Manual for Electronic Verified Gross Mass Version 2.3 Dated 9 th August 2016 1
Table of Contents 1. Flow Chart: e-vgm Process for Shippers/Freight Forwarders... 4 2. Steps to Register on ODeX... 5 3. Steps to Submit e-vgm... 7 4. How to Track an existing Request... 10 5. How to add multiple Containers in a Single Booking... 11 6. How to Cancel evgm request... 12 7. Non Mandatory fields Selection... 14 8. New Form-13 request... 15 9. Payment of KYC Maintenance Charges in e-vgm subscription... 17 10. Third Party VGM Submission Access By Shipper/ Exporter... 18 10.1 Benefits of Third Party VGM Submission Access By Shipper/Exporter... 19 11. Conditions for VGM submission:... 20 12. FAQ s... 21 2
Record Track Management Sl. No. Page No. Section No. Brief Description of the change(s) made Version Number 1 12 6 evgm cancellation option Ver. 2.1 2 13 7 Vessel Voyage field addded Ver. 2.1 3 15 1 VGM details into Form13 Ver. 2.1 4 17 9 Third Party VGM submission access can be given by Shipper Ver. 2.2 5 18 9.2 Benefits of Third Party VGM submission access Ver. 2.2 6 8 5 Auto Attachment of Annexure 1 on saving VGM form Ver. 2.2 7 17 9 Payment for KYC maintenance charges in VGM subscription Ver. 2.3 8 19 11 Conditions for VGM submission Ver. 2.3 3
1. Flow Chart: e-vgm Process for Shippers/Freight Forwarders 4
2. Steps to Register on ODeX *Note If Freight Forwarder or Shipper or CHA is already registered on ODeX for e-form 13, then e- VGM access to be selected by clicking on Sign-Up button and submitting form. Step 1: Go to URL www.odex.co and click on Sign up on top right of the page. New Registration Step 2: Registration: 1. Company Details Company Type: Shipper to select Importer/Exporter option Freight Forwarder/CHA to select only Freight Forwarder Requester option Select All locations for submitting to any Ports 5
2. Attachment Details Documents: PAN CARD IEC LICENSE LICENSE SHIPPER FREIGHT FORWARDER /CHA / MTO 3. In User Details; email ids would be company specific email ids. (Upto 3 free user ids can be registered). Select e-vgm in Activities drop-down. For example Company specific email Id would be: Kapil.mishra@abcexports.com Step 3: Click on Submit after filling all details Once user clicks on Submit, ODeX team will verify the submitted registration details. On verification, ODeX shall send the login details to the user on their registered email ID s. **For any other queries please contact the support numbers available on our portal i.e. www.odex.co 6
3. Steps to Submit e-vgm STEP 1: User Logs into ODeX.co with registered email id & password and selects Load Port: STEP 2: User selects VGM (from the Tool Bar menu) and clicks on New Request: STEP 3: User can only select Method 1. In case of Method 2, the Shipper has to register with D.G.Shipping and provide the D.G.Shipping confirmation to support. On this basis, the Method 2 would be activated for that Shipper.. 7
STEP 4: User to fill in all the required details and click on SAVE button Select the Third Part option if you not Shipper on the B/L. STEP 5: Auto Attachment of Annexure 1 will happen as soon as VGM form is Saved OR User can Download Annexure1 by clicking on DOWNLOAD button for digitally signing the document Weight Declaration Downloadable Format: As per notification on VGM by DG shipping, Annexure 1 is mandatory for Method 1 and Method 2. STEP 6: User to get Annexure1 Signed (Class III Digital Signature, as prescribed by D.G. Shipping Regulations) by the Authorized Signatory of the Shipper/Forwarder. Link for Digital Signature Companies: http://www.e-digitalsignature.com/class3-digitalsignaturecertificate.html. (In the absence of Digital Signature, the Annexure 1 should be signed and stamped by the Authorized person. Attach the scan copy to the VGM screen for the container) STEP 7: User to click on EDIT once the Signed Document is available: 8
STEP 8: Attachment Details Select Weight Declaration from the drop-down & attach Digitally Signed Annexure1: STEP 9: User to click on SAVE and then click on SUBMIT. STEP 10: Verified e-vgm data is available to Shipping Line 9
4. How to Track an existing Request STEP 1: User selects VGM (from the Tool Bar menu) and clicks on Track Request: STEP 2: User can view all the Pending & Verified e-vgm data: User can click on the Search Option on the right corner for any searching option. User can click on MORE button on top right for more search options. You can select the Status and Container number and Date search options. 10
5. How to add multiple Containers in a Single Booking STEP 1: When User enters the Booking number for the second/subsequent containers, most of the details entered earlier would be copied on the Screen directly. Alternatively, User can click the COPY button to copy the details of the Booking from the Screen. STEP 2: Once Copied, the Container and Weight details would have to be entered individually for the respective Container. The rest of the process remains same. 11
6. How to Cancel evgm request STEP 1:User selects VGM (from the Tool Bar menu) and clicks on Track Request: STEP 2: User can view all the Verified e-vgm data: User can click on the Search Option on the right corner for any searching option. User can click on MORE button on top right for more search options. You can select the Status Verified and Container number and Date search options. User view the data & click on view request left corner for view option. 12
Step.3 After view request please enter request cancelation remark & click on Cancel button 13
7. Non Mandatory fields Selection Vessel Name & VIA number is non mandatory field Container type field is made non-mandatory 14
8. New Form-13 request Step 1- Select New Request from the Form13 module on ODeX after logging in. Step 2- Enter the Booking Number and select the Shipping Line. 15
Step 3- On selecting the Shipping Line and entering the Booking number, if the VGM has already been submitted through ODeX, then the data would be auto populated. Container Number and other details along with the VGM submitted will be auto populated and the same would be highlighted in GREEN color. Further attach the mandatory documents and select on submit. In case the VGM is not submitted through ODeX, the user needs to enter the details manually and select Add Row to enter the details manually. 16
9. Payment of KYC Maintenance Charges in e-vgm subscription CHA/FF will login to ODeX. In VGM Subscription form CHA/FF will select KYC Service Third Party and Select the Shipper s Name for which CHA/FF want to pay KYC Charges. 17
10. Third Party VGM Submission Access By Shipper/ Exporter Shipper/ Exporter will give Authorization to FF/CHA to submit VGM on behalf of them. Step 1- Select Third Party Access under VGM module Step 2- Click on ADD FF/CHA to give VGM submission access to FF/CHA on behalf of Shipper/ Exporter Step 3- Shipper will enter all the details of CHA/FF, attach Authority Letter and will click on SAVE. 18
10.1 Benefits of Third Party VGM Submission Access By Shipper/Exporter Once a Shipper/Exporter gives Third Party Access to a FF/CHA, following are the advantages: No Need to attach Authority Letter for VGM Submission Reduced time for filling VGM Submission form Added Security, as only genuine FF/CHA who have been authorized by Shipper, can & will only be able to submit VGM on behalf of the Shipper Validity (Expiry Date of Access) of Third Party Access can be attached to each FF/CHA, after which FF/CHA will not be able to make VGM submission on behalf of the Shipper, unless Validity date is extended. 19
11. Conditions for VGM submission: When VGM can be submitted? Condition 1: Self-Submission by Shipper a) KYC payment is done b) VGM subscription plan is active. Condition 2: Third Party submission if Third party has subscription Plan a) Shipper s KYC payment is done. b) CHA/FF is having third party VGM subscription plan is active. c) Shipper has nominated CHA/FF as authorized agent to submit VGM Condition 3: Third party Submission if shipper has VGM subscription plan a) Shipper s KYC payment is done. b) Shipper has nominated CHA/FF as authorized agent to submit VGM c) Shipper s VGM subscription plan is active. 20
12. FAQ s What is the difference between self-submission and third party submission? Self-Submission: When the shipper (whose name is mentioned on BL) submits the VGM for Self. Third Party Submission : When CHA/FF/etc. submits the VGM on behalf of Shipper Who is responsible for the VGM if submitted by a third party? Even if an authorized party provides the VGM, the shipper mainly remains responsible for the information provided to the carrier. Select the Third Part option if you not Shipper on the B/L. Who can be authorized to submit VGM on behalf of Shipper? Are there some specific rules? For example, a terminal, or freight forwarder? Any party may be authorized by the shipper to submit on their behalf, including CHA, Freight Forwarders, Consolidators, etc. The Agent should have Valid Documents to be registered and sign the Annexure 1 The responsibility lies on the Shipper and the nominated agent. The nominated Agent would have to Sign/Stamp the Annexure 1 What if the Shipper does not have the Digital Signature? Digital Signature has been mentioned as compulsory by the D.G.Shipping in their notice regarding SOLAS. However, till such time that there is more clarity on the Digital Signature or is not made completely compulsory, the Shipper can manually sign the Annexure 1 and submit online. ODeX will keep their customer posted for all such Notices. Where can I weigh my cargo or container? The D.G. Shipping will list the certified weighbridges very soon. Till such time, Shippers can use the I.M.D Certified Weighbridges currently operating and retain the receipts. It s the Shippers responsibility to maintain the receipts. You may upload the Receipt, if required. What is Method 1 and Method 2 Method 2 can only be used by Shippers who have the necessary approvals from D.G. Shipping/MMD as per circular. Refer point no.18 of D.G.Shipping circular on SOLAS/VGM. All other Shippers/CHA/FF/MTO should only use Method 1. Do we have to attach the Annexure 1 again to the Form-13 request? If the VGM is filed via ODeX, you will not have to attach the Annexure 1. 21