What is Manifest? Common Mistakes in Manifest Filing

Manifest is one of the indispensable operations in import-export activities, international trade of goods. So, what is Manifest? And why do shipping lines have to declare Manifest? How is the Manifest declaration and editing process carried out and where does customs currently allow E-Manifest declaration? Let's find out with Real Logistics through this article!
1. What is Manifest?
Manifest is a system for receiving cargo declarations, related documents, and customs clearance for incoming/outgoing vessels. It is specifically designed for customs declaration personnel such as shipping lines, shipping agents, and forwarders.
After securing a booking, detailed shipment information must be sent to the carrier for creating a Master Bill of Lading (MBL) or to the forwarder for a House Bill of Lading (HBL). Once the goods reach the destination port, the carrier issues an Arrival Notice (A/N) and declares details such as cargo name, specific quantity, bill of lading number, shipper, consignee, departure date, and bill issuance date to customs.
The declared information must match the details provided by the exporter.
Carriers filing cargo information with customs is called Manifest filing. Carriers handling the MBL file manifests for the MBL, while forwarders handling the HBL file manifests for the HBL.
When the consignee collects the goods, customs cross-checks the details on the Delivery Order (D/O) against the manifest. If the information matches, customs releases the goods.
Thus, accurate manifest filing is crucial for timely goods release and to avoid unnecessary costs due to errors.
2. Where and When to File a Manifest
Manifests are filed directly on the National Single Window portal:
Website: https://vnsw.gov.vn/
Timeline: Manifest filing typically occurs 1–2 days before vessel arrival. Missing the deadline incurs amendment fees. For example, if a shipper wishes to update bill details after vessel departure, they must pay both bill amendment and manifest amendment fees. Similarly, if forwarders file incorrect manifest details and miss the deadline for corrections, amendment fees apply.
3. Steps to File HBL Manifest
Step 1: Log in to the National Single Window Portal:
Visit the website: https://vnsw.gov.vn/
Step 2: Fill out the template file for upload:
Use the details outlined above to complete the required fields in the Excel template provided.
- Registration Year: Year the file is registered
- Document Function: CN01
- Shipper: Information of the shipper listed on the HBL
- Consignee: Tax ID and consignee information listed on the HBL
- Notify Party 1: Details of the notify party on the HBL
- Transshipment/Transit Port Code: If applicable
- Delivery Port Code: The port where goods will be delivered
- Loading Port Code: The port where goods are loaded
- Unloading Port Code: The port where goods are unloaded
- Place of Delivery:
- For LCL cargo: Enter the warehouse code
- For FCL cargo: Enter the delivery port
- Cargo Type: CFS/CFS or FCL/FCL
- Bill of Lading Number: The HBL number
- HBL Issue Date: The date the HBL is issued, usually the vessel’s departure date
- Master Bill of Lading Number (MBL): The MBL number
- MBL Issue Date: The issue date of the MBL
- Departure Date: The date the vessel departs
- Total Packages: Number of packages in the shipment
- Package Type: Type of packaging used
- Gross Weight: Total weight of the shipment
- Gross Weight Unit: Unit of measurement for gross weight
- Cargo Code: HS code for the cargo
- Goods Description: Detailed description of goods, matching the description on the HBL
- Gross Weight: Total weight of the goods
- Dimensions/Volume: Measurements or volume of the shipment
- Container Number: Number of the container used for shipment
- Seal Number: Seal number of the container
Step 3: Access the Maritime Bureau Section: On the National Single Window portal, navigate to the Maritime Bureau and select "File Management."
Step 4: Search for the shipment using the file code: Identify the shipment that needs to be filed.
Step 5: Select "Electronic Declaration" in the History column: Locate the shipment and choose the option to declare electronically.
Step 6: Upload the completed file: Under the "Consolidation Bill of Lading" tab, upload the completed Excel template from Step 2.
Step 7: Click “Import” to submit the declaration: Wait for a confirmation message indicating that the update was successful.
Note: Double-check all declared information for accuracy. Compare the uploaded data with the details on the Bill of Lading to ensure consistency.
4. Procedure for Manifest Amendment
Step 1: Online Amendment:
Log in to https://vnsw.gov.vn/. Make the necessary changes to the declaration, select the shipment file code, and request an amendment.
Step 2: Submit Required Documents to Customs:
Prepare the following documents and submit them to Customs for approval:
- Official letter requesting manifest amendment
- Email or written request from the agent or shipper for manifest amendment
- HBL of the shipment
- MBL of the shipment
Once Customs approves the amendment, the manifest will be updated, and the goods can be easily released upon arrival.
Note: Since the amendment process can be time-consuming and complex, ensure the initial declaration is accurate to avoid the need for corrections and extra costs.
5. Common Mistakes in Manifest Filing
While manifest filing might seem straightforward, errors can occur if attention to detail is lacking. Common mistakes include:
- Incorrect or mismatched container information
- Confusion between CFS/CFS and CY/CF cargo types
- Mislabeling container cargo as LCL cargo
- Incorrect or incomplete information on the exporter or importer
- Errors in the weight or quantity of the shipment
- Mistakes in the loading and unloading port codes or final delivery locations
These details about manifest filing and potential pitfalls have been provided by Real Logistics. We hope this guide helps you better understand how to file manifests, avoid mistakes, and streamline your logistics operations. If you have any questions, feel free to contact us!
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