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Submit the container’s Verified Gross Mass (VGM)¶

Guide information

Audience: Booking Officer, Operations staff
Time required: about 10 minutes per container
Outcome: Container ONEU4567895’s VGM Weight recorded and VGM Status set to Submitted before the VGM Cutoff, so the carrier can be told the container is ready ahead of loading

Requirements

This tutorial requires the installation of the following applications/modules:

Freight Forwarder Management (installs Logistics Accounting automatically)

The Verified Gross Mass (VGM) is the certified total weight of a packed container, required under the SOLAS convention before a container can be loaded on a vessel - see the Freight forwarding glossary for SM1, SM2 and the other terms used on this page. If the carrier does not receive a VGM by its VGM Cutoff, it may refuse the container for the planned sailing. Check the carrier’s instructions and the next available sailing; any resulting delay or charges depend on the route and terminal.

Running scenario: Hai Long Logistics submits the VGM for container ONEU4567895 (seal OL2604187), one of the 2 x Container 40FT HC on the Nhat Long Footwear export shipment from Hai Phong Port to Port of Los Angeles, carrier ONE - see the full shipment in Export a full container load by sea. The booking’s VGM Cutoff is 2026-11-03 17:00.

Before you start¶

Container ONEU4567895 is already Stuffed with its Seal Number (OL2604187) entered: Track container milestones from empty pickup to return.
The VGM Cutoff is already on the booking: Book carrier space for a shipment leg. The field only shows once the booking leaves Draft and the shipment’s direction is export.
You are in the User: All Shipments group (ask your freight Administrator to grant this access before starting). User: Own Shipments can only view the container - it cannot enter VGM Weight or click Submit VGM.
The weighing itself already happened outside Viindoo: a Weighbridge Certificate (Method 1) or a set of per-package weight tickets (Method 2) is in hand before you open the container’s form.

Decide how to measure the VGM¶

Option	Use when	What changes
SM1 (weighbridge)	A calibrated weighbridge able to take the full container is on the way to the port	The whole packed container is weighed once - the reading is the VGM directly; needs a Weighbridge Certificate
SM2 (calculation)	No full-capacity weighbridge is available, or the warehouse already has a weight ticket for every package	Each package’s weight (from its own ticket) plus the container’s tare weight are added by hand; needs every package’s weight ticket kept together

Select the method that matches how the verified VGM was obtained: SM1 weighs the packed container, while SM2 adds the verified cargo/package weights to the container tare. If the source weights or declaration method are unclear, confirm them with the party authorized to provide the VGM before submitting it; do not choose a method for convenience.

Step 1: Open the container and enter the VGM weight¶

Go to Freight Forwarding ‣ Operations ‣ Direction ‣ Export and open the Nhat Long Footwear shipment. On the Cargo & Packages tab, the Containers list has no VGM column, so click View on the ONEU4567895 row to open the container form in a popup.

Container ONEU4567895 was weighed by SM1: tare weight (about 3,940 kg on this unit’s door plate) plus 10,800 kg of cargo plus 200 kg of dunnage. Enter:

VGM Weight: 14,940 (kg).
VGM Measured At: 2026-11-02 15:00.

ONEU4567895 with VGM Weight 14,940 kg and VGM Measured At 2 November 2026 at 15:00; VGM remains not submitted.

After you fill both fields: the Actual Container Details group stays open with the two values, and the VGM Submission group shows the VGM Status badge as Not Submitted (yellow).

Note

There is no field to record whether SM1 or SM2 was used. Write the method in the Notes tab of this container - the Weighbridge Certificate or weight tickets themselves stay outside Viindoo either way (see Known limitations).

Tip

Step 1 is done when: VGM Weight reads 14,940 kg, and that number is below the Max Weight of Container 40FT HC (30,480 kg, looked up at Shipment Management ‣ Configuration ‣ Cargo Information ‣ Container Types - Viindoo does not compare the two automatically, see Known limitations). That menu needs the freight Administrator group; ask Duc (Operations Manager) to confirm the figure if you cannot open it yourself.

Step 2: Submit VGM¶

Click Submit VGM - in the popup opened with View, the button sits in the popup’s footer; when you open the container directly (for example from Freight Forwarding ‣ Cargo & Containers ‣ Containers), it sits in the form header.

Stuffed ONEU4567895 with VGM Weight 14,940 kg, ready for Minh to click Submit VGM.

After you click it: the VGM Status badge turns Submitted (green), VGM Submitted By shows your user, and VGM Submitted At records the time - 2026-11-02 16:30 in this shipment.

ONEU4567895 records VGM Submitted by Minh on 2 November 2026 at 16:30, weight 14,940 kg. The internal status does not confirm carrier receipt.

Warning

Clicking Submit VGM too early is blocked. With VGM Weight still empty:

Cannot submit VGM for container "<container>".
Please enter VGM Weight first.

With the container still Draft or Empty Picked (VGM can only be submitted from Stuffed, Gate-in or Loaded):

Cannot submit VGM for container "<container>".
Container must be Stuffed, Gate-in, or Loaded first.

Submit VGM is blocked because VGM Weight has not been entered for the stuffed container.

Important

Submit VGM only changes the status inside Viindoo. There is no integration to ONE’s own VGM portal or email, and no “Rejected” status if the carrier later disputes the figure - Viindoo only ever shows Not Submitted or Submitted. Submitting here is Hai Long’s internal record that the weighing is done; the VGM Declaration itself still has to go to ONE through their own channel before the VGM Cutoff, and any reply from ONE has to be tracked outside the system (see Known limitations).

Warning

Viindoo does not block Loaded for a container whose VGM Status is still Not Submitted - see Known limitations. Under SOLAS a container must not be loaded without a VGM the carrier has received, so treat the carrier’s confirmation as your own go/no-go before the container is loaded, even though the software will not stop you. The standalone Containers list (Cargo & Containers menu) shows the row in yellow once a Gate-in or Loaded container is still Not Submitted - a visual cue only, it still does not block the click.

Known limitations¶

Step	What Viindoo does today	What you do instead
Step 2	Loaded can be recorded even while VGM Status is still Not Submitted - the click does not check the SOLAS requirement that VGM be confirmed before loading. The standalone Containers list shows the row in yellow in this case; the list nested in the shipment’s Cargo & Packages tab does not.	Keep a manual rule: do not click Loaded until VGM Status is Submitted and the carrier has confirmed it received the VGM
Step 2	Submit VGM only changes the status inside Viindoo; there is no “Rejected” status if the carrier disputes the figure	Submit the VGM to the carrier through their own channel, and log any rejection or resubmission in the container’s Notes or the shipment’s Chatter
Step 1	No field records whether SM1 or SM2 was used	Write the method in the container’s Notes tab
Step 1	VGM Weight is not compared to the container type’s Max Weight	Look up Max Weight at Shipment Management ‣ Configuration ‣ Cargo Information ‣ Container Types and compare by hand
Before you start	The container has no Chatter, so a Weighbridge Certificate or weight tickets cannot be attached at the container level	Attach the file to the parent shipment’s Chatter instead, or keep it outside Viindoo
Before you start	There is an automatic reminder before CY Cutoff, but none before VGM Cutoff	Set your own reminder for the VGM Cutoff, typically earlier than CY Cutoff

Troubleshooting¶

Submit VGM is blocked - VGM Weight is missing¶

Symptom: clicking Submit VGM shows:

Cannot submit VGM for container "<container>".
Please enter VGM Weight first.

Cause: the VGM Weight field is still empty or zero.

Fix: open the container’s full form, enter VGM Weight from the Weighbridge Certificate or the added-up weight tickets, then click Submit VGM again.

Submit VGM is blocked - the container is not ready¶

Symptom: clicking Submit VGM shows:

Cannot submit VGM for container "<container>".
Container must be Stuffed, Gate-in, or Loaded first.

Cause: the container is still Draft or Empty Picked - VGM can only be submitted from Stuffed onward.

Fix: record Stuffed for the container (Track container milestones from empty pickup to return), then come back and enter the VGM.

The carrier disputes the VGM after Viindoo already shows Submitted¶

Symptom: VGM Status reads Submitted, but ONE contacts Hai Long saying the figure was not accepted.

Cause: Submitted in Viindoo only records that someone here clicked the button - it does not reflect what the carrier decided, and there is no “Rejected” status to show it.

Fix: re-weigh or re-verify outside Viindoo, log the exchange with the carrier in the shipment’s Chatter, and resubmit the VGM to ONE through their own channel - there is no “Resubmit VGM” button, so the internal badge in Viindoo stays on Submitted.

Loaded is recorded but VGM Status still shows Not Submitted¶

Symptom: the container shows Loaded, but its VGM Status badge is still Not Submitted - Viindoo raised no warning.

Cause: clicking Loaded does not check VGM Status (see Known limitations).

Fix: treat this as a process breach even though the software allowed it - confirm immediately whether the carrier actually has a valid VGM for this container, and tighten the internal check before the next shipment.

VGM Cutoff will not save - error about ETD or ETA¶

Symptom: saving the booking’s VGM Cutoff shows (shipment name filled in):

VGM Cutoff of Shipment <shipment> must be before ETD.

or the same message ending “must be before ETA.”

Cause: VGM Cutoff has to fall before both the main-carriage leg’s ETD and the shipment’s overall ETA.

Fix: re-check the VGM Cutoff against the actual sailing schedule; if the carrier moved the sailing (Handle rolled-over and not-loaded containers), update VGM Cutoff to match the new schedule too.