Not long ago, an importer or exporter in India carried folders of paper to the port: invoices, packing lists, licences and certificates. Customs officers checked the copies by hand. e-Sanchit was built to replace that routine with a digital upload.
This guide explains what e-Sanchit means, how it connects to SWIFT, which documents go on it, how the document codes work, how to log in and how to avoid the errors that hold up a filing.
What is e-Sanchit?
e-Sanchit stands for Electronic Storage and Computerised Handling of Indirect Tax documents. It is an online facility on the ICEGATE portal, run by the Central Board of Indirect Taxes and Customs (CBIC). Through it, traders upload the supporting documents for a bill of entry or shipping bill in digital form, instead of submitting paper copies.
Each upload is digitally signed and stored. Customs officers, and other government agencies where their approval is needed, can then view the documents online while they assess the filing. The aim is paperless, faceless clearance with fewer trips to the port office.
What is SWIFT in customs?
SWIFT stands for Single Window Interface for Facilitating Trade. It is the broader programme that lets a trader deal with Customs and other government agencies through one online filing, instead of approaching each agency separately.
The agencies that issue permits, licences or certificates for certain goods, such as food, plant or drug regulators, are called Participating Government Agencies. Under SWIFT, they review the same filing that Customs sees.
e-Sanchit is one part of this system. SWIFT is the single window, and e-Sanchit is where the supporting documents sit. Our guide to ICEGATE explains the portal that hosts both.
Which documents go on e-Sanchit?
Three documents are needed for almost every import or export:
- Bill of lading or airway bill
- Commercial invoice
- Packing list. A combined commercial invoice cum packing list is also accepted.
Other documents depend on the goods, the duty notification you claim and the agencies involved. Examples include test reports, certificates of origin, import licences and product registrations. Your customs broker can tell you which ones apply to your commodity.
Licences, permits and certificates issued by government agencies are now generally uploaded by the issuing agency itself. Traders upload their own commercial and transport documents.
e-Sanchit code list: how document codes work
When you upload a file, you must tell the system what kind of document it is. You do this by choosing a document type from a drop-down list, and each type has a code. The full list is published as the Single Window Code-map Directory on the ICEGATE website.
People often search for the "e-Sanchit code list" to find one table of codes. The practical advice is to use the current directory on ICEGATE rather than a copy from a third-party site, because the list is updated as new document types are added. Picking the wrong type can lead to a query from customs or an agency.
Each uploaded document also gets a reference number from the system. Guides describe two kinds: an Image Reference Number (IRN) for each document and a Document Reference Number (DRN) for the batch. Keep both. They link your documents to your bill of entry or shipping bill, and your broker enters the reference in the filing.
Document rules to follow
The portal enforces a few rules, and files that break them are rejected:
- Format. PDF only.
- Size. Each file must be under 1 MB. A long document should be split into parts.
- Scan quality. If you scan paper, keep it clear and straight, with no folds, dark patches or staple marks in the text area.
- Digital signature. Each file is signed with your Class 3 digital signature certificate and verified on the portal before it can be submitted.
- Batch size. The portal allows only a limited number of files per upload, so large sets go up in several batches. The current limit is shown on the screen.
- Clear file names. Give each file a distinct name so you can match it to the invoice or consignment later.
Upload the final version. Once a batch is submitted and reference numbers are generated, you cannot delete the files, although you can remove them before submission.
e-Sanchit login: step by step
There is no separate e-Sanchit account. You use your ICEGATE login.
- Register on ICEGATE. You need an active ICEGATE account with a registered digital signature certificate. Our guide to the Importer Exporter Code covers the IEC you need before registering.
- Log in to ICEGATE. Use your user ID and password, along with your digital signature.
- Open e-Sanchit. Choose the e-Sanchit option from the services menu. You must be logged in to see it.
- Select and sign your files. Choose the PDFs and make sure each is digitally signed.
- Pick the document type. Select the correct type from the list for every file.
- Validate. The system checks the digital signature and the file rules. Fix any errors it shows.
- Submit. The system generates the reference numbers and sends a confirmation to your registered email.
- Quote the reference in your filing. Add the reference number against the matching document in the bill of entry or shipping bill.
If you use a customs broker, the broker normally does all this from its own account.
Benefits of e-Sanchit
- Less paper. No stacks of photocopies at the port.
- One upload, many viewers. Customs and other agencies see the same documents.
- Faster review. Officers can assess a filing without waiting for physical papers.
- A clear record. Documents are stored against a reference number, so they are easy to trace.
- Fewer trips. You can complete most steps from the office.
Common e-Sanchit problems and how to avoid them
- Wrong document type. Always check the drop-down before submitting.
- File too large. Compress or split the PDF below the size limit.
- Digital signature errors. Use a valid certificate that matches the one registered on ICEGATE.
- Unclear scans. Rescan at a good resolution if text is hard to read.
- Mismatched details. The invoice number, consignee name and values should agree across all documents.
- Missing documents. Check the requirements for your goods before filing, so you do not get a query after assessment.
How IWCC helps
Interworld Cargo Care is a licensed customs house agent. Our customs clearance team prepares and uploads your documents, selects the correct types and quotes the reference numbers in the filing, so your cargo does not wait on a paperwork query.
Need help with your customs documents?
Share your shipment details and our team will handle the upload and filing. Get a free quote or call 098110 59654.
