BRIEFING ON MIGRATION AND USE OF ICEGATE VERSION 1.5

1. BRIEFING ON MIGRATION AND USE OF ICEGATE VERSION 1.5

4. As per Public Notice No.13/2010 dated 22.04.2010, all Custom House Agents (CHAs) and all Carrier Agencies (Shipping Lines, Mainline Agents, Sub-line Agents, Freight Forwarders, Consol Agents, Airlines and other Carriers) are required to register themselves for migration of ICES 1.0 to ICES 1.5 at Mumbai Customs Zone. Mumbai Custom is the policy section for licenses issued by Mumbai Customs . All CHAs who’s license is issued by Mumbai Custom should register themselves under Ver 1.5 at Mumbai Custom.

5. As per para 9 (3) of Public Notice No.13/10 dt 22.04.2010, CHAs falling under the respective Policy Section have to register themselves as detailed in ‘Annexure 1’ of the said Public Notice. All CHAs who’s license is issued by Mumbai custom house should submit their application with relevant information as specified under Public Notice No.13/2010 dated 22.04.2010 to the establishment department at Mumbai Customs. CHA licence registration information or any deficiency, may be obtained from CHA Section. As per para 5 of Public Notice No.13/2010 , registration/ verification particulars can be viewed on the web at following web-site : http://www.icegate.gov.in/CHAReport/index.html CHAs are advised to take print out of ICEGATE details and compare their details. Any discrepancy may be brought to the notice of this Section. Contact Details Please contact the following to get details of the CHA licence verification done, verification is process or for deficiencies. ShriPrashantKubal, STA, 022-22757771 / Shri U. K. Jain, Asstt. Commr. 022-22757770

8. As far as Mumbai Policy Section is concerned, currentlly following are the locations are under Mumbai Customs. (Do they register as ‘Transfer’ for below)

9. CHAs can define different email ids for different branch offices. Under this facility you can receive ICEGATE response, acknowledgments, Queries, Bank Challan etc for the documents filed against the subject branch code. For e.g Branch code + login+….

10. Each Custom Station can be treated as a Branch office. For CHAs functioning only at Mumbai zone - JNPT, Aircargo, Mumbai and Mulund, can have the facility of more than 1 login id and corresponding Email id .

11. The registration details submitted at the principal policy section will override previous registrations made at other customs stations. Example Mumbai policy section details will override details given previously at Kandla or Bangalore.

13. All Custom House agents must take care of the following • Upgrade the current software which supports EDI messages which are applicable under ver 1.5. • Message formats under 1.5 completely different and therefore must try and understand the relevance of the additional requirements. • While preparing Bill of Entry or Shipping bill, special characters cannot be used in description column or any other data entry field. • CHAs cannot upload two files with the same job no. • 5.   Marks and nos. field cannot be blank. Use n.a. if not available. • 6.   With licence no. always give port of registeration also. • Once negative ack. Is received from icegate, Same job no. cannot be used for resubmission. • Pl. obtain Igm final date/entry inwards date from airline/shipping agent. This date is different from igm date.

14. Software company must understand the requirements of the new format. • Please place all the validations, such as, • All compulsory fields must be fed with proper data. • Unit code as per the tariff is mentioned, wherever possible • Duplicate Jobs are not used for uploading of files. • Special Characters not to be used. • Must train the data entry staff. • Must understand the basic difference between Ver 1 and Ver 1.5 • Change in the delimiter / separator.

15. S/bill and B/E message exchange formats at available and can be downloaded from http://www.icegate.gov.in/ICES1.5.htm No registration is required for downloading these formats.

16. Mumbai Customs House permits testing of messages of s/bill and b/e in the new version. All members must avail of this facility. Cha have to submit their jobs at the service centre, specifically informing that it is a trial for ices 1.5 version, in addition to their regular submission. The job can be processed like a live b/e or s/bill under the pre-production server till customs out of charge and dummy print obtained. In case of Import b/e, cha will have to select notification having nil duty, so that the job can be forwarded to docks section also for regn. and ooc trials. If Igm has been filed by s/line for any existing vessel, it would be transferred to ices 1.5 version also, so that dummy validation against igm can be done. Where there is no igm, advance b/e will be processed for members who do not have a current import.

17. No you cannot file documents via Floppy or pen drivers. Under Version 1.5 there is no need to file through Floppy nor is there any provision to file Bill of Entries, Shipping bills, Manifest etc via Floppies.

18. Under Version 1.5, even the service centre communicates with the central server only, and since there is no local server at any custom station any more,the mode of communication is only through internet. Members having internet facility will communicate through their own offices, while the rest will use service centers for data entry.

20. Res Package is the free of cost software provided by NIC for individual users who do not wish to purchase private software. This software can be used for filing shipping bills and bills of entries directly from your office. RES package for Ver 1.5 is available.

21. Res version is available for download at http://ices.nic.in/ Register your company and name as a new user, unless you have previously downloaded this software. Do not use special characters in name or address. Login and Download the formats. Icegate login address is not valid for this download unless you have previously downloaded this software.

22. Res software is necessary when your inhouse software or anyouther software user software does not work. Of if there are repeated negative acknowledgments received for any job submitted to icegate through your current software. In such a case, till the software provider finds the bug in his private software, RES can act as a backup plan. If even res package fails to get the b/e or s/bill no., then we can intimate the same to the NIC/Icegate helpdesk that both softwares are unable to generate the thoka no.

23. As each user needs to register the user name, each individual need to download the software directly.

24. Yes, and it is regularly updated with the amendments made in the system by the directorate.

28. Timely filing in proper format will reduce delays in clearances Yes. DG system shall announce the facility shortlly. Formats, new fields, validation, non use of special chrs need to be considered under version 1.5 There is no provision for floppy submission

32. Changing from Version 1 to Ver 1.5 . All Live pending documents will be transferred from version 1.0 to version 1.5 is termed as migration. It also includes transfer of Licence details and balances, drawback s/bills etc.. As per the estimates given by the department, it should take 7 to 10 days for migration. Manual s/bill will be permitted during the migration period. Documents filed under ver 1.0 will be automatically transferred to ver 1.5

33. Contact NIC persons / Help Desk stationed at customs if there is no automatic transfer. • There are various reasons for non transfer. Few are listed below • CHA not registered. • Port code mismatch • License registration – Port of registration not updated

34. Yes. They must be updated well in advance for them tp plan the exports and imports. To avoid delays and hardship, it would be advisable to use IcdMulund or any other station for exports which has already migrated.

36. Help Desk has been started at Delhi to resolve problems connected to version 1.5 • A unique ticket number is generated to track the status of the complaint. • Local system manager can also be supplied the ticket number for follow-up, if complaint is unresolved. • If complaint is not resolved within reasonable period, following people can also be contacted at Delhi Farzana.shabnam@tcs.com & Ramindar.kaur@tcs.com

37. Whenever b/e or s/bill is filled under new version and we do not get acknowledgement or rejection of the job, we need to contact helpdesk. • Also when the error code is either not figuring in the code directory or cannot be understood, we need to contact helpdesk • If b/e or s/bill cannot be tracked in the system, helpdesk should be contacted. • Port codes can be updated only centrally, hence helpdesk needs to be contacted for addition of port code and other master database related issues.

38. They are two types of helpdesk • icegatehelpdesk@icegate.gov.in for all enquiries related to customs processing, banks etc. • helpdesk for all queries related to noting of documents or receipts of messages from icegate. • Contact si.helpdesk@icegate.gov.in • or on tollfree no. 18002662232 • or log on to http://servicedesk.cbec.gov.in • Pl. give the following details while submitting your request • Location and ticket number • Contact numbers, email address if complaint made through phone. • Problem description, error message if any. • No. of days issue is occurring • Screen shots wherever possible • Pl. take a Ticket number, if contacting by phone.