VGM Entry (Verified Gross Mass)¶

Guide information

Audience: Documentation Officer, Operations Staff
Time: ~5–10 minutes per container
Outcome: VGM submitted in the system before the carrier’s VGM Cutoff, with the correct weight method documented, and the container ready for gate-in.

Required modules

The Verified Gross Mass (VGM) is the certified gross weight of a loaded container — required by the SOLAS Convention (Safety of Life at Sea) before the container can be loaded onto a vessel. Without a valid VGM submitted before the carrier’s cutoff, the carrier will not load the container, causing a Rollover to the next sailing.

For Operations, this means: the moment the container is sealed (Stuffed milestone), the VGM clock is ticking. The window from Stuffed to VGM Cutoff is typically 12–36 hours.

Scenario used throughout this guide: Nguyen Van C (Operations, Hai Long Logistics) submits VGM for container COSU1234567 (40HC) on shipment SHP/202505/00042 (Viet Nam Textile JSC, VNHPH → CNSHA, COSCO SHIPPING UNIVERSE voyage 025E).

Deadline schedule for this shipment:

Deadline	Date / Time	Consequence if missed
SI Cutoff	10/05/2025 14:00	MBL not issued before departure; B/L amendment fee USD 25–50.
VGM Cutoff	11/05/2025 09:00	Container not loaded; Rollover to next sailing (cost USD 200–500).
CY Cutoff	12/05/2025 (full day)	Container refused at terminal; missed vessel.

Choosing the VGM method (SM1 vs SM2)¶

SOLAS defines two methods for determining VGM. Choose based on your equipment availability:

Method	How it works	Use when
SM1 — Direct Weighing	Weigh the fully loaded, sealed container on a calibrated weighbridge. The scale reading IS the VGM.	A certified weighbridge is available at or near the CFS/warehouse. Preferred — most accurate.
SM2 — Calculation	Sum the weights of all individual cargo items (each with a certified weighing record) plus the tare weight of the container. VGM = sum of cargo weights + tare.	No weighbridge available for the full container. Requires individual item weighing records.

Fallback recommendation: If both methods are available, use SM1. It involves one scale reading and one document. SM2 requires individual weighing certificates for every cargo item — more paperwork and more risk of adding error.

Note: Viindoo does not have a field to select SM1 or SM2 in the system. Record the method used in a Chatter note for audit purposes. The VGM Weight field holds only the numeric result, regardless of method.

Step 1: Enter the VGM Weight¶

The VGM weight is the first thing Operations should record after the container is sealed. Do not wait until the day before VGM Cutoff — if there is a discrepancy (weight over the Maximum Gross Weight, tare error), there is no time to correct it.

Open the container record for COSU1234567 from the shipment’s Containers smart button.

Containers list showing container COSU1234567 in Stuffed state with VGM Status Not Submitted.

In the VGM section, fill in:

VGM Weight (kg): 24,500

This is the total gross weight including cargo, dunnage, and tare. Verify it is within the Maximum Gross Weight (MGW) printed on the container door (typically 30,480 kg for a 40HC). If VGM Weight > MGW, the container is overweight and the carrier will reject it.

Typical tare weight for a 40HC: 3,900–4,200 kg. Cargo weight in this scenario: ~20,300 kg. Total: 24,500 kg ≤ MGW 30,480 kg — acceptable.
VGM Measured At: 10/05/2025 10:30 — the time the weighbridge reading was taken (not the time you enter it into the system).

Container COSU1234567 with VGM Weight 24,500 kg and VGM Measured At filled in.

Warning

Do not confuse kilograms and metric tonnes.

Some weighbridge printouts show weight in metric tonnes (MT). COSCO requires VGM in kilograms. 24.5 MT = 24,500 kg. A common error: entering “24.5” instead of “24500” results in a VGM of 24.5 kg — the carrier’s system will flag this immediately as implausibly low and reject the VGM. Always verify the unit before submitting.

Tip

Step 1 complete when:

VGM Weight = 24,500 kg (not 24.5, not 24500.0 MT).
VGM Weight > tare weight of the container (must be > 3,900 kg for 40HC).
VGM Weight ≤ MGW printed on the container door.
VGM Measured At reflects the actual weighing time, not the entry time.

Step 2: Submit VGM in the system¶

Submitting in Viindoo creates an audit record of who submitted and when. The VGM submission to the carrier (COSCO) is a separate step done outside the system (email, carrier portal or EDI).

The Submit VGM button is only available when the container is in one of these states: Stuffed, Gate-in, or Loaded. If the container is still in Empty Picked or Draft, the button does not appear — mark the container as Stuffed first.

Click Submit VGM.

After submitting:

VGM Status changes to Submitted (green badge in the list view).
VGM Submitted At is automatically set to the current timestamp (read-only).
VGM Submitted By is set to the current user (read-only).
The Submit VGM button disappears — it cannot be clicked again once submitted.

Container COSU1234567 after Submit VGM with VGM Status changed to Submitted.

Tip

Step 2 complete when:

VGM Status badge is green (Submitted) on the container form.
VGM Submitted At is before VGM Cutoff (11/05/2025 09:00 for this scenario).
VGM Submitted By = Nguyen Van C (the correct user, not a generic admin account).

Step 3: Submit VGM to the carrier (outside Viindoo)¶

Clicking Submit VGM in Viindoo does NOT send the VGM to COSCO. The actual submission to the carrier must be done separately through COSCO’s VGM portal or by email.

Action outside Viindoo

Submit the VGM to COSCO through one of the following:

COSCO e-VGM portal: log in, enter booking reference, COSU1234567, VGM 24,500 kg, Measured At 10/05/2025 10:30, weigh method SM1.
Email: send the VGM declaration to COSCO’s documentation team. Use the exact booking reference from the confirmed booking (e.g., ONE012345).

Keep the COSCO VGM confirmation (email or portal receipt) as the official proof of submission. This is required if COSCO raises a query about the VGM at gate-in.

Containers list after VGM submission with container COSU1234567 showing VGM Status Submitted.

Containers list with mixed VGM states, helping Operations identify containers still missing VGM before the cutoff.

Tip

Step 3 complete when:

COSCO has confirmed receipt of the VGM (email confirmation or portal status = Accepted).
The COSCO confirmation is saved or attached to the Chatter.
The container can now proceed to gate-in (CY Cutoff: 12/05/2025).

Step 4: Handle VGM amendment (if needed)¶

After the VGM is submitted, the Submit VGM button in Viindoo is gone. If the VGM weight needs to be corrected (re-weighing found a different value, cargo was added or removed):

Update the VGM Weight field directly on the container form (the field remains editable even after submission).
Update VGM Measured At to the new weighing timestamp.
Post a Chatter note explaining the reason for the amendment: “VGM amended from 24,500 kg to 24,200 kg — re-weighing after 3 pieces removed. New COSCO e-VGM submission reference: [portal ref].”
Resubmit to COSCO’s VGM portal with the corrected weight.

Note

There is no “Resubmit VGM” button in Viindoo. The system records only one submission event (the first Submit VGM click). For amendments, update the weight field directly and maintain the audit trail through Chatter notes. The COSCO portal handles amendment submissions independently.

Troubleshooting¶

Submit VGM button is not visible¶

Symptom: The container form does not show the Submit VGM button.

Cause: The container is not yet in the VGM-allowed states. VGM can only be submitted when execution state is Stuffed, Gate-in, or Loaded.

Resolution:

Check the container’s current status in the status bar.
If the status is Empty Picked — the container has not been stuffed yet. Complete the stuffing and mark the container as Stuffed first.
If the status is Submitted — VGM has already been submitted. The button is gone. To amend, update the weight field directly (see Step 4 above).

VGM Cutoff missed — container at Gate-in without VGM¶

Symptom: The VGM Cutoff has passed; VGM Status is still Not Submitted.

Resolution:

Contact COSCO immediately to check if a late VGM can be accepted (grace window is typically 1–2 hours from cutoff for some carriers).
If accepted: submit in Viindoo and then to the COSCO portal right away.
If too late: mark the container as Rolled Over and create a new booking for the next available voyage. See Rollover and Not Loaded (Container Exception).
Record the incident in the Chatter with timestamps and notify the customer.

Carrier rejects the VGM — weight appears wrong¶

Symptom: COSCO’s portal shows the VGM as rejected (weight implausible or exceeds MGW).

Resolution:

Verify the unit: is the submitted weight in kg (not MT or lbs)?
Check the MGW printed on the container door. If VGM > MGW, the container is overweight and must be unloaded to reduce cargo weight before re-sealing and re-weighing.
Verify the tare weight used in SM2 (if applicable). Container tare should match the plate on the container door — tare values vary between containers.
Submit the corrected VGM to COSCO and update the weight in Viindoo.