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Who can create Export Pre-Advise?
Shipping Line, Shipping Agents, Box Operators, Custom House Agent, Freight Forwarder & Exporter can create an Export Pre-Advise. An Export pre-advise created by any party other than the Shipping Line / Shipping Agent / Box Operator needs to be approved by respective Shipping Line / Shipping Agent / Box Operator.
Who can cancel Export Pre advise?
Only the party who has initially created the Export Pre-advise can cancel it. The party needs to provide appropriate reasons before cancelling the Export Pre-advise.
Who can submit VGM request?
Any party who has created or has been nominated to an Export pre-advise can submit a VGM request for approval of Shipping Line / Shipping Agent / Box Operator.
How Can I submit a VGM Request?
Under MANAGE go to EGATEPASS tab and search for export EGATEPASS. Select the check box against the required export EGATEPASS and click on the EDIT button. If Shipping Line has requested for a VGM submission, then mandatory VGM attachment option is visible in EDIT screen. Upload the duly signed & stamped VGM Annexure 1 (approved format) and Submit. The export EGATEPASS status changes from OPEN/NOMINATED to SUBMITTED. Once Shipping Line approves the status changes to APPROVED / ACTIVE. The export EGATEPASS can be printed when in ACTIVE status.
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1. How to print Egatepass (Form13) OR allocate Truck + Driver details in Egatepass (Form13) or make Egatepass (Form13) status ACTIVE?
Follow the below process to NOMINATE (allocate) Truck & Driver details in Egatepass (Form13):
Click on MANAGE --> select EGATEPASS (FORM13) under SHIPMENT --> search for container number or Import Release No or Export Pre-Advice No --> select check box & click on NOMINATE at right hand bottom -> enter Driver & Truck number -> click SUBMIT -> once Status is ACTIVE select check box again -> click PRINT to print Egatepass (Form13) -> Egatepass (Form13) pdf will be downloaded to your computer.
2. How I will be able to know my truck is backlisted by Terminal?
If your truck was already registered with terminal but is now not available in the drop-down TRUCK list in NOMINATE page of EGATEPASS (FORM13). Then click on Magnifying Glass icon next to TRUCK list and search for your truck. In case the truck is nominated to another transaction, the AVAILABILITY will be shown as ‘IN USE’. You need to wait for the truck to be released by the other user. In case you are unable to find your truck in this list then please send email to in-support@community.cargoes.com. Support Team will check and revert.
3. What is the Process for new Truck registration?
a. NSICT / NSIGT: Truck needs to be registered with terminal so that it becomes available in Cargoes Community for nomination to Egatepass (Form13). Please contact Terminal Gate team to register your truck. Once truck is registered, you will receive the BAT from terminal. Allow 30 mins for the truck to become available in Cargoes Community.
b. For IGT / CCT / MICT Customers: Truck registration is not required. User can directly enter his truck number in the NOMINATE page of EGATEPASS (FORM13).
4. My Pre advice has been confirmed on Odex but not visible in CCS.
Shipping line downloads from Odex and uploads in Cargoes Community the approved Pre-advise. If you are unable to find your EXPORT PRE-ADVISE or EGATEPASS (FORM13) in Cargoes Community, then you need to check with your Shipping Line regarding the issue.
5. My Export pre advice status is in Cancelled/Rejected/Submitted status, how to make Export pre advice Active?
a. Cancelled: The Export Pre-Advise has been cancelled either by someone in your team or your Shipping line. Cargoes Community is not authorized to cancel any Pre-Advise. We suggest you check the cancellation remark by selecting the “EXPORT PRE ADVISE NO” hyperlink and opening the page. Here in BOOKING DETAILS click on “Cancelled” hyperlink to see the comment of the cancelling party. You can also click on HISTORY to check the user who cancelled the transaction. Transaction once cancelled cannot be reverted. You will need to create a new Export Pre advice.
b. Rejected: While verifying your Export Pre-Advise your shipping line may find deficiencies and reject the transaction. You should check the Rejected comments by selecting the “EXPORT PRE ADVISE NO” hyperlink and opening the page. Here on top the Rejected Comments are mentioned in red. You can also click on HISTORY to check the user who rejected your transaction. Resubmit the Export Pre Advise after amending the transaction as mentioned in the Rejected Comments.
c. Submitted: Your Shipping Line approval is pending. You need to check with your Shipping Line to expedite approval.
6. I have entered wrong seal number in my Egatepass. How can I amend Seal number?
a. If Egatepass (Form13) is in OPEN status – select check box against the record in EGATEPASS (FORM13) page & click on EDIT in the right-hand bottom corner to open EDIT page. Amend the seal number as required & click on submit.
b. If Egatepass (Form13) is in ACTIVE/APPROVED status – select check box against the record in EGATEPASS (FORM13) page & click on CANCEL on the right-hand corner. This will change the EGATEPASS (FORM13) status to OPEN. Now select checkbox again & click on EDIT in the right-hand corner to open EDIT page. Amend the seal number as required & click on submit.
c. If Egatepass (Form13) is in WORKING STATUS – then you cannot amend the seal number. You will need to inform your Shipping Line to update their records.
7. While submitting Form 13 on Odex, I have mentioned correct Origin type but now it is showing wrong. How to correct origin type?
Please contact your Shipping Line to amend the origin type. If you are a Shipping Line yourself than go to Export Pre Advise search page. Search for the Export Pre-Advise you want to amend. If Export Pre-Advise is in DRAFT/SUBMITTED/ACTIVE/REJECTED status click on Export Pre Advise No. hyperlink to open EDIT page. Click on EDIT. You can amend the editable fields on this page. If transaction is in any other status then you cannot amend the Origin Type.
8. Even after submitting all details correctly, the EGATEPASS (FORM13) of my Hazardous container remains in OPEN status and does not change to ACTIVE. Hence I am unable to take print of my EGATEPASS (FORM13)/Form 13. How to change EGATEPASS (FORM13) to ACTIVE status?
It seems you have forgotten to upload the MSDS (IMDG attachment) in the EGATEPASS (FORM13). Go to MANAGE -> click on EGATEPASS (FORM13) under SHIPMENT -> search for your container -> select checkbox & click on EDIT in the right-hand bottom corner to open EDIT page -> upload MSDS/IMDG copy & ensure all other mandatory fields are filled - > resubmit the transaction. After few seconds EGATEPASS (FORM13) will change to ACTIVE status if Truck details have been nominated. You can again select the checkbox and click on PRINT at the right-hand bottom corner to download the pdf of EGATEPASS (FORM13).
9. Egatepass (Form13) status is showing Queued for a long time. How to change into ACTIVE status?
Queued status is usually because of break down in internet connectivity between Cargoes Community & Terminal system. Wait for some time for issue to resolve on its own. If issue continues for more than 60 minutes, then please send screenshot of the issue to in-support@community.cargoes.com. Our customer support team will promptly look into the issue & revert to you.
10. I want to create/add a new user under my company, how to create/add a new user?
Cargoes Community allows addition of upto 100 users to a Company Account.
If you are an Admin user then click on MANAGE -> select USER under REGISTRATION -> select ADD USER in top right-hand corner -> enter Email ID & User type -> copy User Permissions and give service access to user -> select ADD. Activation link will be sent to the Email ID. The added user needs to click on Activation link received on his email & set his password to activate his account.
Alternatively any individual can SIGN UP on https://community.cargoes.com/in . After SIGN UP he needs to login and send CONNECT REQUEST by clicking on MANAGE -> select USER under REGISTRATION -> click on USERNAME hyperlink -> select WORKSPACE -> click on CONNECT COMPANY -> search for registered Company with whom you want to connect -> click on CONNECT hyperlink. The ADMIN of the company will receive an auto email request to approve your CONNECT request. Once ADMIN has approved, you will have access to the company transactions as per the access granted to you by ADMIN.
11. Please advise the process to add other DP World terminal in my existing company registration.
To add other DP World Terminal in existing company registration, Please, navigate to CONFIGURE -> COMPANY PROFILE -> click on COMPANY name -> click on EDIT at right hand bottom (Company registration EDIT page will open) -> click on NEXT at right hand bottom till you arrive on SERVICE PROVIDER page -> select the desired DP World Terminal from the selection available -> click on NEXT & submit the amendment. Your company registration status will change to AMENDMENT PENDING. Our Customer Support Team will verify & approve your amended registration. Once the registration status changes to APPROVE, you will find newly added DP World Terminal on login.
12. I’m not getting password reset email even after using Forgot username/password option on log in page. How to reset password?
If you are not getting password reset email even after using Forgot username/password option on log in page, kindly check your Junk or Spam folder of your email mailbox. In case you are unable to find the password reset email, then share the screen shot of the Forgot username / password page & registered email ID on in-support@community.cargoes.com. Our customer support team will promptly look into the issue & revert to you.
13. I want to change my registered user email ID. What is the process to change my email ID?
To change registered user email ID, you will need to send your request along with the following documents to in-support@community.cargoes.com. Our customer support team will verify the documents to ascertain if it is a genuine request. If approved, they will make changes to the registered user email ID from back end.
Company GST document.
Company PAN document.
Application on company letterhead requesting for the change. Please mention both the old email, new email & Company Admin Name.
14. My previous company admin left the company, what is the process to transfer all access privileges to new admin?
You will need to send your request along with the following documents to in-support@community.cargoes.com. Our customer support team will verify the documents to ascertain if it is a genuine request. If approved, they will transfer the company access to new admin.
Company GST document.
Company PAN document.
Application on company letterhead requesting for the change. Please mention both the old email, new email & Company Admin Name.
15. Who can create Export Pre-Advise?
Shipping Line, Shipping Agent, Box Operator, Custom House Agent, Freight Forwarder & Exporter can create an Export Pre-Advise. An Export pre-advise created by any party other than the Shipping Line / Shipping Agent / Box Operator needs to be approved by respective Shipping Line / Shipping Agent / Box Operator.
16. Who can cancel Export Pre advise?
Shipping Line/Shipping Agent/Box Operator and party who has initially created the Export Pre-advise can cancel it. The party needs to provide cancellation reason in the pop up while cancelling the Export Pre-advise.
17. What should I do if the status of Egatepass (Form13) is rejected or in expired status?
In case the status of Export Egatepass is REJECTED then EXPORT Egatepass (Form13) in REJECTED status, nominated party needs to correct the attach a corrected “VGM Annexure 1” and resubmit the record for Shipping Line approval again.
In case the status of the Export Egatepass is EXPIRED than EXPORT Egatepass (Form13) in EXPIRED status, then a fresh Export Preadvise needs to be created and submitted. The expired Export preadvise cannot be re-used.
In case the status of Import Egatepass is EXPIRED then party IMPORT Egatepass (Form13) in EXPIRED status, then user needs to request the party creating the record to increase the validity of the Import Release (Delivery Order) as per Shipping Line process.
18. What should I do if the status of my Egatepass (Form13) is in
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failed status?
In case status of egatepass goes into QUEUED/FAILED status then please contact Cargoes Community Customer Support Teams for further assistance on in-support@community.cargoes.com.
In case of FAILED status user can check the error by clicking on the EGP ID hyperlink. The reason for failure is mentioned on the top in red colour.
PROCESS AT IGTPL, COCHIN: In case issue is unresolved for 7 minutes then the system allows user to print a draft egatepass. User needs to take the draft egatepass to the terminal documentation center for further validation and processing.
PROCESS AT ALL OTHER TERMINALS: User needs to wait for the issue to be resolved before the system allows the egatepass to be printed. User is advised not to send the trailer without a valid egatepass to the terminal.
If Egatepass (Form13) is in FAILED status, it means Terminal system has rejected your Egatepass (Form13).
Kindly open the Egatepass screen by clicking on EGP ID. You can check the reason for the error mentioned in red colour at the top of this screen. Please make the necessary amendments and resubmit the egatepass. If you are still getting the same error then send the screen shot of the error to in-support@community.cargoes.comfor further analysis and resolution.
19. How do I take print of Egatepass (Form13) in Open status?
Under MANAGE open EGATEPASS (FORM13) tab and search for the concerned egatepassEgatepass (Form13).
a. EXPORT EGATEPASS (FORM13):
i. Select the check box next to EGP ID and click on EDIT button. The
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Egatepass (Form13) edit screen opens. Provide all the mandatory container details and upload mandatory attachments (if required). Submit the completed
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Egatepass (Form13). The status of
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Egatepass (Form13) will change from “OPEN/NOMINATED” to “SUBMITTED/APPROVED”. In case
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of “SUBMITTED” status, your Shipping Line should approve your VGM annexure 1 to change egatepass status to “APPROVED/ACTIVE”.
ii. In case of “APPROVED” status, user needs
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to select the check box next to EGP ID and click on NOMINATE button to nominate the truck & driver. On submitting the nominated truck & driver,
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Egatepass (Form13) will change to “ACTIVE” status. User can now print the
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Egatepass (Form13).
b. IMPORT EGATEPASS (FORM13):
i. Select the check box next to EGP ID and click on NOMINATE button to open truck & driver nomination page.
ii. Nominate the truck & driver and submit.
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iii. If container is in DISCHARGED status, than Egatepass (Form13) will change to “ACTIVE” status. User can now print
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The parties nominated in the Egatepass the Egatepass (Form13). But in case the container is in DISCHARGE RECONCILE status, than user can print the Egatepass (Form13) and move keep the container truck in standby inside the terminal till the status is ACTIVE.. He will get the container as soon as status changes to DISCHARGE.
20. Who can register in Cargoes Community?
Any USER can register on Cargoes Community by providing his basic credentials. To use Cargoes Community Services the USER , user has to either REGISTER his company or CONNECT to a registered Company already registered on Cargoes Community.
Following Role Types type of companies can register as a Company in on Cargoes Community. Each Company can simultaneously register for multiple DP World Terminals in India:
a. Shipping Line
b. Shipping Agent
c. Container Freight Station (CFS)/Inland Container Depot (ICD)
d. Customs House Agent (CHA)
e. Freight Forwarder
f. Empty Yard
g. Transporter Company / Container Train Operator (CTO)
h. Importer/Exporter (DPD/DPE)
i. Weighbridge Operator
To register USER user needs to visit https://community.cargoes.com/in and click on SIGN UP button to submit his registration requestand follow the sign up process. Please contact our customer support teams on in-support@community.cargoes.com in case you face need any difficulties assistance during registration.
21. What can I do in case I forget my username or password?
In case you forget your username or password, you can retrieve the same. Open https://community.cargoes.com/in and click on LOGIN button. On Login screen click on Forgot “Forgot Username/Password linkPassword”. Provide Provide the registered Email ID/Username. A verification link will be sent on to your registered email address. Click on the RESET PASSWORD button on this email to reset your password.
22. What should be done if I am unable to find Egatepass (Form13) of a container in Cargoes Community?
There could be multiple reasons because of which this may happen:
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a. Shipping Line has not yet created the transaction for that container in Cargoes Community or has cancelled the transaction.
b. Shipping Line has created the transaction but forgot to nominate you to the transaction.
c. Shipping Line has created the transaction but has nominated the wrong party to the transaction.
Also, we suggest d. Shipping line has created the transactions without a container number. In such case you should try to search the record with your booking/delivery order number as there are many scenarios in which shipping line may create transactions without a container number.for your transaction with Liner Booking No. or Delivery Order No.
Kindly contact your Shipping line for more information.
23. I have input wrong container details and printed Egatepass (Form13). Can I correct the details and reprint Egatepass (Form13)? Can I manually overwrite the
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Egatepass (Form13) and use?
Manually overwritten Egatepass (Form13) will not be accepted by the Terminal and may lead to rejection of trailer at Terminal Gate. We suggest you correct the details in Cargoes Community and reprint the Egatepass (Form13). First check the status of the Egatepass (Form13). If it is in OPEN/NOMINATE status, then select and press the edit button to amend the require details. After amending re-submit the Egatepass (Form13).
If the Egatepass (Form13) is in ACTIVE status, then you need to select the record and first click on CANCEL. Status The egatepass will change from ACTIVE to OPEN/APPROVED status. Select the record again and click on EDIT to make the necessary changes.
24. While creating/amending export pre-advise or Egate pass, required commodity description is not available.
You may select the commodity description in from the available list which closely resembles your commodity. Also please do inform Cargoes Community Customer Support Team with the actual description of the commodity so that they may get your commodity updated in the system. Usually, it takes 24 hrs to update a commodity.
My Egatepass is not changing to Active Status. It remains in Open or Nominated status. What should I do?
In case of Export container-All mandatory details have not been provided. Select the record and click on EDIT button. On the EDIT page ensure all mandatory details have been input. The record will move to ACTIVE status once we receive a confirmation from the terminal.
In case of Import container- If the Container status is DISCHARGE RECONCILE then you need to wait for the status to change to DISCHARGED. The EGP Status will automatically change to ACTIVE. You can select the record and click on REFRESH STATUS button to check the current status of Container.
Unable to create Import Release as error message says PLEASE PROVIDE VALID CONTAINERS. What is the issue?
This could happen due to multiple reasons.
The Import Release for containers have already been created in BT.
The containers have not yet been updated by terminal.
The container number being used is not provided in the IAL submitted to the terminal.
Kindly contact Cargoes Community Customer Support Team for resolution.
How to submit EGP to avoid error regarding valid gate open and gate cut off time?
In order to avoid any error due to Gate Open/Cut off we suggest you closely monitor the Gate Open/ Cut-off timings published by Shipping Lines & Terminal Operators. You need to ensure to adhere to the timings. In case you still get this error than you need to contact the concerned Shipping Line / Terminal for late Gate In.
How can I update details of my Export Container after it has been gated into the Terminal?
Cargoes Community does not allow any change in container details after Gate in at the Terminal. You will need to request the Shipping Line / Terminal directly for making the change. SSR Charges could be applicable for such changes.
We are working on a digital SSR solution so that you may request for the changes in container details directly on Cargoes Community. We will update you once it is available.
My account is locked, how I can unlock it?
Your account will usually get locked due to unauthorized login attempts or using wrong password multiple times. You need to contact your Company Admin for Cargoes Community Account to unlock your account. In case of any difficulties, you may contact Cargoes Community Customer Support Team for assistance.
your commodity. Also inform the issue along with commodity description to in-support@community.cargoes.com. Customer support team will arrange to update the same from back end so that next time you do not face such an issue. Usually, it takes 24 hrs to update a commodity description from back end.
25. My Egatepass (Form13) is not changing to Active Status. It remains in Open or Nominated status. What should I do?
In case of Export container- this could be due to all mandatory details have not been provided. Select the egatepass and click on EDIT button. On the EDIT page ensure all mandatory details and attachments have been provided. Resubmit to move the record to ACTIVE status.
In case of Import container- If the Container status is DISCHARGE RECONCILE then you need to wait for the status to change to DISCHARGED. The EGP Status will automatically change to ACTIVE. You can select the record and click on REFRESH STATUS button to check the current status of Container.
26. Unable to create Import Release as error message says PLEASE PROVIDE VALID CONTAINERS. What is the issue?
This could happen due to multiple reasons.
a. The Import Release for containers have already been created in CCS.
b. The containers have not yet been updated by terminal.
c. The container number being used is not provided in the IAL submitted to the terminal.
Kindly send the container details along with screen shot of the error to in-support@community.cargoes.comfor further analysis and resolution.
27. How can I update details of my Export Container after it has been gated into the Terminal?
Cargoes Community does not allow any change to container details after Gate in at the Terminal. You will need to make SSR request to Terminal or Shipping Line for making the change. SSR Charges could be applicable for such changes.
We are working on a digital SSR solution which will allow you to make online request for such changes. We will update you once the new service becomes available.
28. What kind of different reports are available in Cargoes Community?
Each search screen of Cargoes Community has the option of downloading a pdf or excel report of the searched results. Additionally, following reports are currently available.
Scheduled VOA report – Only for Vessel Operating Agent
Imp/Exp tally report – Only for Shipping Lines, Shipping Agents, Box Operators
Pendency report – For Import Containers
reports are currently available.
a. Pendency Report
b. Rail In Rail Out Report
c. Line Report
d. VOA Report
e. Inventory Report
f. Export Pre-advice Status Report
g. Inyard Report
h. Tally Report
i. Terminal Invoice
29. I have submitted an Import Release, but it is in failed status with error – “Container belongs to another DO/SMTP”. What should I do?
You need to report the transaction details to Cargoes Community Customer Support Team for resolving this issue. Normally it takes about an hour to get such issues resolved.
This means the DO has been already created in Terminal System. You need to contact Terminal Documentation Team requesting them to remove container/containers (Check error at top for container number/s) from old DO Reference number which is visible in Terminal Operating System. Once removed, you can resubmit the Import Release to make it Active
30. How to take print if the status of the Export Egatepass (Form13) is in submitted status?
Cargoes Community will not allow printing of egatepass in submitted Egatepass (Form13) in SUBMITTED status because it is waiting for VGM approval by the Shipping Line. Once approved the status will automatically change to Active and then you may ACTIVE, allowing you to take the print. In case you are in a hurry than then we suggest you contact the concerned Shipping Lines directly for approval. You may also escalate the issue to Cargoes Community Customer Support Team in-support@community.cargoes.com. We will try to solicit the support of the concerned Shipping Lines for prompt approval.
31. Who needs to approve Import Release in
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SUBMITTED status to make it
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ACTIVE?
Movement Movement Orders: Shipping Line needs to approve the record.
Import Release (DPD): Terminal needs to approve the record.
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32. How to nominate a CFS in Export
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Pre-advise?
CFS can be nominated in the Export Pre advise (EPA) or Import release (IR) section. Kindly follow below steps,
Kindly follow below steps to nominate a CFS to an Export Pre-Advice,
Select "MANAGE" -> select Export Preadvise under SHIPMENT
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-> search for the Export Preadvise
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to which CFS has to be nominated
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-> click the hyperlink in the searched record to open EDIT page –> click EDIT at the bottom right hand corner -> Scroll down to the NOMINATIONS section and click on the "+" button
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to open a blank line -> select company type as CFS/ICD
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Search for the CFS and select the correct CFM and submit.
NOTE: CFS should be registered in Cargoes Community and should have a valid Cargoes Community account in order to access the records.
->search & select the Company Name or Code of CFS -> click on SUBMIT.
33. I have registered in Cargoes Community, but Shipping Lines is unable to find my correct details for nomination. What details should I provide to Shipping Line so that he can correctly nominate the transaction to me?
You need to provide the correct COMPANY NAME or COMPANY REF or IDENTIFIER as registered in Cargoes Community. Follow the below process to find your IDENTIFIER registered in Cargoes Community:
GO TO Configure -> Company Name or Company Ref or Identifier as registered in Cargoes Community.
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Profile -> Click on Company Name -> About Company -> Identifier Information->Click on you company role & check codes.
34. How should I nominate multiple CFS in the same Export Preadvise?
As per current architecture of Cargoes Community it is not possible to nominate multiple CFS to an Export preadvise. Only single CFS nomination is possible.As a temporary solution you may alternatively . We suggest you create 2 different Export Pre-Advise.
Alternatively use the Nominate Transporter/CTO field in the Egatepass (Form13) of the individual containers to nominate any CFS. Most of the CFS have also been registered as a transporter to facilitate this multiple CFS nomination requirement. In case you are unable to find the CFS for nomination then kindly request Cargoes Community Customer Support Team send your request to in-support@community.cargoes.comfor assistance.