Directorate General of Foreign Trade Closure of Advance Authorisation User Help File V1.
Directorate General of Foreign Trade
User Help File
Closure of Advance Authorisation
Version 1.0
FEBRUARY 2022
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Directorate General of Foreign Trade Closure of Advance Authorisation User Help File V1.0
Table of Contents -
1. Introduction and Accessing DGFT Portal................................................................3
2. Contact@DGFT.......................................................................................................3
3. Login to the new Portal...........................................................................................4
4. Apply for Closure of Advance Authorisation............................................................5
(a)With Validation....................................................................................................6
(b)Without Validation.............................................................................................15
5. Adding EDI/ Non-EDI Shipping bills......................................................................23
6. Adding Bill of Entry................................................................................................28
7. Adding GST invoices.............................................................................................31
8. Adding TR-6 Challan.............................................................................................33
9. Updating Part- E of the Shipping bill.....................................................................35
10. Updating freight, insurance, discount etc. In e-BRC............................................38
11. Performing actions on the submitted files.............................................................41
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Directorate General of Foreign Trade Closure of Advance Authorisation User Help File V1.0
1. Introduction and Accessing DGFT Portal
This document is the help file for Closure function for Advance Authorisation in the new system. To access
the new portal, navigate to [Link] Users are advised to refer to the latest help file available
under Learn > Online Help & FAQs in the DGFT Portal. For accessing the Closure of Advance
Authorisation follow the navigation: Services ->Advance Authorisation/DFIA -> Closure of Advance
Authorisation.
2. Contact@DGFT
To raise any concern to DGFT the user may call the given Toll-Free Helpline number given on the DGFT
Portal or raise a request using the “Contact@DGFT” page.
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3. Login to the new Portal
To Login on Directorate General Foreign Trade (DGFT) portal you would require:
a) Internet Connection
b) Valid User ID and password provided to log in.
Then proceed with the following steps.
1. Visit the DGFT website and proceed with Login by entering the User ID, Password and captcha
then click on the login button to log in to the system.
2. Once you logged in successfully you will be able to see your Dashboard.
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4. Closure of Advance Authorisation
Introduction:-
This section covers the process of applying for the Closure of Advance Authorisation.
Pre-conditions for applying for Closure of Advance Authorisation:
1. IEC Entity has already Imported Items by paying customs duty.
2. The applicant has an ‘Active’ IEC and is logged into the DGFT Customer Portal.
3. E-Sign and DSC are enabled for submission.
4. The applicant is authorised to draft and submit applications for an IEC.
5. All exports & imports should be done.
6. For surrender of the license, no export & import should be done.
To apply for Closure of Advance Authorisation is as follows:
1. Login to the portal with valid credentials and click on Service option present on the top of the
screen.
2. Then select Advance Authorisation/DFIA.
3. Scroll down to find the Closure of Advance Authorisation node and click on apply button, you
will be redirected to the application page.
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4. You can either proceed with the draft application or create a new application, for proceeding with
the draft application select the radio button of the corresponding application and click on the
Proceed with existing application button present in the bottom of the screen and go ahead with an
application form where you left.
5. For Start Fresh Application, the user have to select the license for which Closure needs to be
applied. There are 2 ways for proceed further-
▪ With Validation
▪ Without Validation
(a) With Validation- If the user selects NO from the options then all validation will be applied in
the application, no data exceptions will be made. All the data should be present in the shipping
bills, bill of entry, GST invoices, etc. Else application will not be process further.
Note:- Amendment needs to be done for the licenses approved before 1st December 2020 before
applying for the closure.
6. After selecting the License & process with validation, click on Save & Proceed.
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7. Export details tab will be shown next.
• As Endorsed in Aurhorisation table shows the export item details present in the license.
• As per Shipping bills/GST Invoices/ Bill of Exports table shows data from the shipping bill,
GST invoices & bill of exports present in the repository for that authorisation number.
• As per Importer/Exporter table also shows the data from the shipping bill, GST invoices & bill of
exports present in the repository for that authorisation number but user can delete the entries of
the bills which he/she doesn't want to consider in the redemption matrix as the data in this table is
considered for the redemption matrix.
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• User can also search data from the repository & attach in the application by clicking on Search
Shipping bills in Bill Repository.
• To Search Shipping bill select Shipping bill from the Search Bill type drop-down.
• Then Enter Shipping bill number, Shipping bill date & Port code correctly. Click on Search.
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• Select the Shipping bill & click on Add button.
• Similarly, GST invoices & bill of export can be added in the application.
Note- Only those shipping bills, GST invoices & Bill of export will be shown in the search tab which are
unutilized & correctly mapped to the authorisation number & scheme.
• User can edit Export serial no. & UOM of an item by clicking on edit button. After making changes
click on Update & then save button.
• Export Realisation Details table shows the e-BRC details submitted by the bank for the shipping
bills attached in the application.
8. After verifying all the details click on Save & Proceed.
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9. Input details tab will be shown next.
• As Endorsed in Aurhorisation table shows the input item details present in the license.
• As per Bill of entries/GST Invoices table shows data from the Bill od entries & GST invoices
present in the repository for that authorisation number.
• As per Importer/Exporter table also s shows data from the Bill od entries & GST invoices present
in the repository for that authorisation number but user can delete the entries of the bills which
he/she doesn't want to consider in the redemption matrix as the data in this table is considered for
the redemption matrix.
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• User can search & add Bill of entry by selecting Imported Directly. To search & add GST
invoices user have to select Indigeneously Procured.
• Tax Receipt Details table shows the details of TR-6 Challan. User can also search & add the TR6
challan if present in the repository.
• Additional Input Details table shows the data automatically from the issued authorisation.
• Value Addition details will be auto-calculated from all the export & import item of the
authorisation.
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10. After verifying all the details click on Save & Proceed.
11. Next tab is of Redemption matrix.
The Value in matrix will be auto-calculated based on the details in Importer/Exporter table
accordingly items will fall in Regularisation & Bond Waiver. The values in the matrix can also be
edited by the user.
Note:- In RA, both the system generated & user edited matrix will be submitted.
Penalty will be auto-calculated but user can also edit it & pay in the closure application.
Note:- In RA, both the system calculated & user edited penalty will be submitted.
12. After verifying the details click on Save & proceed.
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13. In Attachment Tab, upload the necessary documents & click on Save & Proceed.
14. Read the declaration & tick the check box. After that click in Save & proceed.
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15. Application Summary tab will appear next. User can also print the application. After verifying all the
details in the application proceed further with payment if there is any.
16. After Payment is successful E-Receipt will be generated & File Number.
The File is submitted to RA office.
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(b) Without Validation- If the user selects YES from the options then no validation will be
applied in the application, data exceptions will be made. Application can be submitted even if some
data is missing.
Note:- Amendment needs to be done for the licenses approved before 1st December 2020 before
applying for the closure.
8. After selecting the License & process with validation, click on Save & Proceed.
9. Export details tab will be shown next.
• As Endorsed in Aurhorisation table shows the export item details present in the license.
• As per Shipping bills/GST Invoices/ Bill of Exports table shows data from the shipping bill,
GST invoices & bill of exports present in the repository for that authorisation number.
• As per Importer/Exporter table also shows the data from the shipping bill, GST invoices & bill of
exports present in the repository for that authorisation number but user can delete the entries of
the bills which he/she doesn't want to consider in the redemption matrix as the data in this table is
considered for the redemption matrix.
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• User can also search data from the repository & attach in the application by clicking on Search
Shipping bills in Bill Repository.
• To Search Shipping bill select Shipping bill from the Search Bill type drop-down.
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• Then Enter Shipping bill number, Shipping bill date & Port code correctly. Click on Search.
• Select the Shipping bill & click on Add button.
• Similarly, GST invoices & bill of export can be added in the application.
Note- Only those shipping bills, GST invoices & Bill of export will be shown in the search tab which are
unutilized & correctly mapped to the authorisation number & scheme.
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• User can edit Export serial no. & UOM of an item by clicking on edit button. After making changes
click on Update & then save button.
• Export Realisation Details table shows the e-BRC details submitted by the bank for the shipping
bills attached in the application.
8. After verifying all the details click on Save & Proceed.
9. Input details tab will be shown next.
• As Endorsed in Aurhorisation table shows the input item details present in the license.
• As per Bill of entries/GST Invoices table shows data from the Bill od entries & GST invoices
present in the repository for that authorisation number.
• As per Importer/Exporter table also s shows data from the Bill od entries & GST invoices present
in the repository for that authorisation number but user can delete the entries of the bills which
he/she doesn't want to consider in the redemption matrix as the data in this table is considered for
the redemption matrix.
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• User can search & add Bill of entry by selecting Imported Directly. To search & add GST
invoices user have to select Indigeneously Procured.
• Tax Receipt Details table shows the details of TR-6 Challan. User can also search & add the TR6
challan if present in the repository.
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• Additional Input Details table shows the data automatically from the issued authorisation.
• Value Addition details will be auto-calculated from all the export & import item of the
authorisation.
10. After verifying all the details click on Save & Proceed.
11. Next tab is of Redemption matrix.
The Values in the matrix will have to be entered by the user manually for Redemption, Bond Waiver
& Regularisation for the items.
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Penalty will be auto-calculated but user can also edit it & pay in the closure application.
Note:- In RA, both the system calculated & user edited penalty will be submitted.
12. After verifying the details click on Save & proceed.
13. In Attachment Tab, upload the necessary documents & click on Save & Proceed.
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14. Read the declaration & tick the check box. After that click in Save & proceed.
15. Application Summary tab will appear next. User can also print the application. After verifying all the
details in the application proceed further with payment if there is any.
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16. After Payment is successful E-Receipt will be generated & File Number.
The File is submitted to RA office.
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5. Adding EDI / Non-EDI Shipping bills
EDI & Non-EDI shipping bills can be added to the bill repository, which will be useful for proceeding with
the application for Closure.
User may proceed with the following steps:
1. Visit the DGFT portal website and proceed with Login by entering the User ID, Password and
captcha, then click on the login button to log in to the system.
2. At Home screen click on My Dashboard then select Repositories from the drop-down.
3. Now click on explore hyperlink in the Bill Repository node, you will be redirected to the bill
repository page.
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4. In select bill drop-down, select the Shipping Bill option and then click on add Shipping Bill
button, you will be redirected to draft shipping bill application page.
5. Click on Start fresh application button to create a shipping bill.
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6. Now fill all the required details and make sure, these points are satisfied:
◦ Make sure all the values are correctly entered.
◦ Correct Scheme code should be selected in the Export Item Details section.
◦ Invoice serial no is the same as the export serial number entered in Advance Authorisation file
number application in the Part-E section.
◦ License number should be entered correctly in the Part-E section.
Note:- Manual entry of EDI Shipping bills is allowed for the bills prior to 1 st April 2020. Non-EDI shipping
bills of any date can be added manually.
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7. Now click on the Save button, the Shipping bill be successfully created and acknowledgement will
be displayed to the user.
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6. Adding GST Invoices
GST Invoices can be added to the bill repository, which will be useful for proceeding with the application for
Closure.
User may proceed with the following steps:
1. Visit the DGFT portal website and proceed with Login by entering the User ID, Password and
captcha, then click on the login button to log in to the system.
2. At Home screen click on My Dashboard then select Repositories from the drop-down.
3. Now click on explore hyperlink in the Bill Repository node, you will be redirected to the bill
repository page.
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4. In select bill drop-down, select the GSTN Invoices option and then click on Add GSTN Invoices
button.
5. Now fill all the required details and make sure, these points are satisfied:
◦ If the user wants to add the GST invoice for exports then select the type of GST as Export.
◦ If the user wants to add the GST invoice for Import then select the type of GST as Import.
◦ Enter correct authorisation number againt which GST is being applied in supply details tab.
◦ For Advance Authorisation, the Export & Import serial field will shown as drop-down. User
have to select the serial no. from the drop-down.
Note:- Serial number in the export & import drop-down will be auto-populated from the license according to
the authorisation number entered by the user.
◦ For EPCG, user have to enter export & import serial number Manually.
◦ For Export type GST invoice, import serial number is not mandatory.
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6. After adding all the details click on Save button, the GST Invoice has been successfully created
and acknowledgement will be displayed to the user.
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7. Adding Bill Of Entry
Bill of Entry can be fetched from the customs if not present in the user's repository.
User may proceed with the following steps:
1. Visit the DGFT portal website and proceed with Login by entering the User ID, Password and
captcha, then click on the login button to log in to the system.
2. At Home screen click on My Dashboard then select Repositories from the drop-down.
3. Now click on explore hyperlink in the Bill Repository node, you will be redirected to the bill
repository page.
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4. In select bill drop-down, select the Bill of Entry option and then click on Get Bill of Entry from
ICEGATE button.
5. Enter the License number & Port of Registration. After that click on Get details from Customs
button. Data will be fetched & transferred to the user's Repository.
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8. Adding TR-6 Challan
TR-6 Challan can be added manually in the repository.
User may proceed with the following steps:
1. Visit the DGFT portal website and proceed with Login by entering the User ID, Password and
captcha, then click on the login button to log in to the system.
2. At Home screen click on My Dashboard then select Repositories from the drop-down.
3. Now click on explore hyperlink in the Bill Repository node, you will be redirected to the bill
repository page.
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4. In select bill drop-down, select the TR-6 Challan option and then click on Add TR-6 Challan
button.
5. Enter all the details & attach relevent documents. Submit application.
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9. Updating Part- E of the Shipping bill
User can update FOB value, license number, file number & Serial number of an item in Shipping bill part-E
section.
User may proceed with the following steps:
1. Visit the DGFT portal website and proceed with Login by entering the User ID, Password and
captcha, then click on the login button to log in to the system.
2. At Home screen click on My Dashboard then select Repositories from the drop-down.
3. Now click on explore hyperlink in the Bill Repository node, you will be redirected to the bill
repository page.
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4. In select bill drop-down, select the Shipping Bill option & enter the search paramaters to find the
Shipping bill which needs to be updated & then click on Search button.
5. Then scroll down to find the shipping bill & click on Shipping bill no. hyperlink.
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6. In Part-E section click on Action button.
7. Update the required details & then click on Update.
Note:- (a)The user can update the fields only if the data is missing or incorrect. Correct or valid data is
non-editable.
(b) The shipping bills which are not utilized can only be updated. User needs to delete the draft of the
application then proceed futher for the updation.
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10. Updating freight, insurance, discount etc. In e-BRC
The User can update the freight, insurance, discount etc. related charges in repository. Multiplication
Factor (MF) will be recalculated when the user saves these values.
User may proceed with the following steps:
1. Visit the DGFT portal website and proceed with Login by entering the User ID, Password and
captcha, then click on the login button to log in to the system.
2. At Home screen click on My Dashboard then select Repositories from the drop-down.
3. Now click on explore hyperlink in the Bill Repository node, you will be redirected to the bill
repository page.
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4. In select bill drop-down, select the Bank Realisation (e-BRC) option & enter the search
paramaters to find the e-BRC which needs to be updated & then click on Search button.
5. Scroll down to find the e-BRC which needs to be updated & click on Bank Realisation hyperlink.
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6. Click on Edit button to unfreeze the fields which can be updated.
7. Update the fields & then click on Save button.
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11. Performing actions on Submitted application
Various actions can be performed on the submitted Closure file, for this we need a submitted Advance
authorisation Closure File number application. Proceed with the following steps.
1. Visit the DGFT portal website and proceed with Login by entering the User ID, Password and
captcha, then click on the login button to log in to the system.
2. Once you land on Dashboard then click on 'my dashboard' option, click on submitted application
option from the dropdown, you will be redirected to track status screen.
3. In the track status search parameter, select the type of scheme as Advance Authorsation
scheme and type of sub-scheme as Closure of Advance Authorisation. Enter the search
parameter to search the file.
4. Now click on the action button and view the list of options available under action that can be
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performed.
5. If the file is in PROCESS then following actions will be available.
Click on the Print option, to view the submitted application and print the same. To view, the payment
details click on payment details option in the dropdown. For viewing the lifecycle of the application click
on view life cycle button, similarly, for DSC signature details, transmission details, view submitted
attachments, select the respective options from the list.
6. If the file is APPROVED or REJECTED then following actions will be available.
By clicking on the View Approved License/Rejection user can view the letter issues by the RA Officer.
7. If the file is DEFICIENT then the following actions will be available.
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• User can respond to deficiency & make the changes which RA officer has mentioned.
• There are two ways of responding for deficiency- (A) Without Amendment
(B) With Amendment
(A) For Without Amendment-
• User have to click on NO button when asked to amend the application.
• Then click on YES to proceed futher for without amendment.
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• After clicking on YES, an attachment screen will appear where user can upload the documents
which were asked by RA or needs to be attached with remarks.
• Then click on Sign and Submit button to complete the process.
(B) For With Amendment-
• User have to click on YES button when asked to amend the application.
• After clicking on YES, the application will open & the user can make changes in the whole
application.
• After making necessary changes submit the application with remarks to complete the process.
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