USER MANUAL

WEB FORMS (ICEGATE)

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Licensing and copyright information
The data, image, plug-in, theme, and software explained in this manual are copyright protected.
It is only for information purpose and any unauthorized use, distribution, and access to any part
of the manual will be considered a copyright infringement. This may invite legal action, as per the
law of the State.

This manual can be used for understanding the Web Forms functionality for maximal utilization
and benefit. Users cannot copy, modify, distribute, redistribute, share, and at the same time
cannot avail any kind of attribution or credit from this copyrighted work. This manual is prepared
purely for helping ICEGATE users locate and use the services and information available on
ICEGATE Portal. Accordingly, the contents of this manual are for informational purposes only and
shall not be legally binding. The Central Board of Indirect Taxes and Customs and ICEGATE shall
not be liable for any consequence, legal or otherwise, arising out of use or abuse of any
information provided in this manual.

CBIC is free to make any changes or update or delete the information without any prior intimation
to the users and customers at large. The text and software explained in this user manual fully
comply with the intellectual property law – including trademark, patents, and the other licenses
relevant to it. Further to add, if users want to give any suggestion to make the present manual
user-friendly and result-oriented, they may feel free to reach out to CBIC.

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Table of Contents
1 Getting Started .................................................................................................................... 4
2 Brief about user guide ......................................................................................................... 4
3 Overview ............................................................................................................................. 4
4 Abbreviations ...................................................................................................................... 5
5 Using Web Forms ............................................................................................................... 6
5.1 How to Open a Web Form ........................................................................................... 6
5.2 Selection of Web Form ................................................................................................ 9
5.3 Bill of Entry (BE) Web Form ........................................................................................10
5.3.1 Steps to be followed while filing a BE form ...........................................................10
5.3.2 BE for Home consumption ...................................................................................13
5.3.3 Warehouse BE (In-Bond) .....................................................................................29
5.3.4 Ex-Bond BE .........................................................................................................29
5.4 Shipping Bill Web Form ..............................................................................................30
5.5 IGM Web Form ...........................................................................................................48
5.5.1 IGM for Air Cargo Station .....................................................................................48
5.5.2 IGM for Sea Cargo Station ...................................................................................50
5.6 EGM Web Form ..........................................................................................................54
5.6.1 EGM for Air Cargo Station ...................................................................................54
5.6.2 EGM for Sea Cargo Station .................................................................................56
6 Common Features .............................................................................................................59
6.1 Error Messages ..........................................................................................................60
6.1.1 Field Type Error ...................................................................................................60
6.1.2 Mandatory Field ...................................................................................................60
6.2 Save Application Form as Draft...................................................................................62
6.3 Offline Utility................................................................................................................65
6.4 Export File ..................................................................................................................67
6.5 Import File ...................................................................................................................68
6.6 Upload Documents .....................................................................................................69
6.6.1 Referring the document upload on eSanchit ........................................................69
6.6.2 Upload document using Form ..............................................................................70
6.7 Form Submission ........................................................................................................71
6.8 Tooltips .......................................................................................................................72
7 System Requirements ........................................................................................................73
8 Contact Us .........................................................................................................................73

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1 Getting Started
Welcome to the user manual of ICEGATE ‘Web Forms’ functionality . The manual offers a detailed
account of all the features incorporated in the functionality. It will help the user in availing all the
beneficial prospects offered by the web forms and the user can meticulously incorporate it for a
fruitful outcome. Users are requested to go through the manual and keep it in a safe place for
future references.

2 Brief about user guide

This user manual provides step by step illustration of all the functionalities that are incorporated
in a Web Form. The present manual comes with pictorial representation, which enables users in
getting a complete grasp on the subject and availing maximal benefit in a very subtle way.

3 Overview
In addition to the existing modes of filing statutory forms, ICEGATE has introduced ‘Web Forms’
facility wherein statutory documents such as Bill of Entry (BE), Shipping Bill (SB), Import General
Manifest (IGM), Export General Manifest, etc. can be filed directly by filling required inputs on the
portal.

Users will be able to save partially filled form on the portal for completing the same later. The
form, at any stage, can also be downloaded on the computer as a file which can later be uploaded,
completed, and submitted.

In future, more forms may be introduced as web forms.

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4 Abbreviations

Sl. No. Term/Acronym Description

1. BE Bill of Entry
2. CBIC Central Board of Indirect Taxes and Customs
3. CHA Custom House Agent also known as Customs Broker
4. DFIA Duty Free Import Authorization
5. DRN Document Reference Number
6. DSC Digital Signature Certificate
7. EGM Export General Manifest
8. e-Sanchit e-Storage and Computerized Handling of Indirect Tax
Documents
9. GSTN Goods and Service Tax Network
10 GUI Graphical User Interface
11. HAWB House Air Way Bill
12. HBL House Bill of Lading
13. ICD Inland Container Depots
14. IEC Importer Exporter Code
15. ICEGATE Indian Customs E-Commerce/Electronic Data Interchange
(EC/EDI) Gateway
16. IGM Import General Manifest
17. IMO International Maritime Organization (IMO)
18. IRN Image Reference Number
19. MAWB Master Air Way Bill
20. SB Shipping Bill

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5 Using Web Forms

5.1 How to Open a Web Form

Follow the below steps to open a Web form-

➢ Step-1

▪ The user can access Web forms from dashboard by providing ICEGATE ID and Password
and click on Login button. In such case, the ‘User Type’ that needs to be selected shall be
‘ICEGATE User’.
▪ If the user is not registered, user needs to click on the button <Register Now> for new
registration, as shown in the screen below.

➢ Step-2

On successful login, the system will display the dashboard screen as follows-

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➢ Step-3

Go to the Services Widget and Click on ‘Electronic Filling’ link

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➢ Step-4

Under the ‘Electronic Filling’ link, Select the Webform that the user wants to fill.

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5.2 Selection of Web Form

Presently, ICEGATE has provided this facility (Web Forms version) for preparation of the following
documents:

1. Bill of Entry
2. Shipping Bill
3. IGM
4. EGM
User can select one of the above forms and populate the form with relevant details. The Web
form version of each of the above forms is explained in the following sections. Other features and
facilities provided within the web forms are also explained in this manual.

The options for selecting web forms are provided as per user’s role. For instance, if a user is an
Importer/Exporter or a Customs Broker, the options shown shall be Bill of Entry and Shipping Bill
only. However, in case of Airlines, Shipping Lines, Shipping Agents etc. IGM and EGM only are
available for selection.

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5.3 Bill of Entry (BE) Web Form

If user selects ‘Bill of Entry’ or ‘BE’, the following types of BE will be available for selection and
filing:

1. Home consumption
2. Warehouse Bill of Entry (In- Bond BE)
3. Ex-Bond Bill of Entry

The user has to select one of these as shown in the following screen -

5.3.1 Steps to be followed while filing a BE form

➢ Step-1

The user needs to select the type of BE from the box as shown in the screen above.

➢ Step-2

On selecting one of the options, the system will display the form as described in Section (5.3.2).
Each of the BE forms are explained in Section 5.3.2, 5.3.3 and 5.3.4.

The users can save the entries of each segment or intermittently; by using the button as displayed
on the screen below.

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▪ Save as Draft: To save the entered parameters click on the button <Save as Draft>.

▪ Back: The user can go back to the previous page by clicking on <Back> button. Back button
can only be used before submission.

➢ Step-3

The user needs to upload all the supporting documents.

Screen for uploading the documents is shown below.

➢ Step-4

▪ Submit: button shall be used after completion of the form including the uploading of necessary
documents. (Details are given in section 6).

▪ Action: The user can go back to the previous page by clicking on Back button. Back button
can only be used before submission.

➢ Step-5

On Submission of the form, the system will generate a Ticket Id Number and a success message
“The Form is submitting” is displayed.

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➢ Step-6

After Submitting the application form, the user will receive a confirmation message on registered
email and mobile number.

In the following sections, each of the BE form is shown segment by segment for better
understanding of the users.

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5.3.2 BE for Home consumption

This form is used by an Importer who intends to clear goods for home consumption. The importer
has to specify all the details such as – importer particulars, Exchange Rate Information, Invoice
Particulars, Items of Imports, etc.

5.3.2.1 Segments of Home Consumption BE

For the convenience of the user, the web form is divided into several segments. The user has to
fill in each mandatory segment before submission. Under each segment there are no. of
mandatory parameters which are marked with (*).

Segment-1: General and Warehouse Details

This segment is relevant for the General and Warehouse details pertaining to the import. The
user needs to provide details such as IEC code, Importer name and address, Custom House
Code where the BE is getting filed, BE Type, Customs broker code, Country of Origin, etc.

The user has to provide the details of all mandatory fields of both the sections, which are marked
with (*).

Screen display is as follows –

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Segment-2: Exchange Rate Details

This segment is relevant for providing details pertaining to the Exchange Rate of the Currencies
used in the BE. RBI issues exchange rate notification every month or whenever there are
fluctuations in exchange rates for approximately 23 currencies. Such currencies are marked as
standard, and the rest which are not included in the notification are termed as Non-Standard
Currencies. The user has to declare whether the currency used is Standard or Non-Standard
along with the corresponding currency code. In-case of non-standard currencies, all the
parameters are mandatory.

Screen display is as follow-

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Segment-3: Invoice and Item Details

In this Segment, the user needs to provide details such as Invoice Details and Item Details.
Under Invoice details, the user can provide details such as Supplier Details, Seller Details, Broker
Details, Invoice Rates and Commercial Details, Third Party Details, Miscellaneous Charges
Details, and upload Supporting Documents.

Similarly, under the Item Details, the user can provide details such as Product details including
Brand Name, Model, End use of the item, country of origin, CTH, Unit of measurement, Price per
unit and Notification Details, Price Details, Manufacturer Details including Accessory Status, etc.
and upload Supporting Documents.

The user has to provide the details of all mandatory parameters of each section, which are marked
with (*).

User can provide details of multiple invoices in this segment if the import shipment for which BE
is filed consists of multiple invoices. Similarly, details of multiple items can be provided within an
invoice if one invoice contains more than one item.

Sample screen displays for Invoice and Item details are as shown follows-

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Segment-4: Certificate Details

This segment is relevant in case of Certificate in Lieu of Bond. the user needs to provide details
such as Certificate Number, Certificate Date, Certificate Type etc. If the users do not have
Certificate details, they need to select the option “No” from the radio button.

The user has to provide the details of all mandatory parameters, which are marked with (*).
Screen display is as follows-

On selecting the option “Yes”, The system will display the screen is as follows -

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Segment-5: Bond Details

This Segment is relevant for the Bond furnished by the user. The user needs to provide details
such as Bond Number, Bond Code and Custom port where Bond registered etc.

The user has to provide the details of all mandatory parameters, which are marked with (*).

On selecting the option “Yes”, The system will display the screen is as follows -

Kindly note:

▪ There can be multiple Bonds against a BE. The user needs to click on the link-
<Add new Bond> to enters the details for additional Bond, as shown on the above screen.

▪ To close the Bond Segment, user needs to select the option ‘No’ from the radio button where
bond details are not available.

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Segment-6: IGM Details

In this Segment, IGM details are to be provided. The user needs to provide detail pertaining to
related IGM. For instance, IGM No, IGM Date, Inward Date, AWB/BL no., Date, HAWB/HBL No.,
Total Number of Packages, Gross Weight, Unit Quantity Code and Package Code etc. In-case of
ICD, the user needs to provide additional parameters. such as Gateway IGM Number, Gateway
IGM date, Gateway Port Code, etc.

The user has to provide the details of all mandatory parameters, which are marked with (*).
Screen display is as follows-

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Segment-7: Container Details

This segment is applicable for Sea and ICD locations only. The user needs to provide Container
details such as IGM Number, IGM Date, Container Number, Container Type and Seal Number
etc.

The user has to provide the details of all mandatory parameters, which are marked with (*).
Screen display is as follows-

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Segment-8: Commercial Tax Details

This segment is relevant for Commercial Tax details. The user needs to provide details such as,
State Code, Commercial Tax Type and Commercial Tax Registration No. etc.

The user has to provide the details of all mandatory parameters, which are marked with (*).
Screen display is as follows-

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5.3.3 Warehouse BE (In-Bond)

This form is used by importers who import goods for temporarily storing them in a warehouse for
clearance for home consumption at a later stage.

The segments of this BE are same as applicable for Home Consumption BE. However, additional
parameters such as- Warehouse Bond details etc. need to be provided.

Note-To fill the Warehouse BE (In-Bond) form, please refer the steps (1-to-6) as mentioned
in Section (5.3.1)

5.3.4 Ex-Bond BE

An Importer can fill this form at the time of release of goods from the warehouse (which were
earlier cleared and stored in a warehouse under bond) where a warehouse BE was filed earlier.

The segments of this BE are same as applicable for Home Consumption BE. However, the
importer has to specify all the details including Warehouse BE No., Date, Item Details Bond
Number, Bond Code, Bond Port etc.

Note-To fill the EX-Bond Warehouse BE form, please follow the steps (1-to-6) as mentioned
in Section (5.3.1)

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5.4 Shipping Bill Web Form

If user selects ‘Shipping Bill’ or ‘SB’ then a detailed SB form is shown for capturing the details of
export shipment. The steps, as shown in section 5.3.1. for filing a BE web form will remain same
for filing a SB web form as well.

For the convenience of the user, the web form is divided into the no. of segments. The user has
to fill in each mandatory segment before submission. Under each segment there are no. of
mandatory parameters which are marked with (*).

The detailed description of the Segments of SB is as follow-

Segment-1: General, Consignee & Package Details

This segment is relevant for providing General Details, Consignee Details and Package Details
pertaining to an export shipment.

The users need to provide General Details such as IE Code, Exporter Class and State of Origin
Exporter, Authorized Dealer Code etc.

Consignee details including Consignee Name and Address, Port of Loading, Port of Final
Destination, Country of Final Destination, Country of Discharge and Port of Discharge etc.

Package details including GSTN Type and GSTN ID etc.

The user has to provide the details of all mandatory parameters, which are marked with (*).
Screen display is as follows-

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Segment-2: Invoice and Item Details

This segment is relevant for providing the Invoice Details, Freight and Insurance Details, Third
Party Details and Supporting Document.

Invoice Details including Actual Invoice Number and Buyer Details etc.

Freight and Insurance Details including Freight Currency and Amount and Insurance Currency,
Insurance details etc.

Third Party Details including Third Party Name and Address, Third Party Country Code and Pin
etc.

Supporting Document including Declaration Type, ICEGATE User ID, Document Type Code, File
Type and Upload Supporting Document etc.

Control Details including Control Type and Control Location.

User can provide details of multiple invoices by clicking on ‘Add New Invoice’ in this segment if
the export shipment for which SB is filed consists of multiple invoices.

The user has to provide the details of all mandatory parameters, which are marked with (*).
Screen display is as follows-

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Item Details: -

This section is relevant for providing the Item Details, Item Accessories Details, Item Third Part
Details, Item Cess Details, Drawback Details, Item Raw Material Details, Supporting Document.

Details of multiple items can be provided within an invoice by clicking on ‘Add New Item’ if one
invoice contains more than one item.

The user has to provide the details of all mandatory parameters, which are marked with (*).
Screen display is as follows-

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Segment-3: Exchange Rate Details

This segment is relevant for providing details pertaining to the Exchange Rate of the Currencies
used in the SB.

Exchange Rate including the parameters such as Invoice Currency Code, Currency Rate and Unit
in Rupees.

The user has to declare whether the currency used is Standard or Non-Standard. In-case of non-
standard currencies, all the parameters are mandatory.

Screen display is as follows:

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Segment-4: License, DFIA & Job Work Details

In this Segment, the user needs to provide the License Details such as Registration Number of
the License and Date of License Registration,

DFIA Details including the parameters such as SION Group Code, Serial Number, and Unit of
Measurement.

Job Work Details including the parameters such as BE Number and BE Date.

If the item of export does not fall under the any licensing scheme, this Segment is not mandatory.

Screen display is as follows –

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Segment-5: Packing, Rotation & Container Details

In this Segment, the user needs to provide details of Packing List in case the shipment location
is an Air Cargo Location. In case of ICD and Sea Customs locations, Rotation Number and
Container Details are to be provided.

If the users do not have such details, they need to select the option “No” in the respective section
of this segment.

The user has to provide the details of all mandatory parameters, which are marked with (*).
Screen display is as follows-

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Segment-6: SB Re-Export Details

This segment is relevant for the re-export cases. The user needs to provide details such as-
Invoice Serial Number, Item Serial Number, Serial Number etc.

If the re-export functionality does not apply to the user, the user has to fill remaining form
segments one-by-one.

The user has to provide the details of all mandatory parameters, which are marked with (*).
Screen display is as follows-

The user needs to click on the link “Add Item Re-Exported”

On clicking the link, the system will display the screen is as follows.

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5.5 IGM Web Form

For Airlines, Shipping Lines and Shipping Agents IGM Webforms are provided for filing the IGM
at Air and Sea Cargo Locations. IGM for Airports and Sea Cargo Locations are separately
provided for selection and explained in the following sections.

5.5.1 IGM for Air Cargo Station

The IGM for Air Cargo Station has two segments namely Flight Details including the parameters
such as - Flight Number and Port of Origin and Port of Destination and Master Air Way Bill
(MAWB) Details including MAWB Number, Shipment Type and Total Number of Packages etc.

The user has to fill in each mandatory segment for completion of the declaration. Under each
segment there are no. of mandatory parameters which are marked with (*).

Steps for filling in the IGM for- Air Cargo Stations is as follows –

▪ Select ‘Airline IGM’ from the box.

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▪ On selecting the box, the system will display the following screen for filling in the Flight Details.

▪ Press <Save as Draft> button for saving the form online for completing later.
▪ To continue filing, press <Next> button.

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▪ System will display the following screen for entry of Air Way Bill Details.
▪ The user needs to click on the link “Add MAWB Details”.

▪ Details of more than one Airway Bill can be added by clicking on “Add MAWB Details”.
▪ The user can save the entries by pressing on <Save as Draft> button.
▪ After completion of the entries click on <Submit> button.

5.5.2 IGM for Sea Cargo Station

The IGM for Sea Cargo Station has two segments namely Vessel Details including the
parameters such as Customs house no., IMO Code, Vessel Code, Voyage Number, Shipping
Line Code, Shipping Agent Code and Master Name etc. and Cargo Manifest Details including
the parameters such as- Line Number, Sub Line Number, Nature of Cargo (C, P, LB, DB, CP)
and Item Type (GC, UB, OT Cargo) and Container Details

The user has to fill in each mandatory segment for completion of the declaration. Under each
segment there are no. of mandatory parameters which are marked with (*).

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Steps for filling in the IGM for- Sea Cargo Stations is as follows-

▪ Select ‘Sea IGM’ from the box.

▪ On selecting the box, the system will display the following screen for filling in the Vessel
Details.

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▪ Press <Save as Draft> button for saving the form online for completing later.
▪ To continue filing, Press <Next> button.
▪ System will display the following screen for entry of Sea Cargo Manifest Details.
▪ The user needs to click on the link “Add Cargo Manifest Details”. System will display the
screen display is as follows-

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▪ The user needs to fill in the Sea Cargo Manifest Details one-by-one including the mandatory
parameters of Container Details.
▪ Details of more than one sea cargo manifest can be added by clicking on the link “Add Cargo
Manifest Details”.
▪ Similarly, Details of more than one Container can be added by clicking on the link “Add
Container Details”.
▪ The user can save the entries by pressing on <Save as Draft> button.
▪ After completion of the entries click on <Submit> button.

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5.6 EGM Web Form

Similar to IGM, ICEGATE provides for EGM web forms for Airlines, Shipping Lines and Shipping
Agents for filing the EGM at Air and Sea Cargo Locations. EGM for Airports and Sea Cargo
Locations are separately provided for selection and explained in the following sections.

5.6.1 EGM for Air Cargo Station

The EGM for Air Cargo Station has two segments namely Flight Details including the parameters
such EGM Number, EGM Date, Port Origin and Destination Details etc. and Master Air Way Bill
Details (MAWB) including the parameters such as MAWB Number, Port of Loading and Shipment
Type etc.

The user has to fill in each mandatory segment for completion of the declaration. Under each
segment there are no. of mandatory parameters which are marked with (*).

Steps for filling in the EGM for- Air Cargo Stations is as follows-

▪ Select ‘Airline EGM’ from the box.

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▪ On selecting the box, the system will display the following screen for filling in the Flight Details.

▪ The user needs to fill in the Flight Details one-by-one.

▪ Press <Save as Draft> button for saving the form online for completing later.
▪ To continue filing the form, press <Next> button.
▪ System will display the following screen for entry of Air Way Bill Details.

▪ The user needs to fill in the Air Way Bill Details one-by-one.
▪ The user can add more than one Air Way Bill detail by clicking on the link “Add MAWB
Details”
▪ The user can save the entries by pressing on <Save as Draft> button.
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▪ After completion of the entries click on <Submit> button.

5.6.2 EGM for Sea Cargo Station

The EGM for Sea Cargo Station has two segments namely EGM Master Details including the
parameters such as – Message Type, Customs House Code, EGM Number (Rotation Number)
and EGM Date etc. and Shipping Bill Details including the parameters such as SB Number, SB
Date, and Location of the Port where SB filled, Nature of Cargo (C, P, LB, DB, CP) and Total
Quantity etc.

The user has to fill in each mandatory segment for completion of the declaration. Under each
segment there are no. of mandatory parameters which are marked with (*).

Steps for filling in the EGM for- Sea Cargo Stations is as follows-

▪ Select ‘Sea EGM’ from the box

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▪ On selection the box, the system will display the following screen for filling in the EGM Master
Details.

▪ The user needs to fill in the EGM Details one-by-one.

▪ Press <Save as Draft> button for saving the form online for completing later.
▪ To continue filing the form, press <Next> button.
▪ System will display the following screen for entry of Shipping Bill Details.

▪ The user needs to fill in the Shipping Bill details one-by-one.

▪ The user can add more than one Shipping Bill detail by clicking on the link “Add Shipping
Bill Details”.

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▪ The user needs to fill in the Shipping Bill Details one-by-one including all mandatory
parameters of Container Details.
▪ The user can save the entries by pressing on <Save as Draft> button.
▪ After completion of the entries click on <Submit> button.

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6 Common Features
This section provides a description of functionalities which are common to all the web forms.
These functionalities have been incorporated in each web form for simplifying form filing process
and enhancing efficiency during the filing process.

Common functionality of the web form includes the following feature.

1. Error Messages
2. Save Application Form as Draft
3. Offline Utility
4. Export File
5. Import File
6. Upload the Documents
7. Form Submission
8. Tooltips
9. Print Application Form

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6.1 Error Messages

6.1.1 Field Type Error

This section describes the type of error message. If the user has entered any information in the
field which does not match the validation criteria of the field, then an error message will be
displayed on the screen and the system will prompt to enter the correct value.

The system will display an error message on field values - Numeric, Character, Date, and Field
length.

Example-The system is displaying an error message on the screen.

6.1.2 Mandatory Field

For all the mandatory fields the system expects the user to enter a value and in case of no entry
an error message will be displayed on the screen. The field identified as an error is highlighted
in red color by the system.

Example: On below screen, the system identifies the mandatory fields which are not filled by the
user such as BE Type, Message Type, Custom House Code, Branch Serial No., User Job No.,
User Job Date

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6.2 Save Application Form as Draft

The user can save the form in draft mode till submission. The user needs to click on the
button <Save as Draft>, and the application filed by the user till now, will be saved in draft mode.

The system will display a message in pop-up window as- “Form has been saved as draft”

with Ticket Id number (481) for the application form.

()

After clicking on <Save as Draft>, the user will remain on the form and will be able to continue
populating the form. During this process, one entry will go to the draft widget of the user’s
dashboard.

On subsequent login, the user needs to select the widget ‘Drafts’; the system will display list of
draft applications saved by the user. The user needs to select the Draft and Continue the filing.

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On clicking the Filing Draft link, the system will display all application forms which are saved in
Draft mode.

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The user can Rename the form name by clicking on the Rename button.

The user can Delete a saved form by clicking on the Delete button.

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6.3 Offline Utility

This section describes, how a user can fill the application form in Offline mode. This allows user
to save the form and work offline i.e., without an internet connection.

To work in offline mode, the user has to follow the steps-

1. When connected to internet and logged into the ICEGATE portal. Open relevant web form
and click on the icon from the address bar as displayed in the screen.

2. A pop-up window will open, install the ICEGATE web-application by clicking on the <Install>
button.

The pop-up window will display the web-application form which the user is presently filing.
This is shown in the screen below.

3. The offline web-application will get installed on your system and the system will create an icon
for the application on the desktop as displayed on the screen.

System will create separate icon for each type of form namely – ICEGATE-BoE; ICEGATE -
SB app; ICEGATE - IGM, ICEGATE - EGM etc.

4. User can open the saved offline form from the desktop and continue filling the form. Whenever
user has completed the form, the user can save the file for completing the final steps online
i.e., document upload and submission. To save the entered data in offline mode, the user
needs to click on the <Export File> button.

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5. On clicking of the button, A JSON file will be get downloaded to the local system of the users.
6. To upload/Export the form to ICEGATE application (online) user needs to log in to ICEGATE
portal and open relevant type of web form.
7. Upload the generated JSON file from the computer (in previous step) by clicking on the button
<Choose File>
8. Review the form details before submitting the application
9. Complete remaining steps such as documents upload, pending mandatory fields, etc.
10. Submit the form.

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6.4 Export File

This section describes how the users can export a partially completed form in a file (JSON format)
on user’s computer. The user can export this file at a preferred location in their computer.

To enable this functionality, the user has to follow the steps-

1. Click on the button <Export File>.

2. <Save As> pop-up window will be displayed on screen.
3. Select the location where you want to save the JSON file.
Enter a file name to Json file in the ‘File Name’ field
4. Click on the <Save> button

Please refer to the screen will be displayed as shown below-

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6.5 Import File

Once a JSON file is saved on the user’s system, it is ready for export from the file location. Any
user with the proper security permissions may import the file.

To enable this functionality, the user has to follow below steps to export the file.

1. Clicking on the button <Choose File>.

2. An Open pop-up window appears. Select the location from where you want to Open the JSON
file.

3. Click on <Open> button.

4. Form will open with new values.

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6.6 Upload Documents

This section describes how a user can upload the required documents while filling in a web form.
The supporting documents could be in the form of – invoice, packing list, bill of lading/airway bill,
etc.

The mandatory fields pertaining to Supporting Documents include – Document Type, Document
Issue Date, CHA License Number, Document Expiry Date, IEC, ICEGATE User ID, Image
Reference Number, Document Type Code, etc.

There are two ways to upload the required documents-

1. Uploading the documents in Advance on e-Sanchit (can be accessed from ‘Services’ widget
on user’s ICEGATE dashboard), which will assign IRN and DRN to the documents. These
IRN and DRN numbers can be provided in the web forms instead of using document upload
feature.
2. Alternatively, the user can upload the required documents using the document upload feature
provided within the web form.

6.6.1 Referring the document upload on eSanchit

In case of option 1 discussed above, users need to provide the eSanchit generated IRN and DRN
of the documents uploaded on eSanchit. Users also need to fill in the mandatory parameters with
reference to the documents.

Click on <Save> button.

Users need to provide the information regarding each document related to the form.
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6.6.2 Upload document using Form

The functionality is provided for the users to upload the supporting documents through the
webform if the documents are not uploaded on eSanchit.

Users need to fill in the documents particulars as displayed on the screen. Then, to upload the
document, the user has to click on the <Choose File> button as displayed on the screen for
uploading the required document.

Once the document is uploaded the user need to click on the <Save> button, the uploaded
document will be forwarded to the eSanchit Portal, which will generate unique numbers called
IRN and DRN for the uploaded document. These document numbers will be auto-filled in the
fields – “Image Reference Number” and “Document Reference Number” of the application form.

Similarly, the user needs to upload each of the required supporting documents one by one.

The document size for each document to be uploaded is restricted to 1.5 MB and File Type shall
be PDF. In-case of any variance, the system will display an error message.

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6.7 Form Submission

On completion of filling of the form, user needs to click on <Submit> button for submission. The
screen displayed is as follows.

On submission, the system will Ticket Id Number which is displayed on the screen. The ticket id
number will be forwarded to the user on the registered email id and SMS on Mobile no.

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6.8 Tooltips

Tooltip’s functionality is available in each of the web forms.

A tooltip is a graphical user interface (GUI) element used in conjunction with the cursor or mouse
pointer to display information about a form input filed without needing to click on it.

Using tooltips functionality, the user can know about the input fields that what types of information
is needed to be entered in the input field.

Example - Tooltip on form input field

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7 System Requirements
Operating System (OS): Window 7 or Higher
Processor: 1 GHz or Higher
Random Access Memory (RAM): 512 MB or Higher
Disk Free: 20 GB or Higher

8 Contact Us
The contact details are as follows:

ICEGATE, Directorate General of Systems

1st Floor, CR Building, IP Estate
New Delhi – 110002
Toll Free No: 1800-3010-1000
The user can also drop their queries at:
Email: [email protected]

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