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 Mate’s
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
Count
%age
Total %age
C
3659
49.85
62.40
N
749
10.20
19.74
G
1113
15.16
16.44
L
725
9.88
13.15
R
21
0.29
2.68
T
29
0.40
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.
ii.
iii.
iv.
v.
vi.
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 Amendment–Add for including that S/B in the concerned EGM. This
EGM Amendment has to be approved by the officers posted in EDC.
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
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
PO
EO
PO
SA
CHA
(Main
EDC
(Regn.) (Stuffing)
(EGM)
Gate)
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
த ொட்டனைத் தூறும் மணற்கேணி மொந் ்க்குக்க
ேற்றனைத் தூறும் அறிவு (ுகறள்: 396)
In sandy soil, when deep you delve, you
reach the springs below; The more you
learn, the freer streams of wisdom flow.
G
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.