air waybill outturn reports€¦ · air waybill outturn reports 5.2 import cargo reporting manual...

IMPORT CARGO REPORTING MANUAL (AIR) – V1.1 23/07/2008 5.1

5 AIR WAYBILL OUTTURN REPORTS

Australian Customs Service 5 Constitution Avenue Canberra ACT 2601

Telephone: 02 6275 6666 Facsimile: 02 6275 6999

© Commonwealth of Australia 2004

This work is copyright. Apart from any use as permitted under the Copyright Act 1968, no part may be reproduced by any process without prior written permission from the Australian Customs Service. Requests and enquiries concerning reproduction rights should be addressed to the Director, Corporate Communication, Australian Customs Service, 5 Constitution Avenue, Canberra, ACT, 2601.

AIR WAYBILL OUTTURN REPORTS

5.2 IMPORT CARGO REPORTING MANUAL (AIR) – V1.1 23/07/2008

TABLE OF CONTENTS Overview...............................................................................................................3

What is an Air Waybill Outturn (AWO)? ............................................................3

How is an AWO communicated? ......................................................................3

When is an AWO used?....................................................................................3

Links .................................................................................................................4

Consolidated Cargo Status and Screening.......................................................4

Unsolicited Messages.......................................................................................4

Document Status ..............................................................................................4

Part shipments ..................................................................................................4

Surplus goods...................................................................................................5

Legislation.........................................................................................................6

Offences ...........................................................................................................6

Further information............................................................................................6

Creating an Air Waybill Outturn Report ................................................................6

Searching for an Air Waybill Outturn Report ......................................................10

Amending an Air Waybill Outturn Report............................................................16

Withdrawing an Air Waybill Outturn Report ........................................................21

Related topics.....................................................................................................23

Further assistance..............................................................................................23



OVERVIEW WHAT IS AN AIR WAYBILL OUTTURN (AWO)?

An air waybill outturn (AWO) is a report made by a cargo terminal operator (CTO) providing information about cargo that they have unloaded from an aircraft. An AWO may also be lodged by the operator of a section 77G depot providing information about cargo that has arrived at or been deconsolidated at their depot.

An AWO records the time of receipt, and confirms the actual arrival of cargo. Importantly this includes the identification of surplus or short-landed cargo.

HOW IS AN AWO COMMUNICATED?

An AWO must be reported electronically by the receiving CTO or depot operator.

A CTO operator or depot operator may engage a third party (such as a bureau) to report their outturns, however the legal responsibility for making the report remains with the CTO or depot operator.

WHEN IS AN AWO USED?

For cargo unloaded from an aircraft at an airport the AWO must be communicated within 24 hours of the aircraft arrival.

For cargo received in a ULD container that is not unpacked at the receiving premises, the AWO must be communicated with 24 hours of receipt at the premises.

For cargo received in a ULD container that is unpacked at the receiving premises, the AWO must be communicated with 24 hours of completion of the unpacking.

For any other cargo received the AWO must be communicated the day after the day the cargo was received at the premises. In this case “day” does not include Sundays of public holidays.

WHAT INFORMATION DOES THE AWO REPORT:

The AWO report must:

• specify any goods included in the cargo report that have not been unloaded (shortlanded)

• specify any goods not included in the cargo report that have been unloaded (surplus) or

• contain a statement that there is no shortage or surplus cargo.

The AWO also includes check box indicators for damage and pillage.



LINKS

The relationship of the AWO to other reports in the air cargo environment is illustrated below.

CONSOLIDATED CARGO STATUS AND SCREENING

Air waybill outturns play no role in the generation of consolidated cargo status.

No cargo screening period applies to an AWO.

UNSOLICITED MESSAGES

To assist depot operators provide accurate outturn reports, Customs may (when available) send an unsolicited message known as a Cargo Status Advice (CSA) to the destination establishment nominated on an underbond movement approval.

A CSA has cargo specific details such as MAWB, cargo description and the number of pieces.

DOCUMENT STATUS

After lodgement outturns are validated within the ICS. An AWO that fails validation will be rejected and will not be stored in the ICS. These documents must be corrected and re-lodged.

Air waybill outturns that pass validation and are stored in the ICS are assigned a document status. The status of an AWO can only be determined by checking the ICS. The possible statuses for an AWO are:

• Clear – the AWO has been validated without error. This is the default status and is implied by the acceptance and storage of the report.

• Withdrawn – the AWO has been withdrawn. This is indicated by the ‘WITHDRAWN’ indicator displayed across the top of the screen in red.

PART SHIPMENTS

Part shipments occur when a single consignment arrives over two or more flights.

When this occurs the aircraft operator or charterer must report the flight details for the arrival of the second, or subsequent, parts quoting the original master air waybill (MAWB). The ICS will check existing airway bill outturns for cargo quoting



the original MAWB and create ‘ghost’ cargo reports for any house air waybill(s) that link to the original cargo report. When doing this, the ICS will reflect the new arrival details and number of packages.

When reporting an AWO for second, or subsequent, ‘part shipments’ the outturn result must refer to the entire shipment.

For example, if three of five packages arrive first, and two more packages arrive on a subsequent flight, the first outturn must report two packages short-landed. The second AWO will report nil discrepancies. That is, the second AWO will state that all packages have arrived in Australia.

The following diagram illustrates a simplified ghosting process for part shipments.

Diagram Two – Simplified ‘ghosting’ of HAWB due to short landing.

SURPLUS GOODS

Surpluses occur under two circumstances:

Surplus goods may be received or unpacked for a cargo that has been reported. For example, ten cartons were reported, but twelve cartons were received

A surplus consignment may be received or unpacked – the cargo was not expected and has not been reported.

A CTO / depot operator may report surplus consignments by quoting ‘Dummy’ Air Waybill numbers (MAWB 000-00000000 and, optionally, HAWB number 0000).

Note: AWO reports quoting surplus cargo must include a description of the cargo.



LEGISLATION

Customs Act 1901

Section 64ABAA (1) requires that when cargo is unloaded from the aircraft, the depot operator must communicate electronically to Customs an outturn report in respect of the cargo.

Section 64ABAB (1) relates to cargo unloaded from an aircraft and received into a depot. The depot operator must communicate the outturn report to customs within 24 hours, or such other period as is prescribed by the regulations, after the time of arrival of the aircraft as stated in the actual arrival report.

Section 64ABAB requires that when cargo is unloaded from an aircraft and moved to the depot operator nominated by the operator of the aircraft, the depot operator must communicate electronically to Customs an outturn report within 24 hours of the arrival of the aircraft.

Section 64ABAB (4) relates to cargo that is moved under permission given under section 71E to a Customs place (other than a warehouse). The person in charge of the Customs place must communicate the outturn report to Customs. This outturn must be reported no later than one day after the day on which the person recorded a receipt of the cargo at that place.

Customs Regulations 1926

OFFENCES

Section 64ABAA – An offence against subsection 64ABAA (8) - Outturn report not communicated within the prescribed time, or communicated incorrectly – this is a fault-based offence with a maximum penalty of 120 penalty units.

Section 64ABAA – An offence against subsection 64ABAA(9) - Outturn report not communicated, or not communicated within the prescribed time or communicated incorrectly – this is an offence of strict liability, with a maximum penalty of 60 penalty units. The Infringement Notice Scheme (INS) applies to offences against section 64ABAA(9), with a penalty of twelve penalty units. A penalty unit is defined within the Crimes Act 1914.

FURTHER INFORMATION

Further information about the Customs Regulatory Philosophy can be found at http://www.customs.gov.au

Further information about the Customs Infringement Notice scheme can be found at http://www.customs.gov.au

CREATING AN AIR WAYBILL OUTTURN REPORT IN CI The Air Waybill Outturn Report Create screen enables users with the appropriate access to lodge detailed information relating to the aircraft discharge of imported goods or receipt of goods moved underbond.

An air waybill outturn report comprises of two parts, a header and one or more lines. The header contains information relevant to the whole document such as



who is outturning the cargo, and where. Lines contain information about specific shipments being discharged or received.

When an air waybill outturn report is created, the ICS will attempt to link the air waybill outturn report to other reports (eg, an actual arrival report) received by the ICS. The ICS does this by comparing link fields such as the Flight No and Last O/S Departure fields.

Tip: before attempting to create an air waybill outturn report, ensure that you have all required information and codes. It is NOT possible to use the reference search function (eg, for a United Nations Location code (UNLocode)) and lodge an air waybill outturn report simultaneously.

The following table lists the codes that may be required in lodging an IAR and the fields to which they apply.

Field name Type of code/identifier

Flight No Three character airline code plus five character flight number

Responsible Party ID Australian Business Number (ABN) / Customs Client Identifier

Tip: an air waybill outturn can contain a maximum of 999 lines. A maximum of ten lines can be added to an air waybill outturn before it must be submitted. To add additional lines, refer to Amending an Air Waybill Outturn.

To create an air waybill outturn report:

Step 1. From the main menu, click on Imports, click on Air Waybill Outturn and then click on Create.

The Air Waybill Outturn Create screen displays.



The Air Waybill Outturn Report Create screen enables users to lodge detailed information relating to the discharge of goods from an aircraft or receipt of goods moved underbond.

Note: the Reported By ID field will default to the ABN/CCID (Australian Business Number/Customs Client Identifier) of the reporting party and is read-only.

Step 2. In the Flight No field, enter the airline code (as allocated by the International Air Transport Association (IATA)), and flight number (as assigned by the carrier to identify the journey of the aircraft) for the flight carrying the cargo.

Step 3. In the Scheduled Arrival Date field, enter the scheduled arrival date that the aircraft carrying the cargo is expected to arrive at the first Australian port where the cargo will be discharged.

Step 4. In the Outturn Establishment ID field, enter the establishment identifier of the establishment where the consignment is to be discharged (outturned) or destination premises for an underbond movement.

Step 5. In the Outturn Date field, enter the date the goods were discharged from the aircraft or received at the establishment after an underbond movement. This is the local date at the port of discharge.

Step 6. In the Outturn Time field, enter the time the goods were discharged from the aircraft or received at the establishment after underbond movement. This is the local port time in 24hr format (for example ‘16:45’).

Step 7. In the Responsible Party ID field, enter the identifier of the responsible party that performed the outturn. This is the unique identifier of the party that is unloading, receiving or unpacking the cargo. The identifier is either an Australian



Business Number (ABN) or Customs Client Identifier (CCID). To be a valid identifier, an ABN must be registered in the ICS.

Note: An ABN must be registered in the ICS to be a valid identifier.

To add a line:

Step 8. Click on the Add Line button to create line items for the air waybill outturn report.

The Air Waybill Outturn Line Create screen displays.

The Air Waybill Outturn Line Create screen is where the details of a consignment being outturned are reported.

Step 9. In the Master Air Waybill No field, enter the master air waybill number for the consignment. The master air waybill number is assigned by the carrier or their agent. This number is quoted on all related air cargo reports. The air waybill number master fields must have three characters in the first field and eight in the second field and should conform to the International Air Transport Association (IATA) check digit algorithm.

Step 10. (Optional) In the House Air Waybill No field, enter the house air waybill number for the consignment. The house air waybill number is assigned by the house waybill cargo reporter, and in combination with the master number, identifies a house waybill consignment.

Step 11. In the No Of Packages field, enter the number of packages in the consignment. This is the number of packages per consignment packed in such a way that they cannot be divided without first undoing the packing.

Step 12. (Optional) In the Damage Indicator field, click on the drop down button and select YES if the consignment has been damaged, or NO if the consignment has not been damaged.

Step 13. In the Outturn Result field, enter the outturn result. This is where any discrepancies between the cargo reported and the cargo actually received by Customs are reported. The values include:

• NIL – NIL: used to indicate that an establishment has received the total number of packages expected in the consignment. If a consignment has been split into partshipments, once the total number packages have been received, NIL must be recorded in the last Outturn Result Code.



• SC – SURPLUS CONSIGNMENT: a consignment is received that has not yet been reported to Customs. If the master or house bill information is known, this is provided in the outturn report. If the master or house bill information is not known, then an artificial bill number has been allowed within the Integrated Cargo System (ICS), which is master air waybill ‘000-00000000’ and if required house air waybill ‘0’. In all cases where SC is used, the establishment lodging the air waybill outturn report will be required to provide a goods description.

• SH – SHORTAGE: this code is used to indicate that the establishment has not received all the packages expected in a consignment. If zero packages are received, an outturn report is still required but SH is recorded as the outturn result code and zero ‘0’ is recorded as the number of packages.

• SU – SURPLUS PACKAGES: there were more packages received by the establishment than reported in the consignment. The actual number of packages received is included in the message. In all cases where SU is used, the establishment supplying the outturn will be required to provide a goods description.

Step 14. (Optional) In the Pillage Indicator field, click on the drop down button and select YES (if part of the consignment has been stolen or is missing) or NO (if the consignment is intact).

Step 15. (Conditional) In the Goods Description field, enter a detailed description of the goods. The Goods Description is a plain language description of the nature of the goods reported and is mandatory if the outturn result has been recorded as SU (surplus) or SC (surplus consignment). Goods Description is not required for anything other than surplus consignments.

Note: a maximum of ten lines can be added to a page before the air waybill outturn must be submitted.

Note: to add a new line, click on the Add More Line(s) button.

Note: to exit this screen without saving, click on the Cancel button.

Step 16. Click on the OK button after the last line required has been added.

The Air Waybill Outturn Create screen displays with the updated details.


Step 17. Click on the Submit button.

The Air Waybill Outturn View screen displays with the updated details.

SEARCHING FOR AN AIR WAYBILL OUTTURN REPORT IN CI The Air Waybill Outturn Search screen allows users with the appropriate access to search for an air waybill outturn report.

An air waybill outturn report acknowledges the receipt of a consignment that has been discharged from an aircraft or relocated as a result of an underbond movement between licensed establishments. Cargo must remain at an



establishment until the goods are cleared for release or until approved for a further underbond movement.

Step 1. From the main menu, click on Imports, click on Air Waybill Outturn and then click on Search.

The Air Waybill Outturn Search screen displays.

The Air Waybill Outturn Search screen enables users to search for air waybill outturn reports.

The default search criteria in the Select Combination field will be Master Air Waybill No. Fields for this search combination are displayed as mandatory fields. All other fields are disabled.

Step 2. In the Select Combination field, click on the drop down button and select one of the following options:

• Master Air Waybill No (default)

• Master Air Waybill No & House Air Waybill No

• Flight No & Scheduled Arrival Date & Outturn Establishment Id

• Outturn Date Range & Outturn Establishment Id.

Tip: choosing an appropriate search option will make searching more efficient.

When a broad search option is used, a list will usually be returned. From this screen a specific document can be chosen. The broadest search option available is the Outturn Date Range & Outturn Establishment Id option.

Step 3. Enter the relevant values in the mandatory fields.

Note: the Outturn Date Range must be no more than 30 days duration. The Outturn Date From/To must not contain a date in the future.

Note: to clear the search criteria entered, click on the Clear button.

Step 4. Click on the Search button.

If only one record is found, the Air Waybill Outturn View screen displays.

If multiple records are found, the Air Waybill Outturn List screen displays.



The Air Waybill Outturn List screen enables users to view a list of air waybill outturn reports. The reports are sorted by the Outturn Date/Time (in descending order) and then by the Outturn Establishment Code (in ascending order). The Outturn Date/Time field is the local date and time for the establishment reporting the air waybill outturn report.

All fields are read-only.

The following table lists the options available on the Air Waybill Outturn List screen.

Option Action Result

To view a previous or next page of results.

Note: only available if more than one page exists.

Click on the Page Prev or Next button.

The previous or next page of results displays.




To perform another search (with existing search criteria retained).

Click on the Back hyperlink.

The Air Waybill Outturn Search screen displays with the previously entered search criteria entered.

To perform another search (with default search criteria).

Click on the New Search hyperlink.

The Air Waybill Outturn Search screen displays with the default search criteria.

Step 5. Click on a hyperlink in the Flight Number column.

The Air Waybill View screen displays.

The Air Waybill Outturn View screen enables users to view the details of an air waybill outturn report.

If the Air Waybill Outturn View screen is accessed from another document in the Integrated Cargo System (ICS), for example, an air cargo report, the following changes occur:

• the Report Prev and Next buttons are disabled

• the Amend, Withdraw and Add Line(s) buttons are not displayed

• all hyperlinks are hidden

• the Show Hyperlinks column is not displayed.



The following table lists the options available on the Air Waybill Outturn View screen.


To view EDI site details. Click on the View EDI Details hyperlink.

The EDI Details View screen displays.

To view the previous or next version of the air waybill outturn report.

Note: only available if more than one version exists.

Click on the Version < or > button.

The previous or next version of the air waybill outturn report displays.

Note: fields on the version are highlighted if they are different from the fields on the previous version.

To navigate to a particular master air waybill number.

Note: if the master air waybill number does not exist, the next available master air waybill number displays.

In the Go To Master Air Waybill No field, type the master air waybill number or the beginning of the number and press the ‘Enter’ key on the keyboard.

The details for the master air waybill number entered displays.

To view the previous or next page of line summary details.

Note: only available if more than one page exists.

Click on the Page Prev or Next button.

The previous or next page of line summary details displays.

To view hyperlinks for documents/reports associated with a particular line.

Select the appropriate option in the Show Hyperlinks column.

Hyperlinks for documents/reports associated with the selected line display, where available. For further details on this function, refer to volume 1 module 1.

To view a linked air cargo report.

Note: the hyperlink only displays if an air cargo report exists.

Click on the Air Cargo hyperlink.

The Air Cargo Report View screen displays.




To view linked underbond movement(s).

Note: the hyperlink only displays if an underbond movement exists.

Click on the Underbond Movement hyperlink.

If one match is found, the Underbond Movements View screen displays.

If more than one match is found, the Underbond Movement List screen displays.

To view the previous or next report.

Note: only available if more than one report exists.

Click on the Report Prev or Next button.

The previous or next report displays from the list resulting from the search.

To amend an air waybill outturn.

Note: no changes can be made to the header or existing line details. Lines can be added and removed using the Amend an Air Waybill Outturn process only. The latest version must be displayed.

Click on the Amend button.

The Air Waybill Outturn Amend screen displays.

To withdraw an air waybill.

Click on the Withdraw button.

A confirmation window displays. Refer to Withdrawing an Air Waybill Outturn Report.

To add lines to an air waybill outturn report.

Click on the Add Line(s) button.


Step 6. Click on a hyperlink in the Master Air Waybill No column.

The Air Waybill Outturn Line View screen displays.



This Air Waybill Outturn Line View screen enables to view the individual line details of an air waybill outturn report. Each line represents a different line of cargo or consignment.

All fields are read-only.

The following table lists the options available on the Air Waybill Outturn Line View screen.


To view the previous or next line.

Note: only available if more that one line exists.

Click on the Line Prev or Next button.

The previous or next line displays.

AMENDING AN AIR WAYBILL OUTTURN REPORT IN CI The Air Waybill Outturn Amend screen enables users with the appropriate access to amend the details of an air waybill outturn. Only the reporter of the original air waybill outturn report can make changes to the original document.

From the Air Waybill Outturn Amend screen no changes can be made to the details in the header section of the air waybill outturn report. If changes are required to any of the fields in the header section, the air waybill outturn report must be withdrawn and re-submitted in the ICS. This will require the allocation of a new senders reference.

Changes to the master air waybill or house air waybill numbers cannot be made to existing line details of an air waybill outturn report. If amendments need to be made to the fields in the existing line details, the line must be deleted and a new line record created. Before an air waybill outturn report line is deleted, the full record should be viewed to ensure the correct line is being removed.

The Air Waybill Outturn Amend screen can be navigated to in two different ways:

• navigating to this screen using the Amend button allows authorised users access to the Air Waybill Outturn Amend screen to amend existing details and remove (delete) existing lines



• navigating to this screen using the Add Lines button allows authorised users access to the Air Waybill Outturn Amend screen to amend existing details and add additional lines.

Amending and removing existing lines

To amend existing line details:

Step 1. From the Air Waybill Outturn View screen, click on the Amend button.


On the Air Waybill Outturn Amend screen, all the details in the header section are read-only. If any changes are required to the header section, the air waybill outturn report must be withdrawn and re-submitted.

Step 2. Click on a hyperlink in the Master Air Waybill No column.

The Air Waybill Outturn Line Amend screen displays.



The Air Waybill Outturn Line Amend screen enables users to amend line details for an air waybill.

The Master Air Waybill No and House Air Waybill No fields are read-only.

The following fields can be amended if required:

• No Of Packages

• Damage Indicator

• Outturn Result

• Pillage Indicator

• Goods Description.

Step 3. Make the required changes to the air waybill outturn line.

Note: to exit out of this screen without saving, click on the Cancel button.

Step 4. Click on the OK button.


Step 5. Click on the Submit button on the Air Waybill Outturn Amend screen to confirm the changes. This is an additional validation from the one previously performed when the user clicked on the Submit button on the previous screen.

The Air Waybill Outturn View screen displays.

Adding a line

Additional report lines can be inserted to an air waybill outturn report that already exists in the ICS if required.



Step 1. From the Air Waybill Outturn View screen, click on the Add Line(s) button.


The Air Waybill Outturn Amend screen enables users to add lines to an air waybill outturn.


Step 2. Click on the Add Line button.




The Air Waybill Outturn Line Create screen enables users to report the details of a consignment being discharged at an establishment or an underbond movement of a consignment. A maximum of 999 lines can be added to one air waybill outturn report but only ten lines can be added before the air waybill outturn report must be submitted.

Step 3. In the Master Air Waybill No field, enter the master air waybill number for the consignment. The master air waybill number is assigned by the carrier or their agent. This number is quoted on all related air cargo reports. The air waybill number master fields must have three characters in the first field and eight in the second field and should conform to the International Air Traffic Association (IATA) check digit algorithm.

Step 4. (Optional) In the House Air Waybill No field, enter the house air waybill number for the consignment. The house air waybill number is assigned by the house waybill cargo reporter, and in combination with the master air waybill number, identifies a house waybill consignment.

Step 5. In the No Of Packages field, enter the number of packages in the consignment. This is the number of packages per consignment packed in such a way that they cannot be divided without first undoing the packing.

Step 6. (Optional) In the Damage Indicator field, click on the drop down button and select YES (if the consignment has been damaged) or NO (if the consignment has not been damaged).

Step 7. In the Outturn Result field, enter the outturn result. This is where any discrepancies in the waybill can be reported. The values include:

• NIL – NIL: used to indicate that an establishment has received the total number of packages expected in the consignment. If a consignment has been split into partshipments, once the total number packages have been received, NIL must be recorded in the last Outturn Result Code.



• SC - SURPLUS CONSIGNMENT: a consignment is received that has not yet been reported to Customs. If the master or house bill information is known, this is provided in the outturn report. If the master or house bill information is not known, then an artificial bill number has been allowed within the Integrated Cargo System (ICS), which is master air waybill ‘000-00000000’ and if required house air waybill ‘0’. In all cases were SC is used, the establishment lodging the air waybill outturn report will be required to provide a goods description.

• SH – SHORTAGE: this code is used to indicate that the establishment has not received all the packages expected in a consignment. If zero packages are received, an outturn report is still required but SH is recorded as the outturn result code and zero ‘0’ is recorded as the number of packages

• SU – SURPLUS PACKAGES: there were more packages received by the establishment than reported in the consignment. The actual number of packages received is included in the message. In all cases where SU is used, the establishment supplying the outturn will be required to provide a goods description.

Step 8. (Optional) In the Pillage Indicator field, click on the drop down button and select YES (if part of the consignment has been stolen) or NO (if no part of the consignment has been stolen).

Step 9. (Conditional) In the Goods Description field, enter the description of the goods. The goods description is the plain language description of the goods reported and is mandatory if the outturn result has been recorded as SU (surplus) or SC (surplus consignment). The goods description is not required for SH (shortage) or NIL result.

Note: to add another air cargo outturn line, click on the Add More Line(s) button.




Step 11. Click on the Submit button.

The Air Waybill Outturn View screen displays.

WITHDRAWING AN AIR WAYBILL OUTTURN REPORT IN CI The Air Waybill Outturn View screen in Customs Interactive allows users with the appropriate access to withdraw an air waybill outturn.

To withdraw an air waybill outturn:

Step 1. Ensure the Air Waybill Outturn View screen is displayed.

Step 2. Click on the Withdraw button.

A confirmation box displays.




The Air Waybill Outturn View screen displays with the withdrawn status assigned.



RELATED TOPICS For more information on Cargo Reporting, refer to Module 1.

For more information on Air Impending Arrival Reports, refer to Module 2.

For more information on Air Cargo Reports, refer to Module 3.

For more information on Air Actual Arrival Reports, refer to Module 4.

For information about the Reference Functionality relating to Cargo Reporting, refer to Volume 1 Module 5.3.

FURTHER ASSISTANCE Email [email protected] or phone 1300 558 099.

mailto:[email protected]

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