Online Document eXchange
  • What is “VGM” ?
    • “VGM” is a new amendment to the International Maritime Organization (IMO) Safety of Life at Sea (SOLAS) regulations governing global ocean vessels requiring Carriers to have a Verified Gross Mass (VGM) submitted to them by shippers before a container may be loaded onto the vessel.
  • Is it mandatory or voluntary for shipper to submit a VGM ?
    • To meet the new regulation, carriers have declared a “no VGM no load” policy as the shipper must submit a VGM for every container shipped prior to stowage planning.
    • In many ports around the world, terminals have also declared a “no VGM no gate-in” policy – requiring the VGM to be submitted for a container before that container is allowed into the terminal yard.
  • What is the difference between the two methods?
    • Method 1:
    • Weighing the packed container with all cargo, packaging and container together at a registered Weighbridge.
    • You must physically weigh the loaded container on scales that meet local certification requirements for accuracy.
    • In this case you would have to find a weighing station that provides this service and has the required equipment and certifications, or use equipment your company may own or purchase.
    • This method must be used with bulk items such as scrap metal or waste paper.
    • Method 2 :
    • (Calculated) Weighing all packages and cargo items, including the mass of pallets, dunnage and other securing material to be packed in the container and adding that to the tare weight of the container (typically found on the door of the container).
    • You may use the weights as printed on the packages that will go into the container, and add those together with the packaging and tare weight of the container to arrive at a calculated, rather than measured, VGM result.
    • This method would typically be used with manufactured goods that have highly repeatable weights, with consistent packaging as an example.
    • The tare weight of the container should always be taken from the rear door of the container. India require shippers to have a certificate to use Method 2 (May come into effect very soon).
  • Which containers have to be weighed?
    • All of the containers that are being processed for vessel on-boarding have to be VGM certified using one of the two allowed methods for weighing.
  • What mandatory information must be included in VGM?
    • Kindly refer to M.S. Notice no.04 of 2016 issued by Director General of Shipping, Indian Govt. Mandatory fields may include: Name of Shipper
    • 1 Name of Shipper
    • 2 Shipper Registration/License No. (IEC No/CIN No.)
    • 3 Name and designation of official of the Shipper authorised to sign document
    • 4 Shipper Registration/License No. (IEC No/CIN No.)
    • 5 Container Number
    • 6 Container Size (TEU/FEU/others)
    • 7 Maximum permissible weight of container as per the CSC plate
    • 8 Weighbridge registration no. & address of Weighbridge
    • 9 If Method 1 is used, the VGM needs to entered as calculated by the Weighbridge.
    • 10 If Method 2 is used, Gross Weight of Cargo (Including Dunnage/Packaging) and Tare weight
    • 11 Date and time of weighing
    • 12 Weighing Slip No.
  • 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 Weighbridges currently operating and retain the receipts.
  • Who is responsible for submitting VGM? Can the shipper authorize a third party to submit the VGM declaration?
    • According to SOLAS VGM requirements, the shipper, identified on shipping documentation, or a party authorized to submit on their behalf, is responsible for providing the carrier with the verified gross mass for a loaded container.
    • A third party authorized by the shipper can submit VGMs; this authorization is to be defined in business/ commercial relationships between the shipper and the authorized party (e.g., through a power of attorney or similar legal arrangement).
  • Who is responsible for the VGM if submitted by a third party?
    • Even if an authorized party provides the VGM, the shipper remains responsible for the information provided to the carrier.
  • Who can the shipper authorize to be a submitter? 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 terminals, freight forwarders, weighing companies, trucking companies, consolidators, etc.
  • Does cargo have to be re-weighed if there is a change of vessel?.
    • No, VGM is only required at the time of original load from July 1, 2016 forward. If the shipment is being transferred to another vessel, initial VGM will be used at the transshipment port (this process will be managed between carriers).
    • There may be containers that were loaded prior to July 1, 2016, and are transshipping at a port after July 1, 2016, that require a VGM be available for loading to occur in the transshipment ports. You should check with your carrier as to the policy on these transshipments.
  • How will the information be submitted to the carrier ?
    • The shipping community is advocating the use of electronic VGM submission as the most timely and flexible method for shippers to help them meet potentially earlier cut-off times and multiple submission use cases.
    • ODeX provides an eVGM solution for electronic submission of VGM declarations. While manual VGM documentation is acceptable, it is slow and introduces significant additional work and potential delays for the carrier, and may also incur manual documentation charges.
  • How will VGM cut off date/times be known ?
    • Since VGM information is used to plan stowage of the vessel, it must be submitted in advance to allow carriers to create the stowage plan.
    • VGM cut off times may vary by carrier and/or port and should be checked at the time of shipment planning. Carriers are notifying customers of their VGM cut-off time policy and most will also communicate this in the booking confirmation process.
  • What integration solution is ODeX offering to support the SOLAS regulation?
    • ODeX is supporting the industry with highly flexible, standards based eVGM solutions designed to meet a wide range of use cases and supporting a broad range of channels.
    • For the submitter (Shipper, FF etc.): We are providing integration options for sending VGM via VERMAS
    • For Shipping Line: We are providing a VERMAS/COPRAR integration option for receiving VGMs.
    • Further, ODeX would accept the standard EDI/VERMAS to be submitted via the registered email ID provided During registration with ODeX. This would be soon available on the ODeX portal.
  • 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.
  • 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 Party option, if you are not Shipper on the B/L.
  • Can a company have both the options (Self and Third Party)? Yes, a company can have both the options.
    • If opted for both, total number of users would get access for Self and Third Party VGM submission. The number of transactions would be separate.
  • Can a shipper give access to its nominated CHA/FF?
    • The module for one time Activation/Authorized Approval from the registered shipper is now available on ODeX.
    • Shipper can authorise nominated CHA/FF using the Third Party Authorisation tab. For more details, please refer User Manual.
    • Shipper needs to be registered with KYC on ODeX for granting necessary access to the nominated CHA/FF
  • Addition/Change of Users
    • For extra users, you can select the option from the subscription screen.
    • You will get the minimum users as per the subscription plan selected by you, you can add extra users by paying nominal fees per user per quarter.
    • To change the user, please send an email on “vgm.support@odex.co” with subject Line “Change the User” and share the list of User Ids which you wish to change.
  • How does the Payments work?
    • The subscription charges to be selected as per the Pricing Schedule. The charges are to be paid in advance for the activation, before 20th of previous/expiry month.
  • What if the no. of submissions get exhausted before Expiry Date of Subscription Plan?
    • There will be add on packs available, company would have the option of differential payment for that particular quarter. Alternatively, the company would have option to shift plans by paying differential amount.
  • Can a user be changed?
    • Yes, the request for change in access to be sent to vgm.support@odex.co
    • Email to be sent from registered ID only.
  • Can a company carry forward the VGM submissions if not exhausted in a particular quarter?
    • Yes, the remaining VGM for the quarter can be carried forward to the next quarter; provided you have renewed your subscription plan before expiry date.
  • Will the VGM access stop, if we fail to make payments?
    • ODeX will provide a buffer period of 3 days for the company to make payment. This would be effective from the expiry date. The transactions could be done during these 3 days without any interruption.
  • Can I Switch the Plans in a quarter?
    • Yes, please send an email to vgm.support@odex.co. The support team would guide you with the differential payment to be done.
  • Pricing
    • To view the subscription charges, please login into https://odex.co/ https://odex.co/
  • EDI Integration with Shippers
  • EDI Integration with Weighbridges (Shippers/Third Party) ODeX team would be able to provide you a solution (Standard or Customized)
    • Send an email to vgm.support@odex.co
    • Please mention the following in the subject line "Weighing Scale Integration - Company Name" Ex: "Weighing Scale Integration - ABC Exports Pvt ltd". Our team will get in touch with you ASAP.
  • 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.
  • Manual
    • Latest User Manual can be downloaded by clicking: HERE
  • How to register on ODeX?
    • 1. Log on to www.odex.co and click on SIGN UP NOW
    • 2. Fill in all the details, attach all the necessary documents & Click on Submit
    • Your Registration form will be checked/verified along with all the documents and on approval, you will receive a confirmation Onboarding email from ODeX.(Stipulated time for Approving/Rejecting/Declining a registration request is 2 hours from the time of request).Any request before & after ODeX operation hours shall be addressed during ODeX working hours.

  • Are there any charges for registration?
  • No, there are no charges to register on ODeX.

  • Which documents are required for registration?
  • USER Company Company Pan Card Copy CHA License Copy ** TAN Copy MTO License Copy IEC LicenseCopy
    CHA
    CFS
    Freight Forwarder
    Inland Container Depot
    Liner
    NVOCC
    Importer/Exporter
    Empty Yard
    ** - Any other document which can prove the authorized identity of the company.
  • How do I create user at the time of registration?
  • At the bottom of ODeX registration form, you can update user details by filling the compulsory user details mentioning your First Name, Last Name, Email id, Contact No. , Company Type, Department & Activities. Auto generated email is sent to the registered email id with log in id and password.

  • We have registered our company but haven’t received the User Id and Password
  • The registration request is processed within 24 hours. User id and the password will be emailed to the user's email address.

  • How do we update the company documents?
  • We request you to kindly share the updated company documents through email support@odex.co . Once the documents are updated, the support team will confirm on the same.

  • How do I add new users under same company name?
  • To change the company name on ODeX, supporting documents i.e. Company Name change certificate (attested by the government/gazette officer), company PAN card with the new name and letter on the new company’s letter head stating the company name change will be required. The documents can be emailed to support@odex.co and the support team will update the same and confirm.

  • How many types of companies can be registered with one Pan Card on ODeX?
  • If the user has proper & valid documents, a user can register for all the company types once, but not for the same company type for more than once with the same PAN card.

  • How do I change the company name?
  • To change the company name on ODeX, supporting documents i.e. Company Name change certificate (attested by the government/gazette officer), company PAN card with the new name and letter on the new company’s letter head stating the company name change will be required. The documents can be emailed to support@odex.co and the support team will update the same and confirm.

  • How much time will it take to register on ODeX?
  • ODeX Support is available between 9:00 AM to 9:00 PM from Monday to Friday . A company gets registered within 2 hours once the request is received within ODeX operation hours. Any request before & after ODeX operation hours, shall be addressed during ODeX working hours.

  • How to reset my ODeX password?
  • If you have lost/forgotten your password, use the "Forgot Password" link available on ODeX login page. Enter your registered "Email Address" with which you had set up an account with ODeX and you will instantly receive an email with a temporary password. Using that password you can login and set a new password for your ODeX account.

  • How do we change the password?
  • In order to change the password, a user can select the SETTINGS option, above the user name displayed on the web page and then click the Change Password option.

    • Below password policy to be followed
    • Password length should be minimum 5 and maximum 12 Characters
    • Password should contain lowercase and uppercase character.
    • Password should contain numeric value
  • Need access to another location/sea port.
  • Kindly share the request via email to support@odex.co with the sea port access required. The support team will update and confirm once the location has been provided.

  • How do I deactivate my ODeX Account?
  • You may send an email from your registered ODeX user id to support@odex.co The request will be furnished within 3 hours and an email will be sent to your corresponding user id. Any request before & after ODeX operation hours, shall be addressed during ODeX working hours.

  • Turn Around Time (TAT) for Accepting / Rejecting / Declining e-Form 13?
  • On submitting e-Form 13 to a Shipping Liner, it takes on an average 2 Hours for status change during business working days.

  • What if Form 13 status is showing as PENDING?
  • Post login, please refer to the manual on Form13. The entire process is explained with screenshots.

  • How do I cancel Form 13?
  • Post login, please refer to the manual on Form13. The entire process is explained with screenshots.

  • What if Form 13 is still in REQUESTED state?
  • The Form 13 in Requested state, will be processed by the Shipping Line and will be further confirmed by them.

  • Error occurs while printing Form 13“Not a valid VIA Number”?
  • The above error will be displayed when the Form 13 data is not uploaded by the Shipping Line on the Terminals Website. We request you to kindly check after some time.

  • VGM is submitted through ODeX but the weight is not auto populated while submitting the Form 13?
  • Kindly check the booking number entered and the Shipping Line selected since disparity of information will lead to the issue of VGM weight, not auto populating.For more details refer to the manual on Form13, available in the Help section. The entire process is explained with screenshots.

  • We are facing the following issue “An error occurred, kindly contact your system administrator”
    • The error is faced due to the following;
    • Using internet explorer as the internet browser. Kindly use Google Chrome for a better experience.
    • Number of packages in the container details has to have only numbers.
    • In case of REF container type, if the temperature is in negative then it has to be entered as per the following example c- (-10) and in case the temperature is positive, then the temperature has to be entered as (10)
  • Is my data secure? Will other companies be able to see my data?
  • A multipronged strategy covering both Application and the Infrastructure has been adopted to ensure security and reliability of the data. Details of the implementation are as follows;

    • a) Application Data security
    • Registration of company (CHAs) after KYC
    • Data / Documents of one company (CHA / Line / CFS / etc.) cannot be viewed by any other company i.e. Invoices / DOs / etc. issues to CHA 1 cannot be viewed by CHA 2.
    • Critical data like user name password are stored in encrypted format in the database.
    • Audit history like create user, create time, modify user, and modify time is available on all transactions. Also, auditing of data change on critical fields/transactions.
    • Email on registered email id for critical transactions like DO Release, Invoice Payment, etc.
    • b) Infrastructure security
    • ODeX works on HTTPS - It means all communication between your browser and the ODeX are encrypted.
    • Regular VAPT (Vulnerability Assessment and Penetration Testing) on ODeX server/ application to detect any vulnerability or security threat.
    • Restricted access to server to limited deployment / support team.
    • Downtime usually once in two weeks after office hours to release new patches. It is communicated on website in advance so that it is well informed to users.
    • Clustering / load balancing for high availability.
    • Disaster recovery setup with replication every 15 mins using dedicated links from primary server to DR server in another city.
    • Application / Server hosted in Tier 4 data center with eight zone security.
    • Two layer of firewall for the server with Anti Hacking, DoS defence, Malware and intrusion prevention, Ping of Death defence, etc.
    • c) Server to Server Integration Security
    • IP address whitelisting at both the ends shall avoid any unauthorized access.
    • Only secured transmission like https or SFTP.
  • Does ODeX have any security certificates?
  • ODeX uses digital SSL certificate with 128 bits encryption from reputed certificate issuing company.

  • Where is the data hosted for ODeX?
  • ODeX data is hosted on Tier 4 data center with an 8 level physical security.

  • Till how many years will my data be available?
  • e-DO data will be available to view for last 7 years in ODeX via reports.

  • For which Shipping Lines, I can submit a request for eDO / eInvoicing ?
  • Shipping Line associated with ODeX for e-Invoicing are Freight Connection India Pvt Ltd, K-Line, CMA CGM, MSC Shipping Agency, COSCO and PIL.

  • How much time does it take for the Invoice to be released?
  • Once the Invoice is requested through ODeX, the Invoice is posted within 03 hours (subject to Shipping Lines internal processes being followed)

  • Through which all banks the payments can be made for all the Shipping Lines associated with ODeX for eDo?
  • List of Banks Freight Connection K-Line CMA CGM MSC PIL Cosco Shipping
    Axis
    Axis Retail
    Bank of Baroda
    Bank of India
    Canara Bank
    Central Bank of India
    Corporation Bank
    Deutsche Bank
    HDFC ENET
    HDFC Retail
    ICICI
    IDBI Bank
    Indian Bank
    Indian Overseas Netbanking
    IndusInd Bank
    ING Vysya Bank
    Punjab National Bank
    Ratnakar Bank Limited
    State Bank of India
    Union Bank of India
    Vijaya Bank
  • Unable to submit the request for Invoice. Error faced stating “BL Does Not Exist”
  • In such cases, the BL details are yet not shared with ODeX by the Shipping Line. You can select the option of being notified once the IGM details are received. Once the IGM is updated on ODeX, an automated email will be sent to you, alerting you to submit the request.

  • How do I register my weighbridge with ODeX?
  • If you wish to register your weighbridge with ODeX, you can call our weighbridge team on 022-6115 1300 and select the option 4 to speak with our weighbridge registration team. They would guide you on the further process. You can also send an email to, liner.vgm@odex.co and we will revert to you.

  • How much time does it take to register the weighbridge with ODeX?
  • It takes 01 day to register and install the necessary applications to get the weighbridge integrated with ODeX.

  • What happens once the weighbridge is integrated?
  • Post the weighbridge is integrated, weighing of the container is done. The data would be fed to the ODeX weighbridge application and the same would be sent to the Shipping Line through the tamper proof method

  • Are there any charges for registering the weighbridge?
  • There are charges of Rs 1000 plus 15% service tax applicable for registering the weighbridge with ODeX.

  • How do I cancel the VGM?
  • Post login, please refer to the manual on VGM. The entire process is explained with screenshots.

  • What if the VGM status is showing as PENDING
  • Post login, please refer to the manual on VGM. The entire process is explained with screenshots.

  • How do I know if the VGM has been submitted to the liner.
  • If the status of the VGM is VERIFIED, this means the VGM has been successfully sent to the Shipping Line.

  • Our company has made the VGM payments, what do we do now? How to subscribe for VGM plan on ODeX?
    • We would request you to kindly log on to  www.odex.co  and follow the below steps.
    • 1 Select VGM SUBSCRIPTION option from the VGM menu
    • 2 Select the relevant plan
    • 3 Select the users who would be submitting the VGM through ODeX
    • 4 Update the payment details (Instrument number is Cheque / Transaction no.s)
    • 5 Click on the SAVE button
    Once the above process is completed, we will activate the plan and share the Invoice with you via email.
  • When will we receive the Invoice for the payments done towards VGM plans?
  • The Invoice towards the VGM payments done would be shared within 10 working days subject to the amount received in our bank account.

  • What are the support timings for ODeX?
  • We are glad to help you 24 by 7 and 365 days a year.

  • How do I contact ODeX Customer Support?
  • For any suggestions, complaints or queries, email us on support@odex.co or you may also call us on +91 22 6115 1300 and select the IVR option for
    eDo / eInvoicing / eForm 13 / eVGM / eHBL / Weighbridge Registration.

  • What if my question is not answered on this page?
  • The most convenient way of making contact seems to be via the Internet. E-mail is a quick way to send information, questions, and comments. You can send your questions and comments to the following e-mail - support@odex.co