Revision History
Version | Date | Author | Designation | Description of change |
1.0 |
| Technical Writer | Draft |
Purpose
Export Pre Advice (EPA) 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
The Export pre advise form has 5 sections as follows:
EXPORT PRE ADVISE DETAILS
BOOKING DETAILS
CONTAINER DETAILS
NOMINATIONS
ATTACHMENTS
Export Pre Advise Details
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. The available values to choose from are Foreign (when the container needs to go outside the country), and Coastal (for export inside the country).
Upon selecting the Pre Advise Type value in the previous section, the Booking Details section and Container Details section appear, as marked in the image below.
Booking Details
Some fields in this section appear based on whether the export pre advice
Export pre advise type: Export Full
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. Validity Date: User must enter a date till which the EPA should be valid. 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. 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: Ports
Arrival Mode: Select the mode of transport for the containers here. Container number available: A shipping line can create an EPA by entering the unique container-numbers, or by simply adding the number of containers, to be filled in with the container details later. If the shipping line wants to add the container-number(s) in the EPA, then select Yes from the drop-down. If the shipping Line wants to simply mention how many containers should be added, without mentioning the container numbers explicitly, then select No from the drop-down. Shipping lines or nominated parties can enter the container numbers at a later stage. Container Details update by Nominated Parties If a shipping line has created an EPA with Container Number Available field as No, and mentioned the number of containers in the EPA, then after submission a nominated party can amend this EPA and upload containers as per the number of containers mentioned by the shipping line. This can be done by bulk upload option, or adding indiviadual records. (This is discussed below in the Container Details section). VGM Required: The values available in the drop-down for this field are Yes, No, and Auto-approved. If an EPA is created with VGM Required value as Yes, then each container transaction will need to be approved by the shipping line in the Print e-gatepass module. Instructions: Enter any special instruction you may like to communicate to either the Box Operator or to any client nominated for this pre-advise. |
User needs to enter container details in this section. See the below images of the container details section for Export Full, and Export Empty EPAs.
Containers may be added with container numbers, or by container quantity, if Container number available field is selected as Yes or No respectively.
Container Number Available: Yes
If a Shipping line has selected Yes for the Container number available field, then adding container number is mandatory for submitting the EPA.
Export pre advise type: Export Full
Export pre advise type: Export Empty
Bulk Container Upload:
To upload multiple containers at once, use the Bulk Upload feature. the Bulk Upload button is available only when the value in Container number available field is Yes.
Containers can be added by shipping lines or the nominated parties. A shipping line may upload a csv with the required quantity of containers, with container number and other details. The template for csv upload is available in the pop-up window when you click on the Bulk Upload button.
Bulk Upload of containers by nominated parties
If a shipping line has created an EPA without the container numbers, but with the container quantity and size, then the nominated parties can amend the EPA and bulk upload a container list, but with the following restrictions:
Nominated parties cannot change the quantity and size of the containers specified by the shipping line in the EPA.
In bulk upload, number of containers of a specific size should not exceed the container quantity specified by the shipping line for that container size. However if the number is less, the system will allow the bulk upload. Total number of different sizes of container should match.
Adding individual containers:
In the section marked in the following image, add containers one at a time by completing the following details for each container:
Container Number, Size, 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 the container is IMDG, Reefer, or OOG.
If marked yes, the i button will appear, as marked in the image above. Click on it to enter the relevant details for IMDG/Reefer/OOG in the respective pop-up windows. See below the screenshots of the IMDG< reefer, and OOG windows.
IMDG details
Duplicate IMDG classes
The system will throw an error if the same IMDG class is selected twice for a container.
Reefer Details
OOG Details
Commodity Type: User may choose a commodity type from the options available in the dropdown (like General, Perish, Flexi Tank values are available if the container is not marked as IMDG, OOG, or Flexi tank). If the container has been marked as IMDG, Reefer, or OOG, then the commodity type will be populated accordingly.
Commodity Description: User may enter a description of the goods in this field.
Enter VGM weight in Kilograms. User can enter a decimal value upto one decimal point only, and the minimum and maximum permissible weight for VGM is 2500 kgs and 45000kgs respectively.
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.
Container Number Available: No
Export pre advise type: Export Full
If a Shipping line has selected No for the Container number available field, then adding Container Quantity and Size is mandatory before submission. The shipping line can edit the EPA after creation to add the container numbers. Check the Edit EPA section for more details.
Export pre advise type: Export Empty
To add different sizes of containers, use the + button, as shown in the below image. To remove a size, click on the delete button as marked in the second line.
Adding container by quantity
In the above example, the shipping line has added 3 x 20 ft containers, and 2x 40 ft containers.
5 records will be created in the Print e-gatepass service, and a nominated party can edit each record in the e-gatepass service to add the container number, ISO code and IMDG details. See the Print e-gatepass user guide for more details on this.
Nominations
While creating an EPA, the user may 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. Nomination is not mandatory for submitting an EPA, and can be done at a later stage after submitting the EPA (by amending this EPA).
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.
Submit the 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.
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.
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 relevant 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.
If container details have not been provided before submission, then they will remain blank, as shown below:
To add the container details, the shipping line or the nominated party has to click on the Edit button at the bottom of the page.
Print export pre-advice
Click on the Print 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 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.
Editing EPA by shipping line
After creating an EPA, a shipping line can edit the information marked on the image below. The EPA in the below image has been created with the container numbers. Once Container numbers are submitted in an EPA, they cannot be modified. Other container details like ISO code, IMDG, OOG details etc may be modified by the shipping line only. Only a shipping line can extend the Validity of an Export Empty – Coastal Container.
When an EPA has been created without container numbers, then a shipping line can add the container numbers by editing the EPA. The shipping line may also change the container quantity and size values, by removing the existing lines by clicking on the delete button, and adding new values by clicking on the + button.
Editing EPA by Nominated Parties:
A nominated party cannot change the quantity and size of containers in an EPA.
A nominated party cannot edit 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 popup, in the Print e-gatepass screen.
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.
Cancel an Export pre-advice
Only a Shipping Line can cancel an Export pre-advise.
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.
Split Booking
Once an EPA has been created, user has an option to rollover the export containers to another existing EPA for another vessel visit. This is done using the Split booking functionality. The split booking button can be found on the View page of Active EPAs only.
Follow the steps below to create a split booking:
At the bottom of the EPA details page, the Split Booking button is present. Click on it.
Existing liner booking No: Enter a reference code by typing in, or search for a liner booking number( by clicking on the search icon) to select an an existing EPA. The EPA selected will be used to carry the rollover containers.
If user clicks on the search icon in the Existing liner booking No field, a search window opens, and user can enter any known criteria, or simply do a blank search to see a list of available EPA. Click on the Export Pre Advise No. to select it.
After selecting the EPA, proceed to select the containers (by clicking on the checkboxes against them, as shown in the below image), and click on Submit.
Review the details of the EPA will be new EPA, make any changes if necessary, and submit the EPA by clicking on the Submit button.
A success message will be shown on screen upon successful submission.
