Revision History
Version | Date | Author | Designation | Description of change |
1.0 |
| Technical Writer | Draft |
Purpose
This service allows users like Shipper, Freight Forwarder, Custom Broker to submit a request to Box Operators to approve a booking allowing them to submit request for E-Gatepass for approval or alternatively can be used by Box Operator to nominate a Shipper, Freight Forwarder or Custom Broker for a booking allowing him to submit request for E-GatePass approval.
Process
If User is registered than he can log into www.bharattrade.in and Sign in by providing his Username and Password in the login page and click the SIGN IN button.
Alternatively if not registered he can click on Sign Up Now to register before he can start using Bharat Trade Services.
In the navigation menu, go to MANAGE -->Export pre advice
The Export pre-advice Advice Search page is displayed. Click the “+” icon to create a new container Export pre advice.
Complete the Export Pre Advice Form
These sections are detailed below.
Export Pre Advise Details
Select the Export pre-advice Type in this section.
Field description:
Export Pre Advise Type: Select an export pre-advice type. The values available are Export Full, and Export Empty.
Trade Type: This field appears after selecting a value in the Export pre advice Type field, for export full, and export empty containers. The available values to choose from are Foreign (when the container needs to go outside the country) and Coastal (for export inside the country).
After selecting the Acceptance Type value in the previous section, two sections - Booking Details and Container Details. , appear below it.
Booking Details
The fields in this section vary according to the value chosen for Export pre advice Type in the previous field. The 4 images below show this section for 4 different export pre advice types.
Fields marked with “*” are mandatory.
Export pre advise type: Export Full
Export pre-advise type: Export Empty
The fields in the Booking details section are described below.
Box Operator Code: Key in, or search a liner code that has been nominated to create the advice. The list is displayed based on the Location and Service Provider Name selected in the Export pre-advice Details section. Terminal vessel visit Number: This field will be auto-populated from Zodiac system, based on the rotation number provided. By default, the Vessel Cut Off Time and Gate Cut Off are displayed based on the Terminal Vessel Visit number selected.
Origin Type: The options are ICD Road, ICD Rail, Factory stuffed, CFS, SEZ, Empty Depot. Liner Booking Number: Enter a unique booking number received from the Box Operator. The Liner Booking Number is unique and the same Liner booking number cannot be used for any other Export pre-advice. Port of Receipt: Place of receipt for the containers. This field will be displayed only if the export pre-advice type is Export Full. Search for pre-defined locations by clicking on the Search icon. Enter any one or all search criteria - Location Code (5 character), Location Name, Country and click the Search button. The search result provides options for selection as shown below. Click the Location Code link, popup will be closed and selected value will be displayed in the field.  Port of Loading: The port of loading for the containers. This will be auto-populated based on the Location, Service Provider & Terminal Vessel Visit No. selected. Port of Discharge: The port where the containers will be discharged. The port options are available based on the port rotation provided by Shipping Line for that Terminal Vessel Visit No. to Service Provider. Final Port of Destination: This field will be displayed only if the Export pre-advice Type is Export Full. Click the Search icon. Enter the known search criteria in the respective fields and click the Search button. The search result contains Location Code, Location Name, and Country. Note
Delivery/Arrival Mode: Select the mode of transport for the containers here. Container number available: If you know the Container numbers then select Yes. The field is displayed to enter the Container Number. If No is selected than field is displayed to enter only the quantity and type of containers to be exported in this booking number. You will get an option to enter the container numbers at a later stage. Instructions: Enter any special instruction you may like to communicate to either the Box Operator or to any client nominated for this pre-advise. Note: If Validity Date is not available in Create Container Export pre-advice, then system will consider Vessel cut off time as Container Export pre-advice Expiry. Validity date is only required for coastal containers and not for Foreign containers. Also for coastal containers the validity date allowed should be before Vessel Cut Off date. |
Export pre advise type: Export Full
Export pre advise type: Export Empty
Bulk Container Upload: This button is visible only when the value in Container number available field is Yes. Use this to mass upload a list of containers.
If you’re adding containers individually, then follow the steps below:
Enter the Container Number, select the Size, and enter the ISO Code of the container(the system offers suggestions of the available ISO codes based on what the user types in).
Use the toggle buttons to indicate if it is an IMDG, Reefer, or OOG container. If selected yes, the i button will appear. Click on it to enter the relevant details for IMDG/Reefer/OOG.
IMDG details
Reefer Deatils
OOG Details
Enter VGM weight in Kilograms. This is mapped with the control gross weight. User can enter a value up to 2500.00 for VGM
If the container has any damage, specify the details by using the toggle button under Damage, and in the Damage Details popup window, enter the appropriate values. Click on the Ok button to save the details.
User should click the additional details field and enter the details in the mandatory fields in the popup. He may provide other additional details as required in the pop up if available. Provision is available to attach any documents, If any mandatory document is required then user should scan and attach that document.
To add or delete a container, click on the + sign or the delete sign respectively.
Nominations
While creating an EPA, the user can nominate other stakeholders who are linked to this shipment, like shipper, freight forwarder, CHA, CFS, empty yard, or Haulier (Transporter company), in order to allow them to to access the details of the EPA, for consequent actions.
An auto email notification is sent to the nominated clients once the EPA is submitted. The nominated party must be registered on Bharat Trade, so that they can login to the application with their own login credentials to access the EPAs.
To nominate multiple parties, click on the ‘+’ button as shown in the image below.
Company Type: Select the client type from the dropdown.
Code: Enter the client code here, or search for the code from a list of registered Client Codes by clicking on the search icon.
Company Name: The Client Name for the selected client code will be displayed here.
Attach the required documents before submitting the form. Click on the Add button to add more documents.
Save as Draft
The user should click on the Save button at anytime to save the details entered in the form. The EPA will be saved as draft and available later for amending, when user searches for this Export Pre Advise in the Search screen.
The status of a saved EPA request will be “Draft”.
Submit a request
After completing the form, click on the Submit button. An alert window is displayed requesting confirmation from the user. If the user has not entered any nomination, the pop-up will show a reminder. The user can choose to go ahead by clicking on Ok.
If the EPA request needs to be approved by other parties, then the status of the request is “Submitted”.
Time control validation
After clicking on the Submit button, the system will validate the user inputs against time control for the selected location.
At any given time, EPA creation should be between the start and end calculated time, where
Time control Type - “PRE_ADVICE“ = End Time Calculation
Time control Type - “PRE_ADVICE_START / FRE_RECV“ = Start Time Calculation
The success screen is displayed with the Container Export pre-advice Details in which the Container Export pre-advice Number is unique and generated by system.
The Print CA button will be displayed only if Export pre-advice status is in Active/Active Pending/Partial Gated In status.
Click on the Print CA button to print and save the details of Container Export pre-advice. Click on the Back button to go back to the Search Screen of Export pre-advice .
Note: After submitting an EPA, it is created with a Submitted status. A corresponding e-gatepass entry will be created in the Print e-gatepass service.
The entry in the print e-gatepass will have the status “Open” if the EPA is submitted without ISO code (for Export Empty).
Export pre advice status
The various statuses of an EPA are explained below.
Status | Description |
|---|---|
Draft | When an EPA is saved by the user (by clicking on Save ), then its status is saved as Draft. An authorized user can edit the EPA before submitting it (by clicking on the Submit button). |
Submitted | When an EPA is submitted but is yet to be approved by other parties, then its status is Submitted. |
Pending | After an EPA is submitted and approved (if applicable), it is sent to the terminal system. The status is “Pending” till the request from Bharat Trade is copied in the terminal system. |
Active | An EPA becomes Active in status when after being created (and approved, if applicable) in Bharat trade, it is sent to, and copied in the Terminal Operating system. |
Partial Gated In | If all containers listed in an EPA is not gated in, the status of the EPA is “Partial Gated In”. |
Completed | When all containers listed in an EPA are gated in, the status is “Completed”. |
Cancelled | When an EPA is cancelled by the requester, it’s status is changed to “Cancelled”. |
Expired | The status of an EPA is “Expired” after the validity period of the EPA (if available), or the “vessel sailed” date has passed. When an EPA is expired, containers will be deleted by default, and thus a new EPA can be created for these containers which have not been gated in/out. |
Validity Exipired | An EPA status is “Validity Expired” when the vessel cut off time has passed but the vessel has not sailed off. In this status, the containers in the EPA are not automatically deleted. User can simply change the validity date, to change the status of the EPA to an earlier value, |
View Container Export pre-advice
The Container Search page is displayed. Enter the known search criteria in the respective fields and click the Search button.
The list of search result is displayed. Click on the Export pre-advice Number to view its detailed information.
Note: Click on the Pdf icon to download and view the search result in the pdf format. Click on the Excel Sheet icon to download and view the search result in excel spreadsheet.
The details of the selected Export pre-advice Number are displayed, as shown in the image.
Container Status
The Status field in the Container Details section shows whether a container is Yet to Arrive (if not gated in), or In Terminal/ Yard (Gated In), or Expired (validity expired or vessel cutoff crossed).
Latest status is fetched every time an EPA is opened in the View page.
Print export pre-advice
Click on the Print Pre-Advice button to print the details of the Export pre-advice.
The Print Pre-Advice button will be displayed only if pre-advice status is Active or Partial Gated In.
Amending the Container Export pre-advise
An EPA in Draft status can be amended by Nominated users and Terminal operators. However they can edit only limited number of fields as will be discussed below.
The steps to amend an EPA are as follows:
Search for the EPA that you want to amend.
In the search results, click on the Export pre-advise Number to view the details of that EPA.
The details of the selected Export pre-advice Number are displayed. Click the Edit button to modify the details.
After creating an EPA, a shipping line can edit the information marked on the image.
Important points for Nominated parties while amending an EPA:
A nominated party cannot edit certain container details like IMDG, OOG, Reefer, when the shipping line has created the EPA with bulk upload of containers. Booking Details section too cannot be edited.
Nominated parties are restricted from amending an EPA if it is Export Full, and its validity has expired.
When a nominated party submits an EPA, it gets auto-approved and the EPA record will go into Active status.
All details updated in EPA will be updated in the Additional details in the Print e-gatepass screen.Nominated parties will not have access to add or delete containers.
Bulk upload of containers by nominated parties:
User cannot change the size of containers which were uploaded by bulk upload.
Records which have container numbers cannot be updated.
The total number of 20ft and 40 ft containers are tallied by the system, and notified in an error message on the screen if they don’t match. If the number of containers is more than that entered by shipping line, an error message will be thrown. Alternatively, if the EPA has more containers than the number of bulk uploaded containers, then only the matching size containers (and if container number is available) will be uploaded. Rest will be blank.
If container number matches with one which is already there and still not approved, user can update the record based on bulk upload sheet.
If the number of 20ft and 40ft is less than the number of containers allotted by Shipping Line, then update based on container size.
If the container number entered by the user has been used in another EPA which is active, an error message will be shown as below:
After completing the amendment, click on the Submit button to save the changes. A pop up window for the confirmation is displayed. Click the Ok button to confirm. The success message will be displayed for the amendment.
View amendment history
Click the History button to view the detailed history of the amendments made to the document.
The amendment history is displayed. Click the Request ID to view the changes. The amended details of the Container Export pre-advice are displayed.
Only the action done by the logged-in user is visible. System expiry activity at first level will be captured in history.
Cancelling a Container Export pre-advice
To cancel an export pre advice, follow the steps below:
Search for the export pre-advice and open it to view, as described in the previously in this document.
On the view export pre advice page, click on the Cancel button, placed on the bottom right corner of the screen, as shown in the image.
User will be alerted that any truck nomination will be deleted upon cancellation. If the user wishes to continue, they must enter remarks and click on Submit.
The confirmation message pop up window is displayed. Click the Ok button to close the popup.
To cancel an EPA whose status is Validity Expired, user has to change the validity date, and also make sure that the EPA is not partially gated in.