automatically.

Procedure for correcting errors in Shipping Bill:

i. Annexure has to be submitted at the Service Centre for EGM AmendmentDelete for deleting the concerned S/B from the EGM. This EGM Amendment has to be approved by the officers posted in EDC. After the approval of deletion, LEO granted for the concerned S/B has to be cancelled. After the cancellation of LEO, amendments have to be carried out at the Service Centre, as per the procedure. These S/B Amendments have to be approved by the officers posted in EDC. After the approval of amendments, Goods Registration and LEO has to be granted again in the System. After granting of LEO, Stuffing Report, if required, has to be entered in the System. After LEO and/or Stuffing, Annexure has to be submitted at the Service Centre for EGM AmendmentAdd for including that S/B in the concerned EGM. This EGM Amendment has to be approved by the officers posted in EDC.

ii.

iii.

iv.

v.
vi.

NOTE: In some cases, after cancellation of LEO, entering correct details at the time of Re-registration, LEO and/or Stuffing alone will solve the problem.

Error Error Description Code C N

PO EO PO SA CHA (Main EDC (Regn.) (Stuffing) (EGM) Gate)

L
G R P T

Container No. Mismatch Number of Container Mismatch LEO date greater than Sailing Date Sailing Report Not Entered EGM Not filed under the Rotation Number mentioned in the S/B Number of Packets Mismatch Nature of Cargo Mismatch

Y Y

Y Y

Y Y Y Y

Y Y Y Y Y

Y Y Y

Y Y Y Y

Y Y

 (: 396)

In sandy soil, when deep you delve, you reach the springs below; The more you learn, the freer streams of wisdom flow.

Sailing Report is entered in the EDI System by the Preventive Officer posted at Harbour Main Gate. The reason for the error code G may be due to either non entry of Sailing Report or vessel not yet sailed.

If LEO granted for a S/B is cancelled in the System for amendments, the same would be granted again after carrying out the amendments in the System. If Sailing Report for the vessel (EGM), under which the said S/B is covered, is entered in the System before granting the subsequent LEO, then EGM will be L submitted with error flag L and the S/B will move to the EGM Error Queue with this error code. Officers posted in EDC have to exercise the option "Force Full Removal of SBs from EGM-ERROR", which will remove the concerned S/B from the EGM Error queue (LEO date = Sailing Date). The EDI System allows filing of EGM for a S/B prior to LEO or Stuffing Report. At the time of filing of EGM, the EDI System expects the current queue of the S/B as "EGM". If EGM is filed when the current Q queue of the S/B is 'LEO' or 'STUFF', EGM will be submitted with error flag Q and the S/B will move to the EGM Error Queue with this error code. Once the LEO / Stuffing Report is entered, this error code will be cleared automatically. If the EGM is not filed under the Rotation No. mentioned in the S/B and EGM is filed for that S/B under another Rotation No., EGM will be submitted with error flag R and the S/B will move to the EGM R Error Queue with this error code. This error will not occur, as a software patch has been implemented to take the Rotation No. from the EGM filed.