A bill of entry in CSV format is the machine-readable version designed for bulk data handling — importing into ERP systems (SAP, Tally, Zoho), uploading to customs broker software, or processing multiple shipments at once. If you handle more than 5–10 shipments per month, CSV eliminates manual re-entry errors and saves hours of data processing. This guide covers the field schema, how to structure your CSV, and how to map it to ICEGATE and ASYCUDA data requirements.
When to Use CSV Format for Bills of Entry
| Scenario | CSV Useful? | Notes |
|---|---|---|
| Single occasional shipment | No — use Word or PDF | CSV overkill for one-off imports |
| 10+ shipments/month | Yes | Eliminates repetitive manual data entry |
| ERP integration (SAP, Tally, Oracle) | Yes | ERP import modules typically accept CSV |
| CHA bulk filing | Yes | Some CHAs accept data as CSV to populate their filing software |
| Customs audit data submission | Yes | CBIC and NBR may request data in tabular/CSV format |
| Analytics / duty spend reporting | Yes | CSV loads into Power BI, Tableau, Google Sheets for analysis |
Recommended CSV Field Schema for Bill of Entry
Use these column headers (snake_case, no spaces — easier to import into most systems):
| Column Name | Example Value | Notes |
|---|---|---|
| boe_number | 5521234/INNSA1/2025 | Leave blank until assigned by customs |
| filing_date | 2025-06-15 | ISO 8601 date format |
| port_code | INNSA1 | CBIC port code |
| iec | 0123456789 | 10-digit IEC (India) |
| gstin | 27AABCU9603R1Z2 | 15-digit GSTIN (India) |
| importer_name | ABC Imports Pvt Ltd | As registered with customs |
| bl_awb_number | MEDUMU123456 | Bill of Lading or Airway Bill |
| igm_number | 123456/2025 | Import General Manifest (India) |
| vessel_name | MSC DIANA | Vessel or airline flight |
| invoice_number | INV-2025-042 | Supplier invoice reference |
| invoice_date | 2025-06-01 | ISO 8601 |
| exporter_country | CN | ISO 3166 2-letter country code |
| incoterms | CIF | FOB, CIF, CFR, etc. |
| currency | USD | ISO 4217 currency code |
| exchange_rate | 83.50 | CBIC-notified rate for filing date |
| line_number | 1 | Item line (1, 2, 3…) |
| hs_code | 84136000 | 8-digit HS code |
| description | Centrifugal pumps for liquids | Technical description |
| quantity | 10 | Numeric |
| unit | NOS | NOS, KGS, MTR, LTR, etc. |
| cif_value_inr | 1000000 | CIF in Indian Rupees (after FX conversion) |
| bcd_rate | 0.075 | Decimal (7.5% = 0.075) |
| bcd_amount | 75000 | cif_value_inr × bcd_rate |
| sws_amount | 7500 | bcd_amount × 0.10 |
| igst_rate | 0.18 | Decimal (18% = 0.18) |
| igst_base | 1082500 | cif + bcd + sws |
| igst_amount | 194850 | igst_base × igst_rate |
| total_duty | 277350 | bcd + sws + igst |
| origin_country | CN | ISO 3166 country code |
| fta_scheme | ASEAN | Leave blank if no FTA benefit |
One Row Per Line Item
Each row in the CSV represents one line item (one HS code) in the shipment. The header fields (boe_number, iec, gstin, vessel, invoice) repeat on every row — this is normal for CSV format. When importing into ERP, the system groups rows by boe_number or invoice_number to reconstruct the shipment.
Importing CSV into Common ERP Systems
| System | Import Path | Notes |
|---|---|---|
| Tally ERP / TallyPrime | Import → Vouchers → CSV | Map columns to Tally purchase voucher fields |
| SAP | MM01/MIGO → CSV upload via LSMW or custom BAPI | Requires IT configuration; column mapping to SAP fields |
| Zoho Books | Settings → Import Data → Bills → CSV | Field names must match Zoho template headers |
| QuickBooks | Tools → Import Data → Expenses → CSV | Simpler column mapping |
| Excel/Google Sheets | Data → Import → CSV | Immediate — no configuration needed |
Frequently Asked Questions
What encoding should a bill of entry CSV use?
UTF-8 is the universal standard. If you are importing into older systems (some Indian ERPs), UTF-8 with BOM may be needed to correctly display special characters. Avoid Windows-1252 encoding for international trade documents.
How do I handle a CSV with multiple shipments?
Each shipment gets its own boe_number (or invoice_number if the BoE isn't filed yet). All rows from the same shipment share the same boe_number. ERP systems group by this field to reconstruct the shipment record.
Can I submit a CSV file to Indian customs (ICEGATE)?
ICEGATE does not accept direct CSV imports from importers. However, some licensed CHA software (e.g., ICEGATE's own BOE module, third-party filing software) can accept CSV data from importers to auto-populate the electronic declaration before filing.
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