Proposal for implementation of eDO and Container Delivery in PCS
Version : 1.4.21

Release History

version Number / Date (dd/mm/yyyy) / Section Reference / Brief Summary of changes
1.0 / 22/03/2016 / Initial Version
1.1 / 03/06/2016 / Incorporated with the feedback received from Kolkata and JNPT
1.2 / 22/06/2016 / Updated as per the feedback received from Ports during workshop conducted by IPA on 8th June’16 at Delhi also feedback received post workshop from various ports:
  • Removed Transport Order in case of CFS bound containers
  • Transport Order Acknowledgement is removed for both import and export processes
  • Updated Import and Export processes
  • Back to town containers are mentioned in IMP-08

1.3 / 24-06-16 / Updated as per comments received from meeting held in JNPT on 24th June 2016.
1.4 / 15-Jul-2016 / Updated the Length of fields name as compared to ICES Message Specification for following fields:
  • Updated Consignee Address1 & Consignee Address2 length from 50 to 35.
  • Updated Length of City filed from 15 to 25.
  • Updated Port of Discharge from 6 to 10.
  • Updated Container no from 12 to 11.
  • Updated Cargo Description from 250 to 175.
  • Updated Number of Packages from 5 to 8.
  • Updated Marks & Numbers from 100 to 300.
  • Updated Gross Weight from 10.2 to 12.3.
  • Updated Rotation Number from 5 to 7.
  • Updated IGM number from 5 to 7.
  • Updated Message Type from 3 to 1.
  • Updated IMO code from 3 to 10.
  • Updated CHA Code from 35 to 15.
  • Updated Shipping Line Code from 16 to 10.
  • EIR message is added in section 4.8

1.4.1 / 19/07/2016 / 4.2.1 / Following fields of Delivery Order message are moved from header to details section as per Mr. Gupta, Kandla Port feedback:
  • Bill of Lading No
  • Bill of Lading Date
  • House Bill of Lading Number
  • House Bill of Lading Date
XSD is updated with the above changes with version V1.1
1.4.2 / 10/08/2016 / 4.2.1
4.3.1
4.7.1
4.8 / 1. Following data elements of EDO are moved from details to header:
  • Number of 20 Feet Containers
  • Number of 40 Feet Containers
  • Number of Odd Size Containers
2. Field size of Cargo Description is increased from 175 to 250 as per IGM
3. New field Port of Destination (Mandatory) is added in details of EDO message and Port of Discharge field was made optional from mandatory
4. Above 3 changes are reflected in DO XSD and version is updated to 1.2 for EDO XSD.
5. New field Pre Gate Reference number is included in the pre gate message
6. Equipment Interchange Report message is made to use for multiple purpose – to indicate yard position and to issue gate pass
7. In Transport Order message, Delivery Order Number, Delivery Order Date and Valid up to fields are made repetitive. Transport Oder XSD version : 1.1

Contents

1.Introduction

2.Definitions and Abbreviations

3.Assumptions and Constraints

4.Functional Requirements

4.1Work Flow

4.1.1Import Process

4.1.2Export Process

4.2Electronic Delivery Order

4.2.1Data Elements

4.3Transport Order

4.3.1Data Elements

4.4Gate Open – Cut off time

4.4.1Data Elements

4.5Delivery Gate Schedule

4.5.1Data Elements

4.6Gate-In Appointment Booking

4.6.1Data Elements

4.7Pre Gate

4.7.1Data Elements

4.8 Equipment Interchange Report

4.8.1Data Elements

1.Introduction

This document provides the system requirements specification for the implementation of electronic delivery order (eDO) and process for implementation of container delivery [Import] and receiving [Export] in PCS.

2.Definitions and Abbreviations

Abbreviation / Description
eDO / Electronic Delivery Order
DPD / Direct Port Delivery
TOS / Terminal Operating System
POS / Port Operating System
VCN / Vessel Call Number
PCS / Port Community System
BL / Bill of Lading
CA / Container Agent
CT / Container Terminal
CFS / Container Freight Station
CHA / Custom House Agent
CLP / Container Loading Plan
EDI / Electronic Data Interchange
EGM / Export General Manifest
EIR / Equipment Interchange Receipt
EO / Entry Outward
ETA / Expected Time of Arrival
FCL / Full Container Load
OOC / Out Of Charge
SB / Shipping Bill
UI / User Interface
ICD / Inland Container Depot
ICEGATE / Indian Customs and Excise Gateway
IGM / Import General Manifest
ISO / International Organization for Standardization
IST / Indian Standard Time
LCL / Less Container Load
LEO / Let Export Order
MMD / Mercantile Marine Department.
NIC / National Informatics Centre
PAN / Permanent Account Number (given by Income Tax Dept.)
XML / Extensible Markup Language
H2H / Host-to-Host

3.Assumptions and Constraints

  • This module will be developed on the existing PCS system
  • No digital signature is required since it is Host-to-Host communication
  • For Host-to-Host integrations, all stakeholders should comply to the message specifications provided by PCS
  • To use features of this module, all users should be registered with PCS and should have valid user ID and password
  • Message format to be supported is XML and TXT for all the messages mentioned in this module

4.Functional Requirements

Following functionality will be implemented in existing PCS in order to cater electronic delivery order and delivery of container:

  • Electronic Delivery Order (eDO)
  • Transport Order
  • Gate Open – Cut off time
  • Delivery Gate Schedule
  • Gate-In Appointment Booking
  • Pre-Gate

4.1Work Flow

Following table depicts the overall work flow of container delivery (import & Export):

4.1.1Import Process

PROCESS ID / BUSINESS PROCESS / PROCESS IN PCS / VALIDATIONS TO BE CONSIDERED IN PCS
IMP-01 / Consignee or his appointed forwarder/broker presents original BL to shipping agent for release of container.
Shipping agent checks all necessary documents, payments and processes (shipping agent internal business requirements)
Note: Usual practice for appointment of Forwarder/ Broker is via a hardcopy Authorisation Letter. / This is a manual process and not covered in PCS
IMP-02 / Issuance of Delivery Order:
Shipping Agent issues Delivery Order after their internal proceedings are completed
Note:Shipping agent is the authorised agent for the vessel / voyage (SOA or slot owner / consortium member) / For Web Users:
For DPD Containers:
Shipping Agent login to PCS :
  • Go to menu ContainerDelivery Order
  • Select VCN / VIA number
  • Enter Container No, BL no and other mandatory fields provided in the eDO web form
  • SA submits the eDO form once all mandatory fields are filled
  • eDO Reference No will be generated by PCS.
  • PCS generates eDO message in XML format and transmits to Terminal, Port and Customs
For CFS Containers:
No eDO is required; however PCS allows the Container movement based on destination code of CFS from IGM
For H2H Users:
  • PCS receives eDO message in XML format from Shipping Lines internal system as per the data elements mentioned under section 4.2.1 however eDO reference number should be unique in the PCS and format of the eDO number should be defined by PCS.
/
  • Container no. and BL no. against Inward Manifest
  • Forwarder / Broker is a valid business entity
  • Customs release has been granted for the BL / container (depending on local customs requirement, this validation can be postponed to Gate Booking, Pre-Gate or actual Gate Entry stage)
  • EDO Ref no. must be unique for the Vessel / Voyage
Note: Onus should be on the shipping agent to ensure the EDO is issued to the right party.
IMP-03 / ISSUANCE OF TRANSPORT ORDER:
For DPD Containers:
Forwarder / CHA issues Transport Order to Transporter against one or more eDOs
For CFS bound containers:
CFS provides list of all transporters who will move the containers from Port to CFS / Only Web UI (No messaging):
For DPD Containers:
CHA / CFS login to PCS:
  • Go to menu TransportTransport Order
  • Select VCN / VIA
  • Select one or more eDO numbers from UI
  • Selects a transporter by entering Transporter Registration No.
  • Submit Transport Order once all other mandatory fields are entered
  • PCS generates Transport Order number and sends email notification to Transporter with transport order number which is generated by PCS
For CFS bound containers:
No Transport Order required for CFS bound containers, however CFS can provide all list of transporters which they will deal with that specific containers /
  • EDO reference no. is valid for the Vessel/Voyage
  • Forwarder / Broker is the authorised released party for the EDO
  • Transporter is a valid business entity

IMP-05 / Pre-Gate / Pickup Ticket:
For DPD Containers:
Transporter provides pre-gate information like
  • Vessel / Voyage
  • Container no
  • Truck-id / Registration No.
  • Driver details
For CFS Containers:
Transporter provides pre-gate information like:
  • Vessel / Voyage
  • Truck –ID / Registration No
  • Driver Details
PCS generates and sends the pickup ticket to Terminal TOS and Customs ICEGATE. / Only Web UI:
For DPD Containers:
Transporter login to PCS:
  • Go to menu ContainerPre-Gate
  • Enter container number, driver details and submit
  • PCS generates Picket Ticket message in XML format and transmit to Port, Terminal and customs.
  • Transporter prints Pick up ticket with barcode (PCS generated number)
For CFS Bound containers:
CFS generate pre-gate information in messages and transmit to PCS / PCS validates:
  • Truck-id is valid (validate against VAHAN database of MOST) the meeting discussed the possibility of validating against truck registration database of local port instead of VAHAN database.
  • Truck belongs to Transporter (pre-captured in PCS, if sub-contracting or outsourcing is required, this function can be provided in PCS)
  • Driver-id is valid (validate against Terminal Entry Pass system)
  • Driver belongs to Transporter (pre-captured in PCS, if sub-contracting or outsourcing is required, this function can be provided in PCS)

IMP-06 / Entry Gate:
Upon production of Pickup ticket print by the TT Driver, CISF personnel verifies the TT number as per print and allows inward entry inside Port Area after verifying the driver license.
TOS Gate system performs the following:
  • Identify the truck by reading the truck-id RFID (if available, else enter the truck no. into the Gate system)
  • Validates the driver-id via bio-metric Terminal Entry system (if available, else enter truck-id into the Gate system) and driver PIN.
  • Gate system checks against E-EIR to confirm container no., truck-id and driver-id.
  • Re-assign the container if any change in the
/ Web UI:
CISF login to PCS:
  • Go to ContainerPre-Gate
  • Verify all details like eDO, Container No, Customs clearance, Transport Order, Driver Name and ID and allow.
Or
  • CISF personnel will verify the details with physical Pre-Gate print.

IMP-07 / PICKUP OF IMPORT CONTAINER FROM IMPORT YARDS.
The TT approaches the yard location as indicated in the pick up ticket for picking up the import container as detailed in the ticket. If the container is available readily on Top, the same container is loaded or any other container of the same CFS will be loaded using yard crane in order to avoid undue shifting's based on the import pendency list. The Yard crane loads the import container on the TT according to the information available with them on Vehicle Mounted Terminal / Pendency List.
Tractor Trailer carrying import container(s) approaches Out-Gate. For collecting EIR. / Manual process
IMP-08 / GENERATION OF EQUIPMENT INTERCHANGE REPORT (EIR) AT FRONT LOADING STATTION:.
Based on the transaction number available on Pick-up Ticket with Driver and the container on Tractor Trailer, EIR is generated and all 4 copies are handed over to him for getting Customs Approval. In case change of container, the container detailed as swapped in the system before generating EIR.
Note: In case of Back to town (Export) containers, it will follow the same process as per import process / TOS / POS updates the details and transmits the EIR message to PCS / Note: Request made by Shipping Lines to add condition of the container in the EIR message
IMP-09 / CUSTOMS APPROVAL PRIOR TO OUTWARD EXIT OF IMPORT CONTAINERS DELIVERED:
After receipt of EIR copies from Terminal, the TT Driver approaches Customs located near Out Gates for authorization of Customs on these EIR copies. / Customs officer will check the clearance of this container in ICEGATE or PCS / PCS gets transmits the message to Port / Terminal from ICEGATE once container clearance is done by customs.
In case of DPD, EIR will be generated once customs clearance is done.
IMP-10 / OUTGATE CHECK BY CIFS:
Upon receipt of authorization from Customs on EIR, the TT Driver along with TT carrying import containers approaches CISF personnel at the Out Gates who physically verifies the relevant details available on EIR.
Mentions actual time of outward movement of TT on EIR, handover two copies of EIR to the Driver of TT and the container is allowed to go out.
However, two copies are retained by CISF along with actual time of outward movement of TT carrying import container out of which one copy is handed over to port/terminal later on for records. / Web UI:
CISF login to PCS:
  • Go to menu ContainerEIR
  • Verify EIR with all details.

IMP-11 / The TT carrying import containers proceeds to concerned CFS / Factory / Empty Container Yards accordingly. / Not covered in PCS

4.1.2Export Process

PROCESS ID / BUSINESS PROCESS / PROCESS IN PCS / VALIDATIONS TO BE CONSIDERED IN PCS
EXP-01 / FILING OF SHIPPING BILL:
  1. Exporter files the Shipping Bill on ICEGATE. ICEGATE forwards the Shipping Bill to PCS.
  1. Exporter prepares shipment of goods, and books empty container(s) with the Shipping Line. Shipping Line issues a delivery order. Exporter’s transporter takes container for stuffing [ICD Stuffing, Factory Stuffing, Self-Sealing, CFS stuffing ]
/
  1. PCS will transmit Shipping Bill details to respective Port / Terminal.
  1. Off line; not covered in PCS;

EXP-02 / ISSUANCE OF TRANSPORT ORDER:
Exporter / Forwarder / CHA issues Transport Order to Transporter against RFD
Note:
  • Forwarding agent prepares Request For Delivery (RFD) and submits it to haulier/transport company together with transport /movement order (24 to 48 hours before pick up date for haulier to plan). Depots release empty container to haulier
  • Transporter picks up empty container & delivers it to exporter’s premises
  • Exporter stuffs the container, seals and informs transporter to
  • pick up the container
/ Only Web UI (No messaging):
CHA login to PCS:
  • Go to menu TransportTransport Order
  • Select VCN / VIA
  • Selects a transporter by entering Transporter Registration No.
  • Submit Transport Order once all other mandatory fields are entered
  • PCS generates Transport Order number and sends email notification to Transporter with transport order number which is generated by PCS
/
  • Transporter is a valid business entity

EXP-04 / GATE OPEN – CUT OFF SCHEDULE - DELIVERY BOOKING:
Terminal publishes / informs Delivery Booking Schedules to all Transporters. Delivery booking details mainly contains time slots and number of containers allowed in each time slot. / For Web Users:
Terminal login to PCS:
  • Go to menu ContainerDelivery Booking Schedule
  • Create booking schedules for each VCN by providing
Delivery Schedule Date/Time From and Date/Time To and
Quantity of containers acceptable per Time Slot
  • PCS sends email notification to all transporters who are accepted transport order for that VCN
For H2H Users:
  • Terminal TOS to send Booking Schedule to PCS via back-end messaging
  • Refer to message spec 4.5.1

EXP-05 / APPOINTMENT BOOKING FOR DROPPING CONTAINER:
Transporter / CFS books Time Slot for delivery of containers as per delivery gate schedule / Only Web UI:
Transporter login to PCS:
  • Go to menu ContainerGate-In Appointment Booking
  • Enter VCN / VIA number and click on retrieve time slots
  • Select Time Slot and enter the quantity of containers
  • PCS generates message for Gate-In Appointment Booking in XML format and send to Terminal and Customs
/
  • Once Vessel / Voyage is keyed in, PCS will display all available Time Slot and balance quantity of containers available for booking
  • PCS validates that quantity of containers entered does not exceed balance available quantity for the time slot.

EXP-06 / PRE-GATE & GENERATE DROP-OFF TICKET
SA/ CFS provides pre-gate information like
  • Vessel / Voyage
  • Delivery Time Slot
  • Container no
  • Truck-id / Registration No.
  • Driver details
PCS generates and sends the Pre Gate message to Terminal TOS and Customs ICEGATE. / Web UI:
Transporter / SA login to PCS:
  • Go to menu ContainerPre-Gate
  • Select Gate-In window
  • Enter container number, driver details and submit
  • PCS generates pre-gate message in XML format and transmit to Port, Terminal and customs.
  • Transporter prints Pre-Gate with barcode (PCS generated number)
CFS / SA / Custodian can send this message to PCS. / PCS validates:
  • Truck-id is valid (validate against VAHAN database of MOST) the meeting discussed the possibility of validating against truck registration database of local port instead of VAHAN database.
  • Truck belongs to Transporter (pre-captured in PCS, if sub-contracting or outsourcing is required, this function can be provided in PCS)
  • Driver-id is valid (validate against Terminal Entry Pass system)
  • Driver belongs to Transporter (pre-captured in PCS, if sub-contracting or outsourcing is required, this function can be provided in PCS)
No. of line items does not exceed available balance quantity for the Time Slot
EXP-07 / ENTRY INTO EXPORT GATE:
Upon arrival at the Terminal Gate, Gate Officer Does the necessary checks against Customs Release, eDO, Transport Order, Pre-Gate, etc and allows empty truck entry
TOS Gate system performs the following:
  • Identify the truck by reading the truck-id RFID (if available, else enter the truck no. into the Gate system)
  • Validates the driver-id via bio-metric Terminal Entry system (if available, else enter truck-id into the Gate system) and driver PIN.
  • Gate system checks against E-EIR to confirm container no., truck-id and driver-id.
/ TOS / POS Gate system / PCS transmits SB andLEO to respective Port / Terminals from ICEGATE. Customs can verify these details in PCS / ICEGATE before allowing in to the Port / Terminal
EXP-08 / CHECK BY CISF AT EXPORT GATE:
The CISF personnel posted at In-Gates physically verifies details such as TT number, Container no, Seal No, Drivers details available on Drop-Off-Ticket and the TT is allowed inside the Port Area after retaining one copy of DOT with CISF mentioning actual inward entry of TT on all copies. / Manual (Off line)
EXP-09 / DROP OFF CONTAINER AND TT EXIT:
The TT carries the container to designated yard location as indicated in Drop off Ticket. After offloading the container in export yard by the Yard Crane, the empty TT approaches Out-Gate for exit. The Out –Gate Clerk completes the transaction in the system (against transaction number printed in the Drop-Off-Ticket carried by the Driver of TT). / Manual (Off line) / PCS Validates the export containers movements against the Gate open and cut-off date and time
EXP-10 / CHECK BY CISF AT OUT GATE:
CISF posted at Out Gate collects one copy Drop off print, mentions actual time of outward movement of empty TT on the copy while allowing the TT for outward movement. (This copy is then deposited to Terminal for records). / Manual (Off line)

4.2 Electronic Delivery Order

A Delivery Order is the order given by Carrier of goods or authorized shipping agent to the importer’s customs broker to take delivery of goods once destination ports customs clearance process is completed.