A bill of entry in PDF format is the most widely accepted version for bank submissions, insurance claims, compliance records, and import audits. PDF is non-editable (preventing tampering), looks professional, and prints cleanly. This guide explains when to use PDF, what a complete BoE PDF should contain, and how to generate one from Word, Excel, or ICEGATE's official customs copy.
Three Types of Bill of Entry PDFs
Not all bills of entry in PDF format are the same. There are three distinct types you'll encounter:
| Type | Source | Used For | Legal Status |
|---|---|---|---|
| Official Customs Copy (India) | ICEGATE — downloaded after assessment | Bank, audits, GST ITC claim | Official legal document |
| Preparation Template | Word/Excel converted to PDF | CHA briefing, internal approval, bank pre-check | Not an official customs document |
| ASYCUDA GD PDF (Bangladesh) | ASYCUDA World — printed after acceptance | Bangladesh customs records, C&F agent records | Official legal document |
How to Get the Official PDF from ICEGATE (India)
- Log in to ICEGATE (icegate.gov.in) with your IEC or CHA credentials
- Go to Services → e-Services → Bill of Entry Status
- Search by BoE number, IEC, or date range
- Open the filed BoE and click "Print BoE" or "View PDF"
- The downloaded PDF contains: BoE number, filing date, assessed duty, "Out of Charge" stamp if cleared
- This PDF is accepted by banks, GSTR-2B reconciliation teams, and auditors
Fields the PDF Must Contain (Mandatory for Indian Imports)
| Section | Mandatory Fields |
|---|---|
| Header | BoE number, port code, IEC, GSTIN of importer, date of filing |
| Consignment | Vessel/flight, BL/AWB, IGM number, container numbers |
| Supplier | Exporter name, origin country, invoice number and date |
| Goods | HS code (8-digit), description, quantity, unit, CIF value per line |
| Valuation | FOB/CIF, freight, insurance, total CIF, exchange rate, currency |
| Duty | BCD amount, SWS amount, IGST rate and amount, total duty paid |
| Status | Assessment date, out-of-charge date (if cleared), examining officer name |
Using the Bill of Entry PDF for GST ITC Claims
For Indian importers claiming Input Tax Credit (ITC) on IGST paid at customs:
- The ICEGATE BoE PDF is the source document for the ITC claim
- IGST paid at import flows into GSTR-2B automatically — check monthly that it appears
- The BoE number on the PDF must match the entry in GSTR-2B
- Keep the PDF for 6 years (standard Indian audit period)
- If IGST doesn't appear in GSTR-2B, use the BoE number to raise a query with ICEGATE
When Banks Require a Bill of Entry PDF
Indian banks require BoE PDFs in these scenarios:
- LC (Letter of Credit) settlement — bank requires BoE as proof goods were imported
- Foreign remittance (FEMA) — AD bank needs BoE to verify goods against payment
- Import finance — banks extending post-import credit want BoE as security document
- Insurance claims — BoE proves what goods were imported for damage/loss claims
- Company audits — statutory auditors verify BoE against purchase books
How to Convert Your Template to PDF
- From Word: File → Save As → PDF, or File → Print → Microsoft Print to PDF
- From Excel: File → Export → Create PDF/XPS
- From Google Docs/Sheets: File → Download → PDF Document
- Online tools: Smallpdf, ILovePDF, or Adobe Acrobat (for more control over formatting)
Frequently Asked Questions
Is a PDF bill of entry the same as the ICEGATE customs copy?
No. A PDF you create from a Word template is a preparation document. The official ICEGATE customs copy is downloaded from the ICEGATE portal after your BoE is accepted and assessed by customs — that is the legally valid document for banks and audits.
How long should I keep the bill of entry PDF?
India: minimum 5 years from the date of assessment (some auditors prefer 6 years). Bangladesh: 6 years per NBR rules. US: 5 years from entry date. Always check current national record-keeping requirements.
Can I email a PDF bill of entry to my bank?
Yes — banks accept emailed PDF copies for most transactions. For high-value transactions or LC settlements, some banks may request a wet-signed original or a certified copy from your CHA.
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Open HTML or Word in any editor. For PDF, use Print → Save as PDF in your browser. Import CSV into Excel or Google Sheets.
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